CARE USER MANUAL REVISION MAY 2017
1. LOGIN INSTRUCTIONS 3 2. PASSWORD RECOVERY 3 3. PAGE LAYOUT / NAVIGATION 4 4. ACCESS 4 5. INITIAL USER MENU SCREEN 4 6. ESTABLISHING OR DELETING A PROJECT 5 6.1 TO ADD PROJECT 5 6.2 TO DELETE PROJECT 6 7. PROJECTS USER CONTROLS 6 7.1 MODIFYING PROJECT INFORMATION 6 7.2 ESTABLISHING / MODIFYING USER ACCESS TO PROJECT(S) 6 7.3 PROJECT SETUP 7 7.4 ADDING USER TO INDIVIDUAL PROJECT 7 7.5 ADDING & DELETING MANAGERS TO INDIVIDUAL PROJECT 7 7.6 ADDING / EDITING / DELETING SUBCONTRACTORS 8 7.7 ADDING / EDITING / DELETING LOCATIONS 8 7.8 SEARCH & FILTER FUNCTIONS 9 8. ADDING USER TO CARE SYSTEM 10 9. ADDING USER TO A USER GROUP 10 10. MODIFYING / REMOVING USER WITHIN A USER GROUP 12 11. RESOURCE CENTER 12 11.1 RESOURCE CENTER FILE STRUCTURE 12 11.2 RESOURCE CENTER SEARCH FUNCTIONS 13 11.3 ACCESSING & UTILIZING RESOURCE CENTER DOCUMENTS 14 12. REPORTS 14 12.1 INCIDENT RATE REPORTS 15 12.2 REPORT GENERATOR 15 12.3 RECALLING SAVED REPORTS 16 13. USER PROFILE 17 13.1 EDITING & UPDATING USER PROFILE 17 14. DAILY REPORTS / DAILY JOURNALS 18 1
14.1 DAILY JOURNAL 18 14.2 DAILY REPORT 20 15. LOSS RATES ENTRY 22 15.2 EDITING OR DELETING LOSS RATES RECORDS 23 16. EMPLOYEE ORIENTATION 24 2
1. LOGIN INSTRUCTIONS Access CARE Platform by typing following address into web browser: www.care.bharbert.com 1. User will be directed to the CARE Platform and must provide User ID and Password to gain access. 2. PASSWORD RECOVERY If user loses username or password, user can request password reset from the system by clicking the Lost Password function available on the login screen. 3
3. PAGE LAYOUT / NAVIGATION COLLAPSE USER DASHBOARD LAST LOGIN INFO. PRINT PAGE USER PROFILE COTNROLS LOGOUT USER DASHBOARD USER LINKS CONTROL SECTION 4. ACCESS Users can access different user levels by selecting the Access Button located in the blue menu located on the left side of the screen. Denotes the number of portals to which user has access. 5 Total Portals 5. INITIAL USER MENU SCREEN Each user shall automatically be directed to project(s) which user has been assigned access. 4
User Controls are located in the following section: User Dashboard Section (Left Hand Side of Screen) Users can accomplish the following in the User Dashboard Section: 1. Access Project Listing As Assigned to User 2. Access Resource Center Documents 3. Access Report Generator 4. Access User Profile 5. Open New Daily Journal Entry 6. Open New Daily Report Links Section (Right Hand Side of Screen) Users can accomplish the following in the Links Section: 1. Edit Existing Daily Journals 2. Edit Existing Daily Reports 3. View & Print Executive Summary Report 4. Input Safety & Health Observations 5. Access and Input Training Records 6. ESTABLISHING OR DELETING A PROJECT Only System Administrators have the ability to add or remove projects from the CARE System. 6.1 TO ADD PROJECT 1. Click on Projects Control Located in User Dashboard Section 2. Click on Add New Project Button Located in Upper Right Hand Corner of Screen 3. Insert the Following Information a. Job Number b. Project Name c. Address d. City e. State f. Country g. Zip Code 5
6.2 TO DELETE PROJECT 1. Click Delete Located in User Links Control Section 7. PROJECTS USER CONTROLS Users possessing Team Leader Access have the ability to customize project information, to access information Users will proceed to the Projects Section and click Setup beside respective project located in the User Links Control Section. There are several controls available within the Project Setup Section, all controls and descriptions are listed below: Project Information User Access Tab Managers Tab Subcontractor Tab Locations Tab Users can modify all project information such as: Job Number Project Name Address City State Country Zip Whether Project is Active Allows Team Leader & System Admin. to add Users to Project Allows Team Leader & System Admin. to add Managers to Project Allows Team Leader & System Admin. to Add Subcontractors to Project Allows Team Leader & System Admin. to Add Locations to Project 7.1 MODIFYING PROJECT INFORMATION 1. Select Setup Button from Projects Screen 2. Modify Data 3. Select Save 7.2 ESTABLISHING / MODIFYING USER ACCESS TO PROJECT(S) 1. Select Setup Button from Projects Screen 2. Select User Access from tabs located in upper right portion of screen. ADDING A USER 1. Click Add User Button located in upper right hand portion of screen. 2. Select Users name from dropdown menu. NOTE: User must have account created within CARE Sytem for Users name to appear in dropdown box. If user name is not available proceed to Account Establishment Section, 6
REMOVING A USER 1. Click Remove Button. 7.3 PROJECT SETUP Click on Projects located in left hand menu. Click Setup located to the right of respective project name. SCREEN LAYOUT Tab to add registered users to individual project. Tab to add BLHI Managers to project. Tab to add contractors to each project. Tab to add custom locations for observation details 7.4 ADDING USER TO INDIVIDUAL PROJECT 1. Click on Projects 2. Click on Setup located to right of respective project name. 3. Click on User Access 4. Click Add New User located in upper right hand portion of screen. 5. Select User Name from drop down menu 6. Click Save NOTE: User must be an established User in the CARE System (Reference Section 8 Adding User to CARE System) REMOVING USER FROM PROJECT 1. Click on Projects 2. Click on Setup located to right of respective project name. 3. Click on User Access 4. Click Remove Button located to the right of User Name. 7.5 ADDING & DELETING MANAGERS TO INDIVIDUAL PROJECT 1. Click on Projects 2. Click on Setup located to right of respective project name. 3. Click on Managers located in upper right hand portion of screen. 4. Click Add New located in upper right hand portion of screen. 5. Select Position from dropdown menu. 6. Select User Name form dropdown menu. 7
Note: User must be added to project before name will populate in User Name dropdown menu. (Reference Section 7.4 of This Guide Adding User to Individual Project) When added to Managers Section, managers shall receive deficiency and life threat notifications. TO DELETE A MANAGER 1. Click on Projects 2. Click on Setup located to right of respective project name. 3. Click on Managers located in upper right hand portion of screen. 4. Click Remove Button located to the right of User Name. 7.6 ADDING / EDITING / DELETING SUBCONTRACTORS 1. Click on Projects 2. Click on Setup located to right of respective project name. 3. Click on Subcontractors located in upper right hand portion of screen. 4. Click on Add New Subcontractor 5. Select Subcontractor from dropdown menu. 6. If Subcontractor is not available in dropdown menu, subcontractor can be added using text box below dropdown menu with the following specified to the left: not listed? 7. Provide respective address. 8. Click Save 9. To add a Subcontractor Supervisor(s), which allows you to select respective supervisors when logging observations, click Save & Add Supervisor(s): 10. Select Subcontractor 11. Type Supervisor Name in User Name Location 12. Click Save TO EDIT OR DELETE A SUBCONTRACTOR 1. Click on Projects 2. Click on Setup located to right of respective project name. 3. Click on Subcontractors located in upper right hand portion of screen. 4. Click Edit / Delete Button located to the right of User Name. 7.7 ADDING / EDITING / DELETING LOCATIONS 1. Click on Projects 2. Click on Setup located to right of respective project name. 3. Click on Locations located in upper right hand portion of screen. 4. Input Location Name in Blank Field 8
5. Click Save 6. Repeat Process to input multiple locations. TO EDIT OR DELETE A LOCATION 1. Click on Projects 2. Click on Setup located to right of respective project name. 3. Click on Locations located in upper right hand portion of screen. 4. Click Edit / Delete Button located to the right of Location Name. 7.8 SEARCH & FILTER FUNCTIONS Users can utilize Search Functions located within the Projects Section of the Portal. Each User has the ability to search for the following items: Loss Case Entry(s) Loss Rates Entry(s) Orientation Entry(s) Project(s) Training Entry(s) Users can utilize Filter Functions located within the Projects Section of the Portal to filter by respective company division. 9
8. ADDING USER TO CARE SYSTEM This function is available to any user level with Administrative Rights, however; cannot exceed users highest level of access, for example: If a user possesses Administrative Rights at the Team Member Access level, he / she is able to add additional users to the system at the Team Member level, however; would not be able to add users as a Team Leader. 1. Click on User Level located in User Dashboard Section. 2. Click on Users 3. Click on Create New User 4. Complete Required Information a. User ID b. Email Address c. Password d. Confirm Password e. Last Name f. First Name 5. Click Create New Account NOTE: This function only adds new users to the system, the user has not been assigned to a user group. 9. ADDING USER TO A USER GROUP There are currently 5 different user groups established within the CARE System: CARE System Administrator CARE Team Leader CARE Team Member HCS GHS Admin HCS GHS User If a user requests enrollment into all 5 levels the user would need to be added at each level. For example: If a user wishes to be a System Administrator, the user would need to be enrolled as a Team Member first: 1. Click on Access located in User Dashboard. 10
2. Click on CARE Team Member 3. Click on Users, located below CARE Team Member (If Users is Collapsed, Click on CARE Team Member to Expand) 4. Click on Add Existing User 5. Enter User ID, typically first name initial and last name. 6. Select whether user will have Admin Privilege Access. 7. Select whether user will receive custom email regarding enrollment. 8. Click Add User to Folder. 1. Click on Access located in User Dashboard. 2. Click on CARE Team Leader 3. Click on Users, located below CARE Team Leader (If Users is Collapsed, Click on CARE Team Leader to Expand) 4. Click on Add Existing User 5. Enter User ID, typically first name initial and last name. 6. Select whether user will have Admin Privilege Access. 7. Select whether user will receive custom email regarding enrollment. 8. Click Add User to Folder. 1. Click on Access located in User Dashboard. 2. Click on CARE System Admin 3. Click on Users, located below CARE System Admin (If Users is Collapsed, Click on CARE System Admin to Expand) 4. Click on Add Existing User 5. Enter User ID, typically first name initial and last name. 6. Select whether user will have Admin Privilege Access. 7. Select whether user will receive custom email regarding enrollment. 8. Click Add User to Folder. 1. Click on Access located in User Dashboard. 2. Click on HCS GHS User 3. Click on Users, located below HCS GHS User (If Users is Collapsed, Click on HCS GHS User to Expand) 4. Click on Add Existing User 5. Enter User ID, typically first name initial and last name. 6. Select whether user will have Admin Privilege Access. 7. Select whether user will receive custom email regarding enrollment. 8. Click Add User to Folder. 1. Click on Access located in User Dashboard. 2. Click on HCS GHS Admin 3. Click on Users, located below HCS GHS Admin (If Users is Collapsed, Click on HCS GHS Admin to Expand) 4. Click on Add Existing User 11
5. Enter User ID, typically first name initial and last name. 6. Select whether user will have Admin Privilege Access. 7. Select whether user will receive custom email regarding enrollment. 8. Click Add User to Folder. 10. MODIFYING / REMOVING USER WITHIN A USER GROUP This process would be duplicated for each user group for this manual we will utilize Team Member user group. Click on Access located in User Dashboard. Click on CARE Team Member Click on Users, located below CARE Team Member (If Users is Collapsed, Click on CARE Team Member to Expand) Scroll down and locate user from group, names are alphabetized by first name. Utilize page numbers to scroll between name pages which are located at top and bottom of page: Select respective function Drop Admin Privilege Remove Click Close at the bottom of page 11. RESOURCE CENTER The Resource Center located in the User Dashboard was created to function as a repository for the following items: 1. BL Harbert International Corporate Safety & Health Manual 2. Accident Prevention Plan Templates a. Construction Accident Prevention Plan b. Accident Prevention Plan 3. Additional Plans 4. Additional References 5. Additional Resources 6. Additional Training Aids 7. Equipment Catalogs & Pricing 8. Manuals Publications 11.1 RESOURCE CENTER FILE STRUCTURE Most plans are structured in the following format and contain the following: 1. BASE PLAN / PROCEDURE (TITLE) 12
a. ATTACHMENTS FORMS b. REFERENCES c. RESOURCES (Any attachment or form associated with the respective policy shall be located in this folder.) (Any references such as ANSI, ASME, NFPA, etc., supporting respective policy shall be located in this folder.) (Any resources supporting respective policy shall be located in this folder.) (Any training aids supporting respective policy shall be d. TRAINING AIDS located in this folder.) 11.2 RESOURCE CENTER SEARCH FUNCTIONS There is a Search Function available within the Resource Center: When utilizing the Search Function the program utilizes keywords within document titles and within the actual documents, listed below is an example: When searching for the keyword fall the Search Function returns the following in the left hand column, which is the root directory, representing folders: 13
In the right hand column, which is the sub directory, representing single files the following results were returned when searching for keyword fall : 11.3 ACCESSING & UTILIZING RESOURCE CENTER DOCUMENTS Once files are located, the user simply clicks on the hyperlink to access the file, which can be utilized immediately or saved for later use. 12. REPORTS Users can utilize the following custom reporting functions within the CARE System: Incident Rate Summary Report Generator To access reporting functions proceed to Reports tab, located in User Dashboard: Select report from dropdown menu located in upper right hand portion of screen: 14
12.1 INCIDENT RATE REPORTS 1. Select Incident Rate Summary from dropdown menu as shown in steps above. 2. Select desired report parameters a. Division b. Project i. Contractor (Must Select a Project) c. Starting Month i. Year d. Ending Month i. Year 3. Select Format a. OSHA Form 300 b. Spreadsheet Friendly 4. Press Go a. Once Go is pressed when generating OSHA Form 300 the report will generate allowing you to print the report using the print button which appears next to the go button. b. Once Go is pressed when generating Spreadsheet Friendly the report will generate allowing you to print and / or export the report using the print button which appears next to the go button. 12.2 REPORT GENERATOR 1. Select Report Generator from dropdown menu contained in the Reports Section, Custom Reports: 2. Select desired report parameters a. Division or Project b. Project i. Contractor (Must Select a Project) c. Supervisor d. Section (Hazard) e. Date Range 3. Select To Include Charts 4. Press Go a. Once Go is pressed the report generates allowing users to review data prior to distribution. b. Once report is reviewed users can select between two cover sheets: 15
i. Audit Form 1. Requires user to answer pre defined criteria such as: a. Administrative Functions b. Hazard Review c. Response Items d. Safety Focus Items e. Comments ii. Memorandum 1. Simple Memorandum Format c. The User can then select from the following options next to the Go button: i. Print ii. Save iii. Email 12.3 RECALLING SAVED REPORTS If reports are saved the CARE System retains saved reports. To access save reports 1. Proceed to Reports. 2. Select Report Generator from Custom Reports Section 3. Select Previously Saved Reports from upper right hand portion of screen 4. At this juncture users can select respective reports allowing the user to conduct the following actions, utilizing control buttons beside report title: a. Edit Report b. View Report c. Delete Report 5. Users can also add ancillary reports to the CARE System using the Enter New Report Command located in upper right hand portion of screen: a. Once Enter New Report is selected the user must identify the report type, attach the file and push Save. 16
13. USER PROFILE Each user can update the following information within User Profile Section: 1. Full Name 2. User ID 3. Email Address 4. Signature File a. Signature file will automatically append to reports, journals and memorandums. 13.1 EDITING & UPDATING USER PROFILE To update information follow steps below: Click on downward arrow located next to User Name in upper, left, hand corner of portal and select Profile: Users can update and edit respective information: 17
14. DAILY REPORTS / DAILY JOURNALS New Daily Report and Daily Journal can be accessed utilizing User Dashboard. 14.1 DAILY JOURNAL To access from BLHI Intranet proceed to: www.blhitoolbox.com 1. Hover over Resources Tab located at top of page 2. Select Operations 3. Scroll to Reports 4. Select Blank Daily Journal 5. Users will be directed to CARE Portal and User must provide the following: a. User ID b. Password 6. Press Login 7. Proceed to Step 2 Below: To enter a Daily Journal complete the following steps: 1. Select New Daily Journal from User Dashboard 2. Select Project Name from dropdown menu. 3. Select Date 4. Select Day of Week 5. Push Save & Continue Button 18
6. List Work Performed Today 7. List General Notes Items 8. Specify Whether Delays Were Encountered a. List delays in specified box if delays were encountered. 9. Specify Whether Any Incidents Occurred Today a. Specify if accident is recordable, if yes; specify recordable injury total. b. Specify if you need to fill out an incident report, if the answer is no; specify, who on the project is responsible for report completion. 10. Push Save & Continue Button 11. Specify whether User would like to add safety observations, if yes; click yes and add observation information. 12. Press Save & Continue or Save & Add Another Observation if User has multiple observations. 13. Specify whether User would like to add additional photos, if yea; click Yes button. Add attachment and provide description in specified blanks. 14. Press Save & Finish or Save & Add Another Photo if User has multiple photos to attach. 15. Once User selects Save & Finish, Daily Journal will display for the User. The User then has the options to Print, Save and Enter Another Journal, Edit Existing Journal, utilizing controls at the top of report: Located at upper left side of journal report. 19
Locate at upper right side of journal report. Located at upper right side of journal report. User can edit the following by selecting Edit Daily Journal from Links Section of respective project several days after report completion. 1. Images 2. Incident Reports 3. Observations All can be accessed utilizing the button at top of page. 14.2 DAILY REPORT To access from BLHI Intranet proceed to: www.blhitoolbox.com 1. Hover over Resources Tab located at top of page 2. Select Operations 3. Scroll to Reports 4. Select Blank Daily Report 5. Users will be directed to CARE Portal and User must provide the following: a. User ID b. Password 6. Press Login 7. Proceed to Step 2 Below: To enter a Daily Journal complete the following steps: 1. Select New Daily Journal from User Dashboard 2. Select Project Name from dropdown menu. 3. Select Superintendent Name 4. Select Date 5. Select Day of the Week 6. Specify Weather Conditions (Morning) 7. Specify Weather Conditions (Afternoon) 8. Press Save & Continue 9. Specify BLHI Labor a. Quantity = Total Number of Employees For Labor Class b. Hours = Total Number of Hours Worked by All In Particular Labor Class 20
10. Click Next 11. Specify BLHI Equipment Usage 12. Click Next 13. Specify Work Performed 14. Click Next 15. Specify Whether Any Delays, Conflicts or Issues Occurred, if yes; specify: a. Whether delay is existing and select from existing delay list. 16. Specify Whether RFI s Issued or Extra Work was performed, if yes; specify: a. RFI # & Description b. Extra Work Ticket # & Description of Work 17. Click Next 18. Specify Subcontractor Information a. Subcontractor Name b. Total Number of Employees (Labor) c. Total Number of Recordable Accidents (Relative to Report Date) d. Total Number of Hours Worked by Subcontractor Employees 19. Click Next 20. Specify General Notes a. Add additional notes to daily report. 21. Click Next 22. Specify BLHI Incident Occurrence, if yes: specify: a. Does it meet OSHA Classification of Recordable, if other than no ; specify: i. Yes (Meets Definition of OSHA Recordable) or Delayed (Unable to Classify Recordable Status at Time of Report.) ii. Specify how many injuries occurred. iii. Specify whether User must complete an incident report, if no; specify individual responsible for completing incident report. NOTE: Hovering over question mark beside Is it recordable question provides definition of recordable injury. 23. Click Save and Add Observation 24. Input safety observation information. 25. User can either Save & Finish report or Save & Add Another Observation to the report: 26. Specify whether User would like to attach photos to the report, if yes; provide: a. Attachment b. Description / Delay Information 27. User can either Save & Finish report or Save & Add Another Photo to the report: 28. Once User selects Save & Finish, Daily Report will display for the User. 21
The User then has the options to Print, Save and Enter Another Daily Report, Edit Existing Daily Report, utilizing controls at the top of report: Located at upper left side of journal report. Locate at upper right side of journal report. Located at upper right side of journal report. User can edit the following by selecting Edit Daily Report from Links Section of respective project several days after report completion. a. Images b. Incident Reports c. Observations All can be accessed utilizing the button at top of page. 15. LOSS RATES ENTRY 1. Click on Projects located on left menu. 2. Click Links tab located to the right of project name and select Loss Rates. 3. Select Add New Loss Rate located on upper right hand corner of screen. 22
4. Provide the following data: Month Man Hours Number of Employee (Average) Number of First Aid Cases (For Respective Month) Recordable Injury Data (Yes or No) Click Save 5. If project incurred a recordable injury(s) user is prompted for recordable injury data. 15.2 EDITING OR DELETING LOSS RATES RECORDS 1. Click on Projects located on left menu. 2. Click Links tab located to the right of project name and select Loss Rates. 3. To edit a loss rate record, select applicable month / record and click edit button. 4. To edit or delete an employee case record, select Employee Cases from upper right hand corner. 23
5. Select respective case and either click Update / Delete. 16. EMPLOYEE ORIENTATION 1. Select Project from Projects Section. 2. Select Links Tab located at the right of screen and select Orientation 3. Select Add New Orientation located in upper right hand corner of screen. 4. Input employee company information: a. General / Prime Contractor b. Subcontractor NOTE: If section does not populate, refer to Section 7 of this Manual. NOTE: If General / Prime Contractor and Subcontractor are the same select same name for both blanks. c. Employee First Name d. Employee Last Name e. Employee ID# (Should be unique) f. Date g. Notes 24
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