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    Observations Module

    Getting Started:

    The Observations module allows you to schedule, track and analyze Observation sessions.

    The module is divided into:

    • Observations
    • Observation Schedule
    • Reports & Analysis

    The Observation function allows you to record all field observations that have been conducted. The Observation Schedule function allows you to schedule observations by assigning an employee an observation frequency. The Reports & Analysis function allows you to generate reports regarding percent safe and observations conducted.

    Getting Started with Behavioral Based Safety (Observations): 

    Behavior Based Safety activity for IndustrySafe is collected in the Observations Module. The Observations module includes recording forms and a checklist of categories and subcategories to be utilized for behavioral based safety observations.  Scheduling, reporting, tracking, and analysis of observations is also available. The module contains a pre-set list of categories and subcategories that may be configured by an administrator. See below for more information on how to configure observation categories and subcategories in IndustrySafe.

    Configuring Observation Checklists

    The Behavioral Based Safety Observation form includes a default checklist with a predefined list of categories and subcategories that are automatically listed when an observation is added. A system administrator may configure checklists and categories and subcategories by following the steps bellow.

    For more information on getting started with behavioral based safety, please see below

    Getting Started with Behavioral Based Safety (Observations)

    Behavior Based Safety activity for IndustrySafe is collected in the Observations Module.  The Observations module includes recording forms and a checklist of categories and subcategories to be utilized for behavioral based safety observations.  Scheduling, reporting, tracking, and analysis of observations is also available. The module contains a pre-set list of categories and subcategories that may be configured by an administrator. See below for more information on how to configure observation categories and subcategories in IndustrySafe.

    Configuring Observation Checklists

    The Behavioral Based Safety Observation form includes a default checklist with a predefined list of categories and subcategories that are automatically listed when an observation is added. A system administrator may configure checklists and categories and subcategories by following the steps bellow.

    To Configure an Existing Checklist

    1. Select the System Functions wrench on the main menu.
    2. On the horizontal navigation menu select Setup > Edit Observations Checklists
    3. On the Edit Observation Checklists Page select the checklist you wish to modify.
    4. Click on the Remove hyperlink next to any subcategory to remove it from the checklist.
    5. Select a option from the subcategory drop down list and click on the add link to add it to the checklist.
    6. Click on the Edit Observations Categories or Edit Observation Subcategories hyperlinks to modify the list of Categories or Subcategories

    • On the Edit Categories Screen you may Rename or Enable/Disable existing categories. You may add new categories to the list using the Add button. You may also delete a category if there are no subcategories associated with it.
    • On the Edit Subcategories Screen you may Rename, Enable/Disable, or Delete existing categories. You may also add new subcategories using the add button. All subcategories must be associated with a Parent Category.

    7. Select the Save button to save your changes.

    NOTE:
    Observation categories and subcategories that have been disabled will not appear on new observations but will still be listed for observations that were added before they were disabled.

    To Add or Delete a Checklist
    1. Select the System Functions wrench on the main menu.
    2. On the horizontal navigation menu select Setup > Edit Observation Checklists
    3. Click on the Add/Edit Checklists hyperlink
    4. On the Edit Observation Checklists Screen, you may rename or delete an existing checklist or add a new checklist.

    • You may only delete a checklist if it has not been used in any observations.
    • When a new checklist is added, it is automatically populated with all the available subcategories. You may then modify the list using the steps described in the previous section.

    5. Select the Save button to save your changes.
    6. Select the Back button to return to the Edit Observation Checklists Page.

    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 observation.  See the Getting Started Guide for more information on this set-up below.

    You will also need to add employees who will be conducting observations into IndustrySafe.  More information about adding employees is available by following this link.

    If you are using the IndustrySafe Demo Site or your site has already been set up, follow these steps to add a behavioral based safety observation.

    1. Select the Observations tab.
    2. On the horizontal menu, select the green plus sign in the upper left and then select "Add Observation."
    3. Complete the appropriate fields, including the required fields.
    4. For each subcategory, enter the number of safe or unsafe/at-risk actions and conditions that were observed.
    5. Select the Save button.
    6. If all required fields are complete and all data is in a valid format, the successful save message will appear.

    In addition to tracking behavioral based safety observations, you may also assign users an observation schedule.  This allows you to track users required to conduct observations and ensure that they are completing their required number of observations each moth.

    To add an Observation Schedule for a user, follow the steps below.

    1. Select the Observations tab.
    2. On the horizontal menu, select the green plus sign in the upper left and then select "Add Schedule."
    3. Complete the appropriate fields, including the required fields.
    4. Select the Save button.
    5. 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.

    To Configure an Existing Checklist

    1. Select the System Functions wrench on the main menu.
    2. On the horizontal navigation menu select Setup > Edit Observations Checklists
    3. On the Edit Observation Checklists Page select the checklist you wish to modify.
    4. Click on the Remove hyperlink next to any subcategory to remove it from the checklist.
    5. Select a option from the subcategory drop down list and click on the add link to add it to the checklist.
    6. Click on the Edit Observations Categories or Edit Observation Subcategories hyperlinks to modify the list of Categories or Subcategories

    • On the Edit Categories Screen you may Rename or Enable/Disable existing categories. You may add new categories to the list using the Add button. You may also delete a category if there are no subcategories associated with it.
    • On the Edit Subcategories Screen you may Rename, Enable/Disable, or Delete existing categories. You may also add new subcategories using the add button. All subcategories must be associated with a Parent Category.

    7. Select the Save button to save your changes.

    NOTE:
    Observation categories and subcategories that have been disabled will not appear on new observations but will still be listed for observations that were added before they were disabled.

    To Add or Delete a Checklist
    1. Select the System Functions wrench on the main menu.
    2. On the horizontal navigation menu select Setup > Edit Observation Checklists
    3. Click on the Add/Edit Checklists hyperlink
    4. On the Edit Observation Checklists Screen, you may rename or delete an existing checklist or add a new checklist.

    • You may only delete a checklist if it has not been used in any observations.
    • When a new checklist is added, it is automatically populated with all the available subcategories. You may then modify the list using the steps described in the previous section.

    5. Select the Save button to save your changes.
    6. Select the Back button to return to the Edit Observation Checklists Page.

    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 observation.  See the Getting Started Guide for more information on this set-up below.

    You will also need to add employees who will be conducting observations into IndustrySafe.  More information about adding employees is available by following this link.

    If you are using the IndustrySafe Demo Site or your site has already been set up, follow these steps to add a behavioral based safety observation.

    1. Select the Observations tab.
    2. On the horizontal menu, select the green plus sign in the upper left and then select “Add Observation.”
    3. Complete the appropriate fields, including the required fields.
    4. For each subcategory, enter the number of safe or unsafe/at-risk actions and conditions that were observed.
    5. Select the Save button.
    6. If all required fields are complete and all data is in a valid format, the successful save message will appear.

    In addition to tracking behavioral based safety observations, you may also assign users an observation schedule.  This allows you to track users required to conduct observations and ensure that they are completing their required number of observations each moth.

    To add an Observation Schedule for a user, follow the steps below.

    1. Select the Observations tab.
    2. On the horizontal menu, select the green plus sign in the upper left and then select “Add Schedule.”
    3. Complete the appropriate fields, including the required fields.
    4. Select the Save button.
    5. 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.

    Entering Data: 

    This guide describes the process for reporting Observations using the IndustrySafe Safety Management Software. To view the guide, click the attachment

    This guide describes the process for scheduling Observations using the IndustrySafe Safety Management Software.  To view the guide, click the attachment below:

    Observations_Scheduling_Guide.pdf

    Email Alerts: 

    There are a number of Email Alerts that are sent out automatically based on set criteria defined in the System Functions module. Only employees that have an email address in the basic employee information table and an observation frequency will receive observation email alerts.

    The following are a list of some of the available Observation Email Alerts:

    1. Observation Schedule: Sent when employee is assigned an Observation Frequency.
    2. Observation Schedule Summary: Sent to any Employee that has a current observation frequency identifying the his observation frequency and the number of observations he has preformed thus far. This alert can be sent daily, weekly, bi-weekly, monthly or quarterly

     

    Reporting: 

    All of the below reports allow you to select your output (PDF, Word, Excel), filter down through hierarchy layers, and select a date range.

    • Observation Summary – Summary of observations conducted. Columns include: Staff, Monthly Totals (Performed, Credited, Required, Total), Action Items Follow Up (Action Items Identified, Action Items Completed, Percentage Complete). Also provides a  summary section of the Safe/Unsafe Actions and Conditions.
    • Observations Summary by Facility – Summary log of observations by location with a row for each location. Columns include: location, monthly totals (performed, credited, required, total), action items follow up (Action items identified, action items completed, percentage complete). Summary section displaying safe/unsafe actions and conditions by category.
    • Observation Print-Out Report – Print out of Observation form including all standard fields on the observation form, observation categories and subcategories (and results), linked corrective actions, hazards, and supporting documents.
    • Conditions Tally – Tally table of conditions. Columns include: Categories, Unsafe or Safe for the following: Fatal, Serious, Minor, and Totals. Filter by observer name.
    • Observations Tally – Tally table of Observations. Columns include: Categories, Unsafe or Safe for the following: Fatal, Serious, Minor, and Totals. Filter by observer name.
    • Observations by Month – A print out of observations of a selected month. Columns include: Staff, Number of Contacts by Area, Number Performed (Observations & Contacts) and Scheduled per Month (Observations & Contacts). Filters by Functional Area.
    • Observation Card – A print card for field observations. Details include: Facility, Observer, Date, Time, Safe/Unsafe Acts and Conditions tally section, Related Category for Observations, Follow up Actions and Feedback. Filters by Observer Name.

    Related Topics/Articles:  

    Configuring Observation Checklists 

    The Behavioral Based Safety Observation form includes a default checklist with a predefined list of categories and subcategories that are automatically listed when an observation is added. A system administrator may configure checklists and categories and subcategories by following the steps bellow.

    For more information on getting started with behavioral based safety, please follow this link.

    To Configure an Existing Checklist

    1. Select the System Functions wrench on the main menu.
    2. On the horizontal navigation menu select Setup > Edit Observations Checklists
    3. On the Edit Observation Checklists Page select the checklist you wish to modify.
    4. Click on the Remove hyperlink next to any subcategory to remove it from the checklist.
    5. Select a option from the subcategory drop down list and click on the add link to add it to the checklist.
    6. Click on the Edit Observations Categories or Edit Observation Subcategories hyperlinks to modify the list of Categories or Subcategories

    • On the Edit Categories Screen you may Rename or Enable/Disable existing categories. You may add new categories to the list using the Add button. You may also delete a category if there are no subcategories associated with it.
    • On the Edit Subcategories Screen you may Rename, Enable/Disable, or Delete existing categories. You may also add new subcategories using the add button. All subcategories must be associated with a Parent Category.

    7. Select the Save button to save your changes.

    NOTE:
    Observation categories and subcategories that have been disabled will not appear on new observations but will still be listed for observations that were added before they were disabled.

    To Add or Delete a Checklist
    1. Select the System Functions wrench on the main menu.
    2. On the horizontal navigation menu select Setup > Edit Observation Checklists
    3. Click on the Add/Edit Checklists hyperlink
    4. On the Edit Observation Checklists Screen, you may rename or delete an existing checklist or add a new checklist.

    • You may only delete a checklist if it has not been used in any observations.
    • When a new checklist is added, it is automatically populated with all the available subcategories. You may then modify the list using the steps described in the previous section.

    5. Select the Save button to save your changes.
    6. Select the Back button to return to the Edit Observation Checklists Page.

    IndustrySafe Mobile Observations Group

    This guide describes the process for conducting an observation using the IndustrySafe Safety Management Software on Mobile Devices.  To download and view the guide, click the link below:

    IndustrySafe Mobile Observations Guide