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    Inspections Module

    Getting Started: 

    The Inspection module includes recording forms and checklists to be utilized for inspections and audits in a wide variety of areas, as well as analysis in the area of inspection/audit compliance. The default settings of the module includes four types of pre-set checklists including: General Checklists, OSHA 1910 Checklists, OSHA 1926 Checklists and Voluntary Protection Program Compliance Checklists. (IndustrySafe System Administrators can edit these four checklist types).  The pre-set checklists are based on OSHA and VPP regulations.

    If you are setting up a new site, you will need to add your facilities (locations) to your IndustrySafe site before you can add an inspection.

    If you are using the IndustrySafe Demo Site or your site has already been set up, follow these steps to add an inspection.

    • Open the Inspection module by selecting the Inspection tab in the main menu.
    • Use the green plus sign in the upper left to add an Inspection.
    • Select an Inspection Category.
    • Select an Inspection Checklist.
    • If the Inspection Type is OSHA 1910, OSHA 1926, or VPPA you will also have to select a Subpart and Topic.
    • Select the Continue button.
    • Complete the appropriate fields, including the required fields.
    • Select the Save button.
    • If all required fields are complete and all data is in a valid format, the successful save message will appear.

    View the Quick Start Guide here.

    Notes:
    A System Administrator can edit the Inspection Checklist templates or Add new checklists. Users can set-up reoccurring inspection

    Entering Data

    This guide describes the process for entering an inspection using the IndustrySafe Safety Management Software.  To download and view the guide, click the the link below:

    Inspection Reports

    • Inspections Report- A log with Columns that include: Output format, Print-Out Type, Category, Checklist, Business Group, Region, Division, Facility, Location Type, Milepost, Manager, Date Range
    • Inspections Log- The Inspections Log is an analysis grid. More information on the analysis grid is available here: IndustrySafe Analysis Grid Quick Guide
    • Inspections Details Log- The Inspections Details Log is an analysis grid that allows users to create detailed reports. More information on the analysis grid is available here: IndustrySafe Analysis Grid Quick Guide
    • Compliance Rates- A print out report of compliance rates by grouped by business group. Details of this report include: Output format, Category, Checklist, Business Group, Region, Division, Facility, Location Type, Milepost, Manager, Date Range
    • Deficiencies by Inspection Item- A print out report of deficiencies by item, grouped by inspection area and inspection type. Details of this report include: Output format, Category, Checklist, Business Group, Region, Division, Facility, Location Type, Milepost, Manager, Date Range

     Inspections End User Guide

    Email Alerts

    The alerts listed below are associated with the inspections module.  Alerts may be configured by going to System Functions > Setup >Edit forms and selecting Inspection Form for the Recording Form and Email Alerts for the Section.

    Email Alert Description Timing Status
    Assigned Inspection Sent to the user identified as the investigator when the investigator is identified or changed for an inspection where the status field is set to Scheduled. Immediate Enabled
    Inspection Coming Due Sent to the user identified as the investigator notifying when an inspection is coming due Daily, Bi-Weekly, Weekly, Monthly, or Quarterly Enabled
    Scheduled Inspections Summary Sent to all users identified as an investigator for an inspection with a summary of his/her inspections where the status field is set to Scheduled. Daily, Bi-Weekly, Weekly, Monthly, or Quarterly Enabled
    Open Inspections Summary Sent to all users identified as an investigator for an inspection with a summary of his/her inspections where the status field is set to Open. Daily, Bi-Weekly, Weekly, Monthly, or Quarterly Enabled
    Inspections Summary Sent to all users identified as a manager for an inspection with a summary of all inspections that occurred within the last 30 or 60 days. Daily, Bi-Weekly, Weekly, Monthly, or Quarterly Enabled


    Related Topics/Articles: 

    Configuring the Inspections Module

    IndustrySafe allows users to configure the inspections recording form and email alerts. For the recording form, users may change field labels, make fields required or optional, enable or disable fields, modify drop down menu options, and add new fields. For email alerts, users may modify distribution lists, enable or disable alerts, and change the timing of when alerts are sent.
    For more information on getting started with inspections, please follow this link.

    Modifying Recording Forms and Fields
    The excel document attached below lists all available fields on the inspection recording form, their default settings, and what configuration options are allowed. To modify the Inspections recording form, follow the steps below.

    1. Go to System functions > Setup > Edit Forms
    2. Select Inspections for the Recording Form.
    3. Select the Section you wish to modify.
    4. On this screen, you may change field labels, make fields required or optional, and enable or disable fields.
    5. Click on the Drop Down hyperlink next to any drop down field to modify the selection values.
    6. Select the Save button once you have made your changes

    View the Inspections Form Configuration here.

    Modifying Email Alerts
    The word document attached below lists all automatic email alerts associated with the inspections module, their default settings, and what configuration options are allowed. To modify an Inspection email alert, follow the steps below.

    1. Go to System functions > Setup > Edit Forms
    2. Select Inspections for the Recording Form and Email Alerts for the Section.
    3. On this screen, you may enable or disable alerts, or change the timing of when alerts are sent.
    4. Select the Save button once you have made your changes.

    View the Inspections Email Alerts here.

    Creating and Modifying Inspection Checklists

    For information on importing inspection checklists from excel, please follow this link.

    Importing an Inspection Checklist Template from Excel

    The Inspection module includes many built-in inspection checklists including General Checklists, OSHA 1910 Checklists, OSHA 1926 Checklists and VPP Compliance Checklists. In addition to the built-in checklists, you may import new checklists into IndustrySafe from Excel.

    To import a checklist from excel, your excel file will need to match the template provided by IndustrySafe.  You can use the link below to download the template or you can download the template from the Checklist Import Wizard in IndustrySafe.

    The template consists of 7 columns:

    1. Checklist Name: the name of the checklist (this should be the same for each checklist item).
    2. Checklist Number: a checklist reference number (this should be the same for each checklist item).
    3. Checklist Item Topic: an avenue putting a group of checklist items into a topic (ie. PPE, Housekeeping, etc.)
    4. Standard/Reference: a standard or reference number for the checklist item.
    5. Checklist Item Number: a number used to sort the checklist items (this must be a number).
    6. Checklist Item Description: a description of the checklist item.
    7. Checklist Item Points: a way to weight your checklist items. If you do not want to weight your checklist, input 100 for each row.

    All columns are required for every row of your checklist.

    Once you have a checklist in the format specified by the template, follow the steps below to import your checklist into IndustrySafe.

    1. Open the System Functions module by selecting the System Functions wrench at the top of screen.
    2. On the horizontal menu select Setup > Inspection Checklist Import.
    3. Select Safety Inspections for the Category.
    4. Click on the Browse Button to locate your excel file.
    5. Click on the Continue Button.
    6. On the next screen, match up the columns in your excel file with the corresponding IndustrySafe fields and select the Continue Button.
    7. On the next screen, confirm your selections and select continue to import your checklist.
    8. When the import is complete, IndustrySafe will display a summary of the number of checklists and checklist items imported.

    Once your checklist has been imported, you may use it to record the results of an inspection.

    1. Open the Inspections module by selecting the Inspections Tab.
    2. Click on the green plus sign in the upper left to add a new Inspection.
    3. Select Safety Inspections for the Category
    4. Select the Name of your inspection.
    5. Select the continue button.

    View a Sample Format for Checklists here:

    For more information on how to edit checklists once they have been imported into IndustrySafe follow this link.

    This guide describes the process for uploading and editing inspection checklists using the IndustrySafe Safety Management Software.  To download and view the guide, click the attachment below:

    Importing Inspection Checklists End User Guide

    How to configure inspection checklist statuses

    IndustrySafe’s inspection checklists include default inspection statuses. However, system administrators can configure unique inspection status values by checklist or by checklist item.

    To begin configuring your inspection status values, follow the steps below.

    Part I – Configuring Item Status Values

    To set up inspection statuses, follow the steps below.

    1. Open the Systems Functions module by selecting the Systems Functions wrench at the top of the screen.
    2. On the horizontal menu, go to: Setup > Edit Forms.
    3. Select “Inspections” as the Recording form.
    4. Select “Inspection Checklist” as the Section.
    5. Click on the wrench icon located next to the “Status” field label.
    6. Click the blue “Drop down” hyperlink.
    7. Add, archive, or delete values as desired.
    8. Click the “Save and Close” button.

    Part II – Configuring Specific Item Status Values for a Checklist

    Open the System Functions module by selecting the System Functions wrench at the top of the screen.

    1. On the horizontal menu, go to: Setup > Edit Inspection Checklists
    2. Select an Inspection Category.
    3. Select an Inspection Checklist.

      NOTE: If the Inspection Type is OSHA 1910, OSHA 1926, or VPPA you will also need to select a Subpart and Topic.

    4. Click on the drop down labeled “Checklist Item Status Values.” This drop down will display all active status values that are available for all inspection checklists.
    5. Select the values you want to appear for all checklist items in the selected checklist by checking the box next to the value. Values that are not checked will not be displayed in the status field of the selected checklist.

      NOTE: If no values are selected, all active values will be displayed in the status field.

    6. Select the “Save” button.

    Part III – Configuring Specific Item Status Values for a Single Checklist Item

    1. Open the System Functions module by selecting the System Functions wrench at the top of the screen.
    2. On the horizontal menu select Setup > Edit Inspection Checklists.
    3. Select an Inspection Category.
    4. Select an Inspection Checklist.

      NOTE: If the Inspection Type is OSHA 1910, OSHA 1926, or VPPA you will also have to select a Subpart and Topic.

    5. Check the box labeled “Vary Status Values by Checklist Item.” A new column labeled “Status Values” will appear in the checklist table below.
    6. Click on the “Select Options” drop down within the Status Values column for the item you wish to configure specific status values. This drop down will display all active status values available for all inspection checklists.
    7. Select the status values you want displayed for the selected item.

      NOTE: If no values are selected, then all status values selected in the “Checklist Item Status Values” drop down near the top of the page will be displayed for that checklist item.

    8. Select the “Save” button.

    Creating and Configuring Inspection Checklists 

    The Inspection module includes many pre-built inspection checklists including: General Checklists, OSHA 1910 Checklists, OSHA 1926 Checklists and VPP Compliance Checklists. These pre-set checklists may be used right away, or you may configure them to meet your needs.  In addition, you may add new checklists to IndustrySafe. To add new checklists through our Inspection Checklist Import, please view this article.

    Part I – Configuring a Checklist: To edit an existing inspection checklist template follow the steps below:

    1. Open the System Functions module by selecting the System Functions wrench at the top of the screen.
    2. On the horizontal menu select Setup > Edit Inspection Checklists.
    3. Select an Inspection Category.
    4. Select an Inspection Checklist.
    5. If the Inspection Type is OSHA 1910, OSHA 1926, or VPPA you will also have to select a Subpart and Topic.
    6. You may now make modifications to the checklist in the following ways:
      • Add a check list item by clicking on the Add Button.
      • Modify a checklist Item by changing the Item Number, Standard Reference, or Description.
      • Delete a checklist Item by selecting the Delete Link next to the item.
      • Change the status of a checklist Item (Available vs. Disabled).
      • Assign points to each item in an inspection checklist so that different items can be weighted more or less heavily in achieving compliance. For more information on Inspection Scoring, see below 
        • Save your changes by selecting the Save Button.

    Inspection Scoring

    Users can weight each item of an inspection checklist so that different inspection items can be weighted more or less heavily in achieving compliance.

    Within the System Functions area of IndustrySafe, IndustrySafe System Administrators can assign points to each item in an inspection checklist and a percentage to each checklist item's status value (i.e. compliance and non-compliance). By default, the points field will be set to 100 for all checklist items and the percentage field will be set to 100% for status values that are in compliance and 0% for all other status values.

    Assigning Points to Checklist Items
    To assign points to Checklist Items, complete the following steps:

    • Open the System Functions module by selecting the System Functions wrench at the top of screen.
    • On the horizontal menu, select Set Up > Edit Inspection Checklists.
    • Select the Category and Checklist that you wish to edit.
    • Enter your desired number of points for each checklist item.
    • Click the Save Button.
    • If all data is in a valid format, the successful save message will appear.

    Assigning Percentages to Checklist Item Status Values
    To assign percentages to Checklist Item Status Values, complete the following steps:

    • Open the System Functions module by selecting the System Functions wrench at the top of screen.
    • On the horizontal menu, select Set Up > Edit Forms.
    • Select Inspections for the Recording Form and Inspection Checklist for the Section.
    • Select the link next to the Status field.
    • Enter your desired percentage for each Status Value. When typing in the percentage of a status value, do not use the percent symbol (%). For example, if you would like to assign a status value a percentage of thirty percent, simply type in 30, instead of 30%.
    • Select the Save Button.
    • If all data is in a valid format, the successful save message will appear.

    Inspection Scoring
    The system calculates an individual compliance score for each checklist item by multiplying an item's number of points by the percentage assigned to its status value. For example, the compliance score for an item with a status value percentage of 30% that has been assigned 100 points is 30.

    The total compliance score for an inspection is calculated by adding up each individual compliance score and dividing by the number of total points that can be achieved. Inspection checklist items with a status value of NA (Not Applicable) are not included in this calculation.

    The formula used to calculate the compliance score for each inspection category and the overall inspection is shown below.
    •    Total Compliance Score = ((sum of the item scores) / (sum of the possible points for each item where the status is NOT NA)) X 100.
    •    Example: ((30+0+100+100) / (100+100+100+100)) X 100 = 58

    Note:
    By default, all inspection items will be weighted equally so that your current inspection compliance rates will not change unless IndustrySafe System Administrators modify scores and/or checklist status values.

    Part II – Add a New Checklist: To add a new inspection checklist template follow the steps below:

    1. Open the System Functions module by selecting the System Functions wrench at the top of the screen.
    2. On the horizontal menu select Set Up > Edit Inspection Checklists.
    3. Select Safety Inspection for the Inspection Category.
    4. Select the Add/Edit Checklists link next to the Inspection Checklist field.
    5. Select the Add Button.
    6. Enter a Name and Number for the new checklist.
    7. Select the Save Button.
    8. Select the Back Button.
    9. You may now select your new checklist in the Inspection Area field and modify it using the steps described in Part I.

    Part III – Copying Checklist Items: To copy items from one inspection checklist template to another follow the steps below:

    1. Open the System Functions module by selecting the System Functions wrench at the top of the screen.
    2. On the horizontal menu select Set Up > Edit Inspection Checklists.
    3. Select the Inspection Category and Checklist for the checklist containing the items you wish to copy.
      • NOTE: If the Inspection Type is OSHA 1910, OSHA 1926, or VPPA you will also have to select a Subpart and Topic.
    4. Select the “Copy Checklist Items” Button.
    5. Select the Inspection Category and Checklist for the checklist you wish to copy the items to.
      • NOTE: If the Inspection Type is OSHA 1910, OSHA 1926, or VPPA you will also have to select a Subpart and Topic.
    6. Select the Save Button.
    7. You may now modify the inspection checklist template using the steps described in Part I.
    8. Steps 1 through 6 may be repeated to copy checklist items from additional sources.

     IndustrySafe Mobile Inspection Guides

    This guide describes the process for entering an inspection using the IndustrySafe Mobile App, which allows subscribers of the Inspections module to conduct inspections in the field, with or without web access:

    Getting Started with the IndustrySafe Mobile Inspections App

    With an internet connection, users may also enter inspections into IndustrySafe while using a mobile device by browsing to the same address as they would from a regular computer and logging in using their same username and password.

    This guide describes the process for entering an inspection using IndustrySafe Safety Management Software’s mobile web experience:

     IndustrySafe Web-Enabled Mobile Inspections Guide

    Default IndustrySafe Checklists and Templates

    There are four types of default IndustrySafe checklist categories: General Safety Checklists, OSHA Checklists – 1910, OSHA Checklists – 1926 and VPP Checklists. Each of these checklist categories include multiple inspection checklist templates. The pre-set checklists templates are based on OSHA regulations and best practices of the safety industry and IndustrySafe System Administrators can modify checklist categories, and checklist templates as well as checklist template settings.  Please see the knowledge base article for modifying checklist categories and checklist templates.

    The following includes the default checklist template settings.

    Topic (New in Release 5.1) -Grouping of checklist items
    Checklist Number  -order in which checklist items are displayed.
    Reference Number -reference on which checklist item is based on (often the CFR reference for OSHA Checklists)
    DescriptionChecklist item or question
    Status Image (New in Release 5.1)Image to display compliance or non-compliance
    StatusStatus of checklist items. As of Release 5.1 this is a drop down with the following default values.

    OK -In Compliance
    Deficient -Not in Compliance
    NA -Not Applicable

    Drop down values that are tagged to In Compliance will be counted as items in compliance when calculating the compliance rates for an inspection.  Inspection items that are tagged to Not in Compliance will be included as items reviewed (but not in compliance).  Inspection items tagged with Not Applicable will not be included in compliance rate calculations.

    Score – A way to weight your checklist. Each checklist item would get a score.
    Comments
    Text field available for comments

    Date Corrected -Date field (this field is disabled by default)
    ResolutionText field available for resolution (this field is disabled by default).
    Corrective ActionsNew field as of Release 5.1, displays the ID of any corrective actions linked with the Inspection Item
    AttachmentNew field as of Release 5.1, displays any attachments linked with the Inspection Item

    Reoccurring and Repeating Inspections 

    The IndustrySafe Inspections module allows you to schedule reoccurring or repeating inspections.

    If you are setting up a new site, you will need to add your facilities (locations) to your IndustrySafe site before you can add an inspection.  See the Getting Started Guide for more information on this set-up below.

    For more information on getting started with inspections, please refer to the following link.

    To schedule a reoccurring inspection follow the steps below.

    1. Open an existing inspection or create a new inspection that you wish schedule as a reoccurring inspection.
    2. If necessary, complete the appropriate fields.
    3. Select the Reoccurring Inspection Button to Open the Reoccurring Inspection Dialogue Box.
    4. Complete all Required Fields and Select Save.
    5. Verify the details of the Reoccurring Inspection and Select Yes to confirm and schedule the inspections.
    6. Your reoccurring inspections will now be scheduled.
      • All future scheduled inspections will be shaded in Green in the Summary Screen.
      • All over due scheduled inspections will be shaded in Red in the Summary Screen.
      • The Investigator will be sent an email notifying them that they have been assigned an inspection.

    View the Quick Start Guide here.

    Notes:
    A System Administrator can edit the Inspection Checklist templates or Add new templates. Users can set-up reoccurring inspections.

    Inspection Scoring 

    Users can weight each item of an inspection checklist so that different inspection items can be weighted more or less heavily in achieving compliance.

    Within the System Functions area of IndustrySafe, IndustrySafe System Administrators can assign points to each item in an inspection checklist and a percentage to each checklist item’s status value (i.e. compliance and non-compliance). By default, the points field will be set to 100 for all checklist items and the percentage field will be set to 100% for status values that are in compliance and 0% for all other status values.

    Assigning Points to Checklist Items
    To assign points to Checklist Items, complete the following steps:

    • Open the System Functions module by selecting the System Functions wrench at the top of screen.
    • On the horizontal menu, select Set Up > Edit Inspection Checklists.
    • Select the Category and Checklist that you wish to edit.
    • Enter your desired number of points for each checklist item.
    • Click the Save Button.
    • If all data is in a valid format, the successful save message will appear.

    Assigning Percentages to Checklist Item Status Values
    To assign percentages to Checklist Item Status Values, complete the following steps:

    • Open the System Functions module by selecting the System Functions wrench at the top of screen.
    • On the horizontal menu, select Set Up > Edit Forms.
    • Select Inspections for the Recording Form and Inspection Checklist for the Section.
    • Select the link next to the Status field.
    • Enter your desired percentage for each Status Value. When typing in the percentage of a status value, do not use the percent symbol (%). For example, if you would like to assign a status value a percentage of thirty percent, simply type in 30, instead of 30%.
    • Select the Save Button.
    • If all data is in a valid format, the successful save message will appear.

    Inspection Scoring
    The system calculates an individual compliance score for each checklist item by multiplying an item’s number of points by the percentage assigned to its status value. For example, the compliance score for an item with a status value percentage of 30% that has been assigned 100 points is 30.

    The total compliance score for an inspection is calculated by adding up each individual compliance score and dividing by the number of total points that can be achieved. Inspection checklist items with a status value of NA (Not Applicable) are not included in this calculation.

    The formula used to calculate the compliance score for each inspection category and the overall inspection is shown below.
    •    Total Compliance Score = ((sum of the item scores) / (sum of the possible points for each item where the status is NOT NA)) X 100.
    •    Example: ((30+0+100+100) / (100+100+100+100)) X 100 = 58

    Note:
    By default, all inspection items will be weighted equally so that your current inspection compliance rates will not change unless IndustrySafe System Administrators modify scores and/or checklist status values.