Video Transcription
In this video I'll guide you through one of the most important steps when getting started with SafetyToolbox Online, Completing the setup checklists.
SafetyToolbox Online is designed to help you manage health and safety, find safety and property management tasks for your parish. You can think of the setup checklists as the starting point for which all your tasks flow in SafetyToolbox.
The setup checklists are a set of questions about each building and how it is used and maintained. Based on your answers, SafetyToolbox Online creates the appropriate tasks giving you a clear and accurate overview of all your health safety and maintenance responsibilities
It is really important that the setup checklists are completed as accurately as possible, otherwise those inaccuracies will be reflected in your task list. Keeping the checklists accurate means that nothing important gets missed, but also that you're not taking on any unnecessary responsibilities.
You will find your setup checklists in your task list which you can access by clicking the 'Tasks' button in the main navigation bar.
The main setup checklists you will find in your task lists are as follows:
The Building Checklist which you will find for any churches and halls that you manage. This checklist is used to identify the plant and equipment within each building that requires ongoing maintenance, test and inspection.
The Church Site Set-Up Checklist. This is for any churches that you manage which is used to identify activities, for example, handling cash or working at height, and the people related risk factors that require risk assessment, for example driving, and new and expectant mothers etc.
Tied Property Set-up Checklist. Presbyteries and other houses lived in by members of the clergy should complete the Tied Property Set-Up Checklist to identify plant and equipment that is the responsibility of the parish or diocese to maintain, along with a review of fire safety measures in place for that building.
If you have any premises which are leased to third parties, such as former presbyteries or commercial properties, these have their own setup checklists to identify what you need to manage. If this applies to you, will find these in your task list along with the checklist/s that we've already mentioned
And, as you can see, I have more than one Building Checklist task in my list and, by looking at the name of the building in the profile column, I can see which building profile this task belongs to. So, we have a Building Checklist for the church and a Building Checklist for the church hall.
And, on the right hand side, we have a column for the 'Last Completed' date. Where a task has been completed previously, you will see a date in the 'Last Completed' column, otherwise this will say 'none' to indicate that this task has not yet been completed.
For the purposes of this video, we're going to complete the Building Checklist for our demonstration and the first step is to click on the task title to open it.
So, now we're looking at this task in detail.
First, you can see that we've got the title 'Building Checklist' and a description that explains what this covers. You'll see that the task has a 'Start questionnaire' button under the task title and this indicates that the task should be addressed by completing an online checklist rather than uploading a document from your computer or device and this is the case for most of your health and safety tasks, including any set up checklists such as the Building Checklist that we're currently looking at. So, to begin addressing the task, click the 'Start questionnaire' button and, since this is the first time that we're completing this questionnaire, we're given the option to 'Start from Scratch'. If we've completed this checklist previously, we would also be given an option to review our previous answers to the checklist, and this is useful when you need to amend your answers usually because you have something in your task list that you no longer need to manage, or because the associated task is now due for review. But ,for this demonstration, I will start the checklist from scratch by clicking the start button.
This will open up the Building Checklist. This is a short, simple checklist which asks you what installations and equipment are in the building and whether or not your parish is responsible for managing them.
Where you use a premises owned by someone other than the diocese, you should check the agreements that you have in place before answering these questions to ensure that you do not take on more responsibility than you need to.
If you're unsure what you're responsible for, you should contact the person in your diocese responsible for health and safety before proceeding.
All of the SafetyToolbox Online checklists work in the same way. On the left hand side is the list of questions to work through. At the top of the screen is a progress bar which tracks your progress across the entire checklist - Red indicates that there are questions which have not yet been answered. So, as I answer questions, this progress bar will change from red to green to indicate progress. If you're reviewing previous answers to your checklist ,you will also see some orange which indicates any reviewed questions that have not yet been updated.
In the side bar to the right you will see the name of the profile that we're completing this checklist for. In this case, it's for the church.
As we work through answering the questions you'll notice that some of the questions show additional text to provide you more information to help you answer the question. Your answers may result in further questions being asked so, for example, if I were to say that this building was built before the year 2000, I get asked a supplementary question about asbestos and how it's being managed in this building.
Where indicated you can add comments to a question by clicking on the 'comments and notes' box under that question and entering your comment into the box.
As you answer each of the questions, SafetyToolbox will add or remove tasks from your task list for this building. By clicking on the 'Tasks' header in the sidebar to the right, you can see the list of resulting tasks being generated based on the answers. This is useful for helping you to manage all of your statutory and maintenance tasks for the building, for example, when I answer that there is a fixed electrical system in the building, SafetyToolbox creates a task to manage the 'Electrical System Condition Report', which is a statutory requirement every five years.
Your answers and any comments or notes are saved as you go, so there's no need to worry about having to complete the checklist all in one sitting.
You can exit the checklist at any time by clicking the orange exit button to the top right of your screen.
This will return you to the task page.
You can see that the status has automatically been updated to 'In progress' and you can rejoin the checklist at any time by clicking the 'Continue questionnaire' button under the task title.
Once you've finished answering all the questions, the progress bar at the top of the screen will be completely green and a blue finish button would appear. If you can't see a blue finish button then do check that you've answered all the questions marked with an asterisk as these must be answered before you can file your responses.
Clicking this 'Finish' button will submit your answers and update your task list. You will then be returned to the associated task which has now been automatically marked as complete and we can also see that, in the attachments section for this task, a report has been generated.
When we click on this document, we are shown a summary report of all the answers that we gave.
This report can be downloaded as a PDF if you would like to print it off or share it with others and if, when you're looking at the report, you notice something which is not quite right or accurate, you can click the 'Review questionnaire' button here to review and update your answers.
In this instance you would choose the option to review your answers. This will return you to the Building Checklist where you can make those necessary changes.