Managing inspections for Inventory Review
Inventory Review Template Inspections
Introduction
This document will highlight performing inspections with your LSU Health SafetyStratus site. The information highlighted in this document is only available to those system users with Inspector and Administrator roles within your site.
Performing a New Inspection
From the main page, click on New Inspection from the left navigation pane.
Location Page
The application will launch a New Inspection and default to the Location tab, as shown below.
On the Location screen, you must select an inspectable object by searching by the name of the User, Group, or Room.
When you have selected a User, all the details for that particular User will be displayed. Click on Confirm Selection to proceed to the Settings tab.
Settings Page
The Inspection Date defaults to the current date. You can optionally edit/ backdate the inspection by checking Override.
From the Inspection Type dropdown, select the Inventory Review template you wish to use.
Select the Department that is associated with the inspectable object (group, asset, room, etc.).
In the Roster section of the Settings tab, the Inspectors have the ability to edit the Inspection roster for that object or group
4A To add users to the roster, search for them via the search box.
4B Then click the Add button
4C To remove roster members, click the red trash can next to their name.
4D In the row next to each roster member's name, you may optionally check to Receive Email If you wish to have an email notification sent to that user upon completion of your audit. If you do not select this, the Users will only receive a notification If a corrective action(s) has been found and assigned.
Verify that at least one individual has been assigned to each of the listed roles.
For Broad Institute, Responsible Party has been the role assigned to users that are responsible for addressing Corrective Actions.
After each of the above steps has been completed, click Start Inspection.
Start Inspection --> After all of the above steps have been completed, click Start Inspection.
Questions
The Questions page is the main inspection page. An Inspector may answer questions, assign corrective actions, enter comments, and attach photos on this page. When the Inspector is finished, they can Save and Exit, Review, and/or Complete the Inspection.
For each question, a preset group of responses is available (1). In most instances, selecting ‘No’ will trigger a Corrective Action dialog box. In some cases, the answer to a question may open additional questions below (i.e., parent/child questions).
For any question where no corrective action is to be generated/assigned, but where you do wish to make a comment (e.g., “Great job with this,” or “No action necessary but be careful/this needs improvement”) the appropriate place for such a comment is in the Question Comment box (2).
Corrective Action Dialog Box :
In a question where an action triggering response is selected, a Corrective Action is generated, and the question will expand to reveal the below Action area.
Within the Corrective Action area, Inspectors have an option to edit the details of that action. From here, you may change:
3A - Assigned To - the individual responsible for correcting the corrective action.
3B - Action Scope - Displays the scope of the user(who is performing an inspection).
3C - Days Until Due - The days until the Corrective action is due
3D - Comments - Add Action comments or additional details about the action noted.
3E - Attach File - Attach pictures and files to the corrective action for further detail.
Additional Action :
If needed, you can document additional instances of the same corrective action, which can be done by clicking Add+. Doing so will generate an additional action, which can be edited/completed as described in the Corrective action tab.
Notes and Save
Once all the questions in all the categories have been completed, select the Save button once more to save all the responses (5A), and then proceed to the Notes tab (5B).
Notes
In addition, Inspectors can optionally add notes via the Notes tab to any comments entered or corrective actions assigned for a question. These notes are most often generalized comments about the overall inspection, interactions or conversations with lab staff on-site, or anything else the inspector wishes to document.
Review & Completion :
Once all the questions/responses/actions/notes have been entered, you can either click Review Inspection (A) to display the Review window or Complete Inspection (B) to complete and submit the inspection report.
If you wish to complete the inspection at a later time, you may do so after making sure all of your responses have been saved. The inspection can be found and reopened later via the Continue an Inspection link in the left navigation pane.
On the Continue an Inspection screen, you may search for an inspection via the filter options found above the table. To start any inspection from this page, click the green Continue icon next to the desired inspection in the list. You may also choose to cancel an inspection from this page.
If you choose Review Inspection, a popup window appears which summarizes the entire inspection, including any corrective actions that have been cited and assigned.
Once you have reviewed the entire inspection and are satisfied with the content, actions, etc., and are ready to submit it, click the green Complete Inspection button in the top left of the window. All appropriate email notifications associated with this inspection will now be dispatched, and the actions officially assigned to users.
Compliance Calendar
The Compliance Calendar allows standardized management of compliance activity to gain efficiency and effectiveness. Users can easily gauge the success of compliance activity by proactively monitoring to ensure deadlines are not missed. You may set up automatic reminders and escalating notifications for pending deadlines.
Select Compliance Calendar on the left side menu to be navigated to the below page.
You may choose from different Calendar views by picking any of the Calendar Templates or Filters available on this page.
Toggle through the months to look at different months/yrs
Click on each radio button/drop down menu to see only those filter results displayed on the Compliance Calendar
Clear Filters will clear out any filters and reset for a new search
Under the Filters, click on Advanced Filters - None Selected as seen below to display more filters by Location, Facility, User Tags and Assigned Inspectors. Boxes can be checked and unchecked to display the appropriate results for those parameters.
Each displayed Calendar Item can be opened to display a dialog box specific to that event (as seen below - managing events), which has a link that can manage that particular event. In this case, as seen below, the corrective action displayed in blue once clicked, shows the 'manage action' link which can be used to manage that particular corrective actions (on how to manage corrective actions, please look under Web-Based Inspections -> Open Action Follow up).
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