Utah Internal Survey for Managing Risk

The Origins, Evolution, and  Impact of Utah's Online 

Self‐Inspection Survey

State of Utah Division of Risk Management

Multi‐Year Process• Paper Format

– Multiple years became a standard

– No review of forms

• Online 1st

Version– Lack of security – Lack of accountability

Multi‐Year Process (cont.)

• Online 2nd

Version– No flexibility for coordinators– Content control lacking

• Online 3rd

Version– Improved flexibility for risk

– Limited data mining

Administrators• Create the survey for each group and 

organization• Create questions • Establish dates of availability • Draft opening and closing letters

Administrators (cont.)• Limited access to maintain program integrity

– One main administrator • Works with Technology Services

– Two alternates• Working knowledge on all levels

Year Selection

• Select  year for 

revisions  and data  mining

Function Index/Guide

• Function  links

• Users’ Guide

Grouping

• Types  each 

covered  entity

New Group

Group Inspectable Areas

• Establish  what 

inspectab le areas 

will be  available 

for each  group

Organizations

• Based  on year 

and/or  unique  organiz ‐ation

Organizations (cont.)

• Add an  organization

Facilities

Add a Facility

Manage Coordinators

• Manage all  coordinators

• Sort  coordinators 

by name

Add Coordinators• Add a 

coordiantor

• Multiple  coordinators 

for one  organization

Inspectable Areas

• Create  unique  question 

sets  based on 

facility  use

Add Inspectable Areas

Managing Questions

• Keyword  search 

function

Managing Questions (cont.)

• Add  questions

• Unique  numbering 

required 

Managing Questions (cont.)

• Multi‐ year 

revision  capability

Managing Questions (cont.)

• View  questions

• Keyword  search

• Edit  function

Editing Questions• Edit 

questions  and 

explana‐ tions

• Paper  versus  online  formats

Sort Questions

Cover Letter Function

• Create  notices  of dead‐ lines and  expecta‐

tions 

Coordinator Closure Letter

• Draft  instruc‐

tions and  thank‐

yous

Database/Reports• Download 

databases

• View overall  summary

• Report of  completion

• Corrective  action 

report

Coordinator Proxy‐ability• Loss 

control  access

• Tool for  instruc‐

tion and  help

Questions?

Coordinator Considerations

• Required training on implementation

• Yearly training available– For new coordinators– Refresher course

• Need more accountability– Subordinates doing the work

Coordinator Aids

• Program fluidity

• Left‐side numbering for task  progression

• FAQ link • Options box graphic• Email‐ability to program 

administrator

Registration Message

• Request• Grant

Coordinator Letter

Manage Surveyors

• Add• Edit• Delete

Select a Facility

Select a Surveyor

Select an Inspectable Area

Surveyor Repeat Select

Verification: Mandatory Areas

• Verifies  manda‐ tory 

areas  and 

buildings  are 

assigned

Email Notifications

• Notifies  surveyors 

of  assigned 

facilities

Status Review ‐

Surveyors

Status Review ‐

Facilities

Coordinator Reports

• Summary  report

• Corrective  action 

report

• Can edit  corrective 

actions 

Corrective Action Report

Coordinator Summary Report

Questions?

Surveyor Role

• Perform the surveys 

• Can be assigned one, more, or all  inspectable area(s) of facility.

Surveyor Aids

• FAQ link• Simple linear progression

• “Where Am I?”

graphic button

Surveyor Responsibilities

• Review/submit completed survey

• Final submission locks the survey– Coordinators and administrators can 

unlock the survey

Surveyor Message/Letter

Facility Selection Step

• More than  one facility  can be 

assigned  to one 

surveyor

Online Survey

‘No’

Selection

Corrective Action Screen• Requires an 

explanation,  action, due 

date, and  delegation.

• Verifies  submission 

to Risk

Surveyor Review

Surveyor Review 2

• Coordinator  information  included

Submit and Review

Final Submit/Lock• Available as 

final check  only after all 

questions  have been  completed

Submittal Verification

Questions?

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 

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

Questions?Jeff Rose 

– Loss Control ConsultantBrian Nelson

– Loss Control Administrator

5120 State Office Building

Salt Lake City, UT  84004

(801) 538‐9560

www.risk.utah.gov