Observations Software on Office 365

The amount of effort required to report an observation can be the difference between a worker reporting it or not bothering.

With that in mind, the Pro-Sapien Observations form is short, simple and takes less than two minutes to fill.

What’s more, it’s easily accessed on mobile devices, with a responsive design that fits nicely on any screen size. Employees can fill it out quickly on the go.

Getting information in fast is one thing—making sure it’s of decent quality is another.

The Pro-Sapien Observations module comes with a Review workflow stage to let you do exactly that.

A designated reviewer or group of reviewers checks that everything is classified correctly, before deciding what the next steps should be.

Upon review, you may decide this is more than an observation and that harm was already caused. In this case, you can escalate an observation to an incident.

Escalating an observation to an incident gives you the ability to gather more information and, if required, conduct an investigation.

When an observation is escalated, the system copies across data in the observations form into the equivalent fields in the new incident form.

Find out more information about our Incident Management module here.

An observation is of little value if it’s not appropriately addressed.

Not only will correcting noncompliances make workplaces safer, but employees want to see that you follow through on what they tell you. In this sense, observations are a useful tool to build trust between front-line workers and management.

Once an observation is received, there may be actions required to correct it and ensure controls are in place to stop the hazard re-appearing.

Pro-Sapien makes it easy to plan follow up tasks. Managers can assign actions straight from the submitted observation form, triggering automated notifications to Action Owners.

Automated notifications and reminders are an important part of Pro-Sapien, and they apply to both Observations and Actions.

When an observation is submitted, reviewers are automatically notified of required action—similarly, if an observation is escalated to an incident, other managers can be notified.

When an action is assigned, the Action Owner is notified and can keep the item up to date using the central Action Manager.

The Action Manager helps all parties stay on top of their to-do lists, and automated reminders when due date is approaching help ensure nothing slips through the cracks.

Instead of talking only about “Why was that recordable?” start asking, “What was the potential for someone to get hurt?”

Leading indicators like observations provide your organization with a better sense of direction and encourage a proactive approach to EHS and Security.

By knowing the potential for harm, you can put in place controls to minimize the risk of incident in the future.

Just like all data in your Pro-Sapien system, Observations data appears in dashboards and reports for you to easily identify trends and make informed decisions.

All data captured in Observations forms can be surfaced as graphs and charts in beautiful business intelligence reports.

Pro-Sapien will preconfigure reports and dashboards that are meaningful to your unique business, helping you identify trends and make informed decisions on what requires improvement.

See visuals in dashboards within the Pro-Sapien system and, if it’s available, we’ll integrate with Microsoft Power BI to give you even more control over your analytics.

What’s more, using Pro-Sapien you can publish monthly observations roundups to show workers their voices are heard.

Collecting data is only half the story – it’s what you do with it that makes the difference.

Learn more about our Business Intelligence tools here.