Safety Monthly February 2024 Webinar

Oh, I am in the webinar, and I see black. That is very exciting. We will go back to here, and let's see. Okay. I can see participants. I see Fern with a hand raise. And hopefully, that means, it's been possible to see us for a little bit. And Gaston, I can see you. I don't see myself. I see like a halo. There you are. Ah, very fun. Okay. Well, I'm gonna say that we have not I see a thumbs up, so I think that means now people can hear and see us. So I'm gonna say that probably means I should share screen and start the webinar, because I don't think people have heard us until now. I suspect you're right. Alright, guys. To just to let everyone know, we have been talking for a few minutes because we thought we had started the webinar and we hadn't, I don't think. So now, hopefully, you can, you could see us. Philippe, I see you did question mark, question mark, question mark. Please tell me you can hear us or see us, just to make sure. I'm setting up my screen a little bit. Yes, we can hear. Okay. You can hear us now, so you could not before, so that is fine. So, guys, we are definitely I'm just gonna skip through this. We are definitely covering our first topic, is goodbye GoToWebinar, hello Zoom, and we are still getting our bearings straight since there are three phases with starting a webinar, and we thought there were only two. So, apologies for being a little late. Thank you to everyone who stuck around, and thank you Jeff and Philippe for letting us know you can hear us now. So, we're gonna cover, and we're still gonna try and stick to our time limit. We're gonna cover field notes and case notes, just do a little PSA. Custom leading indicators, just an update on that. Gasson's gonna cover the instance API, and we'll talk about inspection follow ups, text alerts, timestamps. This is gonna be the last of those, and HCSS chat. So we will kick off. We're on Zoom now. We're still getting our bearings. And so if we miss a chat or miss a question, we'll just follow-up with you after the webinar since we're still figuring it out. You guys know how it is, figuring out new technology. So this was touched on previously, so I won't go too in-depth, but I just wanna make really clear. Previously, within an incident case, there were two fields, case notes and attachments, that were shared between Safety on the web, so what you get on on your laptop, and HCSS field. And these were case notes attachments, and it wasn't always super clear. And sometimes you want a place to leave notes that is case managers, just seen by people on the web. So we have actually split that out. There are now four options. So it's very easy to know because things that can be seen by HCSS field users, and this is, there are three tiers of incident mobile permissions, not incidents limited, they can't see anything once they send it in. Incidents full can see all cases, and then incident standard, which is the new one, can only see items for open cases that they submitted. So when we say visible to HCSS field users, it's visible to whatever within those permissions they have. And so field notes, field attachments can be this is populated by the field and on the web, you can also fill it out if you need to add in more information that's seen by the field. Or if you say, hey, I want notes, I only want people in the office, people who have permission to incidents to see, those are gonna be your case notes and case attachments. And this is a little preview of what it looks like. There is learn more, so if you're concerned, you can read a little bit more on it, and it even says this is visible to incidents web users and full standard mobile users. So should be really clear, you've got a little bit extra fields to play with, so hopefully that helps when you're just trying to get more notes and get as much info as you can. Yep. So custom leading indicators, really, really exciting that we are able to tackle this project. We're probably midway through, and we just want to give a little bit of update that this is coming. It is in progress. If you don't know what these are, right now in the system, we've always had default leading indicators, and they're typed to observations, near miss, and even to inspection items. If you go look at an inspection form, it's not shown in the field, but you can tie leading indicators to them. So you can use this to try and look at and categorize and understand your risk across the field. So just a heads up, we are working on this, and we're even giving you a company wide, library. And then you're just controlling within each BU for the multi BU users, which leading indicators are active in which business unit. So we will do a much fuller walkthrough of what that looks like, later, but just wanna put that in everyone's brain. Gaston? Yeah. Yeah. Yeah. So, I'm actually gonna take over the screen here. It's our first changing screen. Let's see how this works. Yeah. Sure. It's gonna be great. Of course, it switches my screen all around when we do that behind the scenes. That's fun. So Incidents API. So API stands for Application Programming Interface. And basically, it's just a way that if you have either custom programmers that work for you or some people will hire third party programmers to do this, you can create custom integrations between our software and other softwares that you have. So, for example, for an incidence API, you know, a common use case might be integrating with an insurance claim system or something like that so that you're not having to double enter data. You can push data from your claim system into the incident system or vice versa. You can take data from HCSS incidents and Safety and pull them over and populate fields in your claim system, for example. So we are we've created a second version of our incidents API, And the main goal of that was to fill in some forms that didn't exist before. We did a check through to try and make sure we weren't missing any fields, anything like that, to try and make sure that it had everything in it on the GET API. And GET means you're pulling data from HCSS Safety over into another system. And then we're planning on in the next another phase to do the same pass over our put API, which is one where you take information from a system you have on your side and push it into HCSS Safety. We're gonna pass through that, make sure that we're not missing any forms, any fields, all of that, make sure it's all completely filled out. You can go to developer.hcssapps.com if you wanna learn more about this. And you can see that right here. It's our developer portal. And we have APIs for a lot of different products, let you do this exact same thing. For Safety, the main interest has been in incidents. And you'll notice we have the original incidents, and then we have an incidents version two. And it has all of the information your custom programmers would need to make use of that. If you have questions about it, anything's unclear, anything doesn't work the way you want, we did just release this last week, this version two. Version two has been out for quite a while, but version two we just released last week, then just let us know. And we wanna make sure that we can catch that stuff early if there's anything that's not right or if there's anything that's not clear. Yeah. And if there's That's it. Yeah. Great summary. And if there's anything, any other APIs that, help your team, do let us know. We know there's been some interest in doing more with your data, so we wanna make sure that we're we're here and helpful with that. Yeah. Yeah. Use cases on on what you would want another want other APIs for or anything like that are super duper helpful for us whenever we're figuring out how to prioritize what to do with our APIs and stuff like that. Yeah. And that and any other any other thoughts, questions, or ideas you have, you can always share in the ideas portal or email us directly at our email address, which is just our name dot our last name @hcss.com. So just a good heads up. And guess what? I'm just gonna make you present. Next slide. Okay. So we, are working on inspection follow ups. And the, the big story around this is historically, in the field, you've only been able to see follow ups that you have created. So you just had created by me. And we've been doing a lot of work, on inspections this last year and now. So of course inspections has a totally new look, and now we have made visible one new tab of the three that we are planning to go and we're currently working on. So over on the left side of the screen, you see inspections, it says open, scheduled, completed. And then down at the bottom, you see inspections, and then there's follow ups. So whenever have a new follow-up, you get a little red icon, a little, yeah, I think it's red or it might be yellow, at the bottom that's saying, Hey, you have a new follow-up, and you can get a new follow-up if it has been assigned to you. So right now, in the new update, if you go and download the new one off the App Store, you can see now the Assign to Me tab and the Created by Me tab. And the Assign to Me is exactly what it is. Someone has assigned you this follow-up and you need to complete it. And we are currently working on, next slide, the open follow ups and the closed. I should have explained this earlier. The assigned to me, it has by status. You can also see across all jobs, not just one. So if you're looking on the right hand side and you see job o six seventeen and then filter, we're building those. Those are new filters we're working on. So just wanted to give you a little bit of a preview of that. And just a heads up, if you haven't already heard how excited we are about this, the open follow ups tab is going to allow you to see all open follow ups in the field for jobs that you have access to. So those jobs are, you've already set them in credentials, and within Open Follow Ups, whether it's been assigned to anyone, whether even if it's been closed, you're able to see it for the last thirty days. So that is visible in the closed tab. So we're gonna talk a lot about this at UGM, and once it's actually finally out, we will do a full walkthrough with y'all. Next slide. Yep. I think your big goal here, Gen, you said was you want to empower people out in the field to be able to see what's going on on the job site, what issues there might be so they can take care of them. They don't have to wait even for someone to tell them an inspection item failed. They can just open that open follow-up section and see everything, which I think is really cool. Yeah. We we spent I I spent quite a bit of time with many of you last year talking about just what are the biggest things that are either gaps represent risk or things that just spend a lot of time on, and follow ups came up as one of the biggest challenges. So we're really glad that we're able to help plug that gap, make it a little better, and, just to run over, the inspection follow-up statuses. So if you fail an inspection item, it automatically creates a follow-up. So if you've never heard or seen the follow-up, that's that's how they get created. It's from an inspection form, and something fails. And so there are multiple different, statuses that a failed item can become once first reported, it's issue reported. When it's in progress, we tend to think of it as it means a fix has been planned or it's been assigned to someone or it's there's nothing that's stopping it from being started, and it's not just sitting around waiting for someone to see it. We have a new one that it's probably gonna be coming out in two to four weeks. It's called On Hold. So this one is gonna be really helpful for anyone in the office who's just wondering like, hey, are things sitting around? Is there any blockers in the field that we need to address? So we're giving you a new status so you can hopefully get more eyes on that and get more visibility in the field of just where are things at. And then to close out a follow-up, so what's gonna actually take it into closed or make it not, show up in outstanding items anymore is it can either be corrected, so it's been fixed, or no issue. So those are the failed items, and up next, we're gonna look at our past items. So if something is past, there's nothing wrong with that, it will show as, excelled. And if you would like to make sure, like, hey, we we have seen this, someone who got the kudos has seen this, you can assign it to someone that'll it will show up in their assigned to me tab. You can make it excelled or acknowledged. And just a side note, excelled does auto hide in outstanding items and iOS after seven days. It does not need to be acknowledged. It will take care of itself, but it will always live in history. So if you want to be able to look at, say, Gaston and say, Hey Gaston, I'm just gonna check for the last year, how many times have you had an excelled item or have been acknowledged for something, maybe on a site walkthrough or something like that, or a performance evaluation. It's very easy in history to just pull that up by status. And Gaston, I think when you click again, it will show kind of what it looks like, and yes, it does. So this is just what it shows in mobile, people can see, oh, yeah, Gaston excelled at this, great job. We're gonna just leave it alone because it will remove itself, it'll be hidden within seven days. And then I think the last thing I'm gonna cover is alert texts. So we have been notified that the way that we send out alerts, some of the mobile carriers, Verizon and T Mobile, they don't really wanna, handle it the way that they have. So with changes in how they do business means that we have to change how we do business. So we have started work on working with the mobile carriers in certifying how we send alert texts. We've prioritized incidents, so you should be getting your incident texts if you set them up, of course, with an alert without any delay. There should not be any issues with that, and if you do, let us know. We'll go yell at them, as well as follow-up assignments. So those are currently certified, should have no issue. We're working on near miss observation inspections, so you might either see a delay or see them not come through as texts. But we're working on them, working with the carriers. Is a little bit of a push pull progress process because it's not just on us. So we hope to get those in soon. And Matt, I'm so glad to hear that the Verizon incidents are working for you. Yeah. We basically when when incident stuff wasn't working last week, we basically treated that like an emergency change we had to make. Like, dropped other work we were doing, and we got on it to make sure at least incidents would work. Since since Verizon and and others were starting to to block our text for those. Yeah. So if you if you notice any any funny business with any of that, do let us know because that is we we wanna make sure that you guys are getting the alerts that you need and responding in a timely manner whenever something important to you happens. So just a little update on that, and that is good to know in MAT. If you have carriers in Canada and if they have issues. The solution that we have should be working for other mobile carriers, but I will specifically look into Rogers and Telus just to make sure. So, Gustin, I think think it's your turn. Oh, yeah. I guess I should talk about the timestamp stuff. Some of you guys are probably already familiar with the changes we made to timestamping for inspections and for meetings. So we started recording some additional timestamps, such as when someone first created an inspection or when they actually tapped the send button versus when the server received it and stuff like that. So the main goal for all of that is to help you catch or see if somebody backdated. Maybe backdating was supposed to happen, but at least you'll be able to see that it happened. Right? And maybe it wasn't, and and you can follow-up on that if you want. But be able to see, say, backdating, be able to maybe see pencil whipping by seeing how long the time was between when someone created something and when someone sent something. And so just carrying on with that work, we're doing that in JHAs now. That work is currently underway. I don't expect it'll be super long, probably in the weeks, plural, that it'll be out. So barring us running into any trouble, you know, usual caveats, you never know for sure. But so we're just adding a few fields specific to JHAs. We've got our JHA date and created date. So JHA date, that's the one that you pick in the calendar for the JHA whenever you're you're filling that out or I'm gonna say JHA, but I mean JHA or whichever whichever your format you're using. This will work with both. Oh, Gen, she's over there. She's pulling them for me. Thank you. That's awesome. I just I wanted to try. Yeah. That's pretty cool. So and then the created date, that's gonna be out of control of the person other than the fact that they created a JHA. Right? We're actually recording these these other dates, like created dates, sent date received. Those are being recorded in the background, so the mobile user is not even seeing them. It's just, hey. I clicked the button and I created a JHA. Here it is. And we just store that in the background. When they hit the send button, we store that timestamp. And when the server receives it, we store that timestamp. So you'll be able to see if they were having connection issues, right? They hit the button, but it just didn't get into the office until later when they had a better connection. Like, you'll actually be able to see that. And you'll notice that we have here on the right side of the slide, we've got the regular JHA PDF format and then underneath it, we've got the format. They're basically the same as far as the timestamps go. I should have boxed those too. Yeah. Yeah. Sure. And so these will be in the PDFs. We're also adding them to the Excel exports so that you can can see them there as well. And like I said, we've already done these changes for meetings and inspections with slight differences for each because of the the different types of transactions. Yeah. And just to to sum up, Gaston, it sounds like it can be used for diagnostics to say like, hey. Is someone having issues sending stuff in on time? So that's what the received date versus the sent date helps with. And it's useful for catching back dating. We know that we can't just remove right now without giving more preferences and custom options the ability to manually set a date because we know that in certain scenarios, people are either out of Internet range, or they are not allowed to have mobile devices in certain areas. But with this, you can actually give insight to that, and you can catch pencil whipping a little bit by looking at the PDF and the Excel export. Correct? Yes. Yeah. We're doing that work for both. We're probably gonna do the PDF first, and then we're gonna do the Excel export, but they may release it exactly the same time. So, we'll see. And just as a heads up for anyone, we we do know it is we wish it was easy and you can just instantly see on the history pages thing like, hey, just show me if something has been backdated. Just show me if something took twenty seconds instead of twenty minutes when it was, you know, nine inspection items or ninety inspection items inspected. So that is something that we are gonna work on as a phase two. Phase one is just getting these timestamps in there and logging things. So we are looking at how do we get these in the history pages and just calculate it for you. So all you have to do is say, show me the ones that fit this criteria. I think we have just one last topic for And I'm gonna try to talk about it in about fifteen seconds. So just just so you guys aren't surprised when this starts showing up, we are adding a sidebar in various of our web apps, Gradually rolling it out. But the sidebar is a CSS chat. So it's basically a communication tool for you between your field and your office or between various people in the office, whomever. It will work on a CSS field. It'll work in our web apps. It's not going to be on every page and every app right away. There's a lot of interactions with the page where once we put it in there, it starts moving stuff around and all that. We've got to make sure that everything looks nice and works well. So that's a per page thing for us when we're building it, But we're going to start rolling that out. So think if you want to just send a message to somebody on their HCSS field device and you're sitting there in the office and you have a question, can do that if you like. You can send out company announcements. Eventually, we would like to integrate our HCSS support chat into this so that it's not a separate application. That's something we'd like to do, but we're still exploring the technology for it, integrating with the CRM system that our support uses. So there you go. Anything else we wanted to mention about chat right now, Gen? No. I think it's really just the summary of it'll first show up, and I think the first page will be on dashboard. And then in the mobile device, it will be in most everywhere in HCSS field. So should be easy to communicate, and those those company announcements that it's just here's the company announcements channel and should hopefully help. So I think that is it. Quick quick note from Matt. You said you have an inspection that shows only received time. That probably means the version of the app used to send it was too old to support the new timestamps. Because we have to originally capture things like the sent and created in the mobile device, if the user is not on a new enough version of HCSS field, it won't be able capture those, and you'll only see the receive time. Yeah. Good point, Gaston. Sorry. No, no, that's great. And I think we've covered all of the questions we have today, if I'm looking at the right screen. And if there's anything that we've missed, feel free to just reach out to us. Our emails are known, and we're somewhat responsive. With UGM coming up really soon, it might be a little bit since I think we're gonna be very much on our feet and talking to people. Looking forward to seeing you guys at UGM. Bring all your discussion points. Yeah. We're talking through. So thank you, everyone, for joining, and we will see you either at UGM or, on the next webinar. Yeah. Take care. Have a a great week. Bye, guys.