Getting started with Info Management

Get started with Info Management

What is Proactively, and what can it do for me?

Good information is the key to effective risk management. Companies that use paper and spreadsheets to manage their information often find it very inefficient. They are wasting time processing information, and often find out things too late to take the right actions.

Digitisation is the answer. It can help with many things things including: inspections, audits, spotting defects or hazards, or recognising a job well done.

Data comes into the system in real time. You can get notifications for the most important things and then view them directly in your mobile phone. Now assign actions and track them to make sure they are done.

All the data updates in your dashboard, so you can easily keep track of progress, compare them with your targets and take action quickly if things aren’t going in the right direction.

This means that you can

Save time processing information, making management reports and chasing actions.
Always be up to date with what is happening. Find out about problems early and resolve them before there is an incident.
Improve communication by working across departments and including contractors.
Collect good evidence for data driven decisions.
Manage risk better, protecting people and the environment and improving quality.

Click here to see the product tour

Find out more about Proactively

Note: To read reports, assign actions and see info in the dashboard you need to have:

- Viewing and Actions permission

- Be a member of the Team that the report came from

This keeps the data secure.

Overview of the process for managing reports and actions

Before we get into the detail of what you will do to manage info in the system, let’s stand back and look at the whole process. The steps are the same whether you are processing an audit, a hazard report…or something else.

There is more detail here: overview of how the process works

OK, now let’s get started. Click any orange links to find out more.

1. Register on the system with a password (If you haven't already done this)

Set up your Proactively account

Use the invitation email to set up a secure password then log into the Web Portal

2. Find and read reports

When someone uses the mobile App to send at report, it arrives the Web Portal. You can read a report by:

Getting an email notification with a clickable link
Open the reports tab which has a list of all reports with a brief summary

Click on the report to open and read. Decide how to manage a report and record this in the Overview tab:

Who is responsible for this issue (the owner)
How serious is this (the priority). Think about how severe the consequences could be and how likely it is to happen.
When urgently is the solution need (the due date)

Send a message directly to the mobile app of the person who sent the report to show you are listening and value their efforts. Note: reporters who got the mobile App using a QR code are anonymous and can’t get messages.

You will probably want to add comments: for example make a recommendation or draw attention to something. Add these comments in the Notes menu.

Track progress in the History tab to see who did what and when.

You may want to filter reports to find something specific, or help with analysis.

It could be very annoying to get lots of emails, so customise your notifications to only receive the important ones.

3 Assign and track actions

When deciding what actions are likely to stop this problem happening again it is most effective to find what caused the problem, rather than just focus on what happened. 5 whys is a good technique to find the root cause.
When you have decided what needs to be done, add a new action, assign it to someone and set a due date.
Now let’s get the action done. An email notification is sent to the person to whom the action is assigned (the fixer). He clicks on the link to read what needs to be done, then gets on with the job. At any stage he can add notes. Each action has a history tab that tracks progress. When finished, he closes the action.
The fixer proves that the action has been done by adding a photo
Managers may want to see a list of actions and track their status, which they do here view actions
If you didn’t look at this before, customise your notifications so you only receive ones most important to you.

4. Close the report

1. Only when all the actions have been closed, and you know they solve the problem can you close the report.

Note that the reports tab only shows new and open reports. Your closed report seems to have disappeared. You need to filter (properties > report status = closed) to find it again.

5. Track progress with the dashboard

View the your performance in the dashboard and track trends. Open the dashboard tab, select one of the dashboards from the left menu and look at the different chart types
Probably you are not interested in all the charts available. You may want to change them for example to show just your team, or just this week. You can Customise the dashboard to show what is important for you.
The dashboard shows the most important information and should be the first thing that you see when you login. Make the dashboard your home page.

Have a go

1. Open the Reports tab and select a report. Click to open it. Read it. Find:

Who sent the report
When was it sent
What is the report about. Find a keyword
What form was used to make this report
What is the ‘field name’ for the second question

2. Use the filters to find this report again

Type the keyword into the keyword filter. It is likely to bring up several reports, but you should be able to identify yours
Use the filters to filter by: form, question (use the field name from the second question) and Properties (reporter)

3. Are there any actions linked to this report? What is their status
4. Open the history tab and track who has done what to resolve this issue
5. Open the dashboard tab. Look at each of the graphs and think about how you could use them. Can you see which of the graphs was generated using data from your report?