Overview
The checklist module assists with your organisation's checklist needs. There are three styles of checklist: Self Assessed, Manager Review, and Audit Style. This workbook covers the Manager Assessed Checklist Module.
This document provides guidance on how the module works, options for configuration, and actions required to complete your configuration requirements for implementation.
Your Implementation Manager will share the timeframes for completing this workbook in the project plan.
Key Features
Each key feature mentioned below builds upon the last diagram to build understanding before the ‘bringing it all together’ diagram which shows all features and the flow of the module.
Workflow
The Workflow outlines the key stages that a module works through and is used as the framework for other aspects of the build. Each key stage is represented by a bubble icon and any relevant checks that may interact with the flow written on the progress lines.
Involvements
Involvements capture the people involved in or reviewing the Checklist. This includes the Creator of the record, Completer, and Reviewer.
Involvements are represented by the addition of the blue person boxes below (also known as swim lanes).
Forms
Areas where users can input information are called forms and usually contain a list of questions. The Main Form is the starting point of a user’s interaction with the module and all other forms are called Subforms. Forms are represented by the Page Icons added below and align under the person/stage completing the forms.
Notifications and Actions
This module includes Notifications and Actions to assist your users successfully action and resolve records.
In our flow diagram, Notifications and Actions are represented by the below icons:
Additional Features
Indicators
Indicators gather important information from the module to provide a visual reference on the record page and in registers.
The Checklist Module contains the following Indicators:
Checklist Complete – indicates if the checklist has been completed
Action Status – indicates if actions are outstanding or complete
Bringing it All Together
Pre-built Checklist Selection
Several pre-built checklists are available to be loaded into your system. Please indicate within the ‘Required’ column which checklists you wish to be loaded into your system. Customisation within individual checklists can be reviewed and discussed with your Implementation Manager.
Checklist Name | Required |
Woodworking Machinery Other Than Saws | ☐ |
Woodworking Machinery - Saws | ☐ |
Woodworking Machinery - General | ☐ |
Welding, Cutting, And Brazing - General | ☐ |
Walkways Overview | ☐ |
Slings - General | ☐ |
Portable Ladders for General Industry | ☐ |
Portable Hand and Power Tools | ☐ |
Portable Fire Extinguishers | ☐ |
Personal Protective Equipment | ☐ |
Nonionizing Radiation | ☐ |
Noise Exposure | ☐ |
Medical Services and First Aid Overview | ☐ |
Mechanical Power Transmission Apparatus | ☐ |
Means Of Egress | ☐ |
Machines General Requirements | ☐ |
Machine Guarding Overview | ☐ |
Lockout Tagout Procedures Overview | ☐ |
Industrial Trucks - Forklifts Overview | ☐ |
Industrial Ergonomics | ☐ |
Heat Stress Daily | ☐ |
Hazard Communication | ☐ |
Entering Confined Spaces Overview | ☐ |
Employer Posting Overview | ☐ |
Elevated Surfaces Overview | ☐ |
Electrical Components and Equipment for General Use | ☐ |
Electrical - Temporary Wiring | ☐ |
Electrical - General | ☐ |
Control Of Hazardous Energy Sources | ☐ |
Compressed Gases | ☐ |
Compressed Gas Cylinders Overview | ☐ |
Bloodborne Pathogens | ☐ |
AED Monthly Inspection | ☐ |
Access To Exposure and Medical Records | ☐ |
Overview of Configuration
The checklists module allows for self-management by providing the configuration tools to add checklist types and manage questions within them. To get started with the checklist module, your Implementation Manager can assist with the following configuration:
10 question changes to the Checklist Creator form (that are not mandatory as part of the automations)
Notification adjustments –
Adjustments to the body text of core notifications and logo
o Up to 3 new configurable notifications for this module
o Customise the timeframes for each of the timeframe-based notifications
Guidance on creating checklists including sections and question options
Configuration Options and Actionable Items
After the walkthrough of the Checklist module, you will be provided access for a more in-depth look. We encourage you to take this opportunity to review the specifics of the module and complete the configuration requirements below.
The additional “Question Guidance” document provides detailed information on the types of questions you can include in the checklist.
Checklist Details (Creator) Changes:
This includes the main form where the checklist is created and allocated to a user for completion. The Checklist Type dropdown list is automatically populated from the published self-managed checklists in the settings area.
Main form (Checklist Creator) changes can include:
10 question changes (that are not mandatory as part of the automations)
Changing a question (question text, help details)
Adding new questions to a form
Marking a question as mandatory
Changing the order of questions in a form
Removal of questions (that are not mandatory as part of the automations)
Adding Checklists and Questions:
The Main Form remains the same each time a new checklist is created. The checklists themselves are managed within self-service settings.
This allows you to create, manage, and archive checklists as needed. Due to this, the implementation of this module will provide education and guidance on how to self-manage this feature.
Details on organising your information and adding questions to checklists are provided in the appendix. Your Implementation Manager will also provide guidance during the project.
Notification Changes:
Notifications send after certain triggers to prompt users via email to action certain tasks.
Changes can include:
Addition of your logo to the Notifications
Changes to the body text of the Notification
Change to the timeframes of overdue timeframe notifications.
The current notifications are outlined below, and space has been provided if you wish to change the body text of the message. All notifications will contain a link to the record.
Changing the text is not necessary if the current message suits your needs.
Questions?
During the implementation of this module, project and Hypercare period, your Implementation Manager is happy to provide support and guidance and we encourage you to reach out with any queries.
At the completion of the Hypercare period, your Implementation Manager will advise you of your new contact for support.
Appendix
Organising your information:
Below is an example on how to organise your information prior to building a checklist and how the below would appear in the system. Organising your information can provide a reminder on what settings may need to be used to help you stay on track when adding your checklist. The question types can be found in the document called “Question Reference” in your welcome pack.
The above example is represented below as it would appear in the system.
Adding a New Checklist:
Outlined below are the steps for adding a new Checklist.
Click on the settings menu under your profile button (Admin users only)
Navigate to the Checklist Module you wish to add a Checklist to and click ‘Manage Checklists’
Click on the Add Checklist option, Name the checklist and click Create.
Your Checklist is now Created
Adding Sections and Questions to a Checklist:
With your checklist now created (or managing an existing checklist), you can manage the questions within each of the checklists.
To do this:
Go to the Manage Checklist menu (as described above).
On the Manage Checklist screen you can see the checklists available for that module, if they are published (active or archived), change the name of the checklist, and edit the checklist. Clicking on ‘Edit’ allows you to manage the questions within a checklist.
Click on the new Section option. A checklist must have at least one section however more can be used to divide your checklist into question groupings.
When adding a new section, you can update the Title, Description text, and add an image for that section.
For a checklist with no need for groupings, create a single section and place all questions within this section.
For a checklist that may have many questions or groupings of questions with a similar theme or goal, it may be best to divide these into separate sections.
Once the section is created, click on the new question button to add questions to that section. This is where organising your information first can assist. Depending on the question there may be different options that you can select or create your list within.
Some commonly used features in questions are:
o Making a question mandatory – Select the ‘Required Field?’ checkbox
o Default options - appear under the ‘Default Type’ list and the options may change depending on the type of field used. Leave this blank if there is no default. In list option questions, selecting ‘Value’ will show a Default button near all the listed responses to select from.
o List style questions – Items can be added to the list under the ‘Display Value’ area
o Only Show – Under the ‘Only show when this question’ list, select the question to link the question to and the response that triggers the appearance of this new question.
o Can Add Action and/or Can Add Attachment – A quick button will appear beside the question and allows users to add actions or attachments.
We recommend no more than 150 questions per checklist. It is important to note that some advanced behaviours can impact the performance of your form. Your Implementation Manager will provide guidance regarding question options and performance.