February 2023

Welcome to Sherm Update for February 2023!

Improvements

User Notifications > News and Notifications

  • Admins can send various Notification Types.
  • Notifications can be Site and Department specific.
  • You can pick the notification’s validity date; after that date, the notification is removed from the system. The validity period is set at 10 days from the date of the added notification by default.
  • Notification will be displayed by clicking on Bell icon, when you click on a notification, a popup window with content and attachments will appear
  • The number of unread notifications will be visible on the Bell icon for users.

NOTE: this function is only accessible in the Web App, not the Mobile App.

Action to Take

  • Update your Communication and Consultation Procedure.

The notification will display as below. Need to click on the Bold Text to view – e.g. Welcome

Organisational Chart

  • Can be displayed based upon Site, Department and Reporting To.
  • Reporting To is default within both Site and Department. 
  • Feedback welcomed.

Action to Take

  • Update Site Master and ensure sites that are alisted a Client Sites where work is performed is not Checked.

Incident Reports PRIVATE for “Sensitive Issues”

  • Incident can be flagged as “Private” meaning it will display for the Reported By and Reported To, along with the System Admin upon being logged.
  • Those with a Manage User Role for Incident Management CANNOT access a Private incident.
  • Only System Admin can remove the Private Check Button on the incident.
  • If a Private Incident is assigned to a person to investigate that is NOT the Reported To person, they will have access to the incident report along with any Team Members included in the Investigation.
  • Print Button for the incident will only be accessible to the System Admin, Reporting To Person, Reported By and the Investigator
  • The Help Feature on this page has been updated.

Reports > Incident Management

  • A private incident report will not display in the Incident Report except for the Reported To person, System Admin, Investigator.

Reports > Monthly Data Analysis

  • Same rule as for Reports > Incidents
  • and a flag for incidents that are “notifiable” to the regulator or other stakeholder

Action to Take

  • Update your Incident Reporting and Investigation Procedure.

Contractor / Supplier – Manage Employees

  • New field added for Department (thanks Angus)

Action: Consider a review and update of Contractor Employees and allocating a Department.

Recommendation: Add a new Department for Contractor / Supplier. This will support distribution of documentation that a defined by Site and also Department as explained below.

Approved Document Distribution via Email

  • Upon approval of a document, the email notification to relevant persons will include a copy of the document.
  • Therefore it is important to ensure documents are categorised based not only upon Site but also Department.
  • Documents that are “Private” will not be distributed to anyone other than those listed in Document Handlers for “Restricted Documents” and Admin. The Primary Admin can update / edit up to 5 Secondary Admins from My Profile > Administrators.
  • Updated documents will be sent also to interested parties i.e. Contractors and Supplier upon approval, so be sure to update Department as required.

Process Reminder for Editing Documents

  • Export the Document Register and complete assessment
  • Go to Document Register
  • Click Edit on the document to update
  • In Date Updated, select current Date
  • Department – select relevant ones based upon scope of document and to whom it applies
  • Changes Made; example of text…. Department selection updated only

NOTE: no email will fire based upon this change. This will only occur when a new version is uploaded.

Action to Take

  • Update Documentation and Document Control Procedure.

Plant and Equipment

  • Ability to upload photo of equipment. An additional tab has been provided.
  • Photos will display in the Plant Item Print Report

Audits

  • Added a Filter for Year in View My Schedule Audits and View Audit Scores

Fixes

  • Email templates updated to include name of insurance and expiry date in the “Expiring Certificates of Insurance” and “Contractor Insurance Expiry Notification”
  • Fixed the issue of getting errors while exporting and downloading PDFs
  • Email notifications not to be duplicated when Reported To person is also person in User Notification.

Pending

Mobile App to include Training and CAT

Sherm Updates

Please remember all the Sherm Updates are located at the Safety for Life Website > Sherm Software > Software Updates and to communicate relevant changes to your work groups.

Stay happy, healthy and free 😊
Kindest Regards Caroline Kingston