State of Utah Division of Risk Management



  The Origins, Evolution, and 
  Impact of Utah's Online 
  Self‐Inspection S...
Multi‐Year Process
• Paper Format
  – Multiple years became a standard
  – No review of forms
• Online 1st Version
  – Lac...
Multi‐Year Process (cont.)
• Online 2nd Version
  – No flexibility for coordinators
  – Content control lacking
• Online 3...
Administrators
• Create the survey for each group and 
  organization
• Create questions 
• Establish dates of availabilit...
Administrators (cont.)
• Limited access to maintain program integrity
  – One main administrator 
     • Works with Techno...
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 
  rep...
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
  – ...
Coordinator Aids
• Program fluidity
• Left‐side numbering for task 
  progression
• FAQ link 
• Options box graphic
• Emai...
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 admini...
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...
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
  – En...
Future (cont.)
• Program development by‐products
  – Greater knowledge of IT capabilities
  – Commitment to create enterpr...
Questions?
Jeff Rose 
  – Loss Control Consultant
Brian Nelson
  – Loss Control Administrator
5120 State Office Building
S...
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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.

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Utah Internal Survey for Managing Risk

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