This section provides an overview of manually adding users, editing user details, and various options available under the User menu.

Data Manager > Users

1. Creating a New User

1. Click the Create New User button.

2. When the popup appears, enter the below information for a new user -

2. User Roles/ User Permissions

Access to the platform is driven by roles defined at the user level.

3. Searching for an existing User

To search for a specific user, input a value into one or more relevant filters below to narrow down your search. Once entered, select Apply Filters.

4. User Table View & Export settings

Update the page view settings by selecting the number of rows of user data you would like to display in the table.

The table may be exported using the " Export Users" button.

5. User details

Data Manager > Users > Details   

Basic User details :

After a user is created, the user details may be edited by clicking on the pencil icon to edit basic user details.

Additional User details :

Module-specific User details

Reset Password link

Data Manager > Users > Password

Reset the password for a user by clicking on the "password" icon. An email is sent to the registered email address of the user.

Merge contacts

Data Manager > Users > Merge 

You may merge duplicate contacts using the Merge option under User details.

User ID is seen when you click on the pencil icon under User details or click on Merge next to a User.

You can then Merge two contacts by inserting the User ID for the contact you would like to keep and the one you would like to delete.

SafetyStratus EHS & Operations Management Software: Object Roster Protocol (ORP)

What is EHS Management Software?

SafetyStratus is an EHS application. It is a compound product that consists of multiple modules working cohesively to assist in managing environmental, health, safety, quality, and sustainability operations across workforces and locations. With the help of SafetyStratus, you can track chemical inventories, safety inspections, hazard assessments, assets, injuries, permits, and other internal business workflows. Our approach to Business Process and Risk Management is built on top of our Object Roster Protocol (ORP).

Using this simple concept, SafetyStratus can connect and associate users to locations, assets, and many other objects in the system. Before we take a closer look at how ORP works, we will go over “Locations,” “Organizations,” “Users,” and “Assets,” four primitives that are core building blocks to the SafetyStratus approach.

1. Locations:

Locations or Spaces are central to a risk management system. These can be rooms, labs, or areas within a university or a manufacturing company. For standard implementations, locations are organized into a three-tiered hierarchy. The following examples show how this hierarchy might apply within an industry:

• In a university, a room would be listed within a building that is part of a campus.

• In a manufacturing company with worldwide facilities, a work area would be listed within a facility at a particular location.

• In a nationwide construction company, a project would be listed within a city in a specific state.

2. Organizations:

In addition to physical locations and spaces, the Organization will reflect an institution or business’ organizational chart, which is critical to organizing users, spaces, and any additional objects within a risk management system. For standard implementations, the organizational chart is arranged into two tiers, the organization and the departments within that organization. Two examples of this approach are a college with departments in higher education and a department with its associated cost centers.

3. Users:

Users are the people at every level of an organization–team members, department heads, factory managers, and principal investigators. Within the SafetyStratus platform, a user is given one of four system roles that will determine their access: Administrator, Inspector, Area Manager, or General User. In a standard implementation, Administrators make program decisions and drive change within the platform. They have access to all areas of their site. Inspectors perform inspections, conduct follow-ups, and have the potential to access multiple departments, organizations, or objects within the platform to do their job. Area managers are users whose work necessitates visibility into a particular location, department, or other objects. The Area Manager role is assigned to individuals who have responsibilities similar to a department chair or cost center supervisor.

4. Assets:

Assets are equipment, machinery, or any physical object in an organization that needs to be tracked, updated, and inspected. Commonly tracked assets include chemical fume hoods, fire extinguishers, eyewash stations, showers, forklifts, and AEDs. Assets are associated with the organization, locations, and users.

Object Roster Protocol (ORP)

Now that we have a basic understanding of these building blocks, let’s dive into ORP. We connect and associate Users with Locations, Assets, and other Users by employing Object Roster Protocol (ORP). For example, an Object– Room “123” has Users “Alice,” “Bob,” and “Charlie” on the Roster, meaning these three individuals are associated with “R123.” Taking it a step further, we can assign “Roster Roles” for Room “123,” giving Alice the role of “Safety Coordinator,” Bob the role of “Fire Safety Associate,” and Charlie the role of “Chemical Safety Manager.” “Alice,” “Bob,” and “Charlie” are now associated with Room “123" and their Roster Roles could determine what actions they may take in any business process involving Room “123.”Using Rosters and Roster Roles, any person within the organization can be associated with an object- users, location, or assets. This opens the door for roster-role-based permissions, automations, notifications, complex workflows, and configurable risk management systems. Let’s look into a few examples of roster roles and this modality’s applications in various industries, starting with Academia and moving to R&D organizations. Higher Education : Principal Investigator runs a research lab that encompasses 3 rooms. Within those rooms, there are 2 assets to track, a fume hood and an eyewash station. The people working within the rooms include the PI, a lab manager, students, and a chemical safety manager. When performing operations for the PI (such as hazard assessments, inspections, or inventory,) all of the previously-configured pieces (assets, rooms, users) may now be associated with that PI. This creates an easy-to-follow overview of risks and responsibilities. Such information may then be opened up to department chairs for a clear picture of the overall progress of the department.

Manufacturing : Similarly, when looking at an area, line of business, or asset within a manufacturing facility, Users can be associated with these previously configured objects. Users can be added to areas or asset rosters, enabling end-to-end visibility to the individuals responsible for following up on safe and unsafe observations. This information can then be escalated to supervisors (those with an area manager role) as needed. Let’s recap. The SafetyStratus Object Roster Protocol is a critical component of getting sites up and running. The ORP impacts every module of the SafetyStratus platform, and the associations it creates help make reporting more streamlined and effortless.

This section provides an overview of how to manually create departments and set up the various elements under them.

Data Manager > Department

Create a Department

Department Roster

Lists the members that are part of a department and who can receive notifications regarding the department and view departmental information. Escalation emails may be set up to be sent to Department contact, Department roster, and User list.

You may search for a user by inputting their name, email, or role in the field > Proceed to add them > Assign a role to the user.

Room List

Lists all the Rooms within the Department

Inspection Template Schedule

An Inspection schedule cycle can be pre-defined using the "Inspection Template Schedule."

Pick the Inspection Template > Choose monthly first or last or input the cycle days > Assign it to the Inspector responsible for the inspection.

You can then choose to set up the inspection for a Group Type, Room Type, Asset Type, or Principal Investigator (Inspector).

Users List

Lists all the members that are part of a department. The User list is different from the Inspection roster as the users listed specifically on an inspection roster can be assigned corrective actions and receive Inspection Reports and corrective actions.

This section provides an overview of how to manually create an organization, edit organizational details, and configure organization settings.

Create an Organization

Department List

The Departments set up for an Organization are listed under the Department List.

Organization roster

Organizational rosters are set to allow area managers to receive emails at the organization level. This is different from the user list which summarizes all users within the department and their roles.

Room List

Lists all the Rooms present within an organization.

Inspection Template Schedule

An Inspection schedule cycle can be pre-defined using the "Inspection Template Schedule."

Pick the Inspection Template > Choose monthly first or last or input the cycle days > Assign it to the Inspector responsible for the inspection.

You can then choose to schedule an Inspection for a Group Type, Room Type, Asset Type, or Users with Principal Investigator role. These scheduled Inspections can be seen under the Pending Inspections tab based on the due date set ( Monthly First, Monthly Last, Custom Inspection cycle).

Users List

Summary list of all the users that are part of an organization and their roles. As users are added to departments, this list will automatically update to reflect new, removed, and edited users.

Recent Inspections

Lists all the recent inspections performed on the associated Room, Asset, or User.

Add/Edit Question Categories

Step 1: Navigate to the Edit Inspection tab from the left menu.

Step 2: Within the Edit Inspection tab click on the Categories tab.

Step 3: If you would like to update a category, click on the pencil icon next to update the Category Name or status.

Step: 4 If you would like to add a new category, click on the Category dialog box, enter the name and click on the Create Category button.

Add/Edit Questions

Step 1: Navigate to the Edit Inspection tab from the left menu.

Step 2: Within the Edit Inspection tab click on the Questions tab

Step 3: If you would like to edit a Question, search for a question by entering it in the Question field. Then hit Apply Filters to display search results.

Step 4: You may then click on the pencil icon next to the Question you wish to edit.

Step 5: If you would like to Add a Question, click on the +New Question button and fill in the required details.

Inactivate/Archive Questions

Step 1: Navigate to the Edit Inspection tab from the left menu.

Step 2: Within the Edit Inspection tab click on the Questions tab

Step 3: To edit a Question, click on the pencil icon next to the Question.

Step 4: Then scroll to the bottom and uncheck the Active box if you would like to mark the questions Inactive. In case you would like to completely archive the question, checkmark Archive.

Overwriting Questions

The overwrite feature allows administrators to change/update a question within inspections. This, unlike the typical edit option, rewrites all questions including the history of that question. This should only be used to correct things like spelling errors or other related items.

Step 1: Navigate to the Edit Inspection tab from the left menu.

Step 2: Within the Edit Inspection tab click on the Questions tab.

Step 3: To edit a Question, click on the pencil icon next to the Question.

Step 4: Once you have made the required edits, you may either hit Save Question to apply the changes to future inspections or you may hit Overwrite so the edits are applied back-dated.

Add/Update Inspection Templates

Step 1: Navigate to the Edit Inspection tab from the left menu.

Step 2: Within the Edit Inspection tab click on the Templates tab.

Step 3: Search for the template you would like to edit. If you would like to add a new template click on Create Template.

Step 4: Within the template, you are able to add/remove questions by checking and unchecking them. In addition, you may rearrange the question order using top/bottom arrows.

If you experience any issues related to editing and updating questions, please reach out to your account manager or support@safetystratus.com.

This web-based tool enables Safety Teams to manage all aspects of their safety program across their sites seamlessly. Whether you are doing inspections, reporting incidents, or managing radioactive waste, there are tools to keep your whole site covered. The cloud-based EHS tool is available both on the Web and Mobile platforms(Android, iOS)

1. Inspections

The inspections and observations module is a checklist-driven process that is utilized for a variety of formats such as pre-use inspections for assets, behavioral observations, audits, or general safety or quality inspections. Users can efficiently conduct inspections, assign, track corrective actions, and use powerful reporting tools to gain valuable insight into your institution’s safety program.

2. Incident Management

Configure Incident forms to meet your safety program’s reporting needs. Receive instant automatic email alerts when any Near-Miss or Incident is reported. Users may submit incident reports via the SafetyStratus iOS & Android mobile apps.

3. Chemical Inventory Module

View and update the chemical inventory for your labs. Quickly find the Safety Data Sheet (SDS) for chemicals in your lab. Upload updated SDS to ensure your workforce knows the precautions that apply to chemicals with a specific hazard or combination of hazards and can easily refer to them online. Track container ownership, locations, quantities, expiration dates, and more.

4. Asset Management Module

Manage a live inventory by easily maintaining critical descriptive data for each asset, such as manufacturer, model, expiration dates, procedures, and any important asset specifications. Schedule Asset inspections with fully configurable inspection cycles and manage applicable permits associated with any asset. Scan an affixed QR code to quickly view detailed criteria for an asset.

5. Assessments & LATCH

Perform comprehensive assessments of hazards and the required controls for mitigating risk. Accept e-signatures from stakeholders, certifying acknowledgment of the assessment. Schedule periodic and recurring hazard and PPE assessments to identify and assess evolving or changing risk patterns. Quickly generate reports to provide a detailed picture of risk profiles within the operation.

6. Radiation Safety

Seamlessly add new radioactive material into your institution’s inventory. Manage licenses and issue permits, renewals & amendments for authorized users. Accept & manage radioactive product orders placed by authorized users. Receive radioactive waste pickup/disposal requests placed by authorized users. Allow authorized users to track the use and disposal of radioactive materials.

7. Training

Maintain a live record of all completed & expired training courses for individuals. Create & manage new training courses and assign training courses to individuals. Easily integrate our system with your current learning management system (LMS). Send automatic reminders to users about soon-to-be-expired or overdue training courses or certifications.

8. Compliance Calendar

Manage and track regulatory compliance requirements from assignment to closure while providing transparency and visibility into organizational compliance. Establish accountability at the owner level, allowing EHS staff to proactively monitor and intervene to ensure deadlines are not missed. Automate reminders and escalating notifications for pending deadlines.

Support

If you have any questions or concerns about the application, kindly contact .

For ideas or feedback, please reach out to us at .

Manage real-time inventory of all physical assets with critical, descriptive data for each asset such as manufacturer, model, expiration dates, procedures, and any important asset specifications. All the assets are linked to their primary owner(s) and their exact location.

FAQ :

Creating Asset

Q1. Can a user add assets but not remove the assets? Is there a review function for adding assets?

• An admin can both add assets and remove assets. There is not a way to split this between adding but not deleting. There is not a review function for adding assets.

Q2. Who can edit data in the Assets menu?

• The assets menu only allows us to view the assets. Neither administrators nor general users have the ability to edit in this section.

Q3. Who can only view data in the Assets menu? Can all assets be viewed or is the access restricted to what is listed under a PI?

• Both administrators and general users with the "asset viewer" tag can view the data of all the assets on the site, regardless of any restrictions imposed by the PI.

Q4. What happens when a “New Asset Type” is created? i.e., how can this new asset type be accessed for use?

• To create assets, we are required to associate that asset to their respective asset types. Once created, this new asset type will be listed in the asset inventory after a new asset is added.

Q5. How does the asset map feature work?

• To obtain the Geo location of a specific Asset Type, you must input the Geo Location of the corresponding Location or Building where the assets are situated. For this, choose an asset from an asset type, navigate to the building details for that asset, and input the Geolocation (refer to the attached file).

Q6. What is the value of Asset map view feature?

• The map view will show the count based on the filter(s) applied. For example, if we select a location, by clicking the location icon on the map it will show the count of assets in that location. Similarly true for building and asset type

Q7. What happens when a “New Custom Field” is created? i.e. how can this new field be accessed for use?

• These new custom fields can be associated with specific asset types and will be visible under the "User Defined" section for that particular asset.

Q8. Can we hide some of the UDF's from users ?

• No

This module allows users to conduct inspections, accurately assign corrective actions to responsible parties, and follow up on deficiencies. These Inspections may be conducted online via a user-friendly web interface or from the mobile app which allows for offline capabilities. You can configure automatic email notifications notifying users of completed Inspections and assigned actions. Inspections can be set to an automated schedule with fully configurable inspection cycles.

Inspection Workflow

Room inspection example

Menu > Inspections > New Inspection

Location Tab

On the Locations tab, search for a User, Room, Group, or Asset. Upon making your selection, click on Confirm Selection to proceed.

Settings Tab

1. To change the default date, select Override and change the date. This is useful if an inspection was conducted on a previous day and it took time to enter it into the site.

2. From the Inspection Type dropdown, select the Inspection template that you wish to use.

3. Roster section: Inspectors can edit the roster for that company or group. To add users to the roster, type the email and hit Add button. If a user cannot be found, enter the email for the user and select the Add button. The user will receive a registration email asking them to register or for single sign-on alert them that they have been added to the site.

4. To remove roster members, select the red trash can next to their name.

5. 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.

6. Verify that at least one individual has been appropriately assigned to each of the listed roles.

7. After each of the above steps has been completed, click Start Inspection.

Questions Tab

Questions for each audit are organized into Categories. Click the Category dropdown to expand and view/answer the questions. You may save your responses by clicking the Save button at any time.

For each question, a pre-set group of responses are available. Selecting ‘At Risk, No, Corrected On-site’ can be configured to trigger a corrective action (1)

For questions where no corrective actions have been assigned, but where you do wish to record a comment (e.g., “Great job," or “No action necessary but be careful/this needs improvement”), the appropriate place for such a comment is in the question comment box (2).

In the case of a question where an action-triggering response is entered and a Corrective Action is generated, the question will expand to reveal the Action area.

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.

Within the Corrective Action area, inspectors have a variety of options for editing the details of that action. From here, you may change:

(1) The assignee, (2) The days until due. In this view, you may also (3) Add comments or details for the corrective action (4) take photos to attach to the action.

Once questions for all the categories have been answered, tap the Save button to save all responses and proceed to the Notes tab.

The History button displays how many times this question generated a corrective action in the past for the client and when previously noted for that user.

Notes

In addition to any comments entered for questions or corrective actions, Inspectors can also enter notes via the Notes tab. These notes are generalized comments about the overall Inspection.

Review & Completion

Once all the questions/responses/actions/notes have been entered, you can either click 3. Review Inspection to display the review window, 1. Complete Inspection to complete and submit the inspection report, or if you wish to complete/submit it later, you may do so after making sure that all your responses have been saved 2. The Inspection can be found and reopened later via the Continue an Inspection link in the left navigation panel.

If you choose Review Inspection, a pop-up 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, corrective actions assigned, etc., and are ready to submit it, click the green Complete Inspection button. All appropriate email notifications associated with this audit will now be dispatched, and the actions officially assigned to users.

Once the Inspection is completed, you are presented with a Simple View summary page, where all the corrective actions are listed. You can choose to see a Full View of the report using the toggle available at the top right corner. The Full View of the Inspection report contains complete details of the Inspection conducted like Inspection date, Inspector Name, Location, Organization/ Department; including Inspection scope details ( User, Room, Asset, Group), Inspection score, Inspection Roster, and Corrective actions assigned.

Inspection Follow up

Completed Inspection Follow up:

You may view inspections by User, Room, Asset, or Group on the Completed Inspections page. Further, under each tab, you may also filter by Inspection date using a custom date range. To review completed inspections, click Completed Inspections from the left menu.

For each corrective action, Inspectors can view both their original action notes and any notes entered by the assigned member upon completing it.

Open Inspection/Open Action Follow-Up

Inspectors can monitor Open Inspections and actions ( i:e. those that have not yet been addressed or closed) in two ways -

• Select Corrective Actions from the left menu; this will direct you to the below Open Inspections tab.

You may filter Open Inspections using various options, all of which can be accessed by clicking Filter. For any listed audit, you may view its associated open actions by clicking the Manage icon. This will present a pop-up of the Inspection Management window.

Within the Inspection Management window, you can view all the corrective actions that have not yet been addressed for that Inspection.

• Inspectors can also monitor Open actions by directly clicking on the Open Actions tab within the Corrective Actions page. This will redirect you to a table under the Open actions tab that lists all the corrective actions.

As with the Open Inspections tab, you can filter the Open Actions options available, all of which can be accessed by clicking Filter.

To view any listed open actions, click the icon next to the action’s due date. Click the Manage icon associated with an action to access its full details.

Create & add inspectable elements to Groups to conduct Inspections across the Group in one go. The members in the Group could be users, rooms, or assets.

Creating a Group

Membership

Lists the User, Rooms, Assets associated with the Group

Inspection Roster

Add Users & roles to the Group Inspection Roster to assign corrective actions.

Inspection Template Schedule

An Inspection schedule cycle can be pre-defined using the "Inspection Template Schedule."

Pick the Inspection Template > Either choose monthly first or last or input the cycle days > Assign it to the Inspector responsible for the inspection.

Recent Inspections

The recently completed inspections are listed here.

Attachments

If applicable, add relevant files as attachments for a Group.

This section provides an overview of how to manually create Locations, Facilities, Rooms, and Room types. SafetyStratus has designed a three-tiered hierarchy for organizing the location's structure of an organization, as noted below. This structure allows for seamless data management of your space inventory when adding, updating, and removing data.

Spaces Hierarchy

Location > Facility > Room 

Tags allow bookmarking of Users, Rooms, and Corrective actions for ease of access, review, and assigning special permissions.

Room Tags

Setup tags and assign them to Rooms to easily Search, Filter, and Export Rooms associated with a tag.

Create a new Room Tag using the Create New Tag button.

Action Tags

Assigning Action tags to corrective actions enables filtering and searching for "Open actions" using the Tag names. These tags can be set up for a question prior to an Inspection or an Inspector can assign them while performing an Inspection.

Create a new Action Tag using the Create New Tag button.

Setup tags and assign them to Corrective Actions to easily Search, Filter, and Export Corrective Actions associated with a tag.

UserTags

User Tags allow users with certain roles in the application to view/edit/record data in modules of the application.

Create a new Action Tag using the Create New Tag button.

Setup tags and assign them to Users to easily Search, Filter, and Export users associated with a tag.

Prior to creating an inspection template, ensure that all the required fields (Required group, severity, questions, etc.) have been configured.

Groups

Create the "Required Group" for assigning corrective actions. Groups are used to designate someone's role in the inspection. Clients often choose to have one group, Responsible Party, to keep things simple, but multiple groups may be created to designate which questions go to certain individuals. For example, within one template questions may go to three groups: EHS, Responsible Party, and Maintenance. The individual associated with this group is selected at the beginning of the inspection.

Categories

Questions for each audit are organized into Categories. These categories appear in tabs on the web and android applications or dropdowns on iOS devices. They allow users to organize inspection data and parse out areas of concern when creating and viewing inspection findings.

Response

For radio selection questions, clients may configure Responses outside of the traditional 'Yes, No, N/A'. This can be helpful for clients whose users speak multiple languages or for those who like to capture 'Corrected Onsite' deficiencies.

Severity

The Severity for inspection questions is configured to qualitatively analyze the deviations and provide escalation options for inspectors.

The Days Before a corrective action needs to be addressed can be set up here.

The Escalation Email setup can be found under Edit settings>Emails.

Questions

*Configured above in Response

Inspection Template setup

Creating a Template

You may provide the required Template Name and hit Create Template.

Adding a Question to a Template

Once the question is created, add it to the appropriate Inspection template.

Step:1 Check the check box next to the question created, so it is visible in the Inspection checklist.

Step:2 If applicable, select the option that should be auto-filled for the question.

Step:3 Within the category, you may rearrange the order of the question using the up & down arrows.

Inspection template setup

• Allow Only For defines the Inspectable objects that can be audited using the Inspection template, for example, Room, Group, Asset, Users, etc.

• The Report View Role defines the User Roles that can view the Inspection template.

Manage all aspects of Permit form submission, review, and approval. Utilize customizable smart electronic forms for all submissions, including on a mobile platform. Administrators & applicants can track all stages of the review process. Reviewers and applicants can comment and communicate within submissions. Print Permits for postings and upload completed documents for recordkeeping.

Permit Type

Data Manager > Permits

Navigate to the Data Manager and click on the Permit Types tab OR Click on Permits from the left menu.

Add New Permit Type

Permit Workflow

Permit workflows are configured in the form and are customizable to customer needs.

Permit Applications

Under Permit Authorizations, choose the Permit type you would like to apply for from the dropdown.

Once the Permit type is selected, options to submit a New Application, New Amendment, and New Renewal are displayed depending on the Permit set up.

New Permit Application

Click on New Application; you are navigated to the Permit form. Once you fill the form, you may choose to Exit, Save your responses or Submit for Approval.

Upon submitting the form, you are navigated to the Authorization Information page that shows the below information.

Once the form is submitted, the Applicant receives a "Permit Application Submitted" email notification, while the corresponding Approvers receive a "Permit Application Submitted - Action Required" email notification.

Application Reviewers

You may search by a tag and assign Reviewers to a Permit application and remove them once the Permit is approved.

All the users associated with a specific User tag (Link to Tags) can also be added as Reviewers to a Permit application.

The Application reviewer can navigate to Permit Authorizations from the left menu. The default Filters for the Permit Authorization tab include -

To view Permit Applications, Admins must click on the Apply Filter button for all the other access levels; they can view them by navigating to the Permit Authorizations tab.

Upon clicking Open, the Reviewer is taken to the specific Permit's approval page.

Once both the Application Reviewers approve the Permit, the Permit application process is complete.

Amend Permit

Once the Permit type is selected, click on New Amendment.

You may select from a previously approved Permit to Amend from the dropdown and hit Start Amendment.

Click on Edit to Add or Remove Reviewers and Open to open the form and make necessary edits. Save the form once the edits are made.

Renew Permit

Under Permit Authorizations, choose the Permit type you would like to Renew from the dropdown.

You may then select the Permit to Renew from the dropdown and hit Start Renewal.

Click on Edit to Add or Remove Reviewers and Open to open the form and make necessary edits. Save the form once the edits are made.

Transfer Permit

You may transfer a Permit from one user to another under the Permits module.

Filter the Permit and click on Transfer, select the user the Permit needs to be transferred to from the dropdown, and click on Transfer.

By assigning Pending Inspections Via a Room, Asset, or Group Type, an administrator can assign an Inspection Schedule to any Room, Asset, or Group that is assigned a type. This way a whole selection of Rooms, Assets, or Groups can be set on a schedule without having to individually assign the Inspection Schedule. These options can be done by an administrator through the Data Manager page from the Left Navigation Pane.

Room Type

For a Room Type, navigate to the (1) Room Type Tab in Data Manager, and search for the Room Type you wish to set up on an inspection schedule. Then click on the (2) Red Calendar Check Assign Insp Icon.

From the Template Assignment screen choose the template to assign to the Room Type from the drop-down menu, then Click Add Template. Multiple templates can be added to the Room Type in the event that different inspections need to be conducted at stagger times.

Once the templates have been selected and added, the Schedule frequencies and assignable parties can be selected:

1. Monthly First: The Inspection will be conducted at the beginning of the month

2. Monthly Last: The Inspection will be conducted at the end of the month

3. Cycle (Days): The Inspection will happen at intervals of set days (Good for Quarterly, Bi-annually)

4. Assign Inspector: Select a specific Inspector to be assigned the inspection

Any Inspector who has inspections assigned to them will see them in the Pending Inspections Page from the Left Navigation Menu.

Asset Type

For a Asset Type, navigate to the (1) Asset Tab, and go to the (2) Asset Type Tab in Data Manager, and search for the Asset Type you wish to set up on an inspection schedule. Then click on the (3) Red Calendar Check Assign Insp Icon.

From the Template Assignment screen choose the template to assign to the Asset Type from the drop-down menu, then Click Add Template. Multiple templates can be added to the Asset Type in the event that different inspections need to be conducted at stagger times.

Once the templates have been selected and added, the Schedule frequencies and assignable parties can be selected:

1. Monthly First: The Inspection will be conducted at the beginning of the month

2. Monthly Last: The Inspection will be conducted at the end of the month

3. Cycle (Days): The Inspection will happen at intervals of set days (Good for Quarterly, Bi-annually)

4. Assign Inspector: Select a specific Inspector to be assigned the inspection.

Any Inspector who has inspections assigned to them will see them in the Pending Inspections Page from the Left Navigation Menu.

Group Type

For a Group Type, navigate to the (1) Group Type Tab, in Data Manager, and search for the Asset Type you wish to set up on an inspection schedule. Then click on the (2) Red Calendar Check Assign Insp Icon.

From the Template Assignment screen choose the template to assign to the Group Type from the drop-down menu, then Click Add Template. Multiple templates can be added to the Group Type in the event that different inspections need to be conducted at stagger times.

One the templates have been selected and added, the Schedule frequencies and assignable parties can be selected:

1. Monthly First: The Inspection will be conducted at the beginning of the month

2. Monthly Last: The Inspection will be conducted at the end of the month

3. Cycle (Days): The Inspection will happen at intervals of set days (Good for Quarterly, Bi-annually)

4. Assign Inspector: Select a specific Inspector to be assigned the inspection

Any Inspector who has inspections assigned to them will see them in the Pending Inspections Page from the Left Navigation Menu

Pending Inspections are a way for inspections to be scheduled future assessment on a reoccurring basis. These can be scheduled based upon the type of inspection being done, down to individual Rooms/Assets/Groups.

Specific Rooms

If a particular instance of a Room, Asset, or Group needs to be set on inspection schedule, an administrator can achieve this by going through the Data Manager screen.

For a specific Room, navigate to the (1) Room Tab in Data Manager, and search for the room you wish to set up on an inspection schedule. Then click on the (2) Blue Room Details Icon.

On the Rooms detail page, find the Inspection Template Schedule and click on the yellow edit pencil.

From the Template Assignment screen choose the template to assign to the Room from the drop-down menu, then Click Add Template. Multiple templates can be added to the Room, in the event that different inspections need to be conducted at staggered times.

One the templates have been selected and added, the Schedule frequencies and assignable parties can be selected:

1. Monthly First: The Inspection will be conducted at the beginning of the month

2. Monthly Last: The Inspection will be conducted at the end of the month

3. Cycle (Days): The Inspection will happen at intervals of set days (Good for Quarterly, Bi-annually)

4. Assign Inspector: Select a specific Inspector to be assigned the inspection.

Any Inspector who has inspections assigned to them will see them in the Pending Inspections Page from the Left Navigation Menu.

Specific Assets

For a specific Asset, navigate to the (1) Asset Tab in Data Manager, and search for the Asset you wish to set up on an inspection schedule. Then click on the (2) Blue View Details Icon.

On the Assets detail page, find the Inspection Template Schedule and click on the yellow edit pencil.

From the Template Assignment screen choose the template to assign to the Asset from the drop-down menu, then Click Add Template. Multiple templates can be added to the Asset in the event that different inspections need to be conducted at stagger times.

One the templates have been selected and added, the Schedule frequencies and assignable parties can be selected:

1. Monthly First: The Inspection will be conducted at the beginning of the month

2. Monthly Last: The Inspection will be conducted at the end of the month

3. Cycle (Days): The Inspection will happen at intervals of set days (Good for Quarterly, Bi-annually)

4. Assign Inspector: Select a specific Inspector to be assigned the inspection.

Any Inspector who has inspections assigned to them will see them in the Pending Inspections Page from the Left Navigation Menu.

Specific Groups

For a specific Group, navigate to the (1) Group Tab in Data Manager, and search for the Group you wish to set up on an inspection schedule. Then click on the (2) Blue View Details Icon.

On the Group detail page, find the Inspection Template Schedule and click on the yellow edit pencil.

From the Template Assignment screen choose the template to assign to the Group from the drop-down menu, then Click Add Template. Multiple templates can be added to the Group in the event that different inspections need to be conducted at stagger times.

1. Monthly First: The Inspection will be conducted at the beginning of the month

2. Monthly Last: The Inspection will be conducted at the end of the month

3. Cycle (Days): The Inspection will happen at intervals of set days (Good for Quarterly, Bi-annually)

4. Assign Inspector: Select a specific Inspector to be assigned the inspection.

Any Inspector who has inspections assigned to them will see them in the Pending Inspections Page from the Left Navigation Menu.

Allow users to add, remove & transfer inventory, and track container ownership, locations, quantities, expiration dates, and more. Quickly establish connections to SDSs from major chemical manufacturers.

Inventory

Menu > LATCH > Inventory

To access Inventory, click on Laboratory Assessment Tool & Chemical Hygiene Plan (LATCH) link from the left menu. You may alternatively also access Inventory under Data Manager.

Under Inventory, you can search for a Chemical or Compound using the Filters available, or you may Add Chemicals and Compounds on this page.

Additional Filter criteria can be utilized by selecting them from the "filter by column" drop down menu.

Search for the compound; if it is not already available, you may go ahead and Add Another Chemical.

Adding a Chemical Compound from the Catalogue

To Add a Chemical or Compound, first select Owned By a Principal Investigator or Group and pick the corresponding Location from the dropdown.

Enter the compound in the Search field and click on Find Your Catalog Item. When you find the compound hit Select.

Upon choosing the compound with the correct composition, fill in the below details.

If the compound is not available in the Catalogue, you may Create New Catalog Item.

Creating a New Catalog Item

Fill in the below details for the new catalog item.

You may create multiple catalog items by clicking on Add Another Chemical.

Bulk Transfer

You may transfer compounds in bulk by checking the boxes next to the compound and hitting Bulk Transfer.

Review the details for the compounds and hit Submit.

Bulk Dispose

You may dispose of compounds in bulk by checking the boxes next to the compound and hitting Bulk Dispose.

Export Chemical Compounds

You may export the Chemical Compounds by clicking on Export Chemical Inventory.

Export Chemical Compounds

Click on Edit to make changes to the Chemical Compound.

SDS

Menu > LATCH > SDS 

You may search for the SDS of a compound using the available filter options.

Manually Uploading an SDS Step :1 Navigate to Data Manager > SDS > SDS - Manual- Upload

Step: 2 Click on update or Create New SDS

Step: 3 Input the required chemical compound using any of the below parameters and hit Find Your Catalog Item

Step: 4 Choose the correct chemical compound and upload the SDS by clicking on Select.

Efficiently capture incident data via our user-friendly electronic reporting forms. Receive instant automatic email alerts when any near-miss or incident has been reported. Seamlessly integrate with the Inspections Module for accident investigations. Users may submit incident reports via the SafetyStratus iOS & Android mobile apps.

Generic Incidents Workflow

Click on New Incident and then select the Incident Type.

You are then taken to the Incident form, where you can fill in details and attach pictures as necessary. You can also assign relevant tasks using the form.

Status(1) Is In Review once submitted, and upon completion of the review, it is Closed. Tasks(2) can be created and assigned from the Incident Form. The Incident can be deleted before submitting if necessary by clicking on Delete This Report(3).

You may upload pictures as necessary to describe the incident by clicking on Add Photo(4). You may Save (5) the form and submit it later. To submit the form, click on Submit Form(6).

Open Incidents

Click on Open Incidents from the left menu; you are navigated to the open incidents table that you can filter on Incident type(1), Filters(2) - Incident number, Reported by, Signed (Yes/ No), and Custom date range(3). You may then choose to export the open incidents using the Export Open Incidents option.

You can record a new Incident from this page by clicking on Report New Incident.

You also can View the filled Incident form, Archive it, Share it, or Request a Signature (optionally available to clients).

Closed Incidents

Click on Closed Incidents from the left menu; you are navigated to the Closed Incidents table that you can filter on Incident type(1), Filters(2) (Incident number, Reported by, Signed (Yes/ No), Custom date range(3). You may then choose to export the open incidents using the Export Closed Incidents option.

You also can View a Closed Incident form, Share it, or Request a Signature (optionally available to clients).

The compliance calendar may be configured to organize your site into Programs and Classifications. This configuration ties together several modules like inspections, training, events, and others.

Menu > Compliance Calendar > Edit Calendar

Select Edit Calendar from the left side menu to be navigated to the Compliance Calendar settings.

Programs

You may Edit an existing program by clicking on the pencil icon. To create a new Program, click on the New Program.

Once we create a New Program, it will appear in the dropdown list of Programs in the Compliance calendar.

Classifications

Select the Program from the dropdown, fill in the new Classification name, Status, and click Save to save the New Classification.

You may Edit the Classification created by clicking on the pencil icon. You can also set up Mobile or Email notifications for the Classification.

Classification Notifications

Review all the details entered and click Save to save the New Email notification.

Events

Review all the details entered and click Save to save the New Event.

You may Edit the Event created by clicking on the pencil icon. You can also set up Mobile or Email Notifications for the Event.

Event Notifications

When Notifications are not set up for an Event, automatically the Notifications & Notifications Timing set up for the corresponding Classification apply.

In the scenario where Event Notifications are set up, then a listed user receives notifications set up at the Classification level as well as individual Event notifications.

Event notifications are usually set up and sent to specific users.

Review all the details and click Save to save the New Email notification.

Assignments

Click on New Assignment to create a new Assignment for an Event.

You may hide or show the filters by selecting the Show/Hide Filters option.

You may Edit the Assignment created by clicking on the pencil icon. You can also set up Mobile or Email Notifications for the Assignment.

Assignment Notifications

For an Event, the Assignment Notification is configured at the time of setup to be sent to the Default Responsible user if a Responsible Role is not selected.

In addition, Event notifications can be set up and sent to specific users.

Review all the details and click Save to save the New Email notification.

Room, Asset, and Groups, or their respective Types can have scheduled inspections based on the Template that is assigned to them.

As an administrator, navigate to the (1) Edit Inspection from the Left Navigation Pane then to the (2) Templates tab.

Click on the Green Pencil Edit Icon

From the Edit Template screen, navigate to the (1) Settings Tab and set the (2) Template Cycle specifically for this template, and hit save.

Now navigate to Data Manager and navigate to the Room, Asset, Group, or Respective Types where you set Pending Inspections from. Add that specific template you made the issued Template Cycle time frame, and if you do not set a Monthly first, Monthly Last, or Cycle Days from this menu, it will cater to the cycle set by the Inspection Template.

Any Inspector who has inspections assigned to them will see them in the Pending Inspections Page from the Left Navigation Menu.

Administration > Edit Incidents

An Incident Type (1) allows you to associate a Form that has been set up to a specific Incident. Under Email Settings, you can set up relevant Email Templates to manage notifications for New, Open & Closed Incidents.

Link a form to an Incident Type

Administration > Edit Incidents > Incident Types 

Under the Incident Types tab, Create a New Incident Type by providing an Incident name and the form associated.

Email Settings

Administration > Edit Incidents > Email Settings

Manage email templates/ notifications for New, Open, and Closed Incidents.

Utilize customizable smart electronic forms for Incident reporting or Permit Applications. They can be easily configured to meet your safety program’s reporting needs. Data can be quickly exported in Excel or PDF formats for analysis & reporting or Printed for postings and recordkeeping.

New Category

Provide an appropriate Category name for the Form. Each form is associated with a Form category.

New Form Set up

Form Information

Form Content

1. Basic Field

In this example, the email address is automatically pulled up based on the username stored in the User table ( back end).

2. Special Field

(i) Dropdown List

A user can select from a dropdown that shows pre-populated data of Users, Roles, Facilities, locations, etc., stored for a client.

(ii) Collection:

A collection type of question allows a user to pick one or more options as the answer and depends on the type of Collection question setup- Radio, Checkbox, Dropbox

(iii) File Upload

This type of question is selected when a file is uploaded to respond to a question.

(iv) An Array of Objects

This type of question is employed when a combination of questions constitutes a parent question.

(v) Radiation Safety Fields

Relevant only if you are using the LATCH/ Radiation module.

(vi) GPS Capture:

This type of question is selected when a User's location is required.

3. Text Block

Segregate your form questions into separate categories using headings/ text blocks.

Form set up - navigation

The below navigation options are used to move around the questions on the form to adjust their order.

1. It moves a question to the last

2. It moves a question up

3. It moves a question down

4. It moves a question to the top

5. It makes a question child question

6. It deletes a question

Form workflow

You may configure the Approval workflow for your Forms once they are submitted/ completed. This is only applicable for forms associated with Permits

Adding Notifications

Configure notifications for form submission, completion, creation, locking/ unlocking a form.

Adding Approvers

Permits Only

Set Approvers for the form, so once it is submitted, you can have one or more approvers review and approve it.

Regular Approvers

Regular Approvers can also edit Date or Permit no# details on the form in addition to approving a Permit Application.

Special Approvers

Special Approvers can only Approve a Permit Application, they cannot edit any details on the Permit form.

Adding Sub-Forms

You can set up Sub-forms to auto-populate upon selecting a specific triggering response in the main form and assign it to the user who originally submitted the form or a different user.

Complete Criteria

Answering the Complete criteria question with the required response would result in the automatic submission of the Permit form.

Perform comprehensive assessments of hazards and required PPE for the designated areas. Manage lab rosters and assign roles from the LATCH interface. Accept e-signatures from lab members, certifying their acknowledgment of the assessment. Upload files into LATCH to an easily accessible library of lab SOPs, SDSs, etc.

To access the Laboratory Assessment Tool & Chemical Hygiene Plan (LATCH), click the LATCH link in the left menu area.

Personnel

Under the LATCH Personnel tab, you can add or remove individuals from your lab roster, as well as delegate authority for management of the LATCH.

You may add individuals to your rosters on the Personnel page by searching for them using the Add User To Roster search box. Once you have found the user, click the green “+” icon to add them to the list below.

To remove any user from the roster, click the red “X” icon next to that user. To change the role of any user, click the small pencil icon; doing so will generate a “Select Roles” popup.

You may add a given user's roles using the dropdown list or remove a user in the Select Roles popup.

At the very bottom of the Personnel page, you may enter a 24-hour Emergency Contact Number(s) for your lab group.

Equipment

You can Add/ Modify your lab equipment on this page. Equipment is sorted by "defined types." Equipment is defined in the asset management admin screens.

Training

Under the LATCH Training tab, you can view the status of all the required safety training for your lab group.

At the bottom half of the Training page, each member of your lab group is shown, and listed below each individual is the status of each of their safety training.

To add training to any lab member, first select the training from the dropdown menu, then click either Add Training to All Lab Personnel or Add Selected Training (to add it to just that individual)

To remove any training from a lab member, click the red “X” next to any training line item.

Assessment

Step :1 To begin a new LATCH assessment, navigate to the Assessment tab and click on New Assessments.

Step:2 Select the type of assessment you wish to perform (either by PI or by Group).

Step:3 You may also customize the scope of the assessment by selecting/deselecting rooms. Once you have finalized the scope of your assessment, click the Start button to begin. You may choose to Cancel the Assessment or go Back to make changes as necessary.

If you have previously created an assessment in this system or have already started one, a popup will appear presenting the following options: start from scratch with a new blank assessment (1), continue an open assessment (2), or copy from a previously completed assessment (3).

Activity Assessment

The Activity Assessment section aims to review the various lab activities listed under each hazard category and select all that apply to your lab space(s).

Step: 4 The activity categories are shown at the top of the screen, with the activities for the first category (e.g., Chemical Hazards) being presented upon arriving on this page. For each category, review the list of activities that appear below (scroll down). If an activity applies to one or more of your rooms, click the checkbox. After clicking a checkbox, that activity will expand to present various options.

Step: 5 In the Activity Locations section, you may select/deselect all rooms to which this activity applies.

Step: 6 In the Required PPE section, an assortment of standard/default PPE items is listed for each activity. If you wish to add additional PPE to that list (optional), you may do so by selecting the PPE from the dropdown list and clicking the Add to PPE button (1).

If you add any PPE, you must also state the reason(s) in the comment box (2).

Step:7 Once you have reviewed all applicable activities for that particular category, click the Save & Continue button. After doing so, you will automatically be navigated to the next category, and you will see a green checkmark on the previous category button, indicating it has been saved.

You can at any time click back on any previous category to reopen it and make changes.

Step:8 Before proceeding to the next stage of the assessment, you must review and save all available hazard categories. You can easily see which categories have been reviewed/saved via the green check marks (1) on each category button. Once all categories have been addressed, click the Save & Continue button (2)

Attachments

In the Attachments section, you may upload copies of your SOPs and any safety-related document related to the activities or hazards you have highlighted in this risk assessment. To do so, either drag & drop your files into the window or click Browse to navigate to your files.

When you are ready, click Save & Continue button to continue.

Notes

In the Notes section, you have the option to record any additional information that may not have been captured during this risk assessment. After adding any notes, click Save & Continue button.

Review Assessments

On the Review Assessment Page, a summary of the risk assessment that you just created is presented.

Step:9 If you have reviewed your assessment and confirmed that it is complete, click the Complete Assessment button (1). You may also view a draft of the completed assessment as a PDF by clicking the View/Print Draft button (2).

Assessment Signatures

Once the LATCH risk assessment has been completed, you will immediately be directed to a full summary page for that assessment. At this time, you can utilize LATCH’s electronic signature tool to sign the assessment.

Step:10 Using either your mouse cursor (on a computer) or your finger/stylus (on a mobile device), provide your Signature in the box (1) and click the green Save button to submit (2)

After clicking Save, note that your signature has been saved and entered next to your name in the Roster Signatures section. Signatures of other lab members will also eventually appear once they have logged in and provided them.

Open, Due & Completed Assessments

If you began working on a New Assessment, saved it, and now wish to come back and complete it, you will find it listed under the Open tab (1) in the Assessment area.

Under the Due tab (2) in the Assessment area, you can view any assessment(s) that is overdue for completion. A new risk assessment is also necessary whenever there is a change in hazards and/or activities in a lab(s).

Under the Completed tab (3), you can view a complete historical list of all LATCH risk assessments for your lab area(s). You may view any listed assessment by clicking the View icon, or you can download and print a PDF version by clicking the Print icon.

Continue Assessment (4) To continue an assessment, click the green Continue icon for that assessment; to cancel/delete the assessment, click the red Cancel icon (5).

In another scenario, a member of your lab with LATCH management authority (e.g., a lab manager) may have created an assessment for your group; however, the PI is still required to approve/finalize it. Any such assessments will also be found under the Continue or Approve a Risk Assessment tab. To begin finalizing the assessment, click the Review icon.

The assessment will then appear on the screen for review. If you find that editing is required, click the Reopen Assessment button and approach its completion as you would any other assessment continuation. Otherwise, click the Finalize Assessment button if all appears to be in order and you wish to finalize the assessment.

LATCH Files

Under the Files tab, you have the option to upload any file or document that is associated with or may support your hazard assessment (e.g., SOPs, PPE user manuals, etc.).

To upload a file, click the Add New File button.

After clicking the Add New File button, a popup window appears through which you may upload a file. In this window, enter the Category, enter a Description of the file, select the PI’s name, designate whether the file will be Private (i.e., visible only to the PI & system admins, click the Attach File button to navigate to and select the file, and click Add to upload the file to the system.

After uploading, files can be Edited (1), Deleted (2), or Viewed/Downloaded(3). Any user on the PI’s roster also has the ability to view/download any uploaded file (unless a file(s) is set to Private).

Permit Workflow

Licenses

Client license data may be configured on the Licenses page. Multiple licenses may be added and you have the ability to update them as needed.

Filters available under Licenses -

License Details

License Line Items

Permit Types

To create a new Permit Type, click on Add New Permit Type.

Permits

The Filters available under Permits are -

Add a Permit Record

To create a new Permit Record, click on Add Permit Record (pictured above).

Permit Fields

Permit Details

Radioisotopes

Based on a User's Permit Type, the type of Isotopes, the Possession limits, and Permitted spaces are determined.

Possession limits

Based on the Permit approval received, a user needs to adhere to the possession limits during Ordering and maintaining the Current Inventory at all times. A user cannot exceed the possession limit approved ( Current Inventory quanitity+ Quantity of Order placed) or order Isotopes, not part of the Permit approved.

Permitted Spaces

A user may only handle/ use the Radioactive Materials in Permitted Spaces that are listed on the Permit.

Facilities are the secondary level in the Spaces Hierarchy.

Create a new Facility

Facility Roster

Lists the members that are part of a Facility and who can view Facility information. Users on the Facility roster can be assigned corrective actions for any of the inspectable objects under the Facility. Please search for a user by inputting their name, email, or role in the field > Proceed to add them > Assign a role to the user similar to the Location roster.

Room List

All the Rooms associated with the Facility are listed here.

Inspection Template Schedule

An Inspection schedule cycle can be pre-defined using the "Inspection Template Schedule."

Pick the Inspection Template > Either choose monthly first or last or input the cycle days > Assign it to the Inspector responsible for the inspection.

You can then choose to set up the inspection for a Group Type*, Room Type*, Asset Type*, or Principal Investigator (Inspector).

Permit Holders

The Permit Holders tab shows a list of all the active permit holders, type of permit, permit number, and their expiration date.

Categories

You may create a category by clicking on Add Category button under Edit LATCH.

You may create LATCH File Categories too under this tab by clicking on Add File Category.

Activities

Click on Add Activity or Edit an existing activity by clicking on the pencil icon under the Activity tab.

New Activity

Click on New Activity and provide the Activity Description (1), Choose Yes/No for "Allow User to Define Activity" (2), Select a Category from the dropdown (3) Input the priority to determine the chronology (4) Check all the relevant training for the activity (5) Provide relevant Info (6) and Potential Hazards (7) for the activity.

Provide instructions for Engineering Controls (8) and Administrative Controls (9), Check the relevant PPE requirements from the list (10), Select Active (11), and hit Save.

PPE

Click on Add PPE or Edit an existing PPE by clicking on the pencil icon under the PPE tab. You can also Export the existing PPE list.

Provide PPE description and relevant reference link for setting up a New PPE.

Safety Equipment

Click on Create New Type (2) and Create New Safety Equipment (1) to create new types and safety equipment. You may also click on the pencil icon to Edit existing types and safety equipment.