Hazard Scout Demo and Overview (Video)
The following is a transcript of the video guide:
This is going to be a demonstration of the Hazard Scout web application. Right now, I'm on the Hazard Scout login page. I'm going to sign in as an employee that has pretty limited access to the system, so you can see what that looks like. Later we'll log in with someone with more access.
This is the homepage. You can see on the left there's a menu that can slide in and out. We have not very many links over here, but they can fill out reports, and they can view some resources like PDFs and other documents that admins have posted. They have a task list.
Right now, this employee doesn't have any open tasks, but later we'll go through some examples of tasks. Then they can view their employee profile and sign out over here. the first thing I'm going to do is go into our Reports and actually fill out one of these reports. These are the reports that we have built into the system.
Near Miss reporting, Observation reporting, and so on. But, you also edit these reports and actually create your own if you want to, and we'll go into that in a moment. First, I'm going to fill out this Near Miss report. As you can see, it's just a simple form where I'm selecting options from drop downs and typing in text and so on.
If I choose a category right here, it's going to ask me more questions based on my answer, and so it slides down another question. " What working category is that?" Then, I can choose that there. If I try to go down and submit the form without completing it, it highlights the required fields in red, so I can go through and make sure I get those taken care of.
Another thing to notice that's new in the system is we have these bubbles that sit over here on the right side, if you can see those. What you can do with these is you can say, "With this answer it would really clear things up "if I attached a photo or video." I can click on that bubble and I can actually attach a photo, and then, now this field would have a photo attached to it or more photos if you wanted to. The other thing that's handy is that you can say, "I'm not sure about maybe this answer."
I can go into the bubble and I can click on the "Follow-Ups" tab, and then now I can assign this follow-up to a person, and say, "Please confirm." Now, I'll assign it to Derek Brown and say, "Please confirm." I'll close it, and now that's an outstanding follow-up. It's incomplete, and that will show up as a task in Derek Brown's task list.
you could use that for information you're not sure about or you could say there's a hazard here that needs to be addressed, and I'm going to leave it unresolved until this person is able to address it. I'll show you what the other side of that process looks like in a moment. Right now, I'll go ahead and go through and finish this form. Then, I'm going to type in my description, and then I could attach photos here as well.
We'll go ahead and submit this form. We could do another one of we need to or go back to the homepage. Real quick on the left, we also have a "Resources" menu button. Within here, we have access to PDFs and Word documents, PowerPoints, spreadsheets, whatever an admin wants to post.
They can group those by categories, and you can click here to view them. Then, appear on the right, we have our Employee Profile. We'll take a peek at that. This is the information hub for each employee.
You can see a profile picture, what credentials they have, job titles, supervisors and phone numbers. You can see what trainings they're up to date on, and equipment and a lot of other things, and we'll go into some of this in a moment. That's a quick look at what it looks like to sign into Hazard Scout at an employee level. Now, I'm going to sign out, and I'm going to sign back in as an administrator that really has full access to the website.
Now we have the same look and feel of the website, but over here on the left we have many more options for links. Then, we have Open Tasks right here that we'll go through a few of these. We also have a dashboard of information, and these are reports that are coming in, and you see a breakdown of the reports that have come in for the last month, and you can view it by the different that's data that's inside of those reports. We have bar charts of the driving Near Miss categories and so on.
The first thing I'm going to do is I'm going to go up to "Reports" again, but this time you can see we have a lot more options. Since we're an administrator, not only can we fill one of these out, but we can view responses and we can even edit the forms themselves, and actually, we can create our own form from scratch if we'd like to. Right now I'm going to go in and view the responses that have come in for this Near Miss Report. I'll click on "Responses" here.
The first thing that you can see, there's a lot of different fields and ways that we can filter that data. I can say right now I'm only seeing Near Miss Reports for the last seven days. But I could say, "I want to make that 30 days, "and I only want it to be for the category of 'Driving.' " Now I'm filtering, and I'm only viewing that data, and I can filter it all different ways.
I can filter it by Severity, or the body part that was affected. All these different drop downs give you options for ways that you can filter that data. If I scroll down here, I can actually see on this row is my list of ways that I can view that data. by default, it's going to show us the individual responses.
Down here we can see the actual individual responses that have come in that match our criteria of 30 days in "Driving" category. You can choose which fields to view, so right now we have the Observer, and if there's any pending follow-ups. But, I could change that, and I could have it list the category. I could hide the follow-ups if I wanted to.
I can sort this by Day, Descending, Ascending. I can flip through pages, I can really quickly find individual responses if I need to. I can also view this data broken down by some of the bar charts and pie graphs that we have built in. I could see it broken down by Line of Business.
I could see we're getting the most for Polypipe right here. We also have a pie graph for those. I'm going to clear out our Driving category here, and then I'm going to go over and show these by category, and so, I can see we have a bar chart and the most that we're getting is for Environmental issues. There's a lot of ways to really break down this data and view it in different ways.
You can click into it and drill down and view, scope the responses more and more. Right now, this is the response that we just filled out. We were signed in as Mark Wilson. I'm going to actually show you what it looks like to view one of those responses individually.
We have the picture of the employee, the name, when they filled it out, their location, what the weather was like whenever they filled it out. Then, we actually have their responses over here on the right. A new thing for this system is we have a revision History for these forms that they've filled out. Right now we only have one version.
Mark Wilson filedl this out and he submitted the form. But, what we can do now is we can actually go in, if we have permission within the system, we can go in and edit it and say, "I would actually say that the Severity here "was 'High,' and not 'Medium.' " Or change whatever field you wanted to. Change the category and so on.
Then, you can also attach more documents, so if you added more photos or pictures or other documents, then you could just keep adding those to this live report. Once you're done, you just hit "Save," and then, now you can go back and view it, and then, now you'll see that it was updated to the severity of "High" right here. Then, also down here in the revision History, you can see that now, Derek Brown made a change to this response, and he actually changed the severity. We can see the history, who changed it, what they changed and so on.
We also have a couple of other features, you can download it as a PDF, or you could forward it to somebody as an email as a quick way to share the report. I've walked you through what it looks like to fill out a report, and to actually view the responses. Now I want to show you the power of the Report editor that we have built in. Like I said we have these boilerplate forms like Near Miss reports and Observation reports built in.
But, you can also edit those, or even create your own report from scratch. I'll show you what both of those things look like real quick. Editing a report just means you can go in, you can change the name of the report, the description, and you can actually change the fields and the questions that are listed in that report. You can see it looks like I'm filling out the report right here, except I have an "Edit" button here on the right.
I could say, "I want to add another category." I'm going to click on "Edit" right there, and then I will click on the "Settings," and I can actually add another option for people. We could say we have "Working," "Driving," "Environmental." Then we could have "Flying" as another option right there.
I'll hit "Done," and then now, instantly, that is listed as another option that's available for this category. Once I hit "Save," that would actually show up on new reports that are being filled out for employees. That's a simple look at editing one, but, the real power of this system is building one of these reports from scratch. Let's say I had an audit that I wanted people to fill out.
I'm going to go ahead and enable Scoring, and I'll show you what that means in just a second. But, what I want people to do is be able to fill out this audit, and as they're filling it out, it's giving them a percentage score. First of all, we'll create the control that lets them choose a quality rating, let's say. These are the different types of fields.
I'll go more into this Report Builder in the report guides. You may check that out if you want to see some details. But, right now I'll do a Select field, we'll call it "Quality." Then, I'm going to make this a mandatory field, they have to choose that.
I'm going to make it show up as a Rating. Then, I'm going to add a few different options here. We'll have a "Poor," "Average," and then an "Excellent" rating right here. Then, I'm going to associate some scores to these, and we'll say "Poor" is zero, "Average" is 5, and "Excellent" is 10.
Once I hit "Done,"now I can see it shows up as these checkboxes, and they can check one of these, and then, they automatically get the score for whatever was checked, and I'll show you that in just a second. You could also add a Notes field. You'd say, "Now, I want people "to describe the situation." You can make it mandatory if you wanted to.
You can make it show up as a paragraph instead of just a single line of text. Now, we have a Notes field that people can type into below there. Then, just to make it look nicer, I'll add a Heading field, and then that's where people can see that they're going to be doing these ratings for this Audit form. Then, just one more to show you the capabilities here.
We have a Sketch input, where you can actually have people draw something. They can work from a blank canvas or a car or a person. We'll choose a car background just to show you what that looks like. We've built up this form, we could preview it if we wanted to, but I'm just going to go ahead and save it and have it show up as a real report.
Now, employees will actually see this Audit form that we just created from scratch, and they're able to fill it out. If I clicked to fill it out, I can see that I have my Rating right here. If I choose "Average," I get a score of 5, "Excellent," I'd get a score of 10, and then I have my Notes field, and then, the sketch where I can click on that. I could say, "It was this back tire that was an issue," or draw whatever I need to right there.
I'm going to go back to our form and I'm going to edit it to show you another unique capability. Say you wanted this Notes to only show up whenever the quality rating was "Poor." We wanted them to explain why the quality rating was poor. We could go into the Visibility for the Notes and say, "Only show the Notes field whenever "the Quality rating is set to 'Poor.' "
Now we can see it's only showing when the Quality is set to "Poor." We hit "Done," I'll hit "Save." Then, now we'll go back and we'll fill that form out. You can see that if I choose "Average" or "Excellent," it's keeping my score over here but that "Notes" field is not showing, but if I click "Poor," it actually slides down the Notes field and people can actually type in their notes right there.
It's really powerful in terms of when someone answers a question a certain way, you can ask more questions depending on that answer. I'll go ahead and submit this report. Then, we're going to go back to our list of Reports, and you can actually view those responses just like you could on the other ones. I can filter that data by the Date or who was the Observer.
I could say only people within this geographic area, pending Follow-ups. But then, I also have ways to filter the data based on these questions that we created from scratch. I could say, "I only want to see "ratings that were Excellent," and I'll search, and then, now it's only going to show me the last seven days when the quality was Excellent. You get some pretty powerful searching and analysis tools automatically whenever you build one of these forms.
You can also view the data output by these fields that you created. You could say, "I want to see a bar chart "of the Quality ratings, or a pie graph." Then, for all the fields that you add to this form, you'll have outputs based on those, so you can actually see the data broken down in those ways. Then, of course, you can view the individual report right there, and I can see what the score was and what the answers actually were that came to in for that field.
Now, I'm going to go back to our homepage, and I quickly went through this. But, I want to go through the Open Tasks list and what capabilities are there for that. We have different tasks that can show up in this list, and the idea is if the system needs something from you, or if you need to do something, it'll show up as a task here and it makes it easy for people to know when they need to do something. If they have a training that's not complete, then they'd have a Task that would show up for that.
Or if an administrator had sent them an Acknowledgment, it would show up as a Task. If they have to do an Evaluation on an employee, here it is. There's a lot of different tasks that can show up for the people. The first one I'll do real fast is I will go ahead and do this Acknowledgment.
When an administrator sends out an Acknowledgment, it could ping you on your iPhone, and we'll show you that in a second. But, it would show up as an Open Task, until you acknowledge it. I'll click on that, and then I can view it, I can view the document, and then once I'm happy with it, then I can hit "I Acknowledge This," and then now, it actually goes away from my Task list, and it records that I actually acknowledged that. The other side of that is as an administrator, you can go in, you can actually send these Acknowledgments in the Control Panel.
I can see the history of Acknowledgments that were sent, or I can send another one. Sending one is just a matter of typing in the text that you want to send the people. Attach documents if you want to. You can choose which people actually are going to receive it.
I could say I only wanted to be, say, Area Supervisors. Well, that matches two employees. I could send it now, it would ping them on their iPhone or Android, and then they would also have that Open Task in the Task list. Then, on the reporting side of things, now I can go in and I can actually view the status of these Acknowledgments.
I can say we sent this one out on August 21, it was sent by this person, we sent it to this many people, 95% have acknowledged it. I can actually see a timestamp of when they acknowledged it. Then, I can see that these people haven't acknowledged it yet. It's a nice way to be able to have a kind receipt, a verification of who has acknowledged it, in an official way.
Now we're going to go back to our homepage and go through another one of these Tasks. Right here we have a "Fire Extinguisher That Needs An Inspection." Within Hazard Scout, you can actually set up equipment and inspection schedules. Then, whenever one of those inspections needs to be done, then it'll create a task for whoever the equipment is assigned to.
This fire extinguisher is assigned to me. I'll go ahead and click on it, and I can view that yeah, the Annual Inspection is good to go, but it looks like that Monthly Inspection is out of date. I'll just go ahead and do the Inspection real quick. I'll say it was done today and then, I'll just add a note.
Then, I could attach files or photos or whatever I needed to as well. Then I'll hit "Save," and now that inspection is marked as "Up To Date." We have the details of my inspection there. Then, if I go back to the homepage, that task is gone from my Task List.
Just to go about a bit more into the Equipment piece of things I have this Equipment Search page that I can see because I'm the administrator. I can search in all different ways for this equipment. I can see Body Harnesses, Facility Audits, Fire Extinguishers, Lanyards and so on. I can search for equipment that's In Service or Out of Service, who it's assigned to, is it expired and so on.
But, once I hit "Search," that's where I see all of my equipment, and then I can click on one to actually view the inspection history and the details for that piece of equipment. There's a lot more to the Equipment module, and you can see that in the Equipment video. But, that gives you at least an idea of what the capabilities are there. Back to my homepage, going through my Task List.
Now, it looks like I have this Ladder Safety task that needs to be completed. First I'm going to go into my profile and show you what the training looks like from there. Since I'm an administrator and I'm looking in a profile. I can actually be a little bit more information than I was able to see a minute of ago.
I still see credentials and icons if someone's a driver and high-level information. But, I can also see what their training status is, what their Subordinates, Acknowledgments, Assigned Equipment, those types of things. Here in the Trainings piece, I can see that I am up to date on all my trainings except for one. It's this Ladder Safety that's expired.
I can go to the Details page here and really see a big breakdown of everything. I've got eight trainings that are required for my job title or the field office I'm in, or those kinds of things. But, I can see that I'm up to date on all of them except Ladder Safety. Over here on the right I can see there's actually a Learn option that actually lets me do this training online.
That's a Lesson Builder capability that we have, and I'll show that to you in a second. I could click on this to go ahead and take this lesson, or I could actually go back to my homepage. Since it's an Open Task, it's a training that needs to be done now. I've got a task, and I can click on that, and then it takes me to the Ladder Safety training.
This is a training that you can create online from scratch. You can do all different types of modules over here on the left. We have a list of the modules that they go through. We have a note from HR.
You could have a training video if you wanted to. You could make them watch the whole thing if you wanted to. You could go to the Employee Handbook, which would be a PDF or a PowerPoint or maybe an image, that type of document that the employee could look through. After they go through all these things, you can have a quiz set up, and then it would be multiple-choice, and you choose the answers.
Then, once they get through the quiz, they're done with the module, they can submit their results. They can actually download a certificate that would show an official completion with their name and how long they spent in the training and how they did on the quiz. Then, if I go back to my homepage, I can see that that task is no longer there. That training has been completed.
Then if I view my Employee Profile, I can see that the Ladder Safety is now good to go. Then, if I go to the Details, I can actually see when the Ladder Safety was completed. I can click on it, and I can actually view that certificate right there. That's for trainings that are available online that the employee can do themselves on their phone or iPad or computer.
But also for other trainings that you would do offline in maybe a classroom setting. You could also mark those "Complete," and you'd just hit the "Add" button, say when it was completed, attach certificates if you wanted to and then once you hit "Save," it would mark that as "Complete" for that employee. There are a few other ways that you can complete training and view training, I won't go too much into it. You can view the Training Guide for more information on that, but you can look up the status of a training.
Say, Area Supervisor Training. Well, it looks like there's 66 employees and it's not required for any of them, so I didn't pick a very good one there. But you could basically view the status of any training there. You could also find incomplete trainings for a group of people.
You could say, "I have an Oklahoma City field office, "I want to see what needs to be done in that field office." Looks like there's 19 employees and they're all up to date. But, if there were trainings that were not complete, I'd see them listed there. I can also do a group training and so I could say okay, we're going to do a Equipment Care Training with an instructor, and you could have notes, and attachments.
Then, you could actually just to list out the employees that took part in this training. Then, once you're done, you hit "Save," and then you actually would would create that training for all of those employees. With our app, we also have the capability of scanning an employee's code. You could actually hit this, and then just scan everybody's ID, and then it would automatically log them in as being part of this training.
That's a really fast look at the training capabilities. Definitely look at that guide if you want to see more on that. Now, I'm going to move on to looking at that Employee Profile in a little bit more depth here. If I go down, I can also see.
. . Well, actually, we'll look at a different employee. If I go to Mark Wilson's Employee Profile.
Mark Wilson is who we were logged in as earlier. I can scroll down and I can see he was a new-hire employee, in fact, he still is. He's got a Short Service Start Date. We actually have an onboarding process that you can set up evaluations to happen automatically for these new-hire employees.
As an administrator, I can actually see his scores. I can see when the evaluation was done and who did it. This is the history here. But then, I'm going to go back to my homepage, and you can see I have an Open Task right now that I need to do a Final Evaluation for Mark Wilson.
This is the end of the onboarding process where I could click on that. It's going to show me an overview of Mark Wilson, the scores that he's received from other employees in the company. I can have an idea of who he is and how he's been doing so far. Then, at the very bottom of that, I can say whether I want him to graduate or not from this program.
I'm going to go ahead and graduate him from the program. I'll go back to my homepage, that task is gone now. Then if I go to view Mark Wilson's Employee Profile, he had a New-Hire icon up here, that's gone now. Then, now I can see that these Evaluations are complete right here.
That's just a quick look at the onboarding process. You can set up these evaluations to happen on whatever schedule you want, assign to whoever you want. You create the questions that are asked to the people and the scoring and all that stuff happens automatically. Check out the video guide if you're interested in more on that.
Earlier whenever we filled out our report as Mark Wilson, we created a Follow-Up for Derek Brown, and that's who we're logged in as right now. That's the last task I have to do right here, and it says that Mark Wilson created a Follow-Up for me. I can just click on that, and then I can view the field that Mark had edited. Then, I can see that I need to confirm the information.
I can either mark it "Resolved" and say "looks good," or I could actually reassign it to a new employee and say, "You know what, "I wasn't there the Carl was there." I'm going to reassign it or forward it to Carl, and then have him actually look at this. This would create a Follow-Up in his Task List and then it will still be pending until Carl resolved it. I'm going to go ahead and mark it "Complete."
Then, that will remove that task from my Open Task list, and now I'm done, I'm good to go. I know that I've done everything I need to do within this system. I've shown you some of the different modules within Hazard Scout and how they collect data, allow you to analyze it, look it up later. But, to close the loop, we have this notification capability that's built into the system.
I'm going to go to my Employee Profile, and then, over here on the right, I can see I have this "Edit Notification Settings" button. If I click on that, I can see some different system notifications that I can subscribe to via email or iPhone or Android notification. If an Acknowledgment is sent by an administrator, or the Employee Anniversaries email that gets sent out each week. When a new hire graduates from the onboarding process.
When Follow-Ups are assigned to me, or when reports are filled out. I'm going to go into this "Assigned Follow-Ups." I'm going to say whenever somebody assigns a Follow-Up to me, I want notification on my iPhone. Now, it'll actually alert me on my iPhone, I can swipe it, and I can actually complete the Follow-Up right there if I'd like to.
The real power, though, in these alerts is in the Report alerts. In the Report section, I'll have all the different forms that I have access to view. Like this Near Miss report that we've been looking at. Right now, I'm getting all responses via email.
Any time that's filled out, I get that emailed to me. But, I could also say I also would like to get a notification, maybe just on my iPhone under certain situations. say I only want it, and I'm going to choose a field here. I only want whenever the Severity on this form is set to "Critical."
I'll hit "Continue," and then I'll hit "Save." Now, I'm getting all the responses via email, but I'm also getting it only whenever the Severity is set to "Critical" it's going to ping me on my iPhone. Then, I'll be able to just swipe it and view that report right away, right there. That comes into with these boilerplate forms that are built into the system.
But earlier, when we created this Audit form from scratch, and you also get the same notification capabilities right there. I could go in and say I would like to get a notification on iPhone and Android whenever the Audit form is filled out and the Quality is set to "Poor." I'll hit "Continue" right there, I'll hit "Save." Now, whenever someone fills out an Audit form, the Quality is set to "Poor," it's going to ping me on iPhone and Android right there.
There's a lot of really powerful capabilities with all these forms that are built into the system or the ones that you create from scratch. I've shown you around the site now. Real quick, I'm going to show you the Control Panel or the behind-the-curtain of how you make the site work. This Control Panel is only accessible to people that have permission.
I'm an administrator, I have permission to view it. I have a lot of different things within the website that I can edit right here. I'm just going to pick and choose a couple of them to look at. The first thing is we have these Resources, like these PDFs that employees can view over here on the left.
I can go in and edit those right here, and I can create a new Resource, add a new PDF to this list, add new categories to the top. I can even upload multiple documents at once. Then have them show up in this Resources listing for employees to be able to download and view. Another thing that's in the Control Panel is earlier I showed you how you could have trainings set up, and they could actually complete those trainings, using your own curriculum online.
Well, that happens through the Lesson Builder. Here we have two lessons built in right there. It's the Acme Orientation and the Ladder Safety, but you could also create your own if you wanted to, as many as you'd like. We'll look at this Ladder Safety one since we already saw what that looked like going through it.
You have a Title, a Description, and then you can actually create as many modules as you'd like to. You could have just a text module, you could attach a video, a PDF document, and then you can actually create your quiz. I won't go into doing all this right here, you can look at that guide if you'd like to. But, that's the capability of building a lesson through the system.
A big question that people have is how do you control who has access to building a lesson and viewing reports and all of those things? Well, that all happens in our Roles & Permissions piece. This page actually lists out like the built-in roles that we have, Employee, Manager, and Admin, and what they're capable of doing. There's a ton of different ways to limit access to people throughout the site.
Built-in, the administrator has access to everything, and then employees are fairly locked down. But, you could say what reports can employees fill out, what reports can managers view, equipment, editing, resources and lessons. I mean it's really a wide range of capabilities in terms of what you allow different people to access. You may say we need to have another role for us, maybe it's a supervisor role.
Where you could just go in here, you could call the role "Supervisor," and you could just create it on your own. You could start out with no permissions or you could say it's a lot like a manager. I'm going to save that, and it actually creates this new Supervisor role with the same permissions as Manager, but then I can go in and edit those. I could say supervisors can view evaluations.
Then I'll go in and allow that. We'll go into that more on on that Roles & Permissions guide, but it shows you how you can really dynamically limit what people can and can't see throughout the system. A question a lot of people have is "How do I get data into the system, "especially if I have a lot of data?" If you're adding 10 or maybe 20 employees, you might want to do it manually into the system on the Employee Search page.
But, you could also load all of that data through a Dataload file, which is just an Excel spreadsheet. We have a nice guide that walks you though that process, explains what the spreadsheet should look like, and then gives you examples of the spreadsheet for all the different types of data that you could load in. if you're going to load in a lot of job titles, you could click on "Job Titles." It explains what a job title is, what columns are required, and then you can actually download an example spreadsheet right there to actually have a good starting point for being able to load that data into the system.
That's a great way to move a lot of data into the system. The last thing I wanted to show you real quick was I've shown you the website so far, but we also have an iPhone app and an Android app that are available. What those do is they let you fill out reports without an internet connection, so you actually are able to save the report and actually submit it once you regain an internet connection later, even attaching documents and so on. Here's the app homepage within Apple.
But basically, just search for Hazard Scout on either the iPhone or iPad app store or the Google Play app store. Then the other capabilities is you can actually view these resources that you've made available to your employees, and actually make them available offline. If they are somewhere without an internet connection, they need to view a safety guide or some critical information, you can make that available to them offline. Then also, it enables things like notifications to come to their phone without using any text messaging fees.
We have a QR reader that lets you scan equipment or employee QR codes and some other capabilities. View that guide if you're interested in the native application. That's a quick overview of a lot of the different pieces of Hazard Scout, there's more to it. Definitely check out those individual video guides if you want to dig into the detail or contact us on our HazardScout.com homepage, and definitely feel free to reach out and ask us any questions.