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Action Management Software CORE MODULE

Assign, approve and track EHS Actions in the Pro-Sapien Action Manager on Office 365

Assign CAPAs & Tasks
Track Progress & Completion
Automated Alerts & Reminders
Compliance Status KPIs

The Action Manager is implemented in all Pro-Sapien deployments because it is such a key productivity tool.

Regardless of whether the form being completed is an incident report or other, chances are that there will be a number of follow up or corrective tasks as a result.  Automating the action management process improves efficiency, allows for timely response, and means all data captured can be reported on.

Our configurable system is deployed into your existing SharePoint environment where it is accessed by users. The Action Manager is a Core Module that comes with all Pro-Sapien implementations, so you can easily assign and track follow up actions. 

Optional Modules including Incident Management, Permit to Work and Audits & Inspections integrate directly with the Action Manager to make assigning Corrective and Preventive Actions (CAPAs) even simpler. However, you can also set up standalone Actions for more general compliance requirements. Either way, the Action Manager helps you run a more productive, transparent operation.

Action Manager EHS Software
Action Manager

The Action Manager is a Core Module of Pro-Sapien that tracks all CAPAs and other tasks assigned through the system, complete with automated notifications and a configured approval process.

Capture a range of incident types and severities

Make it easy for users to report incidents with our dynamics forms that update as they are filled in, supporting multiple incident types. The clean and modern interface is designed to guide users through the form.

Approval workflows for the entire process

Ensure a timely response to Incidents through the configured approval workflow. An Incident can take several routes depending on the information reported and you'll have visibility from start to finish.

Investigate, analyze and produce summaries

Get to the bottom of what happened using Pro-Sapien's clear investigation workspace. This workflow stage allows Investigators to collect and organize more information including Witness Statements and Root Cause Analysis.

Export to a range of formats

Generate regulatory reports or summaries at the click of a button. Incident data can be quickly exported into several formats, such as OSHA logs or RIDDOR reports. Get even more control over your exports using our Word Add-In.

Assign and track follow up actions

Chances are, an incident will require several Corrective and Preventive Actions (CAPAs). Investigators easily assign and track Actions inside the Incident form thanks to its integration with the core Action Manager.

Automated notifications and reminders

Ensure nothing slips through the cracks with Pro-Sapien's automated notifications, reminders and escalations. The right people are notified at the right time to facilitate a smooth process through the incident workflow.

Identify trends in configured KPI dashboards

Make more informed decisions based on insights from your Pro-Sapien dashboards. Whether it's a KPI on close-out time or a trend from Root Cause Analyses, configured dashboards keep you informed so you can make work safer.

Create your own reports in Power BI

Stay adaptable with the capability to publish your own reports in Power BI. Pro-Sapien integrates seamlessly with the app for you to build beautiful custom reports without being a data expert. We're all about flexibility.

Most Pro-Sapien modules are integrated with the central Action Manager, meaning users can easily assign Actions from within other forms.

Whether it be an incident investigation, audit finding or a work permit requirement, you can quickly create Actions without leaving the form, and the new Action will retain a link back to its original source.

All Actions are held within the Action Manager library with their source, priority and due date clearly marked.

Keep on top of compliance management with Pro-Sapien. Set recurring tasks related to compliance items to run in schedules, requiring evidence that the task has been completed. The Action Manager library for Compliance Tasks can be viewed as a calendar that shows you what needs done and when.
As Pro-Sapien is based on SharePoint, users can easily bring their My Action Calendar into Outlook. Overlay your calendar to see how EHS and compliance tasks relate to other items in your Outlook Calendar, making it simpler to identify potential conflicts.
All action items are held within the central Action Manager library, but different users want to see different things. Corporate Views are configured to make sure the user gets the most appropriate information to their role. For example, a Site Supervisor from Houston won't see the same information as the EHS Director at company headquarters in Belgium. Furthermore, users can create their own personal Views to make finding information faster. You may wish to save a View for My Completed Actions, or Actions Due in the Next 30 Days.
When a CAPA or Compliance Task is assigned to someone, they will receive an email notification alerting them to take action. The email notification contains a link back to the Action at hand to allow the user to view what needs done and mark it as complete when it is. As time passes, the Action Owner will receive automatic reminders at intervals such as 7 days out, 3 days out, and 1 day out. However, an email can be easily ignored. To remedy this, escalation processes are set up so that if an Action is approaching due date and has not been viewed/approved/completed, alerts are sent to those further up the organizational hierarchy to ensure nothing slips through the cracks.
Some Actions need completed sooner than others. High Priority items should be flagged and held to corporate policies to ensure the correct response. Each Action item is given a Priority, which can drive the Action’s Due Date. For example, a P1 Action should be completed within 24 hours of approval, whereas a P3 or P4 Action can have a Due Date of the Owner’s choosing. System policies like this help users make decisions and increase the likelihood that Actions are being satisfactorily completed in a timely manner.
The Pro-Sapien Action form supports attachments so that users can upload evidence that their Action has been completed. Save a range of file types such as images, PDFs, Word documents or emails to show what has been achieved and assist the verification process.
With dozens if not hundreds of open actions within the system at any given time, it can be a challenge to keep up. To make your life easier, our software includes actions data in KPI widgets, dashboards and reports. Typically, we will configure your unique KPIs into the system during implementation. We use a combination of technologies to deliver configured dashboards within our software. Users can also be trained to build their own reports with other Office 365 programs such as Power BI, so you’re not reliant on Pro-Sapien to run customized reports.
See what changes were made, when and by whom to all action items. Everything done within the system has a full audit trail, so when OSHA comes knocking you have all the information you need to prove your compliance.

Build your own reports in Power BI

As well as dashboards within Pro-Sapien, you'll be able to use Power BI in Office 365 to create your own EHSQ reports. With it's drag and drop interface, getting insights out of your data has never been so straightforward. Freely modify configured reports that Pro-Sapien delivered for you, or start from scratch. The possibilities are endless.

An Incidents Overview Report in Power BI using data from Pro-Sapien's software
Pro-Sapien lets EHS Managers keep track of KPIs

Keep track of KPIs

Key Performance Indicators (KPIs) let you quickly understand how effectively the business is achieving its EHSQ goals. Pro-Sapien configures your enterprise KPIs into the software, to be displayed on any dashboard or report as Red-Amber-Green visuals. Click through to the underlying items to immediately see what's driving the result.

LBC Tank Terminals' 370% Increase in Near Miss Reporting

Eliminate Excel spreadsheets in Action Management

LBC Tank Terminals, a global operator of bulk liquid storage facilities for petrochemicals, relied on clunky Excel spreadsheets to organize CSR-related actions. By partnering with Pro-Sapien, LBC has completely eliminated spreadsheets and moved entirely to the Action Manager. Find out how the award-winning company is using Pro-Sapien for faster non-compliance response in the client case study.

THE PRO-SAPIEN DIFFERENCE

Office 365 Integration

Pro-Sapien is deployed into your company's SharePoint portal in Office 365. That means your employees already know where to find it and how to use it.

Having SharePoint licenses is a prerequisite for using Pro-Sapien. Find out more about what SharePoint integration means here.

Watch the demos

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What's a Core Module?

A Core Module is one that comes with every Pro-Sapien system, regardless of the Optional Modules chosen.