Utah Internal Survey for Managing Risk
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The document outlines the multi-year process of developing Utah's online self-inspection survey, including moving from a paper to online format, improving flexibility and accountability over multiple versions. It describes the roles and functions of administrators and coordinators in creating, distributing, and managing the survey, as well as the process for surveyors to be assigned facilities, conduct inspections, and submit corrective action reports. The document also discusses future plans to enhance the system's data mining capabilities and improve workflow.
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Utah Internal Survey for Managing Risk
- 1. State of Utah Division of Risk Management The Origins, Evolution, and Impact of Utah's Online Self‐Inspection Survey
- 2. Multi‐Year Process • Paper Format – Multiple years became a standard – No review of forms • Online 1st Version – Lack of security – Lack of accountability
- 3. Multi‐Year Process (cont.) • Online 2nd Version – No flexibility for coordinators – Content control lacking • Online 3rd Version – Improved flexibility for risk – Limited data mining
- 4. Administrators • Create the survey for each group and organization • Create questions • Establish dates of availability • Draft opening and closing letters
- 5. Administrators (cont.) • Limited access to maintain program integrity – One main administrator • Works with Technology Services – Two alternates • Working knowledge on all levels
- 6. Year Selection • Select year for revisions and data mining
- 7. Function Index/Guide • Function links • Users’ Guide
- 8. Grouping • Types each covered entity
- 9. New Group
- 10. Group Inspectable Areas • Establish what inspectab le areas will be available for each group
- 11. Organizations • Based on year and/or unique organiz ‐ation
- 12. Organizations (cont.) • Add an organization
- 13. Facilities
- 14. Add a Facility
- 15. Manage Coordinators • Manage all coordinators • Sort coordinators by name
- 16. Add Coordinators • Add a coordiantor • Multiple coordinators for one organization
- 17. Inspectable Areas • Create unique question sets based on facility use
- 19. Managing Questions • Keyword search function
- 20. Managing Questions (cont.) • Add questions • Unique numbering required
- 21. Managing Questions (cont.) • Multi‐ year revision capability
- 22. Managing Questions (cont.) • View questions • Keyword search • Edit function
- 23. Editing Questions • Edit questions and explana‐ tions • Paper versus online formats
- 24. Sort Questions
- 25. Cover Letter Function • Create notices of dead‐ lines and expecta‐ tions
- 26. Coordinator Closure Letter • Draft instruc‐ tions and thank‐ yous
- 27. Database/Reports • Download databases • View overall summary • Report of completion • Corrective action report
- 28. Coordinator Proxy‐ability • Loss control access • Tool for instruc‐ tion and help
- 29. Questions?
- 30. Coordinator Considerations • Required training on implementation • Yearly training available – For new coordinators – Refresher course • Need more accountability – Subordinates doing the work
- 31. Coordinator Aids • Program fluidity • Left‐side numbering for task progression • FAQ link • Options box graphic • Email‐ability to program administrator
- 34. Manage Surveyors • Add • Edit • Delete
- 39. Verification: Mandatory Areas • Verifies manda‐ tory areas and buildings are assigned
- 40. Email Notifications • Notifies surveyors of assigned facilities
- 43. Coordinator Reports • Summary report • Corrective action report • Can edit corrective actions
- 46. Questions?
- 47. Surveyor Role • Perform the surveys • Can be assigned one, more, or all inspectable area(s) of facility.
- 48. Surveyor Aids • FAQ link • Simple linear progression • “Where Am I?” graphic button
- 49. Surveyor Responsibilities • Review/submit completed survey • Final submission locks the survey – Coordinators and administrators can unlock the survey
- 51. Facility Selection Step • More than one facility can be assigned to one surveyor
- 52. Online Survey
- 53. ‘No’ Selection
- 54. Corrective Action Screen • Requires an explanation, action, due date, and delegation. • Verifies submission to Risk
- 55. Surveyor Review
- 56. Surveyor Review 2 • Coordinator information included
- 58. Final Submit/Lock • Available as final check only after all questions have been completed
- 60. Questions?
- 61. 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
- 62. 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
- 63. Questions? Jeff Rose – Loss Control Consultant Brian Nelson – Loss Control Administrator 5120 State Office Building Salt Lake City, UT 84004 (801) 538‐9560 www.risk.utah.gov