The Employee Participation Explore in Safety Intelligence is designed to help you understand and analyze how employees are interacting with forms and safety activities across your organization. This Explore is centred around employee involvement, making it ideal for tracking participation, identifying engagement trends, and ensuring compliance with safety processes.
Primary Purpose
- To track and report on employee participation and engagement with forms.
- To identify gaps in participation, such as employees who have not signed forms or who are have missing from form entries.
- To provide a high-level overview of who is involved, what forms they are participating in, and when they have completed or interacted with forms.
Use Cases
- See which employees have created, signed, or are linked to a specific form component - Custom Header or Form Question.
- Track employee involvement in specific form types, such as Inspections, Incidents, or Meetings.
- Analyze form participation by Site, Company or Permission group
Start Here
When using this Explore, it's best to begin by setting a general context with employee-related information. Start by applying filters or selecting fields that describe the employee's role, location in the site tree or connection to the forms. This approach helps narrow down the data to a manageable level before adding more details from other categories like Forms or Sites.
Once you have your baseline employee context, you can bring in additional fields to further refine your report, such as specifying which forms employees interacted with or which part of the form the interactions took place.
Content
Understanding Key Filters, Fields & Measures
Filter-Only Fields
The Employee Participation Explore includes three key filter fields - Form Date Filter, Form Status Filter, and Form Title Filter - to help refine the data being analyzed. These filters are designed to optimize performance and accuracy by focusing on specific timeframes, form states, and form titles:
- Form Date Filter - This filter allows you to define a specific date range for the forms you want to include in your analysis.
- Form Status Filter - This filter provides options to include or exclude forms based on their current status - Locked, Under Revision, Submitted, In Progress or Pending Upload.
- Form Title Filter - This filter allows you to narrow down the data to specific form types based on their title.
Recommendation
Apply these filters early in your analysis to set the right context and ensure you are only looking at the most relevant data for your report. Using one or more of these filters in combination with fields like Connection Type and Connection Label will provide the most focused and accurate view of employee participation in various forms. Additionally, it will ensure your report performs optimally.
Connection Type & Connection Label Fields
The Employee Participation Explore has two key fields, Connection Type and Connection Label, that help describe the different ways employees are involved in forms and activities.
Connection Type
This field defines how an employee is associated with a form. It indicates their role or involvement:
- Form Owner - The employee who owns or created the form.
- Custom Header - The employee's name is included in a Custom Header that utilizes Employee Lookup-type header field.
- In Signature - The employee's name is captured in a Signature-type form question.
- In Answer - The employee's name is captured in an Employee Lookup-type form question.
Use Case
Use Connection Type to identify employees' roles within form activities. For example, you can filter by Form Owner to see who submitted forms, or by In Signature to see who signed a form.
Connection Label
This field provides additional details based on the Connection Type. It tells you the specific label based on where an employee's name is connected to the form.
Example 1: If the Connection Type is 'In Answer', the Connection Label would be "List Meeting Participants":
Example 2: If the Connection Type is 'Custom Header', the Connection Label would be "Managers Conducting Toolbox Talk":
Recommendation
Use these fields together to get a complete picture of employee interactions with forms. Filtering by Connection Type first provides a high-level look based on overall connection type to a form, whereas filtering on Connection Label can help with identifying participation in specific forms and participation scenarios.
Employee Count & Employee Count with Forms Measures
The Employee Participation Explore includes two key measures in the Employee fields group that are central to understanding employee engagement with forms.
Employee Count
This measure provides the total count of unique employees. Use Employee Count when you want to see the overall number of employees in the context of your selected filters. It is best used as a benchmark to understand the scope of employee involvement before applying other filters and breakdowns.
Use Case
Use the Employee Count measure as a baseline to calculate participation ratios or percentages by combining it with other fields. For example, use it to see what percentage of employees have participated in specific form activities compared to the total number of employees.
Employee Count with Forms
This measure counts the number of unique employees who have a defined connection to a form based on the selected filters. For example, employees who have created, signed, or have been referenced in a form.
Use Case
Use this measure in tandem with the Employee Count measure as suggested previously. Alternatively, use this measure if you only want to see the count of employees with the defined connections to forms. For example, if you want to see how many employees have signed inspection forms in the last 30 days, Employee Count with Forms will give you that value.
Why Are These Measures Important?
These measures serve as reference points to quantify employee participation and identify gaps. For example, if Employee Count is significantly higher than Employee Count with Forms in a report filtered for 'Form Owner', this indicated that some employees are not participating in the form submissions.
Employee Count is also effective as a starting point to create calculated fields - such as participation ratios - to better understand the level of engagement across different groups.
Recommendation
Use Employee Count with Forms to understand initial participation numbers before diving into more detailed analysis. You can then leverage Employee Count as a benchmark in table calculations to create participation ratios and better understand the level of engagement relative to t he totla number of employees, especially when segmented by fields like Job Profile or Site Name.
'from Employee' vs. 'from Forms' Site Fields
In the Employee Participation Explore, site-related fields are segmented into two main categories - Sites from Employee and Sites from Forms. Each category provides a unique perspective on site-level data, depending on whether you want to see form participation data based on the employee's assigned site permissions, or the site associated with specific form submissions.
Sites & Roll up Sites from Employee
Fields available under Sites from Employee or Roll up Sites from Employee include both specific sites and roll up (or parent) sites assigned to employees in their user profiles. These fields represent where employees have explicit or implicit site permissions.
Use Case
Use these fields when you want to analyze form participation or engagement based on the sites that have been assigned to employees. For example, this could involve tracking which employees at a specific site (or sites) participated in forms.
Sites & Roll up Sites from Forms
Fields under Sites from Forms or Roll up Sites from Forms include both specific sites and roll up (or parent) sites related to where forms were created. This perspective is independent of where employees are assigned site permissions and focuses solely on the site location context of the form creation and participation.
Use Case
Use these fields when you ned to view participation based on where forms were created, allowing you to assess form activity at various locations, regardless of the employee's primary site assignment.
Recommendation
Choose 'from Employee' site fields if your primary focus is on employee participation and form involvement based on their designated sites. Use 'from Forms' fields if you want to analyze form submission activity at specific sites based on where the form was created or submitted. This distinction helps ensure that you are viewing and filtering data from the most appropriate context for your analysis.
Main Purpose vs. Limitations
What the Explore Is Good For
- Tracking overall employee participation and form activity.
- Understanding which employees are involved in safety activities and how engaged they are.
- High-level analysis of participation by different groupings such as Site, Company, or Permission Group.
What the Explore Is NOT Good For
- Detailed form-level analysis or report creation based solely on form data.
- In-depth analysis of site hierarchies and complex site relationships.
- Reports that requires extensive cross-analysis between multiple unrelated elements. For example, employee data and multiple question-level answer analysis.
Recommendation
Use the Employee Participation Explore for tracking form participation and basic form interactions, and choose other Explores designed for more detailed form or permission reporting.
Performance Tips
Tip #1 - Use the Filter-Only Fields under the Employee Category
The Form Date Filter, Form Status Filter, and Form Title Filter are optimized to reduce processing time and increase responsiveness when working in this explore.
Tip #2 - Consider the Size and Scope of Your Report
Analyzing data across the entire site tree or a very large segment of your data increases the volume of data processed, which can slow down report performance.
Tip #3 - Aggregate by Site or Job Profile for Broader Analysis
When working with larger datasets, try to aggregate data by site, job profile, or other higher-level fields to simplify the reporting
Tip #4 - Apply Site-Level Filters When Using Roll Up Sites Fields
Always use filters on Site Names for Roll Up Sites to avoid retrieving excessive or duplicate data from all levels of the site hierarchy.
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