The Absent Participation Explores in Safety Intelligence are designed to help safety professionals quickly identify employees who have not completed specific forms or activities. This Explore is centred around identifying gaps in participation, making it ideal for ensuring compliance and targeting areas that need attention within the last 31 days.
In EHS management, documenting periods without reported incidents or activities is crucial for maintaining a comprehensive view of safety performance and compliance.
Primary Purpose
- To track and report on gaps in employee participation for required forms
- To focus on short-term compliance issues, such as missed incident report sign-offs, missed safety talk participation or un-submitted inspection forms
- To provide an actionable overview of who has not participated, which safety activities are missing participation, and where action is needed
Use Cases
- Verify attendance in safety meetings and track employees who did not attend to identify short-term participation gaps.
- Monitor participation in inspections by identifying employees absent from recent safety inspections to ensure preparedness and compliance.
- Track Zero Incident periods with no reported incidents or near-misses to verify accurate reporting and maintain data integrity.
- Track form sign-offs by identifying employees absent from critical form sign-off acknowledgements.
Start Here
When using this Explore, start by applying the Form Date filter to limit the results to within the last 31 days. This ensures that you are working with the most recent and relevant data. Once the date context is set, add filters or fields such as Form Title, Form Status, Connection Type, and the Absent Flag to further refine the data to suit your reporting needs.
Content
Understanding Key Filters, Fields, & Measures
Key Filters & Fields to Filter On
The Absent Participation Explores explore heavily relies on filters like Form Date, Form Title, and Form Status to identify missing actions. Fields such as Connection Type and Absent Flag are crucial for distinguishing between participation and absence. Below is a detailed look at these key filters:
- Form Date Filter - Limits the dataset to participation gaps in the last 31 days. This required filter ensures the data remains manageable and relevant, focusing on immediate issues.
- Form Status Filter - Use this filter to target forms based on their current status (i.e. Locked, Submitted, In Progress) to ensure you're identifying forms in the correct or desired state.
- Form Title Filter - Allows you to focus on specific forms, such as "Safety Inspection Checklist", "Incident Investigation", or "Weekly Toolbox Talk", to narrow down the data to relevant forms.
- Connection Type Field - Filtering on this field is vital for determining how employees are meant to participate in a form (e.g. Form Owner, In Signature etc.).
- Absent Flag Field - Filtering on this field allows you to choose between employees who have participated in a form - Not Absent - and those who have not - Absent. This is essential for distinguishing between participation and non-participation.
Note:
Users may notice that the Form Date Filter, Form Status Filter, Absent Flag Field, and Connection Type/Connection Label Fields are all found under the 'Employee' dropdown in the Explore. This grouping is intended to streamline filter use, emphasizing that these filters are focused on employees and their connection (or lack thereof) to forms within a specified scope.
All other form-related fields can be found in the 'Forms' dropdown, however these fields are only relevant when the key fields listed have been utilized.
Example Filter Setup
"As an EHS manager, I want to make sure that my employees are attending our Weekly Toolbox Talk. We track this using a meetings form, and in this setup I've filtered for the previous week and specifically looked at the 'List all meeting attendees:' question. This way, I can easily see who was supposed to attend but didn't, so I know where follow-up is needed."
The image above demonstrates a sample configuration of filters to identify participation gaps effectively. Here's a breakdown of each filter used and what it is doing:
- Employee Date Filter limits results to the forms from the previous week, ensuring the data is timely.
- Employee Form Title Filter focuses on the "Weekly Toolbox Talk" form to isolate data relevant to this specific form.
- Employee Form Status Filter only looks at those "Weekly Toolbox Talk" meeting forms that are either "Locked" or "Submitted" to ensure only finalized forms are included.
- Employee Connection Type is set to "In Answer", identifying employees who are listed in that specific form answer, while the Connection Label is filtered on the question text "List all meeting attendees:".
- Employee Absent Flag is set to "Absent" to identify employees who did not participate as required.
Connection Type & Connection Label Fields
The Connection Type field is crucial if you want to utilize the Absent Participation Explores because this is the main connection between employee data and form data, and specifies how employees were supposed to participate in a form:
- Form Owner - The employee who creates and owns the form.
- Custom Header - The employee(s) included through a Custom Header using an Employee Lookup-type field.
- In Signature - Employee has to sign a form in a Signature-type question. Note that this is not the same as 'signing off' on a form in the main forms module pages.
- In Answer - Employee(s) whose name is expected to be listed in a form answer through an Employee Lookup-type question.
The Connection Label field specifies the exact context or label of an employee's connection to a form. This field is used to indicate the particular label for participation when employees are connected via 'In Answer', 'In Signature', or 'Custom Header' Connection Types. In most cases, Connection Label should always be filtered on if utilizing one of the three mentioned Connection Types.
Example Connection Labels for Each Connection Type
The following examples illustrate how different form setups map directly to the Connection Type and Connection Label fields within the Explore. This is to make sure that the employee connections are accurately set up and captures for reporting in the Absent Participation Explores.
Connection Type 'Custom Header'
This image illustrates a Custom Header field setup for a form. The "Type" is set to "Employee Lookup" which is vital for determining an employees connection to a form through the Custom Header. The "Name" field is set to "List Managers Conducting Toolbox Talk", which would be the filter value in the Connection Label field within the Explore.
Connection Type 'In Answer'
This image shows how a question setup in a form relates to the connection fields for 'In Answer' in the Explore. The "Question" field value is the Connection Label - in this case "List all meeting attendees:" would be the filter value. The "Type" is set to "Employee Lookup" which ensures the employee connection to the form.
Connection Type 'In Signature'
This image shows how a question setup in a form relates to the connection fields for 'In Signature' in the Explore. The "Question" field value is the Connection Label - in this case "Manager SignOff" would be the filter value. The "Type" is set to "Signature" which ensures the employee connection to the form.
Connection Type 'Form Owner'
A sample for the 'Form Owner' Connection Type and Connection Label has been omitted as the Connection Label and Type filter values will always be "Form Owner" and refer to the creator of the form.
For more information on the Connection-related fields see the Connection Type & Connection Label Fields section in our other Explore article.
Absent Flag Field
The Absent Flag is a key field in the Absent Participation Explores that helps differentiate between employees who have participated in forms and those who have not. The field has two possible values:
- Absent - Indicates that an employee is not present via the specified form and Connection Type.
- Not Absent - Indicates that the employee was successfully connected to the form through the specified Connection Type.
This field is key to identifying participation gaps. Filtering on the 'Absent' value allows you to find employees who missed completing required forms or form-related activities. The Absent Flag helps ensure that your reports focus specifically on those who need attention or follow-up regarding safety program engagement.
'from Employee' vs. 'from Forms' Site Fields
The Absent Participation Explores provide two perspectives for analyzing missing participation by leveraging 'Sites from Employee' and 'Sites from Forms' fields.
'Sites & Rollup Sites from Employee' vs. 'Sites & Rollup Sites from Forms'
'Sites from Employee'
Use these fields to track participation gaps based on employees' assigned site permissions. This is useful in understanding whether employees at a given site are missing required participation.
'Sites from Forms'
Use these fields to analyze participation gaps based on the site context of form submissions, irrespective of employee permissions. This helps identify which sites have uncompleted forms.
For more in-depth explanations of the differences between 'from Employee' and 'from Forms' site fields, including specific examples and use cases, please refer to the 'from Employee' vs. 'from Forms' Site Fields section in the Best Practice Guide: Employee Participation Explore article.
Important Note on the Two Absent Participation Explores:
There are two similar explores - Absent Participation in a Period of Time and Absent Participation in a Period of Time Without Rollup Sites. The main distinction is as follows:
- With Rollup Sites combines data from both parent sites and their related child sites to give a complete view of participation across all related sites.
- Without Rollup Sites focuses only on individual sites, giving you a detailed look at participation for each specific site without including other related sites.
Choose the Explore that best matches whether you need a broader overview across connected locations or a more focused analysis of a specific site or sites.
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