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The Origins, Evolution, and Impact of Utah's Online Self-Inspection Survey
State of Utah Division of Risk Management
Multi-Year Process• Paper Format– Multiple years became a standard– No review of forms
• Online 1st Version– Lack of security – Lack of accountability
Multi-Year Process (cont.)
• Online 2nd Version– No flexibility for coordinators– Content control lacking
• Online 3rd Version– Improved flexibility for risk– Limited data mining
Administrators• Create the survey for each group and
organization• Create questions • Establish dates of availability • Draft opening and closing letters
Administrators (cont.)
• Limited access to maintain program integrity– One main administrator • Works with Technology Services
– Two alternates• Working knowledge on all levels
Year Selection
• Select year for revisions and data mining
Function Index/Guide• Function
links• Users’
Guide
Grouping
• Types each covered entity
New Group
Organizations
• Based on year and/or unique organiz-ation
Organizations (cont.)
• Add an organization
Facilities
Add a Facility
Inspectable Areas
• Create unique question sets based on facility use
Add Inspectable Areas
Managing Questions
• Keyword search function
Managing Questions (cont.)
• Add questions
• Unique numbering required
Managing Questions (cont.)
• Multi-year revision capability
Managing Questions (cont.)
• View questions
• Keyword search
• Edit function
Editing Questions• Edit
questions and explana-tions
• Paper versus online formats
Sort Questions
Cover Letter Function
• Create notices of dead-lines and expecta-tions
Coordinator Closure Letter
• Draft instruc-tions and thank-yous
Database/Reports• Download
databases• View overall
summary• Report of
completion• Corrective
action report
Coordinator Proxy-ability• Loss
control access
• Tool for instruc-tion and help
Questions?
Coordinator Considerations
• Required training on implementation• Yearly training available– For new coordinators– Refresher course
• Need more accountability– Subordinates doing the work
Coordinator Aids
• Program fluidity• Left-side numbering for task
progression• FAQ link • Options box graphic• Email-ability to program
administrator
Registration Message
• Request• Grant
Coordinator Letter
Manage Surveyors
• Add• Edit• Delete
Select a Facility
Select a Surveyor
Select an Inspectable Area
Surveyor Repeat Select
Verification: Mandatory Areas
• Verifies manda-tory areas and buildings are assigned
Email Notifications
• Notifies surveyors of assigned facilities
Status Review - Surveyors
Status Review - Facilities
Coordinator Reports
• Summary report
• Corrective action report
• Can edit corrective actions
Corrective Action Report
Coordinator Summary Report
Questions?
Surveyor Role
• Perform the surveys • Can be assigned one, more, or all
inspectable area(s) of facility.
Surveyor Aids
• FAQ link• Simple linear progression• “Where Am I?” graphic button
Surveyor Responsibilities
• Review/submit completed survey• Final submission locks the survey– Coordinators and administrators can
unlock the survey
Surveyor Message/Letter
Facility Selection Step
• More than one facility can be assigned to one surveyor
Online Survey
‘No’ Selection
Corrective Action Screen• Requires an
explanation, action, due date, and delegation.
• Verifies submission to Risk
Surveyor Review
Surveyor Review 2
• Coordinator information included
Submit and Review
Final Submit/Lock• Available as
final check only after all questions have been completed
Submittal Verification
Questions?
Future• Enhance data mining– Agencies & Risk Consultants
• Convert to Java– Less expensive programming costs– Enhanced security
• Improve work flow– Reduce program steps– Use pop-up windows
Future (cont.)• Program development by-products– Greater knowledge of IT capabilities– Commitment to create enterprise
system• Claims• Property• Automobile• Correspondence• 24 – 7 availability• Entity accountability
Questions?Jeff Rose – Loss Control Consultant
Brian Nelson– Loss Control Administrator
5120 State Office BuildingSalt Lake City, UT 84004(801) 538-9560www.risk.utah.gov
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