How do I create schedules for Inspections?

Overview

eCompliance’s scheduler enables safety professionals to complete the required action items and forms at set intervals. It can be easy to miss these important safety-related actions, and time-consuming to create the same action item every time it's required. 

Once a schedule has been set in eCompliance, the program will automatically remind your teams across your various sites to perform their action items and complete their forms.

Some common examples include: 

• Workers in the field have actions they need to complete at their current site
• Supervisors have numerous reports to finalize regularly

How to set up a Schedule

1. Select “Scheduler” on the Inspections homepage.

2. Next, you can select the form that you would like to create a schedule for from the drop-down list of your inspection templates.

A schedule can only be created for published inspections.

3. On the “Create Schedule” page, you can set the details for the inspection scheduler. Use the dropdown menu in the “Inspection Form” field to change the inspection template: 

The schedule is related to the form which is tied to a specific site, or sites. Ensure that you are editing the right forms.

Frequency details:

• One Time: inspection should be completed just once
• Every Day: inspection should be completed every day
• Certain Days in the Week: inspection should be completed on certain days every week
• Certain Days in the Month: inspection should be completed on certain days every month
• Every Quarter: inspection should be completed once every 90 days
• Every Year: inspection should be completed once a year (every 365 days)

Managing Scheduled Inspections

To view your schedule listing select “Scheduler” on the “Inspections” page followed by “Manage Scheduled Inspections”:

Saved inspection forms that have schedules associated with them can be viewed in the “Active” tab. This contains all of the active schedules.

To modify a schedule for an inspection form click to view the schedule details. Each schedule has a “Schedule Activity” section at the bottom of the form which displays important information about that schedule.

How to add multiple employees

Type in the employee name and select the employee you want added to the schedule. Once you have added all the details and clicked Create, the employee will be added to the inspection schedule.

What is the maximum number of employees that I can add to an inspection scheduler?

• One hundred employees

• The 'Assign To' field can take a total of 100 entries -  Admins can add up 100 employees and Job Profiles

What happens once an employee has been assigned to the schedule?

Once the schedule has been created and is active, the chosen employees will receive the form in 'My Stuff' based on the selected frequency.

So, for example, if the frequency was every Monday, then every Monday, the employee will see the form in 'My Stuff' under the 'Not Started' section.

Is a new form created for each inspection schedule, or must all employees complete the same form?

eCompliance will generate a new inspection form to complete.

For example, if employees are added to the same inspection form schedule, then all 3 of them will have this form added to My Stuff based on the schedule, and when they complete the form, there will be 3 separate forms (1 for each of them)

How to add multiple employees via a job profile

1. Type the Job Profile in the text box titled 'Assign To' and select the Job Profile you want added to the schedule.

2. Once you have added all the details click 'Create'.

All employees with the chosen Job Profile(s) assigned to the site of the inspection form will be added to the inspection schedule.

What happens once a Job Profile has been assigned to the schedule?

Once the schedule has been created and is active, the employees that have the chosen Job Profile(s) and match the site of the inspection form will receive the form in 'My Stuff' based on the selected frequency.

So, for example, if the frequency was every Monday, then every Monday, the employees that have the chosen Job Profile(s) will see the form in 'My Stuff' under the 'Not Started' section.

Is a new form created for each inspection schedule, or must all employees complete the same form?

• eCompliance will generate a separate inspection form for each employee that has the Job Profile

Do forms follow the site tree hierarchy?

• Yes, forms are tied to sites. Only employees that belong to the site of the form for the schedule will appear on the list

How do I Report on Scheduled Inspection Completion Performance?

Reporting - The great news is once these Inspection Schedules have been setup in eCompliance, you can easily leverage the standard-out-of-the-box Safety Intelligence - Scheduled Inspections Dashboard to report on completion performance by Form Title, By Site, and by Employee.   Located in Safety Intelligence 2.0 > Folders > Library > Supplementary > Scheduled Inspections - Dashboard.  Please see attached sample.