EHS: Print All Inspections and Audits: Create and Complete Inspections Help

Print All Create and Complete Inspections Help

Your Inspections Overview

To view roomsets for a Department, Laboratory, or Center click on the arrow next to the DLC name.

To view inspections, click on the arrow next to the roomset name.

If an inspection has been done, you will see more information:

Date: The date you started entering this inspection online.

PI/Supervisor: The name of the Principal Investigator or Supervisor.

Inspection Status: The statuses are Enter Findings, Edit Findings, Respond to Findings, View Report.

Enter Findings: The inspection has been partially created and has been saved but not submitted.

Edit Findings: The inspection was saved but has not been submitted. Findings can still be edited or added to the report.

Respond to Findings: The inspection was saved and submitted. Respond to findings that require an electronic response.

View Report: The inspection was saved without findings and submitted.

Findings: The total number of findings including your recommendations and required corrective action.

Recommended Actions: The total number of recommended actions.

Corrective Actions: The total number of corrective actions that require follow-up.

Two buttons in this section are:

Create New Inspection: Begin to create a new inspection for this lab, facility, or work area within this DLC. This is a two-step process:

1. Review and Edit Inspection Information such as inspection date, report recipients, team, etc.
2. Prepare to Print a customized printed checklist with questions relevant to your lab or space. This includes two types of questions: the selected questions you want to include and will appear on the printed checklist, and the not applicable (NA) questions that will not appear on the printed checklist.

View Assigned Findings: Look at the findings that are assigned to you and require followup action.

Review and Edit Inspection Information

On this screen, you can:

• create a new inspection
• submit a new inspection that resulted in no findings
• edit information with the details of the inspection, such as inspection date, add a recipient(s), add a member(s) to the inspection team.

DLC: The name of the Department, Laboratory, or Center.

Roomset: The name of the roomset.

PI: The name of the Principal investigator.

Inspection Date: The date the inspection was conducted online. The default is today's date. You can change it.

Inspection Round: "2005 Round 1" indicates the January through June time period, "2005 Round 2" indicates the July through December time period. From the dropdown list, choose the appropriate inspection round.

Report Recipients: The names of the people who must be sent the results of the inspection.

Send Report To: The names of people who can optionally receive the results of the inspection.

Add new recipient: To add a new recipient, you must first search for the recipient's name. As an example, you can enter Joseph Johnson, Johnson, Jos*. You can also enter parts of a name, for example, Jo Johns. Being more specific will help narrow your results.

Inspection Team: Anyone who is present and participating in the inspection. You can leave the information as is or uncheck a name(s).

Add new team member: As an example, you can enter Joseph Johnson, Johnson, Jos*. You can also enter parts of a name, for example, Jo Johns. Being more specific will help narrow your results.

Three buttons on this screen are:

Return: You return to the Inspections Overview.

Submit with No Finding: You are submitting the inspection report to the system with no findings or corrective actions and sending it to the list of recipients via email.

Continue Inspection: Save the information and continue with your custom inspection.

Customize Inspection-Prepare to Print

Use this screen to prepare a customized printed checklist so that you can write your findings on it when you do your inspection. You can exclude whole sections of questions or some questions. Click on the appropriate buttons.

If you already created a worksheet, your selections are saved. You can modify them if you return to this screen.

Two buttons on this screen are:

Return to Overview: You return to the Inspection Overview list

Save and Display Inspection Worksheet: Save the customized worksheet you just created and display it for printing.

Print the worksheet and write your notes on it during the inspection. When you are ready, you can come back to the system, navigate back to the DLC and roomset. You'll see a new inspection. Click on the Enter Findings link to continue creating your custom inspection information.

Select Questions to Include in Your Findings Report

You are now ready to build an electronic findings report. Use the paper inspection worksheet as your reference.

If you have no findings, click the "Submit with no Finding" button.

If you have findings, check the questions that correspond to your findings on the worksheet. These questions will appear in the electronic Findings Report that is emailed to the Lead Contact, EHS Coordinator, and any additional recipients.

The results from your inspection worksheet could be:

• No findings
• Single finding
• Multiple findings
• Additional findings that are not directly related to a question on the worksheet

On this screen, an arrow appears in front of each section heading.

1. Find the section heading you want and click on the arrow. The questions for that section appear.
2. Check the applicable question(s).
3. If you have a finding that is not directly related to any question on the worksheet, check the Additional Findings box.
4. The additional finding(s) will appear on subsequent detail findings screens as AF-01 in the Question Tally area.

Four buttons on this screen are:

Return to Overview: Returns to the Inspections Overview list.

Submit with no Finding: You had no findings from your inspection.

Display Inspection Worksheet: View the inspection worksheet that you created prior to your paper inspection. The worksheet appears in Adobe PDF format.

Enter Findings: Save the information and continue with the custom inspection.

Your Custom Findings Report

The purpose of this screen is to complete the report by answering inspection questions for a single finding, or add a new finding not directly related to any question on the worksheet.

If you select Finding you will see the detail fields you need to complete.

Level II Inspection Question/Findings: A show guidance link appears with the question. It is information to help you interpret the question properly.

Select the Finding Status: In the dropdown list, the statuses are:

• No Finding: There was no finding (default answer).
• Finding: There was a finding.
• Corrected Finding: A finding that was corrected on the spot.
• Not Applicable (NA): This question does not apply to this lab.
• Cannot Be Determined: The finding cannot be determined.

The four statuses that will not appear on the official report that is emailed to recipients are No Finding, Corrected Finding, Not Applicable (NA), and Cannot Be Determined.

Corrected Finding, Not Applicable (NA), and Cannot Be Determined will appear in the coordinator/lead contact response screen along with any coordinator's notes.

Finding Type (ID #): The ID# is a unique number assigned to this finding when it is saved. Select one of the standard findings from the dropdown list. If you select "other," enter the details in the field below.

Finding Detail: If you selected "other" from the dropdown list above, enter the details about the finding. Otherwise, entering information about a standard finding is optional.

Rooms: Check the rooms where the finding occurred. on what If applicable, you can also check either the Select All or the Deselect All button.

Recommended Action/Corrective Action ID#: A unique number assigned to the corrective or recommended action when it is saved.

Does this require a corrective action? Click on either yes or no. If you selected yes, the following question appears:

"Is the individual/lab/facility subject to restriction?"

Select either yes or no. If yes is selected, keep details about the restrictions such as names at the department, lab, or center level. Only a generic description of the restriction should be documented online. Names should not be used.

Select an Action to be Taken: From the dropdown list, select the corrective or recommended action. If you select "other," you must enter the details.

Description of Action to be Taken: If you selected "other" from the dropdown list, enter the details about the finding. Otherwise, entering information about a standard action is optional.

Assigned To: Indicates who is assigned to complete the corrective or recommended action. From the dropdown list, select:

• EHS Office
• EHS Representative
• Individual
• Principal Investigator
• Facilities (may not appear on all lists)

Individual: If you selected an individual, find the person by entering his or her name or partial name, and pressing the search icon.

Add Another Finding for this Question: If you have another finding related to this question, click the Add New Finding button to create a new finding and enter its details. Enter as many findings for a question as is necessary.

Additional Findings: Will only appear if you previously selected it on the question selection screen. This area is for findings that are not directly related to questions that appeared on the inspection worksheet. Enter as many findings as is necessary.

The additional finding(s) will appear as AF-01 in the Question Tally section.

Confidential Coordinator's Notes (Do not appear on the PI Report): Enter information that will be helpful to you. These notes do not appear on the PI/Supervisor Report. They are only visible to the coordinator or lead contact.

Question Tally: Helps you keep track of the number of questions answered in each group. Allows you to move from one question to another in any order. Each question is saved when you move from one question to the next.

Question: Shows a unique label for the question e.g., DT-2.

Six buttons on this screen are:

Return to Overview: Returns to the Inspections Overview list

Select Question: Brings you back to the question selection screen.

Previous Question: Go back to the previous question.

Next Question: Save what you just entered and go on to the next question.

Save: Save your entries.

Complete Report: Save your findings. They will appear in the PI/Supervisor Inspection Report preview template screen. You can preview the report and customize text in the overview and footer areas prior to submission.

PI/Supervisor Inspection Report

If you want to change the overview and footer text, enter your custom text and click on the box next to the words "Use this text as my default custom overview/footer" before submitting.

Five buttons on this screen are:

Return to Overview: You return to the Inspections Overview screen.

Modify Findings: You return to Your Custom Findigns Report screen.

Save: Save the information but do not submit it.

Preview Report: You can preview a text only version of your PI/Supervisor Inspection Report. This is what the report email letter will look like. This report will be sent to your selected recipients.

Submit Report: Save and submit the report which will then be sent to your selected recipients.

PI Report Saved

The confirming message that the inspection was submitted appears at the top of the screen.

This screen shows the information that is included in the report when you click on the "Submit" button including the default text for the final report.

PI/Supervisor Inspection Report

The purpose of this screen is to display the read only version of the information that will appear on the final PI/Supervisor Inspection Report.

Five buttons on this screen are:

Return to Overview: You return to the Inspections Overview screen.

PI/Supervisor Letter

The following report will automatically be sent to the PI/Supervisor in the form of an email message unless you prefer to hand deliver the report. To turn off the automated email to the PI/Supervisor you must de-select the PI/Supervisor from the "Send Report to:" field on the previous screen.

Note: The mail body of the text can be copied and pasted into a Word document and printed on your own letterhead.

Assigned Findings

Assigned findings is a listing of all of the inspections that have a recommended or corrective action assigned to you.

Name: The name of the person for whom the listed findings are assigned.

Date: The date the inspection was entered online.

Roomset Name: The name of the roomset, for example: Allen Lab.

PI: The name of the Principal Investigator or supervisor.

ID#: The number automatically assigned in the system which identifies the inspection.

Total # of Findings: the number of findings.

Assigned: The number of findings assigned to the assignee's name.

Action(s) Taken: The number of actions that have been taken out of the total number of findings listed.

The button on this screen is:

Inspections Overview: Returns to the Inspections Overview

Respond to Inspection Report

The findings of the inspection are listed on this screen. Enter a description of the actions you've taken in response to Corrective Actions and/or Recommended Actions assigned to you.

Note: Corrective Actions always require a description. Recommended Actions are only required for some DLCs and some PI/Supervisors.

DLC: The name of the department, lab, or center.

Roomset: The name of the roomset, for example: Allen Lab.

PI: The name of the Principal Investigator.

Inspection Round: "2005 Round 1" indicates the January through June time period, "2005 Round 2" indicates the July through December time period. From the dropdown list, choose the appropriate inspection round.

Inspection Date: The date the inspection was entered online.

Email Recipients:The names of the the EHS Coordinator and Lead Contact required to receive the inspection results.

Send Report To: The people who can optionally receive results of the inspection.

Inspection Team: Anyone who was present and participated in the inspection.

Follow up by Inspection Team Required? Indicates whether or not a followup inspection is required.

Overall Inspection Findings: The results of the inspection, such as minor, moderate, or major.

Required Corrective Actions

Enter the corrective actions you have taken.

Question (category label): The question and its corresponding category and number, e.g., Question PT-01

Finding (number): The question and finding number e.g., PT-01 - Finding 1

ID #: The unique number assigned to the finding.

Finding Type: The standard finding that was previously selected.

Finding Detail: More information about the finding.

Room(s): The rooms that need corrective action.

Corrective Action - ID # : The unique ID number that identifies the selected corrective action and its description.

Corrective Action (CA): The corrective action to correct the finding.

Restriction: This field will only appear for corrective actions that have been identified as subject to restriction on the custom findings report screen.

• Check either yes or no to note whether the individual or facility is subject to restriction. The central DLC office must maintain the following: the names of those subject to restriction, the revoking or suspension of the use of certain materials, equipment or lab.
• Contact your DLC EHS Coordinator for more information.

Restriction Detail: Enter details about the restrictions placed on the lab, PI, or individual, exluding names. Contact your DLC EHS Coordinator for more information.

Assigned To: The name of the person responsible to take action.

Action Description: Enter a description of the corrective action that was taken.

Recommended Actions

Select all recommended actions as taken: A shortcut to select all of the recommended actions as taken at one time.

Entering information in the Action Description field is optional. This only appears on the PI/Supervisor and EHS Rep versions of this screen.

Question (category label): The question and its corresponding category and number, e.g., Question PT-01

Room(s): The rooms where the findings that require corrective action occurred.

Recommended Action (RA): The recommended action taken to try to correct the finding.

Assigned To: The name of the person responsible to take action.

Action Taken: Check the box if an action was taken.

Action Description: Enter a description of the action that was taken.

Effectiveness: Indicates whether the action taken has been reviewed and whether or not it was effective. The default is Not Reviewed.

Comments and Non-Findings

This is a selection of non-findings and personal notes made by the EHS Coordinator during the inspection.

Note: These are not visible on the PI/Supervisor Inspection Report and can only be viewed by the EHS Coordinator or Lead Contact.

Question: The specific question.

Answer: The result, for example, no finding, corrected finding, cannot be determined. Coordinator's comments: the notes the coordinator entered.

Coordinator's Notes: These are confidential notes that only appear on the Coordinator and Lead Contact's version of this screen.

Three buttons on this screen are:

Return to Overview: Returns you to the Inspections Overview

Save: Saves the information on this screen.

Submit: Saves the information on this screen and submits it.

Response to Inspection Report

PI Response Submitted

This confirming message appears at the top of the screen.

This screen is a read only version of the final response that has been submitted.

The findings of the inspection are listed on this screen. Enter a description of the actions you've taken in response to Corrective Actions and/or Recommended Actions assigned to you.

Note: Corrective Actions always require a description. Recommended Actions are only required for some DLCs and some PI/Supervisors.

DLC: The name of the department, lab, or center.

Roomset: The name of the roomset, for example: Allen Lab.

PI: The name of the Principal Investigator or Supervisor.

Inspection Round: "2005 Round 1" indicates the January through June time period, "2005 Round 2" indicates the July through December time period. From the dropdown list, choose the appropriate inspection round.

Inspection Date: The date the inspection was entered online.

Email Recipients: The names of the the EHS Coordinator and Lead Contact required to receive the inspection results.

Send Report To: The people who can optionally receive inspection results.

Inspection Team: Anyone who was present and participated in the inspection.

Follow up by Inspection Team Required? Indicates whether or not a followup inspection is required.

Overall Inspection Findings: The results of the inspection, such as minor, moderate, or major.

Required Corrective Actions: Enter the corrective actions you have taken.

Corrective Action Description: Describe what you have done to correct the situation. This is a required field.

Restriction:This field will only appear for corrective actions that have been identified as subject to restriction on the custom findings report screen.

• Check either yes or no to note whether the individual or facility is subject to restriction. The central DLC office must maintain the following: the names of those subject to restriction, the revoking or suspension of the use of certain materials, equipment or lab.
• Contact your DLC EHS Coordinator for more information.

Restriction Detail: Enter details about the restrictions placed on the lab, PI, or individual, exluding names. Contact your DLC EHS Coordinator for more information.

Notes to Append the Corrective Action Description: Enter any notes that would provide further information.

Question (category label): The question and its corresponding category and number, e.g., Question PT-01

Coordinator's Notes: These are confidential notes that only appear on the Coordinator and Lead Contact's version of this screen.

Finding (number): The question and finding number e.g., PT-01 - Finding 1

ID #: The unique number assigned to the finding.

Finding Type: The standard finding that was previously selected.

Finding Detail: More information about the finding.

Room(s): The rooms where the finding(s) occurred that require corrective action.

Corrective Action - ID # : The unique ID number that identifies the selected corrective action and its description.

Assigned To: The name of the person responsible to take action and his or her role.

Action Taken: Check the box if an action was taken.

Action Description: Enter a description of the corrective action that was taken.

Effectiveness: Indicates whether the action taken has been reviewed and whether or not it was effective. The default is Not Reviewed.

Recommended Actions

Select all recommended actions as taken: A shortcut to select all of the recommended actions as taken at one time.

Entering information in the Action Description field is optional. This only appears on the PI/Supervisor and EHS Representative versions of this screen.

Question (category label): The question and its corresponding category and number, e.g., Question PT-01

Room(s): The rooms where the findings occurred.

Recommended Action: The recommended action taken to fix the finding.

Assigned To: The name of the person responsible to take action and his or her role.

Action Taken: Check the box if an action was taken.

Action Description: Enter a description of the corrective action that was taken.

Comments and Non-Findings

A listing of non-findings and personal notes from a recent inspection.

Note: These are not visible on the PI/Supervisor's Inspection Report and can only be viewed by the EHS Coordinator or Lead Contact.

Question: The specific question.

Answer: The result, for example, no finding, corrected finding, cannot be determined. Coordinator's comments: the notes the coordinator entered.

Three buttons on this screen are:

Return to Overview: Returns you to the Inspections Overview

Save: Saves the information on this screen.

Submit: Saves the information on this screen and submits it.

Search for a Person

To find a person:

• Enter either the person's first or last name or full name in the appropriate fields. Use either upper or lower case; this search is not case sensitive.

• Wild cards: If you are not sure of the spelling of a name, you may use a "wild card" asterisk (*). For example, if you are looking for a PI named Smith, but you are not really sure whether it is Smith or Smythe, in the Last Name field, type sm*. This should result in a list of all last names beginning with "sm" from which you can then pick the correct person.
• Click Search.
• Result: A list of all the people fitting your search query appears, below the search fields.
• From the list, click on the person you want to choose.
• Result: You return to the screen you were on and the name you selected will appear in the appropriate field.

DLC Settings

This screen lists your current settings for Required Recommended Actions and default Overview and Footer text for the inspection reports that are emailed to report recipients.

The sections of this screen are:

Required Response for Recommended Actions: You can select an entire DLC or individuals whom you'd like to require an electronic response from. If you do not want anyone in your DLC to have to respond to Recommended Actions electronically, you can choose "none".

Default Settings for the Inspection Report Overview and Footer: Enter custom text for the overview section of your PI/Supervisor Report, or choose the default text provided by EHS.

Note: you can change the report overview and footer text on a case by case basis. After you've entered your finding detail and click "complete report", you will have an opportunity to edit the header information i.e. date, inspection round, etc. Here, you can also edit the overview and footer text fields within a report prior to clicking the "submit" button.