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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