Safety Monthly May 2024 Webinar

Okay. Hello, everybody. I see some people trickling in. Let me just pull that over there so I can see it. And we're going to give it just a little bit before we jump into our May webinar since it is right at ten and I know sometimes it takes a second No, don't talk to anybody. No, no, no. I have to catch up. Well, we do have a lot to cover. So, so, actually, it's probably not a bad idea to just start going through some of this. So, let's let's just at least talk about the agenda. But, actually, probably Make sure everybody can hear us and see us. Oh, yeah. That's actually probably the best thing. Guys, we we always wanna make sure that you can actually hear us. Please please raise your hand, use a reaction, just something to indicate or even throw in the Q and A. Okay, I see. Thank you, guys. I see Brian, I see Trevor, I see Roslyn. Thank you, guys. Just to okay, we're at ten zero one. I think we can keep going. So I'm Gen Simmons. I'm the product manager. And Gaston, feel free to introduce yourself. I help take care of whatever Gen tells me to. Okay, well, that's Gaston, he's the technical product manager. And what we're covering this week, this month, I guess, our monthly Safety webinar for Safety is we're kind of focusing all in on inspections because there's been a lot of stuff that we've released. There's stuff that's new that we're talking about today, and then there's some stuff still coming down the pipe, so we want to reorient y'all with that. We are going to do a live walkthrough on the equipment inspection visibility, which is on the time card, and we're also going to do a live walkthrough of the follow ups open and closed tabs, which is new. It's in the the latest iOS release, and we wanna make sure that you guys know what it is because I know many of you are doing stuff for National Stand Down Safety Week next week, as you might be choosing some of these things to either talk about or plan some trainings on. So we want to cover that. And if you guys have any questions at all, is the Q and A portion, so you can ask questions and we will be sure to answer those. And if not, we'll follow-up afterwards. Keep an eye on the Q and A right now watching. Awesome. So let's talk about what's been released. So there are There's five things actually, so I'll cover one of them, which I forgot to write down. But let's just talk here of for inspections, things that you have in your toolkit that are a little bit new that you can choose to use or not use, but we want to make sure you're aware of it. So scan to inspect that was released a while ago and what that is, is there's QR codes and they, when scanned, pull up linked inspections for that piece of equipment, and it pre fills in the equipment name. We have some blogs about it on HCSS. If you go to hcss.com and you look for where they have the blogs, they've got different writings. We've got two ones focused on that. So if you don't know what we're talking about, just go check that out. We have an improvement on inspection scheduling logic. So on your iPad, you can see, and your iPhone, you can see, hey, now if I have something scheduled, it shows up at the top of saying this is what is coming up in the next seven days. And if something was scheduled, but the person didn't do it, it shows for two weeks as overdue. And after that it disappears, so it's just not cluttering up their screen. We have that improvement, so when you schedule something, people are going to see it front and center for three weeks. Within inspections, we have made the improvement of there's an assigned to me follow ups tab that's been out for, I think, a month, month and a half, something like that. And what that is, is it's just filtering, so if someone has something assigned to them, it is actually pulling it and they can see it. And then timestamps, there are timestamps if you go and you look on your PDF on web or you export from Excel, and those are things that tell you things like, hey, this is when this inspection was created, this is when it was pressed send on their device, and this is when the server actually received it. So you can catch pencil whipping, you can catch backdating, And one other previously released thing is on the web, on outstanding items. We have added in a few new columns like, hey, what is the date this was last modified? So something that can be created and it's kind of sitting there, but last modified lets you know, hey, there's action being taken on this. We also have some other things like you can reorder the columns, can change which columns you see, so do check those out. So, now let's talk about new. These are the two things we're going to be talking about today. And this is the equipment inspection visibility, which Gaston's going to demo, and the open and close tabs, which Gaston's also going to demo. So, we won't go deep in this, but just a heads up of two things still coming soon, and that is the equipment time card Oh, three things. Equipment time card warning. So what this is, is it's basically using the equipment inspection visibility, which Carsten's about to show, and it is saying for every piece of equipment on the time card for that day, is there an inspection associated with the equipment that has hours on it? And that inspection can be submitted from that device, it can be submitted from someone else's device, it can be submitted through myField. It really is just checking everywhere, and so that does require an internet connection to be able to check for that, which is why we recommend if you're setting up the time card warnings which exist within HeavyJob, the time card preferences, do set it as a a warm or a soft stop rather than a hard stop, which just doesn't let you submit a time card if you are not fitting the time card rules. So that is coming soon, and another thing coming soon is meter readings on equipment inspections. So this is a simple field that hooks into E360 equipment, E360 if you have it, so if someone inputs a meter reading, it will go ahead and save on the Safety PDF and in the Excel exports, and also send over to E360 if you have it. So hopefully that helps your team get a lot more meter readings and odometer readings. And last one is we're working on custom leading indicators. Right now you can link leading indicators per item to inspection items. This is just going to allow you to do the same with your custom leading indicators. So that was a lot. Gaston, did I miss anything? Yeah, I don't think so. I am sensing a theme. It looks like we've done a lot of inspection work lately. We definitely have. At the previous two UGMs, we definitely heard a lot from people of just, hey, it's more competitive out there, we're using more heavy equipment than ever and managing it between our operations and our fleet team can sometimes be a challenge. So we've really focused on this as a theme and we definitely want to hear any feedback to make sure that we're releasing things and helping build new tools for y'all that are going to make a difference and help your team. So with that, Gaston, do we want to go to our next slide, which I think is going to lead us into equipment inspection visibility? It is. Okay. I'm going go switch you over to the iPad here. And gonna look almost identical to this. So that's fun. Alright. So we've got it's sitting way too far away. So you'll notice here, we've got our time card. We've got our equipment. And you'll notice I have this CAT six thirteen scraper. And in the fly out on the right, there is now this inspection section. Now, for this particular piece of equipment, the inspection was already held and that's why it says daily safety observation scrapers and I can tap on it and I can see some information about that inspection, which I think, Gen, we're wanting to add even some more infomation here down the line. But this is available right now live in the system. Yeah. And this is actually a great time that if if any of you have, like, hey. We have suggestions of things we would like to see in this inspection summary of when you click on it. We heard a few things at at UGM, and we wanted to just do a bigger outreach and understanding of, hey, should we be putting in things like here's notes from the inspection or hey, here's links to to active follow ups. So if you have any feedback on that, do either third in the questions or go ahead and email us. Our emails are just our names @hcss.com. But, yeah, this is something we wanna improve. But this is our map. This is Yeah. This is this is here now. So now, I guess, we just want your feedback. What else would you like to see in the screen? What else is helpful? You know, do you wanna see the list of failed items or do you wanna link out to a follow-up? Whatever, like Gen just said. I'm just repeating you now, so I'm gonna move on to other things. Okay. So now I'm gonna go check an inspection for yesterday though. I'm sorry. A time card for yesterday. And you'll notice there's a little spinning icon here. Right? Because it's actually getting these inspections not just from this device, but it's actually gonna grab them from anyone, anywhere. As long as they've been actually successfully sent from their device, whether they're using myField for inspections or HCSS Field for inspections, whichever it might be, we're actually gonna download those for your time card and we're gonna check that. And you notice this one, it checked on the internet, said, hey, I don't have any and came back. And now I have an add inspection button if I need to go ahead and hold one of those. And, you know, it would take me over to my inspection list and I could go ahead and get those taken care of. And I think, Gen, one of the other things we want to add in there is whenever we tap on it, it'll if you have linked inspections, just like with scan to inspect, we'll pull up the correct link inspections. We're eventually gonna make it so that it it pulls up the correct inspections here as well. Guess you're really hitting the nail on the head. Whenever we release something, we're always trying to get out. Hey, this is the first increment of value. Like this is something that is useful to your team and we try and release that and then improve on it. So right now, if you're going and you're hitting that equipment and can you hit the piece of equipment to show people maybe aren't familiar? Yep, the fly out just pulls up and then it'll load the ad inspection. When you click on it right now, it just takes you to your inspection list, or it takes you to inspections. What we wanna do is actually, if you're using the scan to inspect feature, which allows you to link equipment to inspections, just drop you right in that workflow and show, like, hey, these are the two or three inspections linked to this piece of equipment and allow you to just go through that and automatically fill in the equipment name. So, that's not there yet. We plan to do that, but we wanted to get this out first so it's useful for y'all. Like I mentioned before, the improvement or what this functionality will enable later is that equipment time card warning, which we're still working on, but that time card warning would just be doing all this and just checking Does each piece of equipment that has hours against it have an inspection associated with it? So, when that's released, we'll talk about that a little bit more. Think I can show you so the time card warning is not there, and and I don't wanna just assume that everybody knows what that looks like. But there are time card warnings for other things set up on this time card. So I'll show you. So you'll notice here, this system has it set up not to allow it to send if there's not a diary. The employees didn't sign. And you'll notice there's also one here for JHA that wasn't filled out. So these here are what we call soft stops. Notice there's an ignore and send button in the bottom right. And you could set it up like that or you could set it up where it's a hard stop where they actually cannot hit the send. They can't ignore it. And so, what we're doing is we're just gonna add another to this list about inspections. It'll be per piece of equipment. So, you have to have inspections for each piece of equipment. That has hours against it, so if you use standby equipment or other things, you don't have to worry about that triggering things. One note from Sid, it would be great to have more information regarding maintenance requests and if they were completed for the equipment within the timecard applet. Yeah, I could see that being useful. I know that we had the equipment details page, which also shows some of that information, so I think we can look at and maybe talk a little bit of like, hey, are we replicating things? Do we need to add a link to that equipment details page? Or should we just be going ahead and showing that information on that little applet, that modal that pops up? But good suggestion, Sid. I haven't heard that one. Yep. Okay. So I think that's it for this. Shall we get into follow ups? Yep. Let's do it. Alright. So I'm just gonna open up our inspections module here. Yeah. And while he's pulling that up, one, we're gonna hop back to the PowerPoint at some point, and there is if you feel like, oh my gosh, this is so much information about follow ups, I can't retain it all. We do have a little thing written up that has some of those details and has a few screenshots. We'll, oh, okay, actually, so quick at moving over to that. So, that's going to tell you a little bit about the version, like what version do people need to be on in order to get this information, and just tell you some things that you might not remember, like, hey, the closed follow ups, it's just the last thirty days. So, go ahead. I hope everyone What else does take to get this up? Scan it if you want it. We have a little pop up running in app. Okay, was able to get it, so probably everyone hopefully has time. We have a little engagement pop up running in app. So, if you go to outstanding items, you should be able to also get to this via a pop up if you don't have ad blocker on. So, I think we can now do our walkthrough. Alright. Sounds good. Oh, my screens went out of order. Okay. So, here we are, just the inspection screen. You'll see it's the new, nice, prettier one that we've been building and improving and adding to over the last number of months. So the newest thing, though, is if you tap follow ups in this bottom right, we have changed up these tabs across the top for follow ups. So it now says assigned to me, which right here, and you can see I've got something assigned to me, which will pull from anything assigned to me regardless of whether I created it. And I wanna point that out because before before we release some improvements here, it would only show assigned to me if I was the one who made the inspection on on and only on this device. And so now, we're pulling down those inspection follow-up information from anybody in your across your whole business unit. And so, assign to me will show you can go into outstanding items and see that, you know, John Doe made this inspection deficient item but you want to assign it to Jim. Well, you can assign it to Jim. It'll show up on his device if he has it. And then the newest things though are these open and close. So we released this assigned to me a couple months ago. But the newest thing, you can now see all of your open follow ups across everything on the job, right? Or multiple jobs. Like you notice here that this says all jobs and I have these little headers here breaking it out by each job and the header sticks at the top so you can see which one you're looking at as you scroll. Most of these are in Hanbury job. You'll see I've got a bunch of different jobs and I've got all of my open follow ups showing there. And you can see some Actually, I just wanna make sure before anyone just has a heart attack that what is happening here is you're only seeing follow ups for the jobs that you have access to, which is set up within credentials, I think. Yes. So you don't have to worry, you know, a foreman out in the field or an operator out in the field is not seeing absolutely everything for every job site. It's only for the jobs that they have access to. So I just wanted to make sure that's clear. That's a good point. Yeah. If you are restricting job access, we do respect those, yeah, on the device. It should be everything on the device they can't even get to jobs that that aren't there, that they don't have access to. It doesn't even pull down the data, I don't think, for them, I think. I'm I hope I didn't lie to you with that. They can't see the data at least. So and we do have some filters here right now and we have a search bar that I wanna call attention to. And we have some more filters planned. I don't we'll probably talk about those in a second. But for now, you have a nice nifty little job filter. So you if you want someone only to be focusing on one job, maybe they don't need to be looking at, you know, all of the jobs here in the business unit, then they can do that. And then we've got a filter to show your inspection type, so the form type that you have there, if they only want to see certain types. And we can also look by status. So we've done some updates to those statuses recently. Those have been out for just a little bit but we did try to make them a little more streamlined. We tried to make it so that whenever you are moving through those statuses, they look more like a workflow instead of being able to go from issue reported to, like, excelled or something directly, which is a little weird. We tried to make it all kind of flow a little bit for you. Yeah. And I just want to call out that the the on hold one is new. What that really is, is I know some of you really love your reporting and you love to be able to track what is the average amount of days it takes to close out a follow-up. So basically, issue reported to corrected or no issue. But the challenge is sometimes you have something and it's no fault of anyone. It's a partisan back order or hey, we need to get a specialty sub out here to come and fix this or something like that. And so on hold is your way of saying this is something that it's not our fault, it just can't move forward, just stuck. So that is something else that hopefully is nifty for some of you who are very data minded and You can select statuses and I just want to call it one thing on filter for form type. We definitely have heard from a lot of people who are very focused on their equipment, or they're actually mechanics who they have access to follow ups and they want to be able to go out in the field with this. So, this is, is you can go through and you can easily say I just want to see form types related to equipment because a type of inspection can be equipment type and that's how you get that equipment drop down, so you can select equipment on an inspection form. So this is something really nifty for those teams to be able to say I just want to see equipment things. And of course, you can also filter for specific pieces of equipment in the search bar, which I'm sure you're about to show, Gaston. And just one other workflow thing is on the jobs, either all jobs or specific jobs. We definitely have built this in a way that we want to make it easy for someone in the field, they're just focused on maybe one job, and it's going to stay focused on that. But if you as a Safety Professional or a Project Manager or someone who is across multiple jobs, you can easily say I just want to see my full list and I just want to triage. I want to focus and say I want to see the biggest issues so that I can choose what job site to go and visit sometime soon. So we've got a few different things. We're trying to enable multiple workflows, so we definitely wanna hear from y'all if there's anything that it's just causing a little bit of friction there. So go ahead, Gaston. Yep. Yep. So, yeah, you'll notice we that this top one is highlighted as red because it's been a certain number of days. Actually, I'm blanking right now on the threshold where we turn it red. Is it seven days? Fourteen days? I think it's either seven or three. But at some point in time, it turns red. And then that's how you know, oh, this maybe is an issue. So there's that. And you just have some basic information. You notice you can see whether the shop was notified. You can see who it's assigned to. And regarding the assigned to, we've been making some small improvements we think in the logic there and we have some more coming down the pipe. I think we talked about those in our last webinar. But basically right now, you could assign to an employee or you could sign it to just a a free typed email address. Either way, we're gonna show it here. If you're seeing a name, that means it's one of your employees. And if you're seeing an email address, it means it was just an email address was typed in. Right? And we're gonna we're gonna be making that a little bit better. I don't know how far we're gonna get into that today because we may run out of time. Probably we don't have enough time for that. But one thing for anyone Feel free to email me if you're really interested in that, and then I'll talk talk your ear off on all the details. But Just one thing for anyone who's never seen this before, shop notified with that little wrench icon, that is really saying that this has been sent to Equipment360. So if you don't have Equipment360, you won't see that, but you can still assign it. I think in this example, we said, okay, to shop@hcss.com. You can still assign to the shop via email, it's just not the Equipment360 workflow where your work order is actually tied to that follow-up and can close it out when it's done. So Yep. That's what that is. Yep. Okay. So we I mentioned filters. We're wanting to add some more filters like an assigned to employee filter, for example. But for now, all you need to do if you wanna find who's, you know, certain things that were assigned to certain people is just type up in the search bar and it searches just about every field in here. So every field that you can see here displayed, it's gonna search that and you can just quickly narrow down to exactly what you're looking for. So we tried to make the search field be your all in one quick filter for anything you want. And you notice as I typed it, it immediately started filtering filtering your list. And, actually, I just wanna say for anyone who's looking at this and you're just kind of absorbing it, pull up your iPad, pull up your phone, just try doing some of these things just to see. Because I know when I was messing with our data, which in this environment is not the best, but there's definitely some things I was like, I'm trying to remember what this was and I found new ways to use it. So, I definitely was using the search bar to search on the description that shows, so I can say, oh, what was that thing? It was related to a fire extinguisher. And so, just go ahead and play around with it. Get a little comfortable. Definitely wanna talk about closed. Yes. So, if you wanna go through and make sure things one of the one of the pieces of feedback we've had before is, hey, once something is closed, it just disappears. How do I know it was done correctly? Like, that's kind of a mess. I wanna be able to double check on stuff. So here you can see, I think it's the last thirty days worth of closed items. And there's literally a fly, like, flying in my face right now. So so if you see me like jerk backs because the fly just hit me in the face. So you you can go double check the work. Right? Just make sure, hey. Yes. This meets our standards. It has whatever you needed have. You know, photos. It has notes. Whatever it is that you're looking for for your closed item standards, you can check that. And of course, I haven't shown you, but you can tap on any of these in the open or the close and go see all of the details. Right? So everything will everything will be there. You can do assignments from there as well. So, if you need to reassign it to somebody else, you can do it. You need to update the status on it and say, hey, you know what? This shouldn't be closed. How about we get this out to somebody to take a look at? Then you can do that. Just to clarify, it sounds like what you're saying is as a Safety Professional or as a Supervisor or someone else, I could come into closed and I could audit the job site and look through recently closed and click into each one, learn a little bit more. And if I you know, I'm trying to push a standard and say, for every newly closed item, you have to add a new photo. What should I do if I find a follow-up that, hey. They didn't add that photo? So you could open it up and you could change the status and you could assign it to someone. You could add comments to that as well. So you'll notice here I've just opened up this closed follow-up. I could go and change it to back to issue if I wanted. And then I could go in and I could assign it to someone else if I needed to. And I could type in my follow-up comments and send to those as well. So, any any of those would be things that you could do with that. Is that what you're looking for there? Definitely, you know, how is it just how are we getting towards having a standard and making sure, like, people can take it back and fix it and revise it? And it sounds like it's pretty easy. Oh, yeah. I'd say that's pretty easy. Yeah. Perfect. I'm gonna discard because I think this one was closed fine. It has a photo of someone who's on there. Can we talk a little bit about excelled and acknowledged and how they disappear? Well, not disappear, but just Yeah. Not showing the views. That's a great thing. So if you mark something as excelled, then some what we've the feedback we've gotten is some customers wanna then take action on that excelled item, and some just kinda wanna see it and then they want it to go away, and they don't wanna do anything with it. So we try to enable both workflows for you. Please let us know what you think of how how it goes for you. But, basically, you can mark it as excelled, and then it's gonna show up in your closed items here and also in outstanding items on the manager side for seven days, and then it's gonna disappear automatically. Or Can you show an example of an open follow ups? I think there is an Excel one. There is one. Let's go. I guess you could Acknowledged lives enclosed. For anyone wondering what is this, excelled items really are when you are filling out an inspection form and someone has not just passed, they've really excelled and you want to give someone kudos or you just want to call something out. To live in the open and then acknowledged is really just being able to say, hey, the person who is the recipient of this kudos has seen it. Or it's just, hey, we've seen this. We we want it to disappear from open and just live in our closed. And so that's that's a little bit about excelled to acknowledged. Yeah. So once you have it set to I just told it not to do any statuses, it's probably done. Yeah. You just got rid of the acknowledged. Why did you show the excelled? Because the excelled shows the expires in seven days, which actually I haven't made a new Excel one in the last seven days. So Oh, yeah. I was just looking. I think because of the age of it, whenever I just changed it to Excel, I made it go away. I was gonna try to do it. But Well, we might have a few Excel that have actually aged out, but if you ever want to test this, just do an inspection form, you can delete it on web later and through a few Excels in there when you're actually in open follow ups next to the days that created, it will actually say expires in seven days or expires in five days. And at that point in time, after the seven days have expired, it's just no longer showing. And that functionality also exists in outstanding items. And what this is, is just making sure that people have enough time to see it, but it's just not staying there and cluttering up your view. But if you ever want to report on it, you want to say, hey, you know, I just want to know who's been a great operator, who has been a great foreman over the last three months. You can go into your inspections history page and you can see and say, I want to filter just on excelled. And so you can be able to see who's doing a good job in that realm. Also, know we're right at time and Brian asked a question of, does the system track average days to close? If so, where do we see it? So, and no, Brian. Right now the system, it does track it via Excel, but what you have to do is essentially take your stuff, export it, and just compare the days. Or if you're using HCSS Intelligence or Insights, there's a lot of reports related to that. But what we want to do is do these improvements and then survey. Is that a metric you want to see front and center in your inspections history? It sounds like you might like to see that and not have to build it yourself, and if you feel that way, let us know, and if anyone else feels that way, do let us know because we want to make sure the things we're building are the things y'all need and not just building things for the sake of building that. Yeah. Basically, we've got Excel, and you can do pretty much any math you want there. Right? But if we find that across our customer base, you guys have a lot of very common metrics you'd like to do or common math that you wanna do with the data that's in Excel, that could be a great candidate for us to just build it here and into one of our reports somewhere. That sounds like, Brian, you've been trying to get into Power BI. You know, it's a lot to mess with with Excel. So it is good to hear that that is a metric that you wish lived in the system that you could just easily check. And I see another one from Zach, and we are going a minute over, so we always try and respect y'all's time, but if we have some questions, we'll handle some of those. But if you need to drop off, feel free. We're just gonna go over questions. So Zach asked, so we need to have access to HeavyJobs time card for equipment inspection visibility. Correct? So no, Zach. There's there's two components to this. So the equipment inspection visibility, that is automatic. If you're using HeavyJob in the field, that inspection section, it shows up regardless of if you've turned anything on in HeavyJob. So that just exists and anyone going into the HeavyJob time cards will be able to see it. The equipment time card does require someone going into HeavyJob and actually turning on that time card warning. Gaston, did I cover that well? Also, guys, it's suddenly so rainy, so that's why it looks like there's no light on in here. Under here too. Yeah. I think so. So, you know, basically, the the new visibility thing that we've done for the time card specifically is just so that when you're filling out a time card, you can see whether the inspection was done. Right? So that when we say equipment inspection visibility, usually, that's what I'm meaning in my head. But technically, your inspections can be visible or at least your follow-up items can be visible if all you have is the inspection module. You don't have time cards at all. So that's what the new follow ups, open follow ups does as well. It doesn't let you see everything on the inspection, but it does let you see any items that were marked as deficient or excelled and and that kind of thing. It looks like we have covered all of our questions. If there's any other ones that you all felt like, oh, I just don't want to ask live, feel free to reach out to us, gen.simmons@hcss.com or gaston.kurtz@hcss.com. And as always, you can stay up to date on releases at roadmaps.hcssapps.com. And we do want to hear, good and bad, all of your feedback just so we can continually improve and make sure we're building the right things. So, other stuff we need to cover, Gaston, or do we think we have May wrapped? I think that's it. Thank you guys. Alright. Well, thank you guys for joining, and I hope you all have a great National Stand Down Safety Week, and I'm excited to learn over the next few conversations what you all end up doing out there. So thanks guys and see you next month. Have a great one.