Transcript Utahs On Line Property Inspection Program 4

State of Utah Division of Risk Management
The Origins, Evolution, and
Impact of Utah's Online
Self-Inspection Survey
Multi-Year Process
• Paper Format
– Multiple years became a standard
– No review of forms
• Online 1st Version
– Lack of security
– Lack of accountability
Multi-Year Process (cont.)
• Online 2nd Version
– No flexibility for coordinators
– Content control lacking
• Online 3rd Version
– Improved flexibility for risk
– Limited data mining
Administrators
• Create the survey for each group and
organization
• Create questions
• Establish dates of availability
• Draft opening and closing letters
Administrators (cont.)
• Limited access to maintain program integrity
– One main administrator
• Works with Technology Services
– Two alternates
• Working knowledge on all levels
Year Selection
• Select
year for
revisions
and data
mining
Function Index/Guide
• Function
links
• Users’
Guide
Grouping
• Types
each
covered
entity
New Group
Organizations
• Based
on year
and/or
unique
organiz
-ation
Organizations (cont.)
• Add an
organization
Facilities
Add a Facility
Inspectable Areas
• Create
unique
question
sets
based on
facility
use
Add Inspectable Areas
Managing Questions
• Keyword
search
function
Managing Questions (cont.)
• Add
questions
• Unique
numbering
required
Managing Questions (cont.)
• Multiyear
revision
capability
Managing Questions (cont.)
• View
questions
• Keyword
search
• Edit
function
Editing Questions
• Edit
questions
and
explanations
• Paper
versus
online
formats
Sort Questions
Cover Letter Function
• Create
notices
of deadlines and
expectations
Coordinator Closure Letter
• Draft
instructions and
thankyous
Database/Reports
• Download
databases
• View overall
summary
• Report of
completion
• Corrective
action
report
Coordinator Proxy-ability
• Loss
control
access
• Tool for
instruction and
help
Questions?
Coordinator Considerations
• Required training on implementation
• Yearly training available
– For new coordinators
– Refresher course
• Need more accountability
– Subordinates doing the work
Coordinator Aids
• Program fluidity
• Left-side numbering for task
progression
• FAQ link
• Options box graphic
• Email-ability to program
administrator
Registration Message
• Request
• Grant
Coordinator Letter
Manage Surveyors
• Add
• Edit
• Delete
Select a Facility
Select a Surveyor
Select an Inspectable Area
Surveyor Repeat Select
Verification: Mandatory Areas
• Verifies
mandatory
areas
and
buildings
are
assigned
Email Notifications
• Notifies
surveyors
of
assigned
facilities
Status Review - Surveyors
Status Review - Facilities
Coordinator Reports
• Summary
report
• Corrective
action
report
• Can edit
corrective
actions
Corrective Action Report
Coordinator Summary Report
Questions?
Surveyor Role
• Perform the surveys
• Can be assigned one, more, or all
inspectable area(s) of facility.
Surveyor Aids
• FAQ link
• Simple linear progression
• “Where Am I?” graphic button
Surveyor Responsibilities
• Review/submit completed survey
• Final submission locks the survey
– Coordinators and administrators can
unlock the survey
Surveyor Message/Letter
Facility Selection Step
• More than
one facility
can be
assigned
to one
surveyor
Online Survey
‘No’ Selection
Corrective Action Screen
• Requires an
explanation,
action, due
date, and
delegation.
• Verifies
submission
to Risk
Surveyor Review
Surveyor Review 2
• Coordinator
information
included
Submit and Review
Final Submit/Lock
• Available as
final check
only after all
questions
have been
completed
Submittal Verification
Questions?
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
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
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