Safety Monthly April 2024 Webinar

Well, I do see that, we have people joining, so I do think we are in the webinar this time. I know we've had a little bit of confusion sometimes. Oh, and I see your screen. That is perfect. Yeah. Note note to self, if we're presenting in the little backstage prep area, when we move over to the main one, it stops presenting. Ah, interesting. Okay. Yeah. We'll have to keep that in mind. Okay. So, yeah, I see a few people coming in. Let's go ahead and just kick this off. And I see some people on with a a phone call in, so, we'll try and be extra descriptive, with what's on screen in case some of y'all are, driving somewhere. Alright. So, Gaston, can you go to the next slide? Yes. I can. Alright. Perfect. So, welcome to the webinar for April already. Yeah. It's wild. Like, that does not seem like that could possibly be correct. But Yeah. We are we are in, just such a march to, Safety week to national stand down, coming up in May. And it just feels like the weeks are flying by. But for today, for this webinar, what we'll cover is, we have some improvements, with follow ups. That's gonna take up most of our time. We'll actually be covering that first. And then we'll talk about just some other, improvements that are a little bit smaller, and talk through outstanding items, and just what you can do there to get ready for what's coming to mobile for follow ups. So I think I click to the next slide. Don't mind? Yep. You got it. Oh, no. It's out of order. I think I will start things off showing off, what is coming soon to iPads and iPhones. So we will try sharing the screen. And let's see how this goes. Let me know when you can see it, Gaston. It says oh, there we go. Yep. I see it now. Perfect. Let's just orient everyone. I also realized we didn't really ask if anyone, can see us or hear us. So hopefully, hopefully, y'all can. Maybe throw a question in the chat. Oh, thank you, Philippe. We got thumbs up. Okay. So you guys can hear us and see us. That's perfect. So just to orient y'all, this is this is us. This is not currently out. We're on a dev build right now. And what you're seeing is okay. This is just we're coming into HCSS Field, and today, we are focusing on inspections and follow ups. So when you're in here, you probably are really familiar with this screen. We have done a refresh on it within the last couple months. So this is where you have your inspection. This is where you're adding one. Pretty pretty straightforward. You can see you're completed. But down here, you can see oh, there's another tab, and it takes us to a new place. And so this is what is new. We've had the assigned to me, for, I think, two releases. So if you're updated on that, you should be able to see assigned to me. But what is new is the open follow ups and the closed follow ups. So, like, let's just take a second to focus on that. So, assigned to me are follow ups that have been assigned to you. So you are it's being filtered. It's showing you those. Open follow ups are any follow ups with a status of issue reported, in progress, on hold, or excelled. And what this screen right here is doing is it's showing you all of the follow ups for all the jobs you have access to. Now in this, you know, test environment, we only have two jobs. But for you or for your foreman or for your supers, you might wanna come in here and say, let's just look at one job or let's look at these two drops compared to the two hundred drops that you might have. So as you're thinking through, hey. How is my team going to use this new visibility? Highly recommend you get some education out there of just like, hey. Filter to the job you're on. And for other people who might be jumping between many jobs, so your supervisors, your project managers, your mechanics. They can definitely come here, look at all jobs, easy to toggle if you've got many, and say, hey. I wanna come in here, and I just wanna see, ones that are on hold, or I just wanna see ones that are in progress. And, hopefully, this makes it very easy for you to find certain things. You can also come in here and, so you can see within here that there is a few things within a follow-up that you're getting a preview of. And it's the inspection item. It's the created today. I made all my data today. So normally you'd be seeing like, oh, this was created a week ago, seven days ago, two weeks ago. But let's say that I'm a mechanic, and I just wanna see, things that are equipment related. So I'm gonna come and I'm gonna say I only wanna see, inspections that are of equipment type, and I can say, wow. I'm seeing a lot of things related to, the wheel loader. Let's just go ahead and type in wheel to just filter. And now I've got a shorter list of all of the follow ups that have issues related to that wheel loader. Of course, if you type in the exact equipment code, that's gonna filter it even more, but I know I only put in, a few ones related to that specific wheel loader. Yeah. So let me know if there's any questions coming in. And I know that for some people, you've seen this a little bit. If you attended UGM, you might be familiar. For other people, this might be totally new. So I wanna make sure that I'm explaining everything that that might be new or confusing. No questions so far. I would wanna mention that the that search right there searches basically everything you see here. So and, Gen, apologies if you're about to cover that anyway. But, you know, you can search for the assignee, for example, whether that be via via their email address right there or their employee code if you have it assigned to an employee, all of that. Yeah. And, Really good quick way to find stuff. Exactly. It's super helpful if you've got, just a really long list. We're gonna hop over to outstanding items pretty soon. I know I've talked with some of y'all when we were developing this feature, and there can be quite a few older follow ups, or even new ones coming in. And sometimes it's, oh, what was that follow-up? Where is it? I know it has the word extinguisher in it. I'm just gonna type in that's the exact one I want right there, and now you're coming into it, and being able to manage it there. So, feel free to, just think through how these filters, how the, job filter and how search can help you find, everything that your team needs. And, of course, you can always do extra for your team and just make sure that you're assigning things out to people so that they're not having to hop over into open follow ups as much. So what your team is gonna get the chance to do with this is decide at what cadence are people checking this in the field? Who is in charge of checking this in the field? Is this something that should be happening, at the foreman level? Is this something that should be happening at the at the, super or branch manager level? Or is this something that safety pros or project managers want to be looking at, auditing, and assigning out to people? And I say auditing because so we've talked about open follow ups, but we haven't looked at closed. And what closed follow ups is is really it is just showing you the follow ups that have been closed, within the last thirty days. And closed can be, corrected, no issue, or acknowledged, which is excelled taken to acknowledge, which I will come back to that. But, essentially, you can come here and you can say, okay. These are the items, I only have two, that were recently closed, and I want to start having a standard of what is a a good closed item. So I could say that for my team, the standard I wanna have is there should be a photo for every item that is closed out, something that really, makes it clear, yes, this was closed out fully. This was closed out well. So looking at these two, I can say, oh, okay. Well, this one is unassigned. Said missing sign, but there's a photo attached. So I'm gonna come in here, and I can see, okay, they did attach a photo. Okay. So there wasn't a missing sign, and I see, oh, I had added a note, but oh, no. I did. Okay. So I could see that there's a note of sign was not missing and a photo attached. I'm currently logged in as a needle one. And so I say, okay. Well, this was closed out well. And I can always go in here and add a comment and say, you know, great job. Glad it's been closed out. Thanks for adding a photo. So easy to, keep all of that in one place. But if I come over here and I say, hey. I could see that it's been corrected. If I'm going down and I'm looking in that history, the first thing I say is, oh, okay. Gen Simmons says that she brought twelve extra safety glasses to the site, dropped him off with John. There's there's no photo here, but it is something that could be gray area. Or you could say no matter what, add a photo. And so I could say here, I don't wanna make this corrected. I'm going to make this, in progress, and I'm gonna add a comment and say, Gen, please add a photo. A photos? A photo. And so I'd go ahead, and I'm just gonna send this. And what that's gonna do is just send that out to where now that, follow-up it's no longer enclosed. It's now in open. And I think that one was PowerLine. It mentioned PowerLine. Oh, boy. What was that one called? Oh, no. It was the other one. Okay. So this one was fine. I forgot what the other one was. It was related to safety glasses, and here it is. So it's right here. I can see that I've added a note and say, Gen, please add photo, and it is back in in progress. And just a note, if you're looking at multiple jobs, it is organized by jobs. If we see there, we've got six ten loop drop. There are five follow ups underneath that. And then there's the new New Orleans levee rehab. That one is four. But if I change it to just one, then it breaks it out by status. So just a a fun little tip there. So that is the long and the short of it. And just one note on excelled. As you can see here, we have excelled items, and it says removed from open list in seven days if you see it right next to created today. And what we've done there is just made it so easy for you all to not have to actually manage the excelled items. Because if you report it, you might not always want to come in here and make it acknowledged, which is the the closed status. And so all that this is saying is that within seven days, this is just gonna stop showing in this view. It's still gonna live in your system. It's still gonna be something that you can search and you can find, because I know many of you do like to use Excel in order to keep track of who's doing a good job on-site, who might be a good person to elevate, in the next year into, a more leadership role. So this is just an improvement we made that hopefully is gonna make that even easier to manage there. So I think that is the long and the short of it. Gaston, did I did I miss anything? I think you really got it all. Perfect. Yeah. This is someone did ask if this is live now, and I know you said at the beginning, Gen, but this is a dev build. But what that means, the fact that we're looking at a dev build means we've actually built it all. Like, it's there. So what we're doing now is a process where we very meticulously go through every single piece of this, every connection between inspections and follow ups and and all that. And we just test it, and we Yeah. Click every button, and we try to make sure that everything works properly. And then, you know, if we find anything that that needs to be tweaked, then we do that on the spot. And so this is act this is very close to ready is what I'm saying. No. So I think that is a great question. So I I had mentioned earlier, assigned to me, which I've now cleared out the one that's assigned to me. Well, actually, I think that, I'd filtered out. Yeah. So great pro tip. Check your filters if you're ever going, I don't see something I expect to see. So within here, I can see this is assigned to me. And so this tab has existed for two ish releases, I believe, so about a month because we do two releases a month. And the open and closed follow ups tab, that is currently in testing. So that will be in the next release or the one after. So I would expect to get this, probably end of April, just because like, we're midway through testing. And I will mention too. So the assigned to me right now in the app says assigned to me it's like signed slash created by me. It has the created by me as well. And the reason we had the created by me was just so you could see a little more than only what was assigned to you. Right? Not to get too technical on it, but we were able to show that without having to build the whole thing. So now though, if you wanna see created by me, if, like, if it's not assigned to me but I did make it, you just go into the open and follow ups or closed if it was closed and just filter, to go find the ones that you want. Yeah. And to make it super short, it's just, the created by me is being replaced by open follow ups and closed follow ups. So if you log in today and you go, hey. What what is this tab? I don't remember this. Created by me is just being replaced, and soon it will be open and and closed. So I will go ahead and stop sharing this and hop over to, the rest of our PowerPoint. Gaston, do you mind sharing? I sure can. Perfect. Okay. So I just wanna touch on really quick, because I know we have a few other things to cover, some future improvements. So assignment filters and repeated reports of the same issue. So hop over to the next slide. So, assignments. Currently, employees are selectable. You can see them from a list, if they have an employee email that exists within setups. And we know that not everyone wants to go and set up, everybody's email, in setups.hcss.com. So for any of you who don't wanna do that, just wait a little bit. We are making the move. We've made it a little, step by step, for reasons I'll go into in a second. But soon you'll be able to select any employee from the list whether they have an email or not, but you'll be able to look at it and say, hey. Okay. Tom Anderson. Right now you can see as an email, but in the future, he may not. And so you'd be able to see, oh, okay. I could see people who don't have an email associated, which just means they're not gonna get, that email notification pushing them, to complete the follow-up. But if you have a great team, who are looking at open follow ups and assigning things out, hopefully, that is not always needed. And, of course, you will always be able to manually type in the email address to assign it to follow-up so you can send things to third party people who don't exist in your system. Or if you say, hey. I'm just gonna send this to my personal email because I check that more often. Right now, what you largely do or historically have done has been, manually type in that email or use the contacts, that are on the actual, mobile device. So that was what historically was done. Right now, we've updated it to where it's pulling in from setups. And then next step is for us to, allow you to select all employees regardless of if they have an email in setups. So that might be a little confusing just as we're moving things along slowly, making sure that everyone, is on board and we're not disrupting any workflows. All you need to know is if you look, now, you might not see everyone in that drop down list, or you might still have to manually type in or use your contact's address book. And in a future release, after open and closed, it's not happening at the end of April, you'll be able to just see everyone in that drop down. So next slide. I'll try and go a little faster on this. Note too about phone text messages as well. So if you're assigning to an employee and they have a phone number in their employee record, you know, that might be in HeavyJob or it might be in HCSS setups or wherever you set that up. If it has that phone number, it will send them a text message as well even if they don't have an email address. So that that's assuming you're picking from the list that we're providing, not manually typing an email address and not picking from your contact list. Yeah. It's a little it it could be a little confusing, and that's why we're making the move. That should be coming. Next slide. Of future improvements. So we looked at a few different filters today, that are coming in the, release more towards the end of April that has open and close tab in it. So the ones that are in there today is the form type. So these are really your inspection categories, and it is status. But what is coming later is the ability to see, assigned. So you could see, hey. I wanna see everything that's assigned to Gen Simmons, or I wanna see everything that's not assigned to anyone so I can look through it and assign it out. And then the other thing is, the filter of inspector operator. So you can say, I wanna see everything where Gaston was, the person who was, operating it, or inspecting it. So, those are coming soon. And for the meantime, search bar is gonna be your friend, because everything that is visible is searchable on that screen. Next slide. And so the last thing on this is we have definitely heard, from anyone who is doing a lot of equipment inspections. Sometimes there's certain things like, hey. There is a, crack on the window, or there is, you know, maybe a step into the skid steer that is a little broken off, and maybe sometimes y'all are using a bucket to step and get into the skid steer. And when that happens, you can sometimes get quite a few, follow ups from one piece of equipment, or just on the same, failed inspection item. And so what that can do is just really clutter up your, follow ups. So one of the bigger improvements that are coming, we're working on right now is actually grouping those, repeated reports of the same issue. So you can see a little preview in this screenshot right here where it says preoperational inspection is checked, dash frame, plus eleven more. Gaston, if you click, will show you what happens when you actually click on that. And what happens is instead of it just taking you directly into one follow-up for you to, manage and edit or add comments and photos, what it does is shows you, hey. Here's a modal. Here's all eleven. Actually, here's all twelve because it includes that first one. So you can look there and you can say, okay. Let me see. Who's reported this? Are these all of the same thing? Are they separate things? And then you can go ahead and manage it. And one improvement we're not putting on here, but I am getting feedback on, and it sounds like a lot of people would really appreciate this, is the ability to manage all of these as a group. And what I mean by that is if we add kind of right where Gaston's mouse is, above the sort by oldest, a button that says, oh, I'm sorry. That's my mouse. Next to the repeated reports of issue, a button that allows you to change the status of the entire grouping. So that would allow you to say, hey. I just wanna manage this as a group. I'm gonna add photos to the newest one, and I'm gonna close out the entire group as one and move the group to closed. So I've heard so far that that is, highly wanted and would be valuable. So unless anyone says otherwise, we're gonna move forward with that. So, in the chat, feel free to share if you have strong feelings, for or against that. And I think that is the bulk of the follow ups and the future improvements coming. So, Gaston, if you don't mind taking it, talking over outstanding items a little bit. Right. So let's look at, outstanding items related to follow ups. We this stuff you may already have seen, but I'm gonna talk through it really quickly just because it could be helpful as we're about to start showing all of your open follow ups and well, I should caveat that. We're gonna show you the last six months of open follow ups on your mobile devices and then your last thirty days of closed follow ups. Yeah. It makes months open, thirty days closed. Just wanna reiterate that. Yes. Exactly. And so, if if you're worried, you may have a whole lot of follow ups that may suddenly start showing up on devices that may be overwhelming, then now using outstanding items could be a good chance to start doing some cleanup. And so just because of that, I wanna go over really quickly just some of the things that we've done recently and inspections outstanding items to try and make your job easier for that. So first off, we have made just the inspection section there and outstanding items. We have made these columns drag and drop. You can reorder them however you wish, and it should remember that the next time you come in here. And there's also a column chooser. If you look where my mouse is right here, I think can y'all see my mouse? Nope. I don't think you can see my mouse. I can, but we'll see because I know some people are, on their phone. The the the column chooser is just right next to the search bar. It looks like an eye. Looks like an eyeball with a slash through it. Slash. You'll be able to click on that and, you know, add and remove columns as you see fit, if you wanna make sure that this this is only seeing what you wanna see. Stepping right on through, we added equipment code. It's in the type column for equipment type inspections only because, of course, you know, we didn't wanna add an equipment code and then have it be blank for all the inspections that didn't have equipment on them. So we decided to add it in that type column, and you can type in the search bar up in that top right, and it can search that column and and go find specific equipment codes if you'd like. We added, sent to shop columns, so now you can see if something was sent over to Equipment360 if you guys are using that. And we'll do And just just because I know when I was at UGM, a lot of people, were using it, but there was an equal number of people who weren't aware. If you've used, Equipment360, you can automatically send over, failed so, inspection follow ups that are of an equipment type. And there is actually connection there to when it is, finished, the work order is closed out, it will close that follow-up. Yes. So side note on that. Yep. Yep. Very good. Very good. And we've got a since modified that we added in there so that you can try and see maybe it's, you know, thirty days outstanding, but it's since modified as one. You can see that people have actually been actively working on it and putting updates, and kinda helps you just just another tool so you can try and figure out if something is actually being done on that follow-up and if it needs attention. We added a a column with links to go, view the inspection itself. So you can go pull that up. Oh, there's the column chooser. So, you know, there you go. I know not everybody can see that, but there it is. And here in the slide, you can see what the column chooser looks like. Whenever you're going to assign to someone, we did the same thing that Gen was just talking about on mobile where, if you have employees in your employee setups that have email addresses, we actually will now drop those down for you so you can pick and try and save you a little bit of time. And if that employee also has a phone number, then we'll send them, a text message. And this list also will start getting all employees regardless of whether they have an email address. We're gonna do that all at the same time for the signed on the website and on the mobile side. We're gonna get that all out so it all looks the same. We also added a few other things in that model. So, we added to where you can open the follow-up page directly from it. We also made it so in outstanding items, your excelled or or positive items now will drop off automatically after seven days. So if you're someone who, you know, doesn't wanna have to go in and change the status on each one of those, they'll just start disappearing from your view, but they're still perfectly searchable in your history. If you like to be able to change the status, we gave it that new acknowledge status so that it's, easy to differentiate from all of your failed deficient items that you have an excelled item that you've marked disclosed, you've reviewed it. So you can look for that acknowledge status. And, Gaston, not to, make you up to speed through this, but we have a minute left. So can you speed through some of the other just smaller improvements we wanna shout out really quick? A minute left. Wow. Well Yeah. Time flies. It really does. Okay. So that's, we had which ones do you wanna go through? Because I've got way too many for a minute. You wanna talk about workflow tab behavior stuff? Oh, we can quickly mention that, and just shout out that, that export. The the export for time stamps is We talked about this in our last webinar. Let me go grab this slide for it. So we talked about our last webinar that we were gonna let you start, exporting without your time stamps. Well, now that's out. You can do that now. So if you don't wanna have the time stamps on your PDFs for meetings, JHAs, inspections, then, there is now a checkbox for your PDF export just for the button itself. So if you're clicking that little blue link, then it is still gonna have the time stamps by default. But if you're clicking that create PDF button, you can click the little gear icon next to it and select to include or exclude the time stamps using that checkbox. Yeah. Click the gear icon next to create PDF to Yes. Adjust these. Yep. And then, the only other thing that, we were gonna mention is some of you guys have been talking about how you hate that you get knocked out of what you were looking at whenever you say click into edit something or you click generate a PDF, and it takes you from where you were. Maybe you had filters set up on the meeting setup screen, and you were trying to edit those. And as soon as you click one, now you've lost your place. You had to go back to it again. Same thing on some of the history screens. We are working through making it so that it doesn't do that for you anymore. And that's a variety of things, like new tabs opening up or, taking away the pages on some things that you can just scroll infinitely. So we've got some of those things in place. We've done a couple of them. We're working on some more, and those will just be trickling out over time. Oh, good. Good job, Gaston. We're only one minute over. So thank you everyone for for joining our April webinar. Like we mentioned, that follow ups work you should be seeing, near the end of April. And we do currently have, an in app, engagement running. So if you go to outstanding items, you should see, a banner across the top, and that has a little bit more information, about what is coming, as well as it has a screenshot or two. So feel free to take a look at that, if you're ever wanting to, just refresh some of this information. And I think I think that's it. And as always, you can reach out to us, either through the ideas portal, to share any ideas or thoughts or feedback or directly just to our email. That's gen.simmons@hcss.com, and gaston.kurtz@hcss.com. Anything anything else, Gaston, we should touch on? I don't think so. Sorry for going over, guys. I wasn't paying attention to the time, so good thing Gen was paying attention to it. Oh, well, you're just going in-depth, which is always great and appreciated. And we appreciate you all for taking the time, to come and, hear us and give us feedback, and and we'll see you next month. Bye bye. Bye, guys.