1. The Origins, Evolution, and Impact of Utah's Online Self-Inspection Survey State of Utah Division of Risk Management

2. Multi-Year Process Paper Format – Multiple years became a standard – No review of forms Online 1 st Version – Lack of security – Lack of accountability

3. Multi-Year Process (cont.) Online 2 nd Version – No flexibility for coordinators – Content control lacking Online 3 rd 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. Organizations Based on year and/or unique organiz -ation

11. Organizations (cont.) Add an organization

12. Facilities

13. Add a Facility

14. Inspectable Areas Create unique question sets based on facility use

15. Add Inspectable Areas

16. Managing Questions Keyword search function

17. Managing Questions (cont.) Add questions Unique numbering required

18. Managing Questions (cont.) Multi- year revision capability

19. Managing Questions (cont.) View questions Keyword search Edit function

20. Editing Questions Edit questions and explana- tions Paper versus online formats

21. Sort Questions

22. Cover Letter Function Create notices of dead- lines and expecta- tions

23. Coordinator Closure Letter Draft instruc- tions and thank- yous

24. Database/Reports Download databases View overall summary Report of completion Corrective action report

25. Coordinator Proxy-ability Loss control access Tool for instruc- tion and help

26. Questions?

27. Coordinator Considerations Required training on implementation Yearly training available – For new coordinators – Refresher course Need more accountability – Subordinates doing the work

28. Coordinator Aids Program fluidity Left-side numbering for task progression FAQ link Options box graphic Email-ability to program administrator

29. Registration Message Request Grant

30. Coordinator Letter

31. Manage Surveyors Add Edit Delete

32. Select a Facility

33. Select a Surveyor

34. Select an Inspectable Area

35. Surveyor Repeat Select

36. Verification: Mandatory Areas Verifies manda- tory areas and buildings are assigned

37. Email Notifications Notifies surveyors of assigned facilities

38. Status Review - Surveyors

39. Status Review - Facilities

40. Coordinator Reports Summary report Corrective action report Can edit corrective actions

41. Corrective Action Report

42. Coordinator Summary Report

43. Questions?

44. Surveyor Role Perform the surveys Can be assigned one, more, or all inspectable area(s) of facility.

45. Surveyor Aids FAQ link Simple linear progression “Where Am I?” graphic button

46. Surveyor Responsibilities Review/submit completed survey Final submission locks the survey – Coordinators and administrators can unlock the survey

47. Surveyor Message/Letter

48. Facility Selection Step More than one facility can be assigned to one surveyor

49. Online Survey

50. ‘No’ Selection

51. Corrective Action Screen Requires an explanation, action, due date, and delegation. Verifies submission to Risk

52. Surveyor Review

53. Surveyor Review 2 Coordinator information included

54. Submit and Review

55. Final Submit/Lock Available as final check only after all questions have been completed

56. Submittal Verification

57. Questions?

58. 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

59. 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

60. 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