Safety Monthly March 2024 Webinar

So I believe we are now actually live. Thumbs up that people could hear me a second ago, so that's good. Perfect. Well, thank you everyone for joining. This is Safety webinar for March. Is it already March? We have quite a bit to cover today, and we're sure we're actually live and recording, Gaston. I got a thumbs up whenever I asked if anybody could hear me, so I think I think we are, and I can see your screen right now. So Perfect. Should be good. We're not doing a repeat of last month where we were talking for a little bit. We only talked for maybe twenty seconds before we switched over to actually in the webinar. So this month what we're covering is export without timestamps. This might be familiar to anyone who already knows what the timestamps are in our PDFs and Excels. We'll just do a little review of that. And this is one of the ideas that came out of UGM. And then we're talking equipment time card warning, the equipment visibility, which is not a time card warning, and equipment follow-up link on equipment details page, short review of follow ups, guessing you're running over that, and search logic, and updating the visibility on who is assigned on follow-up. So you can tell you're definitely in the thick of things with equipment, with follow ups, with, you know, just finishing out some work that we've been doing for a few months that is coming soon and hopefully going to give y'all something really valuable out there in the field. So let's jump through this. Also, if you guys have any questions, there are open questions and there is chat. So if you want to share anything, free to do that. I know the interface is maybe a little different than normal. So first topic, exporting without timestamps. So if you're not familiar, there are now timestamps in JHA meetings and inspections. We just released it for JHA's recently. And if you're wondering where is this? If you open a PDF, if the person in the field has updated to a more recent iOS version, then they will be the system will be capturing in the back end when they hit add inspection or add JHA. It's capturing when it was created, when they are actually hitting send, that's capturing the meeting sent. When it's received is when our servers are actually receiving it. So you're getting a spread of information so you can kind of triage and say, hey, did this person send it? But it just took them so long because the Wi Fi was really bad for us to receive it. Were they potentially backdating things because the meeting date that is something that could be manually set, whereas created date is when they actually hit add meeting or JJ or inspection. So that is what the timestamps are. But you don't always want to have those on your PDFs. And they do show in CSV, but you remove those columns. You can log those for yourselves, but then have something shareable because you can get rid of it. So what we're doing is we're giving you all the ability to export to PDF without these timestamps, so that if you're sending it to someone, you're like, they don't need this level of detail. To be honest, it's kind of confusing sometimes if you don't know what it means. So this is an example of what currently is in the system when you hit this gear icon. So if you're wondering, I have never seen this screen, instead of just hitting create PDF, hit this gear icon, you'll get these list of options. And what we're going to do is add to this list of options, probably right in about here, a new checkbox option called include timestamps. So the default would be that the PDF shows timestamps, and then you can choose, you can deselect that checkbox and say, yeah, okay, I don't want to see this. I don't want to export this PDF with this information in it. Justin, did I cover that well? Anything I'm missing on that point? Yes. I think you got it. Perfect. Moving on. So this one is kind of a two parter. So we have new time card warnings, and if you've never heard of them, time card warnings, and I'll show what they look like just so you kind of have an idea. Time card warnings are things that show in the field on the time card when a foreman, a super, whoever hits send. And what they're really doing here is they're trying to help remind people what are the things they need to submit alongside the timecard. So it's good for that daily compliance. So you can turn these on within HeavyJob. And the new thing is we have added meetings in JHA timecard mornings. We mentioned, I think back in November, we were working on them. They're actually out. What we're finishing out and we talked at UGM, got some really great feedback, made some small tweaks that I'm updating you all on. Also, I realized I've been saying UGM and maybe not everyone knows that that is. UGM is our users group meeting and it just happened in February. So it was three or four days of just the ability to talk and deep dive on some of these things. We just had some insights from it, and that's why I keep referring to it. So we talked about time card warnings, And so this is the meeting JHA one. It is visible. You could turn it on your system today. What is new and shows, regardless of if you've turned on the time card warning or not, is the ability when you're on a time card to hit a piece of equipment and then see the equipment fly out. So that just pulls on and see, hey, for this piece of equipment, we have found someone has submitted an inspection for this piece of equipment for this day. So when you click on this, then you get a little bit extra detail, the date, the job, who did it, who was it recorded by. So this is something we're working on. We hope to get out either this month or next, depending on, you know, it'll only release two times a month. So it's can we hit that release cycle? And we think that one day we'll add follow-up links here so you can tap it and it'll go directly to your inspection follow ups. So that is the equipment visibility. And just as a heads up, we're working on the equipment time card warning, and that one is a little different than the meetings in JHA, which is just checking on this device. Is there a meeting or JHA? The equipment time card warning is actually checking for each piece of equipment on the time card. So if you've got multiple, it's checking on it and it's checking are there hours against it. I don't know if you can see, but I'm circling the six. It's actually saying, is there hours on this piece of equipment? And then it's checking this inspection's visibility to say, hey, have we found an inspection from anyone? So that is the scope of currently out time card warnings, JHAN meetings, the upcoming equipment time card warning, and then this visibility for inspections, which will exist regardless of if you turn something on in your system or not. Guess I covered that well. Is there anything I'm missing? You didn't miss anything. I just want to reiterate that last thing you said though, because I think it's so strong or so helpful, is that know, we saw the opportunity with the time card warning since the time card was needing to check some equipment stuff anyway, check the equipment inspections. We just went, well, why don't we just take that further and really build on it? And so now, you know, even if you don't turn on this time card warning, you're not interested in that, you'll still be able to have someone on their time card check and see what inspections were submitted for that equipment for the day because we went ahead and built that whole infrastructure to pull everything in. And it doesn't matter. One of the questions we got at UGM a lot was, well, does it only check the ones that the guy on this device filled out? And the answer is no. It checks everywhere. So as long as you got an internet connection and the other inspections are actually sent successfully, then it's going to pull it in and check it here. And also just one thing, we kind of deep dive on this at UGM during some of our town hall talkback sessions. And then afterwards, and previously on here, we had a little thing and it said the number of failed items. And there was a resounding, hey, that's cool. We really just wish that we could have links to the follow ups. So we slightly changed the mock up here because we got that great feedback and it makes complete sense. So another thing that we talked about, and now this is an evolution on that, We're getting a mock up. We're currently working on making this visible and possible in the field. So this is an example of a mobile follow-up. And so we have refreshed that screen. If you haven't seen it in a while, guess it's going to run over that. But what I'm sharing here is when we're talking about equipment, there are a few different ways you can see what's happening with that piece of equipment. So follow ups is a great way to see these are the issues there, but a equipment details page. So you might see this if you use the scan to inspect workflow. If you scan using your phone or your tablet, you scan a QR code, you get to the equipment details page. If you're scanning from the camera, you can see, hey, what is the most recent inspections? Were there issues found? And so this is a history log and the outstanding issues is these are the active follow ups. So you could have an issue found on a previous inspection that's then corrected and it no longer shows here. So just a little distinction there. So equipment details is great because it is just a passport for that piece of equipment. It doesn't matter where you're looking because within follow ups, which we'll talk a little bit more about, it is filtered by jobs because we don't want people to have access to just every follow-up if they don't have access to that job. So at UGM, I think it was Mike had the great idea and everyone strongly agreed we need to put a link within the follow-up. You just click this and it pulls up the equipment details page. So it's very easy to find. And within equipment details page, if you see this view follow-up, and actually take within here because I have the box outlining it, we've given people the ability to go from the scan to inspect workflow. If you just scan with your phone, you come here, you find your open follow ups, and you can say I'm just going to go to the web follow-up. So this is the follow-up you get when someone assigns you a follow-up and you get that link and now you can edit it and update it without logging in. So that is available here so that you can actually knock out, fix a few of these things, or add comments, or assign to people. And we are looking at updating this page to add a link back to the equipment details page. So we're making a full circle to make it easy for you to find just information on where has this piece of equipment been on the equipment details, when was the last inspection, and what are follow ups, outstanding issues on it so that we can take care of it. Yeah. Basically, it doesn't matter which it won't matter once we're finished, which entry point you take to get to the follow ups or the equipment details. You can always get to all of the others from that spot. Great point. And just to be clear, because I know some of y'all see Safety Week on the horizon and you're planning, hey, what are we training on? Just so you know, view follow-up that is currently out. It takes you to the web follow-up. This equipment link to the equipment details is something we're currently working on, and it'll probably be released this month. Am I crazy for saying that, Gaston? No. That shouldn't be crazy. Yeah. Okay. So that is the long and the short of it, and I think it's your turn, Gaston. Yep. Here we go. Let me do the rigmarole of taking over your screen here. I haven't heard that word in a while. Talk a little bit more about follow ups. No. Alright. Is it showing the participant list on top of what I'm showing right now? No. It's just showing the the screen. The fact that Zoom doesn't let me see what I'm showing to you guys is wild. Okay. So let's talk about follow ups. So we've been working on this for a bit. So I'm gonna quickly go over some of the stuff that's already done, and then we're gonna get into the stuff that's under construction that should come out pretty soon. So first of all, what's released and I'm gonna show you this live in the app here in a second. We've got a new user interface for inspections for follow ups. So, we just did a complete refresh of that and tried to improve the functionality, the usability, make it easier to use and all of that. And one of the big things that's out now is follow ups can now download to your device when assigned to you. Previously, the only way you could see a follow-up in the HCSS field app was if you were the one who made it. Right? And so, now it'll download as long as it's assigned to you, it will download to your device and you can see it. And that looks like this. See my iPad now? Hope. Yeah, I see the created by me and assigned to me. Yep, here we go. So, Gaston, you're really behind on things. Sixty two days? Seventy eight days? Hey, get off my back. So, we've got created by me and assigned to me. Get this here from the main inspections page and on the bottom right, there's that follow ups tab you can flip over to. And so now you can see the things created by me which you could see before but now you've also got an assigned to me. So, it doesn't matter who made it. It was assigned in the office through outstanding items or through that follow ups page or from someone else's iPad. It doesn't matter. It's going to show up here and you'll be able to take action on that that way. So, that's what's done now. But what's coming next is we're gonna start showing open and closed follow ups here. So I'm gonna switch over to some screenshots for that. Yeah, so just to be clear, Gaston was showing what is currently live in the device. Just if you're not seeing it on your own, download the latest version. And now we're looking at what we're working on, which is mock ups right now. Yeah. So these are gonna be in slides because, you know, it's not actually live in the app yet. So we're gonna let you see all the open follow ups and we're gonna do that in some in some phases. First, we're gonna let you see the list of all the open follow ups. And with that, you're gonna have a search bar that lets you search through basically any field in the follow-up assigned to the inspection, the equipment, any of that is all gonna be in there. And that'll be one of your main ways to filter when we first release it. And then we're gonna start releasing some more specific, you know, drop down, tap and select type filters for, you know, equipment and employees and things like that. Before we add that explicit employee filtering though, we're gonna take some steps to make it easier to assign follow ups to employees. Because right now, you have to either know their email address off the top of your head and type it in, or have it saved in your device contacts. And so, in just a second, I want to go through what we're going to do to make that a little easier. I hope. Alright, so starting out, this is a mock up of that open follow ups tab. You'll notice there's an open and a close. I'll switch you over to the closed here in a second. But a few things on the screen I'd like to highlight are first, all no. I already said that. All open follow ups assume to be visible. But the search bar will be at the top. And you'll notice here on the mock up, I don't know if you can see my mouse here on this, but there's some filters here. We're not gonna have all of that available day one. But the search bar will be able to search through anything here inside this follow-up. So you can find whatever you need. Just to clarify why we do that. We've definitely heard that just the sooner that you have core functionality out, we want it. We want it so because also it takes a while to get people in the field to update and get up to speed. And so that's why we're talking over, Hey, if you're looking for something specific, use the search bar when it's first released, and then in future releases will be adding in some of those specific filters. So if you think it's just too difficult to train people on the search bar, you can just wait and then train people on the filters. Keep going. Yeah, that's a great point. We're not just trying to slow walk you or anything. It's just we build things one piece at a time and if we can arrange those pieces so that some of them can be useful to you before we've built all of them, then we like to do that. And go ahead and put those pieces out there so you guys can get some use out of it. Get some value out of it. So, moving on. You'll notice that right here it has an employee name listed. That's because with the stuff I'm about to show you about assigning to employees, we're gonna make it easy to assign it to an actual employee, not just to an email address. And we have a we're kind of there a little bit now. Some of you may have noticed that when you start to type an email address to assign to someone right now, it sometimes will pop down a list of people that match that email address. Those are coming from your employee setup, which could be coming from HeavyJob or it can be coming from HCSS setups depending on how you guys are controlling that. And for a lot of you that may be coming, you know, coming down from your accounting system via DIS. But if you have on that employee record, if you have their email address populated right now, we're we're going ahead and trying to do some auto complete stuff for you to let you pick an employee. Oops, that's not what I meant to show next. So, let's go back. While you're pulling that up, I just want to give a shout out. I know I talked with multiple of you as I'm looking at the participant list about, hey, it is a pain to have to assign things to people and put in an email address. Why can't I just have a dropdown? So this update that Gaston is talking about really is, hey, you guys said this is necessary. We were working on it and you refined it a little bit with some of y'all. And that's why we're gonna talk about employee code versus name versus email, because depending on who you talk to, y'all have slightly different needs and we just wanna make sure we're hitting the mark there. Yeah. Yeah. Exactly. So, in a second, I'll get into the new follow-up assignment logic that we're trying to make improve for you. Just a quick look here if you wanna see it. This is the closed follow-up screen. It looks very similar to the open follow ups except, you know, all of these in this view will be closed. And in any of these, you can tap into the follow-up and get the follow-up detail screen which I don't have here but you guys can look at that today. Actually, I guess I could show it to you here on the iPad because this is like this. Except this one is not filled out because obviously I'm sixty two days behind and ignore whatever is assigned to me. Yeah, but hey, it's a great example to show when someone is really missing their days or things are falling behind. It's right there. It's red. It's bold. People can see it. Yep. And that open follow ups screen that we're gonna show you here, this one's gonna also see, you notice this one says six days behind. I mean, we're gonna try to make sure things are highlighted so that you know what to focus on there as well. So, moving on to our new assignment logic. This is the one that we've had a lot of feedback from you guys on about wanting to be able to sign follow ups more easily to actual employees. But you still need people to be able to get emails or maybe text messages notifying them of it. So, this right here is just a quick mock up of what the new assignment screen could look like. You'll notice it has the name here, right? And then employee code and then also email address. I mean, obviously you may have people who have the same name, so you have to use code to try and figure out which, you know, John Smith it is or whoever. One extra thing just on email is sometimes you have certain people, maybe operators who you're not really setting up their email in the system. This gives you that visibility to see, ah, okay, Gen's an operator. She doesn't have an email on this, so she won't get an email notification on it. So you could either choose to if you know their email or know their contacts, use that, or you can say, hey, I'm gonna go make sure that they're set up, Their email is set up in the system. Or you can say, hey, now that the team in the field can see all open follow ups, Gen is on-site. Gaston will see that she has something assigned to her. She's not really taking action on it and how that conversation. So, depending on your team in the field and how they like to work and how much notifications you like being sent to people, this picker is going to give you that visibility to know are they getting emails or is this a scenario where we wanna update their emails on the system or we want to just say, alright, super foreman, it's on you to try and make sure that the distributed crews are getting their notifications or knowing what they have to take care of. Or you can say, hey, let's keep it really simple. Foreman, we assign it to foreman. You're in charge of your crew. So kind of a mix and match scenario there. Yeah. And also, I'll point out, I don't know if anybody or how many of you guys have noticed, but we do have text message notifications already live for this. And that's gonna continue to be live with this new system. So, basically, you'll come in here and you'll see all employees in the list. Right? And you're gonna see their email address if they have it assigned in their employee record. What you're not seeing in this list is that if they have a phone number in their employee record or in their credentials account, if they're a credentials user, they will also get a text message. So even if you didn't want to use emails and you but you did put their phone numbers into their employee records, then they would get text messages for these things whenever they're assigned as well. I know that could be more useful because some guys never look at their email, but they'll see those text messages. Yeah. And we didn't put phone numbers in there just because not everyone wants to have all of their phone numbers visible to everyone. But you could definitely see and check on that in credentials or setups. So if any of y'all have thoughts on this, I know this is an update from when we were at UGM almost a month ago, feel free to reach out to us or throw it in the chats in the next few minutes before we close-up this webinar. But Gaston, I'll let you finish out. There was one other thing you may have noticed in this screen that I'm showing right now, there's no contacts button. We are still going to have that in mobile. So, you know, right now in mobile on the HCSS Field side, you've got a little contacts button you can pull from device contacts if you want to use that. So we're not taking that away. We're still gonna make sure that works. And if you need to still just type an email address that is not part of the system, that's not in your employee list, not anywhere like that, that'll still work. So you can just type it, add it. You don't have to pick an employee from your list, just to clarify. So, everything you can do now will still be possible. But we're also making it so that you can pick actual employees from the list without having to know their email addresses. That is a great one. And I think that was about all I was going to cover. Am I forgetting anything, Gen? No, I think that is the long and the short of it. We're doing a lot of work to take follow ups to the next level. Next month, we'll be coming back talking a little bit about maybe some new updates on that story, and we're going to talk about custom leading indicators next month as well. So I think we haven't really gotten that many questions. We did have one that you already answered in text of safety alert text messages. So incident alerts are fully on the new notification service, depending on your carrier. It might be a little spotty for some of the other observation notifications or other things like that. For texts, email works totally fine. So we are working with the mobile carriers to get those updated, but incident texts are perfect, pristine, so just a heads up on that. Yeah. And if if any of you are on someone who's not Verizon, who's having an issue with the text messages, let us know. So far, what we've been told is Verizon decided to block the service that we were using. And So we're having to switch to a different service to resolve it. And we're hard at working at it right now. Hopefully, we'll have it done pretty soon. That is I was trying not to call out Verizon, but it is. Yes. If you have them, you might be experiencing spottyness with that. But it looks like no other questions. We've covered everything, which is great. And if you guys have any other thoughts, comments, as always, you can email us, gen.simmons[@hcss.com], gaston.kurtz@hcss.com. So thank you guys for joining this week's webinar, this month's webinar, and we will see you next month. See you later guys have a great week.