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  2. TA/JSA/SWMS (2021 release)

TA/JSA/SWMS Feature (2021 release)

Learn how to create and manage TA/JSA/SWMS


    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:

    Creating TA Templates 2021 Complete


    Adding a TA/JSA/SWMS template to a specific Site:

    Adding TAs to sites 2021 completed

    If you need further assistance then please read on...


    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


    JSA templates 2021


    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.


    Ta 2021 form



    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 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

    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 - will be managed through SiteConnect


    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 Users who will be the Approver Authorizer & Supervisor for this Task Analysis.


    Select Approver etc


    You can also then add any relevant files by hitting the Browse Files option


    Browse files

    Once all of this has been finalised you can click Save & Continue or Save & Close.


    Once this has been saved your TA will appear in your account like so


    Completed Ta


    If you have set yourself as the Approver, Authorizer or Supervisor these will flash as Required.



    If you have set somebody else as any of these potions then this will be Pending.




    Once the item has been approved, authorized or supervised this as the following for each:




    Please note that you can have different people for each field so this may be a mixture of these three statuses when you check this TA in the future.


    You can then View the TA which bring up all of the fields in order as well as show relevant dates related to this template like so:


    TA view

    Please scroll down this page to see of all your filled in fields.

    Also please note that any updates to the template or any added workflows added will also be visible in this screen



    From here you can also Edit the template further, Clone the template which will duplicate it or Archive it so that it removes the template from this list.


    Edit clone and archive-1


    How to add an Account Template to a Site


    Once you have created your template you are then ready to add the workflow at site level.  To do this go to your Sites 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 created templates to your site



    The template will be displayed with the Version #.  Click on Edit


    Site Inspection


    All the previous entered information at Account level will be displayed.  


    Ta in site


    • You can also change the Authorizer, Approver & Supervisor from here

    Version 1

    • You can assign the TA/JSA/SWMS to the people who will be carrying out the task from your employee list by clicking Assignees.


    You can also add more Tools, PPE, Work Permits and Manage any relevant files by scrolling right to the bottom 


    bottom options


    How to create your Workflow 


    To create your workflow click on the Workflow section at the top of the page when editing your TA.


    Workflow for TA



    Click on + New Workflow Step


    New Step


    Enter the 1st workflow step description.  You can upload files and associate hazards from the Site hazards only (not account level hazards).  Continue to add as many workflow steps as applicable.


    Create step desc


    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.


    Reordering steps button


    You can then click and drag the steps around to reorder them in the workflow.


    Reordering Steps


    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 in the Templates menu or within the TA/JSA/SWMS View option in the Site.


    Workflow in View

    How to select someone to approve/authorize/acknowledge the TA/JSA/SWMS 


    You can now select an Approver, Authorizer and Supervisor by clicking on the applicable tab.



    A list of your Administrators will be displayed, which you can select from.  You can only select one person per tab and they must be an Administrator.



    If the person you need to carry this out is no available in this list please see here to learn how to add your employees as Administrators.



    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.



    Approval buttons


    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



    Currently TA/JSA/SWMS cannot be assigned to the Mobile App.  This functionality will be available in approximately Mid October 2021


    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.


    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  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.



    If you need any further help or have any questions please contact the support team by email support@sitesoft.com or Ph: 0800 748 763