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Health and Safety Module
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Health and Safety
The GPlus Live Health and Safety module allow the display of a digital and functional Site Safety and Health Management System (SHMS). The module also allows you to view system content, upload and save reference documents and complete e-forms review and update registers and upload supporting material.
The Safety and Health module operates by breaking up your traditional Site’s SHMS into elements. We work with you to either use Groundwork Plus system-developed templates or convert your excising SHMS to an online format. A company can have multiply sites SHMS on the GPlus Live Module.
GPlus live will open your home dashboard page. Navigate from here to the module by selecting the required module from the menu on the left hand side.
Home Page and Scheduler
The home page is a display summary of the SHMS scheduled activities for that month and the compliance status and actions. Available are quick link action buttons to direct you to requirements for more frequent actions.
The following section will discuss how to utilise the features of your home screen.
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Introductory Statement
The first box displayed has a statement outlining the purpose of the SHMS being displayed including what legislation it has been prepared to in accordance with the required legislation. This can be amended by GPlus Live Team as needed and can included any additional information desired.
Switching between Sites
If applicable switch between company sites by using the drop-down arrow list in the box titled “Site”.
Use the above site menu item box to switch company sites on all pages throughout this module.
Quick link buttons
Quick link buttons can be set up to direct you to commence more frequent events. By clicking on a button, an event will be added to the calendar. You can then go into the calendar and complete the requirements. It will be marked as complete in the calendar for your records. Contact the team at GPlus Live to have buttons set up.
Calendar View
The Calendar will display a summary of the developed system scheduled activities and show you the compliance status. Activities are grouped by elements.
Switch between years
By clicking on the arrow, you can view all activities due for that element within that monthly period. The module will alert you via email the month prior to an activity that requires attention.
GPlus Live uses colour coded symbols to mark scheduled activities either complete, not approved, attention required as a visual too to help prompt completion.
The status of the activities is shown using the following symbols:
Completing a Scheduled Calendar Activity
To complete one of the scheduled activities and /or change its compliance status to complete, select the appropriate scheduled activity icon (i.e. the yellow explanation mark). You can complete a schedule activity earlier than scheduled and the system will record the time, date and users that actioned this activity.
Once the scheduled activity has been selected, a pop-up window will appear. Where applicable, you may have a link to system documents for you to fill in (select view documents) and complete or the option to review system linked documents. Once the activity is completed and approved you must select the option to “mark as complete”.
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When the scheduled activity has been marked complete, the status will change on the pop-up window as well as the calendar to a green tick.
All actions that are marked as completed or in progress are tracked and recorded on the pop-up window.
Note: For security and system integrity, a request needs to be sent to the GPlus Live team to have an action marked complete by error revoked.
Any activities deleted will only be deleted for that circumstance, and only specified permitted users can delete a scheduled activity.
List of Actions
The GPlus Live module utilise a feature we call ‘Actions’. These actions alert and record information such as defects or missing items that require some form of attention or immediate action to either solve or improve a situation.
Your home page is a running record of all actions created. These actions can be exported to CSV files at any time.
Action assigned via a e-document will appear at the bottom of the home screen. Refer to Creating an Action. The list of actions uses colour codes as visual tool in add in completing actions.
Red is overdue
Orange is scheduled
Green is completed, when completed actions are found in the view all actions folder
To view details of the listed action and close an action. Select the details button on the right-hand side. A pop-up window will appear. The action pop-up window will show:
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Who the action has been assigned to
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A suggested due date for rectification
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subject and message details.
Action can have the assigned to status changed to any user linked within the company or a groundwork plus employee that is linked to the site.
The suggested due date can be changed. Additional message details can be added and or deleted.
The form will with either have a Fill in or Download hyperlink available. This links you to the e-form the action has been added to. This e-from may be either waiting approval or been approved.
When an action has been completed it is moved all actions folder.
Selecting this will open up a new page that is exportable, filterable and searchable (via date range, subject, assigned too and document name.
A colour coding legend is also used on this page: Red is overdue, Orange is scheduled, Green is completed. Like above selecting details with expand and provide details about the actions.
Favourites
Each user can assign their unique favourite documents. By pressing the star next to the documents they wish to have as a favourite. These documents will appear in your favourites list. View Quick Guide Video.
Unselect star if a document is no longer a preferred favourite.
When logging in on a personal device you can open to your favourite items by passing the home page. All the documents will still be available to you under documents. Note: If the document is revised you will have to re link it as a favourite.
Documents
The documents menu item is where the SHMS System documents elements are displayed in full.
Select the text box and the summary of the element will be displayed to the right of the page. This summarises information within this element of the SHMS.
The summary information can be printed or downloaded to either word or PDF by selecting the Download / Print buttons on the top left-hand corner.
Any text that has a code and is bolded is referencing support material supplied within the SHMS.
To view supporting material saved within the element, such as control documents, forms, registers, and procedures, close the summary by clicking on the text box again or using the close button at the top right-hand corner.
You can also download a word version of the element summary or a pdf of the element summary.
Select the triangle arrow to the left of the text box. The list displayed will include all supporting information with the actions and completed documents accessible by using the options on the right-hand side of the list. If the arrow is not provided no support material is held within that element.
Refer to Saving and Approving and Approved Documents that discusses the review and completed process.
Document Types
Documents are ‘tagged’ with their document type. The system document types are broken down into the following categories:
CL – Checklist
Fillable checklists, available to be filled in multiple times and require approval by permitted users. Can be downloaded to word or PDF as a blank or with entries.
FM – Form
Fillable forms, available to be filled in multiple times and require approval by permitted users. Can be downloaded to word or PDF as a blank or with current entries.
SI – System Information
Information relating to the system, these documents are available for download and printing but cannot be changed or filled in.
RG – Register
Registers are similar to a spreadsheet or table. Lines are added as information is entered. May be one register which can be added to or edited or a register which needs to be completed, saved and approved and new register started. Can be downloaded to word or PDF as a blank or with current entries.
CD – Control Document
Any document such as external reports, figures etc, these documents are available for download and printing.
PR – Procedure
These documents are available for download and printing but cannot be changed or filled in.
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Documents are all given a reference number which is sequenced:
COMPANY CODE-document type-element Number. Document Number Name of document
These reference numbers will be generated by the system. If a document number is missing it simply means that a document has not been used in the sites safety and health system.
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Searching by Document Types
You can search for any document type you are looking for by using the type search bar at the top of the screen. Then select the group of document types you are looking for. The system will then only provide you with that document type.
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Searching Using the Search Bar
If unsure of were a document you are searching for is located or what type of document it might be classified as, use the search bar as a way of searching that document set for document.
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Control Documents
Users are able to upload Control Documents which will then form part of the supporting information within the element as well as the safety system overall. Any relevant documents can be saved here for easy reference.
To upload a Control Document to the system, select the upload control document button.
When the new pop up window appears, simply provide the next number in the sequence (you can only use a number once). You can upload any type of document i.e. word, excel, PDF or images.
Your support documentation is saved online and you are able to access whenever required. Navigate to the control document using the search bar, or manual select the element arrow in which it is stored in.
Select download, and the system will start downloading. If you need to amend the document, select the re-upload button. If document is no longer required select delete.
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​Note: The maximum uploaded document is 180Mb for a single file. There is no limit to the module overall.
Confidential Documents
The system allows you the ability to have confidential control documents, e-forms and registers not be visible for all users i.e. the data is locked to specific permission levels. Refer to permission levels for more information about accessibility.
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The padlock icon represents if a document is locked / confidential. You can select control documents to be confidential when uploading them to the system.
To have forms, checklist and registers locked please contact the GPlus Live support team.
E-forms
E-forms have been created to allow you to fill in, upload and file records online.
Either select the yellow Fill In button or the hyperlinked blue text, and you will be directed to the online e-form.
Note: If you would prefer to fill in the form on paper, down the bottom of the form is the option to Download Blank. You can then upload the completed document as a scan using the ‘Upload’ button in the document list.
How to Complete an E-form
E-forms can be accessed from a personal device to a desktop. It also allows other users to have access to these documents to either review, approve or download for reference.
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Reference
At the top of all e-forms, a reference number must be given to our fillable e-documents. This will allow for easy of searching of the completed form at a later stage. GPlus Live will auto populate this reference for you. You can override this and type your own. The auto referencing can populate from anywhere between the first field box to the third field box.
Entering in e-form data
E-forms use text boxes, date boxes, drop down lists and tick boxes for data to be entered. Some of the field boxes can have an asterixis meaning that this field is a mandatory requirement, and the e-form will not save until data is provided. Some text boxes are larger and can be made larger if more information is required.
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Collapsible e-forms
Depending on how an e-form has been created, some areas of the e-form may be collapsible. Select the plus symbol to expand the group or the minimize symbol to reduce the group. The plus symbol will only appear if applicable.
Hyperlinks to Other Modules Linked to Health and Safety
If you have more than one subscription to a GPlus Live Module. Certain elements within the other module can be hyperlinked to be also view within the Health and Safety Module. If this has been set up for you a view button will appear under the documents tab.
By selecting view the corresponding data from that module will appear.
The following is a list of hyperlinked registers that can be linked
Contractor and Employee:
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Sign-in Register
Plant and Equipment:
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Equipment Registers
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Pre-start Checklists
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Equipment Defects
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Maintenance History
If required hyperlinks can be embedded into the element summary pages. Please contact the GPlus Live team.
Attachments
At the bottom of the e-forms there is a feature of adding attachments like photos and other support material e.g. receipts. You can also link to documents stored within the system.
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Any attachments uploaded and saved this way are automatically linked to this document and can be downloaded by navigating back to the appropriate e-form when required.
Select the green attachments button, then select the green upload file button. Name the attachment you are uploading. You can now either browse for document, click and drag onto the browse for file or if you are on a mobile device or tablet take a photo (or access your photo files). See image below.
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When an attachment has successfully been saved to your e-form a number will appear next the word attachment at the bottom of the page. See section on Downloading Attachments.
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You can have multiple attachments to an individual e-form.
Linking documents
The GPlus Live modules also allows you to link this working e-form to other documents created and stored within the system. Select the attachment button and, instead of upload, select Link Document. Once selected a new pop up will appear will a complete list of all documents stored within this GPlus Live module. This is why references are important!
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Creating an Action
On all e-forms you also can add an action to alert someone to an issue such as an item of repair, defect etc. Refer to List of Actions for more information. To use this feature, actions can be added by selecting the floating add action button on the right hand side or by selecting the add action box at the bottom of all e-documents.
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Assign this action to the appropriate person in the drop-down list. This list will include all staff that have access to the module within GPlus Live.
Provide a due date on when the action requires completion or rectification.
Create a subject heading (i.e. summary of the action). Then provide a message detailing the action.
The created action will then be emailed to the assigned person. The action will appear on the bottom of the e-form.
An e-form can have multiply actions assigned at any one stage and are now locked to that e-form. Actions are also colour coded for reference.
Actions added and will appear on the module home page.
Saving and Approving
There are two options for saving the form, ‘Save’ and ‘Save and Approve’.
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Selecting Save will save the content but will allow users to come back to the form to enter more details, make edits or if required another user to check /review and approve. All saved (but unapproved) forms will be listed in the Review folder.
When the review button is selected, you are redirected to the Pending Approvals Folder, where you can select Edit/Approve to either continue working on the selected e-form. Or as a supervisor approve the document.
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Note: There is also a short cut to complete a new form, selected the Fill In button, top right-hand corner.
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Selecting 'Save and Approve' will finalise the document and is only available to users with permission to approve.
Approved Documents
Once a document is Approved it can no longer be edited or changed and will be saved in the “Approved Document” list, found in the Completed folder on the Documents home page. Approving the document can be compared to a signature and records of the user and date of approval will be kept.
All approved documents will be listed and available for download as PDF or word and any attachments can be downloaded (see section downloading attachments).
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If a change needed to be made on an approved document, you will need to ‘Recall Approval’, go to Review list and find the document, make the changes, and then reapproved. All changes will be tracked including users making the changes, dates and time. Only permitted users can recall approved documents.
Downloading Attachments
When attachments and evidence that has been uploaded to an e-form is required for download, navigate to the completed folder and select the attachment button.
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A new pop-up window will appear that gives you a list of the upload/ attached document that are linked to that specific e-form. This pop-up window will allow you to download either a specific document or by selecting download zip all files will be downloaded. The system will name the downloaded file according to the name given to the attachment.
Registers
Registers are a way to store and record a variety of information, from site attendance to plant and equipment and alcohol and drug testing records.
Completed registers can be downloaded as either excel, word or PDF documents. You can download a register templates into a excel document then complete that excel template to re upload into the system.
How to complete a Register
Registers can be viewed from a personal device however they are easier to read and complete via a tablet and computer.
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Searching with a register
All registers contain a search bar for you to be ablet to search for specific information stored within that register.
Entering data into a Register
To enter data into a register, scroll to the bottom of the page, enter in the appropriate data into the boxes provided. As with e-forms and checklist some boxes may be free text, drop down lists or date fields and may require mandatory information (marked with a *).
The most important thing to remember with registers is once you have entered in the appropriate data select the ‘Add Row’ button. This will save the data into the register.
Editing and Attaching information to a row
To edit a line entry within a register, select the blue pencil icon, this will make the data reappear in the boxes below the register for you to continue to input data or edit data accordingly
To add supporting material to a line entry like an invoice or manual, select the paperclip icon and attached accordingly.
To delete a line entry, select the red rubbish bin icon.
Remember you can have unlimited line entries within a register so it would be better to add multiply lines than override or delete a line entry.
Register Attachments and Actions
As with our registers, attachments can be added to the registers as a whole as well as actions. These processes work in the same way. Please refer to Attachments, Linking documents and Creating an Action for how to use these features
Downloading Register Data
Blank register
You can download this register as a blank document by selecting the ‘download blank’ option at the bottom of the register. This will either be in word or PDF format.
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PDF/ Word
If you want to download the register as a completed PDF or work copy, you will need to download from the documents home page.
Excel Features
You can download register data into a excel format via open the register and scrolling towards the bottom on the register and selecting the ‘Download with XLSX with Data’. This will download all data into an excel format.
If at any time you have a large data set of information that needs to be uploaded into a register, instead of individual entering each line of data, used the downloaded XLSX Template feature. This will download the register headings into a excel format. Ensure your data is copied into the excel template by not changing the row headings. When completed, select the Upload XLSX file and either append or overwrite. Your data will now appear in the register online.
Note: When overwriting data, you will lose any attachment data.
Mobile View
The Health and Safety Module is compatible to view in a mobile or tablet view. When using GPlus Live on a mobile or a tablet the Health and Safety Module will default to the Favourites page. Favourites area easily selected by selecting and de-selecting the star.
Select the three bars in the top right hand corner to navigate to the other sections of the module if required.
Please note: that home and favourites are the same when using the mobile view.
Actions provide you the option to either fill in, upload, review and approved and view completed. These options work the same way as if you were using the desktop application. Refer to the above for more information.
Linkage to Personal Dashboard
If your company is subscribed to our Contractor and Employee Management (CEM) or our Plant and Equipment Maintenance Module (PEM) your personal dashboard will also link to your company’s Health and Safety System.
To access your personal dashboard – www.gpluslive.com.au/my, use recover pin if needed, two factor authorisation may be required.
Once logged in select the ‘Health and Safety Documents’ button and you will be redirected to the Health and Safety Module.