Admin User Help. assessor.com.au. Setting up your Plant Assessor membership Free features. Sharing Machines. Plant Risk Assessment Administration

Transcription

1 Admin User Help Setting up your Plant Assessor membership Free features Logging in to Plant Assessor 2 Find or Add a machine 3 Adding New Users 4-5 Admin Permissions 6 Checking Pre-Start Status 7 Adding documents to the library 8-10 Adding Membership Documents Updating an expired document Sharing Machines Pre-op Sharing Screen 17 Sharing a machine using sites 18 Checking compliance against site requirements 19 Plant Risk Assessment Administration Managing outstanding actions 20 Adding a Site 21 Site Management 22 Assigning Sites 23 Sites & Library documents Adding and using multiple owners within your membership 26 Scheduling future assessments 27

2 Logging in to Plant Assessor How to Access Website and Login All users should familiarise themselves with the Plant Assessor website which contains lots of helpful information. We specifically recommend you visit the Plant Safety Obligations section. Login to Plant Assessor Plant Assessor is accessed via our website How to Login - Go to Login using main login button OR Login using 'fly out menu' Pop-Up Blockers In the unlikely event that you experience trouble viewing/printing reports you may need to adjust pop-up blocker settings in your browser. If you need help please contact Plant Assessor on SETTING UP YOUR PA MEMBERSHIP - FREE FEATURES

3 Find or Add a machine Adding a new machine is simple. Options include: Setup machine only (no assessment): SAVE Setup machine and conduct assessment: As above, plus enter assessment details and click CREATE ASSESSMENT Setup machine and schedule next assessment*: As above, rather than clicking create assessment click SAVE *Only available if membership has assessment scheduling switched on. Not relevant for machinery dealers. DEMO CO PTY LTD. NOTE: Use the keyword search to check whether the machine you want to assess is already in Plant Assessor. Site SETTING UP YOUR PA MEMBERSHIP - FREE FEATURES

4 Adding New Users assessor.com.au To add a new user administration access rights are required. Click PEOPLE (top menu) Click ADD NEW USER in the left hand menu DEMO CO PTY LTD. NOTE: None of the user options at the bottom of the user details screen need to be ticked to allow a user to complete pre-start checks. 4. Click SAVE 5. Click CLOSE Default user rights include: pre-start checks, view machine details, library, assessments and actions NOTE: A welcome had now been sent to the address entered with a link to complete access to Plant Assessor. If you want to add more users repeat these steps. SETTING UP YOUR PA MEMBERSHIP - FREE FEATURES 4.

5 Adding New Users The NEW USER must complete the following steps to access Plant Assessor: Check their account on any device Open the Plant Assessor welcome Click on the SET PASSWORD link in the Proceed with password instructions below: Enter NEW PASSWORD NEW PASSWORD Click SET NEW PASSWORD You are now logged in to Plant Assessor! SETTING UP YOUR PA MEMBERSHIP - FREE FEATURES 5.

6 Admin Permissions Plant Assessor has been enhanced to give you more flexibility in managing permissions. Permissions are divided into three types - Admin permissions, Assessments permissions and Notification permissions. Admin Permissions: Admin permissions include the rights to: - Manage users and owners - Manage assessment planning/scheduling - Manage locations Assessment Permissions: Default access to Plant Assessor does not include any assessment permissions - these need to be assigned. Notification Permissions: Schedule User, Member and Owner notifications NOTE: Users will not be able to perform the function if it is not selected in their User Options. 6.

7 Checking Pre-start Status assessor.com.au Checking the status of Pre-op checks is easy. Just login and check the pre-op button status. Pre-op not completed Pre-op complete - machine right to operate Pre-op complete - non-critical issue require attention 4. Pre-op complete - critical issues require attention DEMO CO PTY LTD

8 s (applies to one machine only) Photos, Registration papers and Service/Maintenance records are added via the library tab on the Machine Edit Screen. LIBRARY button This take you to the LIBRARY tab of the machine edit screen Click ADD DOCUMENT NOTE: Hover over the Document Title to view notes relating to that document SETTING UP YOUR PA MEMBERSHIP - FREE FEATURES 8.

9 Adding machine specific documents (applies to one machine only) 4. Choose the document type from the drop down list 5. Select if this document is public (NOTE: ticking this box will allow PA members that you share your machine with to see this document) 6. Add notes and an expiry date if required (NOTE: only some documents require an expiry date eg. Insurance Documents.) 7. Click ADD NEW FILE, select your file, click OPEN/CHOOSE TIP: as you complete each step, the next step becomes accessible SETTING UP YOUR PA MEMBERSHIP - FREE FEATURES 9.

10 Adding machine specific documents (applies to one machine only) NOTE: Once the document is uploaded, it will appear in the file list (sorted by upload date newest > oldest) 8. Files can be deleted by clicking the bin icon before clicking SAVE (NOTE: files cannot be deleted after clicking SAVE.) 9. Once completed, click SAVE 10. Additional files can be added by clicking ADD NEW FILE - follow the same steps SETTING UP YOUR PA MEMBERSHIP - FREE FEATURES 10.

11 Adding Membership Documents (Apply to: Member/Company, Sites, machine type, User/Operator) Member, Site, Machine Type & User related documents are added and can be viewed/downloaded via the Library Homepage. Many types of documents can be added to your Plant Assessor Membership eg. Site contact lists, competency records for plant operators, workers compensation documents etc Click LIBRARY (top menu) Click ADD DOCUMENT SITES DEMO CO PTY LTD. TIP: use the keyword search to locate a document quickly SETTING UP YOUR PA MEMBERSHIP - FREE FEATURES 1

12 Adding Membership Documents Select the document type from the drop down list 4. Select if this document is public (NOTE: tick this option if the document needs to be visible to third parties.) 5. Add notes and an expiry date if required (NOTE: only some documents require an expiry date eg. Insurance documents.) 6. Click ADD NEW FILE, select your file, click OPEN/CHOOSE 7. Click SAVE SETTING UP YOUR PA MEMBERSHIP - FREE FEATURES 1

13 Updating an expired document - Via the Machine Edit Screen Documents that have an expiry date can be updated via the Machine edit screen OR Library Homepage Machine edit screen Click MACHINES (top menu) Find your machine and click on the grey LIBRARY button This take you to the LIBRARY tab of the machine edit screen 4. Find the document you wish to update, click EDIT SITES DEMO CO PTY LTD. 4. SITE: PROJECT - ALPHA SETTING UP YOUR PA MEMBERSHIP - FREE FEATURES 1

14 Updating an expired document - Via the Machine Edit Screen 5. Click UPDATE FILE, select your file, click OPEN/CHOOSE (NOTE: files can be deleted by clicking the bin icon before clicking SAVE.) 6. Click SAVE once completed 5. NOTE: Expired docs are kept on file. Click Show expired Files 6. SETTING UP YOUR PA MEMBERSHIP - FREE FEATURES 14.

15 Updating an expired document - Via the Library Homepage Library Homepage Click LIBRARY (top meu) Find the document you wish to update, click EDIT DEMO CO PTY LTD. SETTING UP YOUR PA MEMBERSHIP - FREE FEATURES 15.

16 Updating an expired document - Via the Library Homepage Click UPDATE FILE, select your file, click OPEN/CHOOSE (NOTE: files can be deleted by clicking the bin icon before clicking SAVE.) 4. Click SAVE once completed 4. NOTE: Show Previous Versions to view previous uploads/expired documents SETTING UP YOUR PA MEMBERSHIP - FREE FEATURES 16.

17 Pre-op sharing screen Assignment of a site to a machine can be completed in the pre-op sharing screen. Simply conduct a pre-op check as you normally would. On the sharing page follow the steps below. Sitess can be cleared at anytime by clicking CLEAR then SAVE. Click in the SITE field then start typing. Once you see the required location click on it Click SAVE Click CLOSE NOTE: You can type anything associated with the site to help find the one you are after in the list - eg. company name, site name SHARING MACHINES 17.

18 Sharing machines using Sites Sites are projects, depots and other places where machines are located. You can assign a machine to its actual site. Once assigned users can manage machines by site including filtering, exporting and bulk scheduling. Making a machine public on a particular site allows that machine and its details to be shared. You are able to view the pre-op and assessment status and history for these machines. You can even conduct a pre-op or an assessment on the machines that you don t own that are assigned to your sites. Contracted/hired in machines in your membership are marked with a downward arrow An upward arrow indicated that your machine is assigned to another Plant Assessor member s site To make a site public (which enables your machines to be shared) - Click SITES (top menu) Find your site and click EDIT Select Yes 4. Click SAVE ADD NEW SITE Sites Site Site Name Site Name * Documents required for machines on this site View the machines at this site on a specific date 4. SHARING MACHINES 18.

19 Checking compliance against site requirements There are a number of symbols to indicate if documents are assigned and current. The grey library button appears on every machine. Clicking on the button will take you directly to the library page of the machine screen. The colour of the icon inside the library button indicates the status - site assigned, some required docs not available site assigned, all docs available, 1 or more expired site assigned and all required docs available no site assigned, click to view/manage docs Hover over the library button to view a snap shot of your machine and company docs. TIP: Click the a document icon to add TIP: Click the icon to download Site Documents (My Site): Use the legend to understand the status of the document Export to Library docs reference list to Excel SHARING MACHINES 19.

20 Managing Outstanding Actions The outstanding action screen remains, and is the place to go when you want to manage and report on outstanding actions for multiple machines. In addition to this the home screen provides a quick and direct way to update actions on individual machines. Keyword Search Find Machine Click on the Actions button (then if applicable, click Order Safety Labels) SITES DEMO CO PTY LTD. PLANT RISK ASSESSMENT ADMIN 20.

21 Adding a Site Click SITE (top menu) Click ADD NEW SITE NOTE: These sites are not linked to the free text site field in the edit machine screen. These sites can be activated and deactivated at anytime. Complete site profile details 4. Tick ACTIVE and/or PUBLIC box (NOTE: ticking the PUBLIC box enable all Plant Assessor users to see this site and assign their machines to it.) 5. Click SAVE 6. Click CLOSE ADD NEW SITE Sites SITES DEMO CO PTY LTD. Site Site Name 4. View the machines at this site on a specific date PLANT RISK ASSESSMENT ADMIN 2

22 Site Management The history of machines assigned to each SITE is recorded in Plant Assessor. Every machine assigned to a site for any chosen day can be viewed. Once displayed you can export this machine list to excel. Machine details including make, model, owner and ID as well as date and time added or removed, along with who added or removed the machine is included in the export. To view/export the machine history for a site follow these steps: Click SITES (top menu) Click EDIT for the required SITE Enter date, click GET MACHINE LIST 4. Click EXPORT MACHINES to export machine lists displayed to excel SITES DEMO CO PTY LTD. ADD NEW SITE Sites Site Site Name Site Name * Documents required for machines on this site View the machines at this site on a specific date 4. TIP: You can click VIEW to look at the assessment, pre-op and site history for any machine. PLANT RISK ASSESSMENT ADMIN 2

23 Assigning Sites Assignment of a site to a machine can be completed in the edit machine screen. Sites can be cleared at anytime by clicking CLEAR then SAVE. Find the machine you wish to assign to a site, click EDIT Click in the SITE field and start typing Once you see the required site and click edit 4. Click SAVE 5. Click CLOSE Site site PLANT RISK ASSESSMENT ADMIN 2

24 Sites & Library documents contractors at your sites. documents such as Safe Operating Procedures. Selecting the documents required for a Site Click SITES (top menu) Click EDIT SITES DEMO CO PTY LTD. ADD NEW SITE Sites PLANT RISK ASSESSMENT ADMIN 24.

25 Click the tick for each document type that you require for the site (once the tick is selected it will appear green - this document type is now mandatory for this site. Repeat for all required documents) 4. When completed click SAVE assessor.com.au 4. NOTE: Documents are sorted under 4 entities - Member, Type, Machine and User. Use the + - buttons to expand the lists under each entity heading. PLANT RISK ASSESSMENT ADMIN 25.

26 Adding & using multiple owners within your membership Simple addition and management of Plant Assessor machine owners. Only available to users with administration permissions. Click MANAGE OWNERS (drop down menu under company name) Click ADD NEW OWNER Click EDIT to update information 4. Use the EXPORT OWNERS function to download an excel file list SITES DEMO CO PTY LTD. 4. Optional: You can also add a photo NOTE: If you upload an owner logo it will appear on your Plant Assessor reports PLANT RISK ASSESSMENT ADMIN 26.

27 Scheduling future assessments When creating and managing a schedule for a large number of machines, you wish to bulk schedule assessments. This function sees you able to update the assessment schedule details for a group of machines. SELECT ALL MACHINES, click SCHEDULE ASSESSMENTS enter assessment date, assessor, assessment purpose and state. Note: managing your assessment schedule/plan Plant Assessor's activity dashboards (in the ADMIN tab) are a great tool to help you understand the status of your assessment schedule. They contain great snapshot information to help you identify if your plan is appropriate, and if it is being met. Please refer to separate help sections on dashboards for more information. Keyword Search Select All Machines Schedule Assessments 4. Enter details in pop-up window 4. NOTE: When bulk scheduling, you can assign some or all of the following aspects of future assessment(s): Next assessment date, assessor, purpose and state. PLANT RISK ASSESSMENT ADMIN 27.

28 Plant Risk Assessment User Help Conducting Assessments Logging in to Plant Assessor 2 Saving Plant Assessor as a shortcut on your home screen 3 Find or Add a machine 4 Creating an assessment 5 Completing an assessment 6-9 Home screen options 10 Creating Safe Operating Procedures Creating an SOP 11 Plant Risk Assessment User Help

29 Logging in to Plant Assessor How to Access Website and Login All users should familiarise themselves with the Plant Assessor website which contains lots of helpful information. We specifically recommend you visit the Plant Safety Obligations section. Login to Plant Assessor Plant Assessor is accessed via our website How to Login - Go to Login using main login button OR Login using 'fly out menu' Pop-Up Blockers In the unlikely event that you experience trouble viewing/printing reports you may need to adjust pop-up blocker settings in your browser. If you need help please contact Plant Assessor on CONDUCTING ASSESSMENTS Plant Risk Assessment User Help

30 Saving Plant Assessor as a shortcut on your home screen This is not mandatory, however it will make launching and using Plant Assessor a much easier experience. On your mobile device open your internet browser, go to and log into Plant Assessor. APPLE Click on the arrow icon Click ADD TO HOME SCREEN SET NAME for icon on home screen ANDROID Click on the MENU at the right side of url Click ADD TO HOME SCREEN SET NAME for icon on home screen CONDUCTING ASSESSMENTS Plant Risk Assessment User Help

31 Find or add a machine Adding a new machine is simple. Options include: Setup machine only (no assessment): SAVE Setup machine and conduct assessment: As above, plus enter assessment details and click CREATE ASSESSMENT Setup machine and schedule next assessment*: As above, rather than clicking create assessment, click SAVE *Only available if membership has assessment scheduling switched on. Not relevant for machinery dealers. NOTE: Use the keyword search to check whether the machine you want to assess is already in Plant Assessor. CONDUCTING ASSESSMENTS Plant Risk Assessment User Help 4.

32 Creating an assessment This is for when you have already set up a machine in Plant Assessor, and now want to conduct an assessment. Keyword Search Edit Enter details in pop-up window 4. Click Create Assessment Site 4. NOTE: This is how machinery user clients complete a scheduled assessment as part of their risk assessment plan. CONDUCTING ASSESSMENTS Plant Risk Assessment User Help 5.

33 Completing an assessment MACHINE DETAILS TAB: Your unit details will be pre-populated in the Machine Details and Assessment Purpose tabs of the Assessment screen. If applicable, adjust or add further details and click SAVE ASSESSMENT PURPOSE TAB: Choose assessment purpose, state, enter assessor and other details as required. Click NEXT to proceed....or if required, print a paper copy of the survey Loader, Wheel Volvo L150F CONDUCTING ASSESSMENTS Plant Risk Assessment User Help 6.

34 Completing an assessment NOTE: HOME screen and clicking ENTER ANSWERS C 4. MACHINE SPECIFICATIONS TAB: Enter or modify your machine specs if require and click NEXT 5. MACHINE EXTRAS TAB: NEXT CONDUCTING ASSESSMENTS Plant Risk Assessment User Help 7.

35 Completing an assessment 6. ASSESSMENT QUESTIONS TAB: You must answer all questions. You can add comments on individual questions. Once you have completed ALL questions click NEXT. You can only proceed if you have completed ALL questions. TIPS: - You can choose to click SAVE button on bottom right hand of screen and complete later. - When you have completed a section you can choose to minimise the blue bar by using the - symbols ASSESSMENT NOTES TAB: Enter any additional notes regarding the machine and add images or documentation that are relevant to the survey if applicable and click NEXT 7. TIPS: To add images or documents choose a category, enter a caption and select a file from your computer CONDUCTING ASSESSMENTS Plant Risk Assessment User Help 8.

36 Completing an assessment 8. O/S ACTIONS AND REPORTS TAB: Editable outstanding actions will be displayed for the machine. You can choose to view and/or print PDF of the reports shown below. By clicking CLOSE you will be taken to the home screen. 8. TIPS: You can do almost anything related to this machine in this screen. Manage outstanding actions, print reports and order safety labels. CONDUCTING ASSESSMENTS Plant Risk Assessment User Help 9.

37 Home Screen Options Add new machine: Replaces the create new unit, when you want to set up a machine and do a risk assessment Keyword search: Choose what you want in your list 4. Filtering tools: Filter by assessors, owners or use advanced search for any combination of make, 5. Set future assessment schedule: Set next assessment date, assessor, assessment purpose & state for one or more machines 6. Export machine data: To excel for further analysis 7. Custom reports: Produce pre-operational checks & safe operating procedures 8. Intuitive machine & assessment status: At a glance, you know what the machine s status is, and will be prompted to progress that machine in line with your plan 9. Enter answers: A one click option to complete an assessment 10. Print assessments: Print direct from the home screen with one click 1 Edit & manage machine: Click here to manage this machine - including updating next assessment date, 1 Create SOPs: Select machine and click on Safe Operating Procedures button (left of screen) SITES DEMO CO PTY LTD The edit button displays the machine type (ABC) & level (colour) = Workshop = Simple self A B C /hand held propelled & trailing = Complex machinery Machine Level F(Free) Machine Level 2 Machine Level 3 CONDUCTING ASSESSMENTS Plant Risk Assessment User Help 10.

38 Creating an SOP Select the machine you wish to create an SOP for Click SAFE OPERTING PROCEDURE The Safe Operating Procedures document will open in another window - print or save pdf TIPS: Use the keyword search to quickly locate your machine CREATING SAFE OPERATING PROCEDURES Plant Risk Assessment User Help 1

39 Pre-start User Help Logging in to Plant Assessor 2 Saving Plant Assessor as a shortcut on your home screen 3 Setting Up Favourites 4 Creating/Completing Pre-Start Checks 5 Viewing Library Documents 6 Pre-Start User Help

40 Logging in to Plant Assessor How to Access Website and Login All users should familiarise themselves with the Plant Assessor website which contains lots of helpful information. We specifically recommend you visit the Plant Safety Obligations section. Login to Plant Assessor Plant Assessor is accessed via our website How to Login - Go to Click on the Plant Assessor Login button Pre-Start User Help

41 Saving Plant Assessor as a shortcut on your home screen This is not mandatory, however it will make launching and using Plant Assessor a much easier experience. On your mobile device open your internet browser, go to and log into Plant Assessor. APPLE Click on the arrow icon Click ADD TO HOME SCREEN SET NAME for icon on home screen ANDROID Click on the MENU at the right side of url Click ADD TO HOME SCREEN SET NAME for icon on home screen Pre-Start User Help

42 Setting Up Favourites assessor.com.au Favourites are machines that an individual user interacts with regularly e.g. to complete a daily pre-start When you log in on a mobile device such as a smart phone or tablet the favourites page loads by default. Use KEYWORD SEARCH Once machine is found click EDIT Click STAR to add to favourites 4. Click SAVE 5. Click CLOSE Site Pre-Start User Help 4.

43 Creating/Completing Pre-Start Checks assessor.com.au This process is very intuitive. Completed checks can be shared via with anyone as long as they have an address. Everyone that a pre-op is shared with receive an containing the machine details, the pre-start status and a PDF of the completed pre-start attached. Sites Open Plant Assessor on mobile device Find the MACHINE you wish to check Click on PRE-OP button 4. Adjust ODOMETER or HOUR METER 5. Enter answers for each item 6. Add photos by clicking ADD PHOTO (not mandatory) 7. Click SAVE Pre-Start User Help 5.

44 Viewing Library Documents Find your machine, click EDIT Click on the LIBRARY tab at the top of the screen - expand the library headings to view/edit documents To view Pre-Start history, click on the HISTORY tab SITE: PROJECT - ALPHA SITE HISTORY SITE MOVED TO SITE REMOVED FROM SITE Pre-Start User Help 6.