Learn how to create and manage TA/JSA/SWMS
Index:
- How to create a TA/JSA/SWMS Account Template
- How to add an Account Template to a Site
- How to create your workflow
-
How to select someone to approve/authorise/acknowledge the TA/JSA/SWMS
- How to approve/authorise/acknowlege the TA/JSA/SWMS if you have been assigned as an authoriser, approver or supervisor
- How to Manage Tools
- When are notifications sent?
Please see the two below videos introducing you to our new update for the TA/JSA/SWMS feature:
Creating a new TA/JSA/SWMS template (7:03)
Assigning your TA/JSA/SWMS template to a Site and Users (4:06)
If you need further assistance then please read on for more information...
How to create a TA/JSA/SWMS Account Template
To create a TA/JSA/SWMS go to the Templates Tab and click on TA/JSA/SWMS
Then click on +Add TA/JSA/SWMS
You will be given three options:
Create New - opens a new blank template
Select from Global Templates - PLEASE IGNORE - FEATURE STILL TO COME
Copy all Active Templates - Will duplicate your current active templates
Once you have clicked on Create New the below dialog box will appear.
Complete the fields as follows:
Name - enter the template name
Description - enter a description of the TA/JSA/SWMS
Work Procedure - enter the work procedure for this TA/JSA/SWMS
Training/Qualifications - enter the qualifications required for this TA/JSA/SWMS
Duties - enter the duties to be undertaken for this TA/JSA/SWMS
Certificates of Competency - enter the certificates required for this TA/JSA/SWMS
Code of Practice - enter the Code of Practice(s) for this TA/JSA/SWMS
Maintenance checks - enter the maintenance checks required for this TA/JSA/SWMS
Safety Practice - enter the safety practices for this TA/JSA/SWMS
PPE Other - PPE can either be selected from the PPE tab at the bottom of the dialog box or entered manually
Work Permits Other - Work Permits can either be selected from the Work Permits tab at the bottom of the dialog box or entered manually (this is advising what work permits are required it is not the actual permit)
Tools Other - Tools can either be selected from the Tools tab at the bottom of the dialog box or entered manually
TOOLS - a list of tools can be managed through the Tools Tab on the main menu
PPE & WORK PERMITS - these lists will be managed through SiteConnect. Please contact our support team if you would like to add a new option.
Separate each new item for work procedure, qualifications, duties, training, certificates, Code of Practice, maintenance checks, safety practice, PPE, Work Permits, Tools by entering each item on a new line
Once you have filled these fields out you can then select from your list of Employees who will be the Approver (person highest ranked in the organsiation, i.e. CEO, General Manager) Authorizer (person in charge of the division) & Supervisor (person who will be supervising the people carrying out the task) for this TA/JSA/SWMS.
You can also then add any relevant files by clicking on the Browse Files option
Once all of this has been finalised you can click Save & Continue or Save & Close.
Once saved the TA/JSA/SWMS will display like the below example. You can now click on the Workflow tab to enter the steps and associated hazards/risks
If you have selected yourself as the Approver, Authorizer or Supervisor these will display as Required.
If you have selected somebody else for any of these statuses then this will display as Pending.
Once the TA/JSA/SWMS has been approved, authorized and acknowledged these fields will display as follows:
Please note that you can have different people or the same people for each field so this may be a mixture of the above three statuses when viewing the statuses
You can View the TA/JSA/SWMS which bring up all of the fields in order as well as show relevant dates related to this template.
Scroll down the document to see all fields. Also please note that any changes to the template or workflows will also be visible in this document
Once the template has been created it will show in your Account Level list - go to the Templates tab and click on TA/JSA/SWMS. From here you can Edit, View, Clone or Archive the template.
IMPORTANT NOTE: Whenever you edit any of the lead roles (approver, authoriser, supervisor) or update the TA/JSA/SWMS in any way via Editing this will create a new version of that TA/JSA/SWMS within your account.
When a new TA/JSA/SWMS version is created, the approver, authoriser, supervisor, site managers and any assignees are notified via email and the document will need to be reapproved.
How to add an Account Template to a Site
Once you have created your template you are then ready to assign it to a Project/Site. To do this go to your Projects Tab and click on Edit of the site you wish to add the TA/JSA/SWMS to.
Click on the TA/JSA/SWMS tab on the right-hand side
Click on +New TA/JSA/SWMS and select from the drop down menu.
Create New - opens a new blank template
Select from Templates - opens a list of your templates which you can select from either individually or multiple. Then click on select & close
Copy all Templates - copies all templates created at account level to your Project/Site
The template will be displayed with the Version # once you add it. Click on Edit to assign it to the individual users
When a TA/JSA/SWMS is added to a Project/Site, the supervisor of that TA/JSA/SWMS and any site managers are notified via email.
All the previous entered information at Account level will be displayed.
You can change the Authorizer, Approver & Supervisor from here if you wish to
- You can assign the TA/JSA/SWMS to the people who will be carrying out the task from your User list by clicking on the Assignees tab.
PLEASE NOTE: When assignees are added or edited, if they have not acknowledged the TA/JSA/SWMS in the past they are then notified that they were added to the TA/JSA/SWMS via email.
When a TA/JSA/SWMS is acknowledged by an assignee, the TA/JSA/SWMS supervisor and site managers are then notified via email.
If assignees add other assignees to the TA/JSA/SWMS via the SiteConnect mobile app, the TA/JSA/SWMS supervisor is also notified of this.
You can also add more Tools, PPE, Work Permits and Manage any relevant files by scrolling to the bottom and clicking on the relevant tab.
How to create your Workflow
To create your workflow click on the Workflow section at the top of the page when editing your TA.
Click on + New Workflow Step
Enter the 1st workflow step description. You can upload files and associate hazards/risks from the Site hazards/risks only (not account level hazards).
You can also add any relevant files by clicking Browse Files.
Once you have completed your first step you can continue to create more by clicking New Step. You can also reorder these steps by clicking on the Reorder Steps button.
When a workflow step note is added or updated, the TA/JSA/SWMS supervisor is then notified via email.
You can then click and drag the steps around to reorder them in the workflow.
Once you have completed the Workflow and added all relevant steps you can exit and the Workflow will then be visible when you View the TA/JSA/SWMS in the Templates menu or within the TA/JSA/SWMS View option in the Project/Site.
How to approve/authorize/acknowledge the TA/JSA/SWMS if you have been assigned as an authorizer, approver or supervisor
Once the person has been selected they can approve the TA/JSA/SWMS by going into the relevant site and clicking on the relevant TA/JSA/SWMS. They will see under workflow the Tabs in Green that they are required to approve/authorise/acknowledge. These individual tabs will only show if hey are assigned as one of these roles.
Once they have clicked on the relevant Tab it will turn grey to indicate the TA/JSA/SWMS has been approved/authorized/acknowledged.
You can View, Delete or Export to PDF or CSV by clicking on the below tabs
How to manage Tools
To manage tools click on the Tools tab in the main menu
Click on Add Tool to add a Tool to your list of tools
The below dialog box will open. Enter the required data and then click on Save
Tool - enter the name of the tool.
Description - enter the description of the tool.
Industry - select which industry the tool relates to from the drop down box or leave it as All.
Once your tools have been created you can view, edit or archive them.
Filter them by Industry or Active/Archived
Export them to a CSV file
You can then select them from the Tools icon for your TA/JSA/SWMS
You can select individual tools or click on +New Tool to create a new tool.
When are Notifications sent?
TA/JSA/SWMS notifications are triggered under any of the following conditions:
- When a TA/JSA/SWMS is added to a site, the TA/JSA/SWMS supervisor and site managers are notified.
- When a TA/JSA/SWMS is acknowledged by an assignee, the TA/JSA/SWMS supervisor and site managers are notified.
- When assignees are added/modified, if they have not acknowledged the TA/JSA/SWMS, they are notified that they were added to the TA/JSA/SWMS.
- When assignees add other assignees to the TA/JSA/SWMS via the SiteConnect mobile app, the TA/JSA/SWMS supervisor is notified.
- When a new TA/JSA/SWMS version is created, the approver, authoriser, supervisor, site managers and all assignees are notified.
- When a workflow step note is added or updated, the TA/JSA/SWMS supervisor is notified.
If you need any further help or have any questions please contact the support team by email support@siteconnect.io or Ph: 0800 748 763