Safety Audit - Setup and Administration


Setup

  1. An Administrator must enable the Safety Audit Module in the Administration section of the system.
  2. An Administrator should then assign the role of Safety Manager to one or more users of the system.
    • Until at least one Safety Manager is assigned, Administrators will receive weekly alerts that this task has not been completed.
  3. An Administrator or Safety Manager can assign the role of Safety Owner to other members of staff. Doing so means that they can then be assigned ownership of individual Safety Areas and Safety Items.
  4. The system will be setup initially with a default list of Safety Areas and Safety Items.
    • These are all initially owned by the main system Administrator.
    • These should be reviewed by Safety Managers and assigned to appropriate Safety Owners.
    • If any don't apply to your school a Safety Manager can disable individual items.
    • Safety Managers can delete Safety Items or alternatively archive complete Safety Areas along with their associated Safety Items.
    • Disabling and then archiving is the recommended approach for unused Safety Areas and Safety Items since that is reversible.
    • NOTE - in the current release, default areas and items that are deleted will be restored from time to time so disabling or archiving is a better approach.
    • Safety Managers receive weekly notifications about disabled Safety Items.
  5. Safety Managers can add new Safety Areas and associated Safety Items.
    • These can be disabled, archived and also deleted (although they won't ever be automatically restored after deletion) but otherwise are identical to the system provided ones.
  6. Safety Areas and Safety Items can be re-ordered in the system by Safety Managers. The new order is applied for all users.
  7. Safety Areas and Safety Items review dates will initially all be empty. Once approved, it is recommended that the review dates are updated to fit with the school's Health and Safety review cycle.
  8. Where groups of schools choose to coordinate in the system there is additional functionality to ensure consistency of Safety Areas and Safety Items and also functionality so that a single central Safety Owner can be responsible for the same Safety Item in each school.

Administration

All Safety Areas and Safety Items are initially marked as incomplete.

  • The Safety Owner assigned to each will receive an email once a week to remind them of Safety Areas and Safety Items that are Unapproved, Not OK or Overdue.
  • They will also be reminded if these are Due for review within the next four weeks.

When marking a Safety Item as OK the Review Date will be updated to be one year on from the date of confirmation.

  • If, however, the Safety Item is Due for review within the next 4 weeks the date is updated to be one year from the current review date. The intention of this is that reviews can take place in a timely way before they are due but the review date does not creep earlier and earlier each year.
  • The review date can also be updated independently if it is necessary to change the annual review cycle or to check a Safety Item more often.

The name of the Safety Owner of each Safety Area and Safety Item is displayed next to it as a "mailto" hyperlink to facilitate quick communication if any queries arise.

In a coordinated group of schools (e.g. a MAT), some Safety Items can only be updated by the central Safety Owner. They still have locally set Safty Owners who will receive reminders about them so that they can be involved in the coordinated update of them.