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Utah Internal Survey for Managing Risk
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Utah Internal Survey for Managing Risk

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Utah uses an online self inspection service for state agencies and local government to assess their risks and work towards reducing them.

Utah uses an online self inspection service for state agencies and local government to assess their risks and work towards reducing them.

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Transcript

  • 1. State of Utah Division of Risk Management The Origins, Evolution, and  Impact of Utah's Online  Self‐Inspection Survey
  • 2. Multi‐Year Process • Paper Format – Multiple years became a standard – No review of forms • Online 1st Version – Lack of security  – Lack of accountability
  • 3. Multi‐Year Process (cont.) • Online 2nd Version – No flexibility for coordinators – Content control lacking • Online 3rd Version – Improved flexibility for risk – Limited data mining
  • 4. Administrators • Create the survey for each group and  organization • Create questions  • Establish dates of availability  • Draft opening and closing letters
  • 5. Administrators (cont.) • Limited access to maintain program integrity – One main administrator  • Works with Technology Services – Two alternates • Working knowledge on all levels
  • 6. Year Selection • Select  year for  revisions  and data  mining
  • 7. Function Index/Guide • Function  links • Users’ Guide
  • 8. Grouping • Types  each  covered  entity
  • 9. New Group
  • 10. Group Inspectable Areas • Establish  what  inspectab le areas  will be  available  for each  group
  • 11. Organizations • Based  on year  and/or  unique  organiz ‐ation
  • 12. Organizations (cont.) • Add an  organization
  • 13. Facilities
  • 14. Add a Facility
  • 15. Manage Coordinators • Manage all  coordinators • Sort  coordinators  by name
  • 16. Add Coordinators • Add a  coordiantor • Multiple  coordinators  for one  organization
  • 17. Inspectable Areas • Create  unique  question  sets  based on  facility  use
  • 18. Add Inspectable Areas
  • 19. Managing Questions • Keyword  search  function
  • 20. Managing Questions (cont.) • Add  questions • Unique  numbering  required 
  • 21. Managing Questions (cont.) • Multi‐ year  revision  capability
  • 22. Managing Questions (cont.) • View  questions • Keyword  search • Edit  function
  • 23. Editing Questions • Edit  questions  and  explana‐ tions • Paper  versus  online  formats
  • 24. Sort Questions
  • 25. Cover Letter Function • Create  notices  of dead‐ lines and  expecta‐ tions 
  • 26. Coordinator Closure Letter • Draft  instruc‐ tions and  thank‐ yous
  • 27. Database/Reports • Download  databases • View overall  summary • Report of  completion • Corrective  action  report
  • 28. Coordinator Proxy‐ability • Loss  control  access • Tool for  instruc‐ tion and  help
  • 29. Questions?
  • 30. Coordinator Considerations • Required training on implementation • Yearly training available – For new coordinators – Refresher course • Need more accountability – Subordinates doing the work
  • 31. Coordinator Aids • Program fluidity • Left‐side numbering for task  progression • FAQ link  • Options box graphic • Email‐ability to program  administrator
  • 32. Registration Message • Request • Grant
  • 33. Coordinator Letter
  • 34. Manage Surveyors • Add • Edit • Delete
  • 35. Select a Facility
  • 36. Select a Surveyor
  • 37. Select an Inspectable Area
  • 38. Surveyor Repeat Select
  • 39. Verification: Mandatory Areas • Verifies  manda‐ tory  areas  and  buildings  are  assigned
  • 40. Email Notifications • Notifies  surveyors  of  assigned  facilities
  • 41. Status Review ‐ Surveyors
  • 42. Status Review ‐ Facilities
  • 43. Coordinator Reports • Summary  report • Corrective  action  report • Can edit  corrective  actions 
  • 44. Corrective Action Report
  • 45. Coordinator Summary Report
  • 46. Questions?
  • 47. Surveyor Role • Perform the surveys  • Can be assigned one, more, or all  inspectable area(s) of facility.
  • 48. Surveyor Aids • FAQ link • Simple linear progression • “Where Am I?” graphic button
  • 49. Surveyor Responsibilities • Review/submit completed survey • Final submission locks the survey – Coordinators and administrators can  unlock the survey
  • 50. Surveyor Message/Letter
  • 51. Facility Selection Step • More than  one facility  can be  assigned  to one  surveyor
  • 52. Online Survey
  • 53. ‘No’ Selection
  • 54. Corrective Action Screen • Requires an  explanation,  action, due  date, and  delegation. • Verifies  submission  to Risk
  • 55. Surveyor Review
  • 56. Surveyor Review 2 • Coordinator  information  included
  • 57. Submit and Review
  • 58. Final Submit/Lock • Available as  final check  only after all  questions  have been  completed
  • 59. Submittal Verification
  • 60. Questions?
  • 61. 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 
  • 62. 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
  • 63. Questions? Jeff Rose  – Loss Control Consultant Brian Nelson – Loss Control Administrator 5120 State Office Building Salt Lake City, UT  84004 (801) 538‐9560 www.risk.utah.gov

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