You don't need to spend a lot of time. You can create one assessment for a group of employees on a scheduler and provide a start and end date. It takes a minute and you do it once. It is done by work location and so you would have an assessment, or assessment(s) per location. An example explains it better. Say you have one work location that runs 3 shifts covering 24 hours. Each shift has 4 people. You would create 3 scheduled Assessments. One for each shift at the work location and include the Employees assigned to each shift in an Assessments. In the scheduler for each one you would specify the time of the day that the Assessments would be sent. This would normally be at the start of the shift.
The results from each employees assessment and survey are sent back to the central cloud server so you can see them. However, we don't expect you to be sitting waiting to examine each result to see if there are issues. We set alerts in the system so that you don't have to. There are alerts if the survey score goes above a limit or any one answer goes above a limit. There are alerts if an employee doesn't complete the assessment or alerts if they complete it late. We can send the alerts by email or we show themon the grid screens. So, the filter allows you to show only those assessments that have shown an alerts. This way you quickly get to see those assessments that you need to take an action on. This is something that you just cannot do using paper based systems.
No. The system only activates the assessment for the employee when the employee, and their mobile device, is physically at the specified work location. Then, if they haven't completed the assessment within 15 minutes of arriving the system alerts them and you and raises an alert.
You cannot guarantee it. However, using Clear-Safe they have to sign to confirm they have. It is a big question. If you give them a piece of paper or even an email you cannot be sure that they have read it. Even when we send it to their mobile electronically we cannot guarantee that they have read it. So we take a very pragmatic approach. We ask the employee to sign to confirm that they have read and understood the guidance and procedures. In this way they are verifying that you have done everything in your power to provide them with the appropriate advice.
To ensure the employee is actually on-site at the work location the assessment only becomes Active when the employee is at the actual work location. It is also time stamped so you can control when the employee reads and completes the assessment. If the employee could complete the assessment at any time, say before they left the house, and then were delayed or didn't reach the work location at all then the data would be nearly useless. The time stamp also acts as a record of attendance.
Yes, of course. You can either schedule an assessment to run over a number of days or hours or you can just send a one off assessment to one or more employees. You can even schedule one for yourself.
As assessment consists of a risk assessment method statement, a set of documents that can be your guidance and procedure documents or instructions and a health survey or a combination of these. Then there are the signatures from the risk assessment method statement and the survey answers. We use a work order number as a container to hold, manage and track all of these items. It is just a reference container that holds all the information together.
They have to sign the risk assessment method statement to say that they have read it. They also have to sign that they have read and understood the guidance or procedure or instruction documents. They don't have to sign the survey as we believe it is enough that they have completed it. By signing we are forcing them to confirm that they have read the information and are taking responsibility and confirming that you have done everything in your power to protect them and care for their Well Being and safety. Without a signature then there is no confirmation and it has very little real value and offers very little legal protection.
We have limited this to 3 and of a certain size. We have not yet found the need to send large files or extensive documentation. This is about sending pertinent documentation that can be useful for an employee. If there are too many, or too large, documents then we have found it is non-productive as the employee cannot read and understand it all in a timely fashion.