SOPA 1.5.4 User Guide SOPA 1.5.4_User Guide_v4.pdf · © 2014 Quality Safety Edge 3 V4 SOPA 1.5.4 User Guide ABOUT THIS GUIDE SOPA is able to use “aliases” for standard terms

Beth Foate, Ph.D., MBA

334.750.3334 ● [email protected]

© 2014 Quality Safety Edge

Prepared for: Behavioral Safety Services, Inc.

4/17/2014

SOPA1.5.4UserGuideNewFeatures

© 2014 Quality Safety Edge 2 V4

SOPA 1.5.4 User Guide

TABLE OF CONTENTS ABOUT THIS GUIDE ................................................................................................................................... 3

ABOUT SOPA ............................................................................................................................................... 4

SITE PROPERTIES AND DEFINABLE FACTORS ................................................................................ 9

EMPLOYEES ................................................................................................................................................ 13

ENTERING OBSERVATIONS ................................................................................................................. 18

OPTIONAL SELECTORS .......................................................................................................................... 21

STORED OBSERVATIONS ...................................................................................................................... 22

CHARTS AND REPORTS ......................................................................................................................... 24

RECOMMENDED DATA ANALYSES .................................................................................................. 28 Summary .............................................................................................................................................................. 28 Percent Safe ........................................................................................................................................................ 29 Number of Concerns ....................................................................................................................................... 30 Behavior Trend ................................................................................................................................................... 31 Comments ............................................................................................................................................................ 32 Feedback Given .................................................................................................................................................. 33 Feedback Trend ................................................................................................................................................. 34 Percent Participation ........................................................................................................................................ 36 Individual Participation and Individual Recognition ............................................................................ 37 Number Trained ................................................................................................................................................ 39 New Trainees ...................................................................................................................................................... 40 Percent Trained .................................................................................................................................................. 41 Number of Observations ................................................................................................................................ 42 Number of Observations by Day of Week............................................................................................... 43

ACTION ITEMS .......................................................................................................................................... 44



ABOUT THIS GUIDE SOPA is able to use “aliases” for standard terms to aid in modeling your organization. As such, some of the buttons mentioned throughout this guide will be different from your customized version of SOPA.

Quality Safety Edge 14676 S. Diamondhead • Montgomery, TX 77356

Phone 936-588-1130 • Fax 281-754-4555

This document includes confidential Quality Safety Edge information for disclosure only within your organization; it may be reproduced only for purposes of use within your organization as contractually agreed.



ABOUT SOPA

Logging In

1. Go to: http://www.sopa-safety.net/”site name”/ a. The initial page is a portal for SOPA and a place to find out more about

Behavior Based Safety. You will receive SOPA announcements, what’s new in SOPA, and a link to the Users Guide.

b. In addition you will be able to find out more about Quality Safety Edge and the annual Behavioral Safety Now conference.

2. Click the flag for your language (English, Spanish, Portuguese) Or

3. Click the “Open SOPA Window” button 4. Enter your User ID and password

in the Login boxes 5. Click “Login Now!” button

The Main Menu

The Command Buttons available

on the left side of the screen are dependent upon the access level of the user and

allow one to:



Region

Area

Plant

Site

Site

Team

Team

Plant

AreaLe

vel

SOPA’s Levels

SOPA has up to four levels depending upon your site’s needs. You will be attached automatically to the highest level of access for which you are authorized.

Some activities described in this guide are limited by access levels. Your level of access will determine which buttons are available to you in the left menu.

Note: Teams can be linked to any level in SOPA.

Connecting to a Lower Level

1. Click the level button on the left menu (e.g., if you have “Area” access, click the next level down – “Plant”)

2. Click “Connect” next to your choice

3. Continue attaching to lower levels until you are at the level of analysis in which you are interested

Connecting to a Higher Level

1. Click the button corresponding to the level you are interested in on left menu

2. Click “Connect” next to your choice, if needed.



Where SOPA Data resides

Observation Data

Observation data live at the Site level where the observation takes place (regardless of where the observer is from), which means that entering and viewing observation data can only be done when attached to a Site.

Employee Data

Employees are primarily found at the Site level but there are people who could be attached at higher levels (e.g., Regional Staff, EH&S).

Tools

Safety Improvement Tools

Since observation data “live” at the Site level, the charts/reports that use that data are at that level. You must be “attached” to a Site before you can run these analyses including:

Safes Concerns Behaviors

Comments Action Plans Feedback

Note: for facilities that have the same behaviors on different checklists, it may be possible to look at aggregated Safes, Concerns, and Behaviors at a higher level.

Process Improvement Tools

These can be run at any level and combine the performance of all employees from the corresponding lower levels. For example, a percent participation chart run when attached at the area level (e.g., Southeast Division) will calculate the percent participation for all employees in the underlying plants (e.g., Tampa, Charlotte, and Atlanta). a percent participation chart run when attached at the plant level (e.g., Tampa) will calculate the percent participation for all employees at the Tampa plant. These charts and reports include all graphs available under the following categories:

Percent Participation Participation and Recognition Number of Observers

Training Number of Observations



SO

PA

Ro

les

and

Pri

vs f

or

SO

PA

(re

v. 1

.3.1

)

Ken

neth

Ste

phen

s, D

ec 1

, 20

10D

OM

AIN

DA

TA

EM

PL

OY

EE

DA

TA

OB

S D

AT

AC

HA

RT

SN

AV

IGA

TE

DB

ST

RU

CT

UR

EC

HE

CK

LIS

T

SO

PA

RO

LE

S

charts/reports approp to levelcreate / change presetsnavigate between committeesnavigate between plantsnavigate between areasnavigate between regionsenter observation data view stored observationsedit stored observationsedit own observations add an employee edit employee training dateview / edit other employee data

assign / change status view / edit login change own password assign / change role create/edit Teams view Teamscreate/edit Locations view Locations create/edit Shifts view Shiftscreate Definable Factorsedit Definable Factors set/edit committee policiesview committee policiesview behavior list manage behavior list view SODEFcreate/edit SODEF create a new region create a new area create a new plant create a new committeecreate department within plant

QS

E/B

SS

Lev

elTe

chB

BS

Pro

* *

Reg

iona

l Fac

ilita

tor

*R

egio

nal D

ata

*C

orpo

rate

Are

a F

acili

tato

r*

Are

a D

BA

*A

rea

Man

agem

ent

Fac

ilita

tor

*D

atab

ase

Adm

inis

trat

or*

Cha

rts

Onl

y

Par

ticip

atin

g M

anag

emen

t

*A

gent

*

Dat

a M

anag

emen

t*

Par

ticip

atin

g D

ata

Mgm

t*

Obs

erve

rS

elf

Obs

erve

rG

uest

Sel

f O

bser

ver

Dat

a V

iew

* af

ter

furt

her

deve

lopm

ent,

BB

SP

ros

will

hav

e th

is a

gain

* B

BS

Pro

can

ass

ign

all r

oles

EX

CE

PT

Tech

*R

e gio

nal F

acili

tato

r ca

n as

sign

all

role

s E

XC

EP

T B

BS

Pro

and

Tec

h*

Reg

iona

l Dat

a ca

n as

sign

all

role

s E

XC

EP

T B

BS

Pro

, Te

ch,

Reg

. nd

Fac

ilita

tor

*A

rea

Fac

ilita

tor

can

assi

gn a

ll ro

les

for

A,

P a

nd C

leve

ls*

Are

a D

BA

can

ass

ign

db a

dmin

, da

ta m

gmt,

part

icip

atin

g da

ta m

gmt,

obse

rver

and

dat

a vi

ew r

oles

*F

acili

tato

r an

d P

art.

Mgm

t. ca

n as

sign

all

role

s fo

r P

and

C le

vels

*D

atab

ase

Adm

inis

trat

or c

an a

ssig

n da

ta m

anag

emen

t, pa

rt.

data

mgm

t, ob

serv

er a

nd d

ata

view

rol

es*

Age

nt c

an o

nly

assi

gn d

ata

mgm

t, pa

rt.

data

mgm

t, ob

serv

er a

nd d

ata

view

rol

es*

Dat

a M

anag

emen

t and

Par

t Dat

a M

gmt c

an a

ssig

n ob

serv

er a

nd d

ata

view

rol

es

QS

E/B

SS

Lev

el

R L

evel

(re

gio

nal

)

A L

evel

(ar

ea)

P L

evel

(p

lan

t)

C L

evel

Not

e: S

elf

Ob

serv

er c

an o

nly

ente

r th

eir

own

obs.

, an

d th

e ob

serv

er n

ame

is a

utom

atic

ally

sup

plie

dy

,y

ppy

can

navi

gate

to

othe

r co

mm

ittee

s to

do

gues

t ob

serv

atio

ns,

and

they

are

aut

omat

ical

ly id

entif

ied

as a

gue

st

SOPA Roles and Privileges



SOPA Responsibilities

Entering Observation Checklist data

Enter checklist data ASAP but no later than the end of the month in which the observation was conducted as described in “Entering Observations” section.

Providing Charts/Reports

Print the recommended charts and reports and provide copies to each Director, Manager, Leader, and Supervisor for their particular level, the steering committee and to the person responsible for updating the visual management system.

Updating Employee Data

Check with each department weekly and update SOPA with any new employees or changes in existing employee information before the end of the month in which the change occurred.

Updating Observer Training status

Update employee data as described in “Modifying an existing employee” section after employees complete observer training.



SITE PROPERTIES AND DEFINABLE FACTORS

Warning: confirm with your QSE consultant before modifying.

These functions are available after clicking the “Site” button from the left menu of your SOPA screen.

These functions are restricted based on the users SOPA role.

Viewing and Editing Site Properties

To view/edit a property, click “View/Edit…”

Locations Shifts Policies

o Date/time preferences o Duplicate records check o Observation participation criteria o Recognition criteria and rewards

Note: your site may have different buttons, depending on how we’re used these properties to model your site

Creating New Site Property Options

Click on “Create New…” on the bottom of that property’s page

Editing Site Property Options

To edit an existing option, first select the option you are interested in modifying

Changing the Property Name

To change the name of the property, type the new name in the text



box and click “Update this …..” button

Removing a Property

To remove a property, click “Remove This ….” (Use with Caution! )

Recognition Schedule

To set up the recognition schedule for your BBS process, Click on “View / Edit Policies” button at the Site level.

Enter the recognition received and the criteria that must be met. o For example, if the recognition is a handshake

from a steering committee member for conducting the required number of observations is a month.

o Every month does not need to be completed. o When you fill in the text boxes on the Policies

page, that consecutive month event becomes part of the recognition schedule.

o You can also enter special consequences for the first observation ever completed, the first month at criterion, and completion of training.

Definable Factors

Click “View Definable Factors” from Site Properties menu

Factors

Creating New Factors

Click the “Create New Factor” and follow directions to add values for that factor.



Changing a Factor Name

Click the factor of interest, enter the new name in text box, and click the “Change Factor Name” button

Making a Factor Inactive

Click the “Make Factor Inactive” button

Factor Values

Creating New Factor Values

Click the “Add Factor Value” button

Changing or Deleting a Factor Values

Click the “Change” or “Delete” next to that factor value

Note: each Site can have no more than three definable factors active at one time. There is no limit on the number of factor values.



Checklists

Click the “Site” button on the left menu of your SOPA screen

Viewing Checklists

Click the “Checklists” button and then select the checklist of interest.

Behavior Lists

Click the “Site” button on the left menu of your SOPA screen

Viewing Behavior Lists

Click the “Behavior List” button.



EMPLOYEES 1. Click “Employees” button on the main menu. 2. These buttons will appear on the top of the page.

Employee Roster

A roster sorted by employment status and last name is on the main “Employees” page.



Exporting Employee Roster to Microsoft Excel

1. Click “Export Roster to Excel” button

2. A dialog box will appear. Click “Open” or “Save” the roster and follow instructions on screen.

a. You will see a message saying there’s a file type mismatch between xls and what’s attempting to open. Select yes, open the file.

b. NOTE: If you have the Excel program open on your computer before you export SOPA charts this message will not appear.

View Employee Roster

Printing a roster of Employees

1. Click “Print Roster ” 2. A print dialog box will appear. Choose your

printer, modify preferences as needed and click “Print”



New Employees

Adding a New Employee Individually

1. Click “Add a New Employee” button 2. Enter Name 3. Enter Job Title 4. Choose department from menu 5. Enter Employee ID, if applicable 6. Click “Next” 7. Member of Steering Committee? Click “Yes” or “No” 8. Leader? Click “Yes” or “No” 9. Trained to do a Behavioral Safety

Observation? Click “Yes” and enter training date or click “No”

10. Choose the general employment status of the employee (for additional options, see next section)

11. If person will need SOPA access, enter a login, password and SOPA role. (see “SOPA role Matrix”)

12. Click “Create Employee Record” You will get a confirmation that the employee was entered successfully

Adding a Group of New Employees

NOTE: employees must be from same department or primary organization

1. Click “Add Group of Employees” 2. Enter First Name, Middle Initial, Last Name for each employee 3. Choose the appropriate department, shift, training information, and SOPA Role 4. Click “Add Group of Employees” button 5. To add information on job title, Steering Committee membership, training status,

employment status, and logins or passwords you must edit the employee record.



Viewing and Editing Employee Records

1. Click “Employees” button on the main menu 2. Click the “View/edit” button next to employees name

Editing General Information

1. Modify information as appropriate

2. Click the “Update This Employee” button



Changing Employment Status

Active (Default): full-time employees who work directly for the company.

Once trained will be eligible to conduct the number of observations defined as “participating” in your facility

Are included in calculation of % trained and % participation

On Vacation: full-time employees who are on vacation.

While on vacation status, these employees are listed with a “V” in the individual recognition report and that month is skipped in calculating the meeting of recognition criteria.

On-call: may not work at all in a given time period

If they do get trained and do observations, it would not affect the department percentages either way

Contractor: Employees who are contracted through a different company. They work a certain number of hours in a given time period but not enough to be expected to be trained and to participate

If they do get trained and do observations, it would not affect the department percentages either way

Inactive: On sabbatical, FMLA, long term disability, long term assignment in another department, etc. but are expected to come back to active status

Their observation and training history is kept but they do not influence the department percentages while on inactive status

Terminated (Limited access activity): Permanently out of department

Training and participation history not included in calculation but observations completed by this employee are retained in the database.

Viewing Observation History

Click “Observation History” button to view all observations conducted by this employee



ENTERING OBSERVATIONS 1. Click “Enter Observation

Data” button from the main menu

2. Select the Checklist used to collect the data

3. Click “Next” arrow

4. Type the first few letters of

observer’s last name and choose the observer from the drop down menu

5. Click the “Next” arrow

*See next two pages for entering observations by guest or other observers

6. Choose the context of the observation, as applicable, from drop-down boxes:

Date Time Location Task Etc.

7. Click the “Click for Calendar”

button to view the calendar and enter the date

8. Click the “Next” arrow



9. Enter your Safe and Concern data If your checklist is designed as a checkbox for a behavior being either “Safe”

or “Concern” then simply check the box as noted in your observation. o If no box is checked, SOPA will read it as N/A o If an “N/A” field is used, leave safe and concern blank

OR If your checklist measures the frequency of behavior, enter the number of

occurrences of “Safe” or “Concern” for each checklist behavior 10. Enter the items that you discussed with the person under “Feedback Given?”

column. (If the feature “feedback enabled is on”) 11. Type any comments next to each checklist behavior 12. Enter other significant safe and unsafe behaviors, unsafe work equipment or

environment information, and close call/near miss information at the bottom. 13. Click “Finish Data Entry”



Entering a Second Observer

An Observer NOT in the SOPA database

1. After selecting the primary observer, check the box next to “Other Observer(s)? “ NOTE: This feature is not set

up at all facilities

NOTE: This feature only acknowledges that others were present during the observation. It does NOT record the other people’s names.

2. Continue entering observation data using normal procedures

Note: When a site is set up to have multiple observers, they can be added using the normal procedures for entering observations and data.

Leadership Team or Outside Observers

1. Click “Yes, there was” next to “Guest Observer?” NOTE: This feature is not set

up at all facilities

2. Select the area, plant, site, or team the guest observer is attached to from the drop-box options

3. Click “Next” 4. Select the observer from the

drop down list 5. Click “Next” 6. Continue entering observation

data using normal procedures



OPTIONAL SELECTORS Date is a mandatory selector when running charts and reports or viewing stored observations. The following selectors are optional to perform detailed analyses. The optional selectors available are dependent upon the information defined in the checklist and may include items not detailed below,

Observation Information

Time of Day: The time the observation was conducted Location: The location observed

Observer Information

Observer Name: The name of the person doing the observation Observer’s Shift: The shift during which the observation took place Observer’s Department: The department from which the person doing the

observation came Observer’s Team: The team from which the observer came Type of Observer: The type of observer such as safety steering committee

members, leaders, non-leaders, contractors, non-contractors or all employees

Observed Information

Shift Observed: The shift observed during the observation Department Observed: The department observed during the observation Team Observed: The team observed during the observation Checklist used: The checklist used during the observation (NOTE: In facilities

with more than one checklist, this is a mandatory selector)

Using an optional selector will allow you to see all employees or observations that meet the selector criteria. As such, only choose a selector if it is on the checklist you

are using. Otherwise, no results will be displayed

When using optional selectors, the selectors chosen will stay selected for subsequent charts/reports unless deselected.



STORED OBSERVATIONS

Searching for Stored Observations

1. Click “Stored Observations” button on the main menu 2. Click “click for calendar” and enter the

start date 3. Click “click for calendar” and enter the

end date 4. Click on “select data for analysis “ 5. If additional criteria for selection are desired beyond the date range, click “Show

Optional Selectors” 6. Select optional selector(s) from

drop-down boxes or by checking appropriate boxes

7. Click the “Select Data for Analysis” button



Printing a Summary of Stored Observations

To print a summary of all observations meeting the specified criteria, click “Print Chart/Report”

Working with Individual Stored Observations

Note: These are limited access activities

Viewing a Stored Observation

To view a specific observation, click on the date or time of the observation of interest.

Editing a Stored Observation

1. Click “Edit Observation” 2. Follow directions for entering an observation

Printing a Stored Observation

1. Click “Print Observation” 2. Choose printer, adjust preferences as needed

and click “Print”

Deleting a Stored Observation

1. To delete the stored observation, click “Delete Observation”

2. Confirm the deletion by clicking “Yes”



CHARTS AND REPORTS

Sharing Charts and Reports

Printing Charts and Reports

1. Click the “Print Chart/Report” Button (Note: the button will disappear momentarily)

2. Follow your computer’s directions for printing (Note: printer should be set to landscape)

Exporting Charts and Reports to excel

Click “Export to Excel” Button and follow screen directions. (Note: only information on the x and y variables is exported to excel)

Creating pdf versions of Charts and Reports

1. Click “Print Chart/Report” Button 2. Choose a pdf file maker program as your printer 3. CutePDF Write is a free utility that allows users to

print charts and reports to a pdf and can be obtained at www.cutepdf.com/index.htm

Pasting Charts and Reports into other Documents

Use your computer’s “snipping tool” to create pictures for pasting into other documents.



Running Charts and Reports

1. Click “Select Chart and Data” button on the main menu 2. There are two main types of charts and preports – Safety Improvement and

Process Improvement. Click on the type in which you are interested. a. Safety Improvement Tools:

o Safes: analyze the number of safes or percent safe for each behavior on a checklist with a “drilldown” function.

o Concerns: analyze the number of concerns or percent concern for each behavior on a checklist with a “drilldown” function.

o Behaviors: analyze the number of safes, percent safe, number of concerns or percent concern over time for a specific behavior on a checklist.

o Comments: review behavior specific and/or general comments. o Action Items: track action items for comments. o Feedback Given: track the percentage (or number) of times feedback

was given for a safe, concern, or combination of safe and concerns for each behavior on a checklist.

o Feedback Trend: track the percentage (or number) of times feedback was given for a combination of any or all behaviors on any checklist over time.

o If Feedback is not enabled, the Feedback Given and Feedback Trend buttons will not appear. You must request this feature to be turned on.

b. Process Improvement Tools:

o Percent Participation: analyze the percent of observers meeting the participation criteria (number of observations per month) over time



o Participation and Recognition: analyze the number of observations for each individual observer and identify those that have met the participation criteria identified as the goal in the use policies for one month, three months, six months, nine months, and twelve months.

o Number of Observers: analyze the number of observers in each time period (month or week) or the number of observers meeting the participation criterion in each time period.

o Training: analyze the number of trained observers, the number of new trainees, or the percent of your total headcount that are trained.

o Number of Observations: analyze the number of observations per time interval (month or week) or by day of the week.

3. Specify the Date Range by clicking on “Click for Calendar” and select the day of the month Monthly charts:

o “Start Date”: First day of the month o “End Date”: Last day of the month

Long-Term charts (year #1) o “Start Date”: launch date o “End Date”: last day of year

Long-Term charts (year #2 and beyond) o “Start Date”: First day of year o “End Date”: Last day of year

NOTE: when running line graphs you must choose more than one month otherwise the graph will show as a bar graph for that one month.

4. If additional criteria for selection are desired, click the criteria in which you are interested in the “Other Selectors” section.



Note: if information is not collected on your data entry form (e.g., shift observed) then it will not be avilable for analysis in the SOPA charts/reports.

Time of day: The time of day in which the observation occurred Shift: The shift of the person doing the observation or during which the

observation occurred Department: Either the department of the person doing the observation or

the department in which the observation occurred Checklist: the checklist used during the observation (defaults to “all”) Defined Factors: organizational specific factors such as weather or season Location: the location in which the observation occurred Team: the team whose data you are interested in reviewing Observer: the person whose data you are interested in reviewing Committee Members: limit search to committee members only Leaders: limit search to leaders or non-leaders Contractors: limit search to contractors or non-contractors

5. Select the option from the criteria menu 6. Click the “Prepare Chart” button

Note: a new window will open

7. Click on the preset chart/report you would like to view and click the “Show Chart Now” button

or

Create your own chart by clicking the “Chart Controls” button and then defining the analysis you would like to do (note: to save this custom chart, name a new preset in this window)

8. Click “Show Chart Now” button



RECOMMENDED DATA ANALYSES

Summary

Quality Safety Edge recommends that your Behavior Based Safety steering committee responsible for managing the process conduct the following analyses at least monthly:

Safety Improvement Tools

Percent Safe Number of Concerns Number of Concerns – Drilldown Behavior Trend Comments Feedback Given Feedback Trend

Process Improvement Tools

Percent Participation Individual Participation and Individual Recognition Number Trained New Trainees Percent Trained Number of Observations



Percent Safe

What was the percent safe on all checklist behaviors last month?

Why do we want to know?

To determine the checklist behaviors that were 100% safe the previous month so the Steering Committee can provide positive feedback to the department

To determine the checklist behaviors that were less than 100% safe the previous month to choose a target behavior for a Safety Action Plan

Steps:

1. Click “Select Chart & Data” button from the main menu 2. Click “Safes” from the Safety Improvement Tools menu 3. Choose 1st day of month as the “Start Date” and the last day as “End Date” 4. If additional criteria for selection are desired, click “Show Optional Selectors”

and select appropriate options. 5. Click “Prepare Chart” button 6. Select “Percent Safe” Preset 7. Click “Show Chart Now” button

Note: the graph will show the “Top Ten” behaviors but the table below will show all behaviors on the checklist.



Number of Concerns

How many concerns were there for each checklist behavior last month?


To determine the checklist behaviors that had the most frequent concerns the previous to choose a target behavior for a Safety Action Plan

Steps:

1. Click “Select Chart & Data” button from the left menu of your SOPA screen 2. Click “Concerns” from the Safety Improvement Tools menu 3. Choose 1st day of month as the “Start Date” and the last day as “End Date” 4. If additional criteria for selection are desired, click “Show Optional Selectors”

and select appropriate options. 5. Click “Prepare Chart” button 6. Choose “Number of Concerns” Preset 7. Click “Show Chart Now” button

Note: the graph will show the “Top Ten” behaviors but table below will show all.

Click a behavior for additional information about that behavior (e.g., location).



Behavior Trend

What is the percent safe on a specific behavior over time?


To track performance on a single behavior over time to see if our Safety Action Plan is effective

To provide graphic feedback to others about our progress in improving percent safe on this target behavior

To determine if we have met a milestone in our Safety Action Plan and will celebrate our achievement

Steps:

1. Click “Select Chart & Data” button from the main menu 2. Click “Behaviors” from the Safety Improvement Tools menu 3. Choose your launch date (or 1st of year) as the “Start Date” and the last day of

the year as the “End Date” 4. If additional criteria for selection are desired, click “Show Optional Selectors”

and select appropriate options. 5. Click “Prepare Chart” 6. Choose the behavior you are interested in tracking 7. Click “Show Chart Now” button



Comments

What comments were made during the observations regarding specific behaviors or in general?


To view behavior specific comments so that Safety Action Plans for behaviors with concerns can be developed

To view general comments made during the observation.

Steps:

1. Click “Select Chart & Data” button from the main menu 2. Click “Comments” from the Safety Improvement Tools menu 3. Choose 1st day of month as the “Start Date” and the last day as “End Date” 4. If additional criteria for selection are desired, click “Show Optional Selectors”

and select appropriate options. 5. Select the checklist used and click “Accept Checklist” 6. Click “Prepare Chart” button 7. Click “Checklist Behavior Comments”, “General Comments”, or “All

Comments” button 8. Click “Show Chart Now” button

9. To create Action Items, click the “Add Action Item” next to the comment.



Feedback Given

What percent of time was feedback given on a behavior that was marked safe or concern?


To determine if feedback is being provided on the target behavior To have a graphic to share information on the items that are included in the

conversation between the observer and the person observed

How is it calculated?

The calculation will vary depending on if you select percent feedback on safes, concerns or a combination of both.

# of times Feedback was given to someone for a safe behavior # of times the behavior was observed safe

Steps

1. Click “Select Chart & Data” button from the left menu of your SOPA screen

2. Click “Feedback Given” from the Safety Improvement Tools menu

3. Choose your “Start Date” and the “End Date”

4. If additional criteria for selection are desired, click “Show Optional Selectors” and select criteria from drop-down boxes

5. Click “Prepare Chart” button

6. Choose “Percent Feedback for Safe” Preset




Feedback Trend

What percent of time was feedback given for a specific behavior on a checklist that was marked safe or concern over time?


To track feedback given on a single behavior over time to see if observers are focused on the target behavior of our Safety Action Plan

To have a graphic was to share information on the overall percent of time that feedback was given on a checklist behavior

Steps

1. Click “Select Chart & Data” button from the left menu of your SOPA screen 2. Click “Feedback Trend” from the Safety Improvement Tools menu 3. Choose your “Start Date” and the “End Date” 4. If additional criteria for selection are desired, click “Show Optional Selectors”

and select criteria from drop-down boxes 5. Click “Chart Controls” button 6. Choose the chart parameters and title the new preset

a. %FB Given – Pinch Points 7. Click “Submit for Analysis” 8. In the future your new chart will be under the list of presets and can be selected

on the previous screen.



Feedback Trend for Pinch Points



Percent Participation

What percent of trained observers are completing the number of observations defined as participating each month as defined in SOPA Site Policies?


To evaluate the percent participation per month since launch To determine if we met the prior month’s participation goal and can have the

planned celebration To set the next month’s participation goals for group celebrations To have a graphic way to share goals with others (post on bulletin board with

goal highlighted)


# of people who have completed at least X observations # of trained observers in Site, Plant, Area, or Region

Steps:

1. Click “Select Chart & Data” button from the left menu of your SOPA screen 2. Click “Percent Participation” from the Process Improvement Tools menu 3. Choose your launch date (or 1st of year) as the “Start Date” and the last day of


and select criteria from drop-down boxes 5. Click “Prepare Chart” button 6. Choose “Percent Participation”

Preset 7. Click “Show Chart Now” button



Individual Participation and Individual Recognition

How many observations is each trained observer conducting each month?


To determine the number of checklists each observer completed each month To provide individual feedback and recognition to those completing the number

of observations defined as participating each month

Steps:

1. Click “Select Chart & Data” button from the left menu of your SOPA screen 2. Click “Participation & Recognition” from the Process Improvement Tools menu 3. Choose your launch date (or 1st of year) as the “Start Date” and the last day of


and select appropriate options. 5. Click “Prepare Chart” button 6. If you are interested in only viewing the number of observations, choose

“Individual Participation (alpha)” for alphabetical listing or “Individual Participation (Numerically)” for numeric listing

7. If you are interested in viewing the number of observations by recognition criteria met, choose “Individual Recognition”


Note: if an observer was on vacation and did NOT meet the participation criterion during that month, a “v” will appear for that month and that month’s participation will be skipped when determining their consecutive month’s participation. If they did meet



the criterion, the vacation will not be noted. An employee can be listed as “on vacation” by modifying the Employee Information as described in this guide.

Vacation is scheduled in the employee profile. Select the “Employees” button on the left side of the screen. Select “View/Edit” button under the desired employee. Scroll down to the bottom and Click on “Schedule Vacation”. Click on “Click on Calendar” to set the start and end of the vacation dates for the employee.

A list of names is shown of employees who are eligible for that recognition. If you have received recognition for two consecutive months and then skip one month you only receive that level of recognition once. You will qualify for the next level “consecutive” recognition (e.g., three months) when the consecutive months is at three months, whenever that occurs. Each name on one of these lists has a checkbox after it to verify that the recognition has been given to that employee. When all recognition has been logged on the report, the “Awards were given” button is selected and it updates the database.

When an employee is on vacation that month does not count toward the consecutive months required for recognition unless the employee meets the criterion anyway, in which case it is counted in the consecutive months.



Number Trained

How many people have completed observer training?


To evaluate the number trained per month since launch To determine if we met the prior month’s training goal and can have the planned

celebration To set the next month’s training goals for group celebrations To have a graphic way to share goals with others (post on bulletin board with

goal highlighted)

Steps:

1. Click “Select Chart & Data” button from the left menu of your SOPA screen 2. Click “Training” from the Process Improvement Tools menu 3. Choose your launch date (or 1st of year) as the “Start Date” and the last day of


and select appropriate options. 5. Click “Prepare Chart” button 6. Choose “Number Trained” Preset 7. Click “Show Chart Now” button



New Trainees

Which employees completed observer training during a specific time period?


To determine which employees should receive individual recognition for completing training

To determine which employees need to “buddy” with a Steering Committee member

To determine if we met the prior month’s training goal and can have the planned celebration

To set the next month’s training goals for group celebrations To have a graphic way to share goals with others

Steps:

1. Click “Select Chart & Data” button from the left menu of your SOPA screen 2. Click “Training” from the Process Improvement Tools menu. 3. Choose the “Start Date” and “End Date” of the time interval you are interested

in (usually first and last of the previous month) 4. If additional criteria for selection are desired, click “Show Optional Selectors”

and select appropriate options. 5. Click “Prepare Chart” 6. Choose “New Trainees” Preset 7. Click “Show Chart Now” button (Note: a table listing all new trainees for that

time period will appear at the bottom of the chart)



Percent Trained

What percent of people have completed observer training?


To evaluate the percent trained per month since launch To determine if we met the prior month’s training goal and can have the planned

celebration To set the next month’s training goals for group celebrations To have a graphic way to share goals with others (post on bulletin board with

goal highlighted)


# of people who have completed observer training # of people in site, plant, area, or region

Steps:

1. Click “Select Chart & Data” button from the left menu of your SOPA screen 2. Click “Training” from the Process Improvement Tools menu. 3. Choose your launch date (or 1st of year) as the “Start Date” and the last day of


and select appropriate options. 5. Click “Prepare Chart”

button 6. Choose “Percent

Trained” Preset 7. Click “Show Chart Now”

button



Number of Observations

How many observations are completed each month?


To determine the volume and level of participation per month since launch To determine if there are enough observations for a formal safety action plan

Steps:

1. Click “Select Chart & Data” button from the left menu of your SOPA screen 2. Click “Number of Observations” in the Process Improvement Tools menu. 3. Choose your launch date (or 1st of year) as the “Start Date” and the last day of


and select appropriate options. 5. Click “Prepare Chart” 6. Choose “Number of Observations” Preset 7. Click “Show Chart Now” button



Number of Observations by Day of Week

How many observations are completed based on day of week?


To determine if observations are being conducted during high-risk days as indicated by the incident analysis conducted during the process design.

Steps:

8. Click “Select Chart & Data” button from the left menu of your SOPA screen 9. Click “Number of Observations” in the Process Improvement Tools menu. 10. Choose your launch date (or 1st of year) as the “Start Date” and the last day of


and select appropriate options. 12. Click “Prepare Chart” 13. Choose “Observations by day of week” Preset 14. Click “Show Chart Now” button



ACTION ITEMS 1. Click “Select Chart and Data” button from the left menu of your SOPA screen 2. Click “Action Items” from the Safety Improvement Tools menu. 3. Select date range by clicking the “Click for

Calendar” button and entering the start and end date.

4. Click the “Prepare Chart” arrow and a new window will open 5. Check the “Action Items from Observations” preset (Note: to filter click the

“View Color Codes and Filters” button) and click “Select for Analysis”

6. Select the Action Item which you would like

to view or edit by clicking its name 7. Make any edits and click the “Update this Action Item” button



For Additional Information,

Please Contact your SOPA Administrator or Quality Safety Edge Consultant