Queensland Glass wins National Safety Award

AGGA National Safety Award is winner for 2016 goes to:

Queensland Glass Pty Ltd. for the Armour Safety Programme.

Following a number of serious injuries in their operations, Queensland Glass recognised that most were musculoskeletal in nature, with an emphasis on injuries due to heavy lifting and awkward body positioning.  After investigating, it was established that the manual-handling training workers were receiving from external training organisations was limited regarding the specific tasks their workers were performing.

Queensland Glass engaged a musculoskeletal specialist to design a targeted training program and deliver it to their workforce.  A DVD was developed incorporating critical manual handling techniques to assist with the retraining of existing workers and the induction of new employees.

Concurrently, an App was developed for Smart devices that enabled all necessary safety and quality documentation to be managed in real time.  All documentation, including SWMS, Prestarts, Toolbox meetings, Site Inspections, Incident reports & Investigations, can be managed via this App.

An online training program has also been developed, which includes: inductions; manual-handling training for all staff; notifications of pending training; records of past training; and, performance reviews. This program also allows Queensland Glass to induct and prequalify subcontractors.

Left to Right: Peter Collishaw, Queensland Glass, Peter Westcott, Workplace Health and Safety, Queensland.

Implementation of this system has seen Queensland Glass reduce it’s number of serious injuries to zero over 12 months. The Safety Management System which is incorporated into the company’s Integrated Management System is certified to AS/NZS 4801.

AGGA National Safety Award is proudly sponsored by

Improve Training Matrix

Courses

Courses have been a part of the dita platform for some time and while these have been used to join various online training programs (modules) and resources to assist in assigning training requirements for the various job roles within an organisation.

Courses now take on a whole new function as a container that allows the organisation to create training pathways and training matrix for all the job roles within the organisation and for external contractors and their employees.

Course to do list

Courses is just the name for the administrator to create their training matrix and now have the ability to contain not only online training programs, resources, but now include competencies and events. To truly make this function more flexible to the individual organisation and job role, each component can be set as a mandatory component or not. This allows you to create a training matrix for every job role in your organisation to track compliancy and at the same time be able to add additional components for the professional development of the staff member to continue the learning process and their own training pathway.

Dashboard LibraryThe training pathway can also be supported by the library function available in the user’s dashboard to make available additional professional development that sits outside the course being provided. This allows the organisation to create multiple training pathways for staff members that are currently in the same job role.

The course is the container that holds the individual components, once all mandatory components are completed the user will then be compliant with the organisations requirements. While the user may be compliant when first completed, the system will then automate the reminders for the individual components within the course as they are required to be re-done or input again. This fully automates the process to maintain a compliant workforce for your organisation and offers various types reporting for your auditing process.

 

For more information about this essential process and set of tools check out the help pages in the dita Platform.

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Workplace Compliance

Competencies

In April 2015 dita Solutions expanded its platform to include a competency engine to its Leaner Management System. We realised that clients needed a platform that not only delivered online training and material, that now has a more holistic function which also tracks each user’s competencies.

These are set up to track users compliancy for an undefined range of varied competencies required for the different job descriptions within any organisation. While this function has been available in the dita Platform since April, it was only a function for administrators to use, to track and update each user’s competencies through the manager interface.

Dashboard Edit competency DetailsWith the release of the new dashboard on 4th January 2015, we have expanded the functions of the competency engine that now allows the user/staff member the ability to complete, upload documents to these competencies. All the while giving the administrator full control on how these functions are set up and interacted with the user. For instance, while the organisation may allow certain staff to complete competency details and upload documents against them, you can choose to have a requirement for this to be sighted and confirm by the administrator prior to the competency being compliant.

For Example – Certain staff for their job description are required to have a current drivers licence to perform their job legally. A driver licence competency can be set up with the ability for the staff member to complete the details of their licence and then upload a copy of their drivers licence into the system. If you choose the competency does not become compliant until it has been viewed by an administrator and marked as compliant.

As with other training requirements the competencies are set up with automated reminders for the system and tracking of any competencies that are approaching their compliancy date or overdue, so administrators can escalate the need for the appropriate documentation to be loaded into the system.

Dashboard upload competency DetailsAs documents can now be added to competencies set up by the administrator, this can be used for a number of other organisation functions. A competency can be sent to a group of users with a document attached, when directed the user can open and complete any details required, save and then upload against the competency for the administrator to view. The system will automate reminders and supply the administrator with reports on completed and outstanding competencies.

For more information about this essential process and set of tools check out the help pages in the dita Platform.

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Online Inductions

Online Inductions

Induction registrationOne of our biggest requests was to have a specific induction facility as part of our platform.

Most organisation today have a requirement to induct persons entering their workplaces and have found that there is a disconnect between robust Leaner Management Systems like dita that include automated competency functions and learning pathways.

This joins the functionality of inducting external contractors, contractor’s employees and their own staff before they access various workplaces owned or leased by the organisation. While there are a number of pre-set registration templates for these groups the system allows you to add your own requirements for each one, so the induction process is fully automated.

 

Watch this video on the new Induction Engine

External Contractors

Contractor InductionAll organisations have external contractors entering their workplace for many reasons, whether it be for repairs and maintenance, outsourced labour or special projects. Before a contractor’s employee can be inducted you need a facility to register the contracting organisation. Information required but not limited to include the organisations legal name, address, ABN, insurances, trade certificates and SWMS. Once the contract organisation has been registered, then their employees are able to go through their own induction. All certifications are then tracked and automatic reminders are sent to the contractor organisation to ensure they are compliant with your organisation’s needs.

 

Contractor Employees

Contrctor Employee Induction registrationOnce a contract organisation has completed their registration, their employees can then remotely login to complete an induction to your organisation. This ties the two together and ensure that the contractor’s employees maintain their compliance to access areas operated by your organisation. Each organisation can set their own validity period for contractor employees and they will receive an automated induction certificate and card by email once compliant. This can be printed out or saved to a phone to present on access to any of your organisations sites.

 

Staff

Employee inductionAll organisations have different requirements on how they induct their own staff and while this is currently a function that is controlled through the management interface, now you can allow staff to go through a self-register induction. This gives each organisation the flexibility to choose how they will induct their own staff and once completed they will then receive automated requests to update certain certifications to ensure they maintain their compliance.

Our new Induction functionality allows organisation to combine a number of compliancy requirements into one system to alleviate multiple applications and functions being used and streamlining processes and productivity.

 

For more information about this essential process and set of tools check out the help pages in the dita Platform.

 

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User Experience

User Experience – New Dashboard

With the dita platform integrating many new features, it was important that we look at how this was going to be experienced by the end user. The Dashboard can become very busy and at times confusing for the user, when you try to add quick easy access points to multiple functions in the front screen. We see this over and over again in many systems and were focused on creating something that was exactly opposite to the trend of more options for the user to understand to be able to complete simple tasks.

Where to start? That seemed quite obvious to us and was to look at the dashboard from the user’s perspective!

This meant we needed to start with a blank page and start over and understand firstly what it was that the user was there for and how to make their experience one that is simple and direct. Now that cloud based training and compliance is becoming the norm, we see that the terminology used is varied and confusing, especially when users go from one solution to the next.

Courses, modules, resources, events, competencies are just few terms that are used to describe the content or function the user has been allocated. With these terms changing their meaning between one systems to another we decided to remove all these terms from our streamline dashboard.

Watch this overview of the new Dashboard

Notifications

While most communication with the user starts with either automated emails from the platform or manual emails sent via direct action by the system administrators, we felt the top priority was to have a simple Notifications board at the top of the dashboard. The notifications board holds all communication that occurs from the platform to the user with just the last 3 showing on entry and a simple scrolling function to access any notifications they have received previously. So if a user loses an email they can simply click on the notification to receive the message that was sent to them.

Dashboard Notifications

Activities

The second section is an Activities Board that contains a “To Do List” and “Completed” items, so when the user logs in, the “To Do List” is presented with next due item at the top. Showing an icon, Title, Status, Due Date and an action are all that are offered. This allows the user to simply click on the action button on the item they want to work through in that session. Four simple actions are displayed if required for each item, they can be;
Dashboard Activities - Completed

  • Open – symbolised by an opened folder, this action will take them directly into the item.
  • Add – symbolised by a “+” button and when clicked will bring up a box with information for them to fill in.
  • Edit – symbolised by a pencil and when clicked will bring up a box with information for them to edit.
  • Upload – symbolised by an upward arrow in a cloud and when clicked allows the user to upload documents from their computer or device.

 

Closed Nav IconsPNGNavigation

There is a left hand navigation, that gives the user a one click access to;

  • Dashboard – so no matter where they are in the system they can quickly get back to the dashboard.
  • Profile – Where the user can view their own profile and if permission is allowed can edit their own details.
  • Help – This section gives the user access to automated assistance through, “How to pages”, “Instructional Videos”, “Frequently Asked Questions” and “Technical Support”.
  • Register Product Key – This allows a user to add additional products/content into their dashboard if allowed.
  • Library – The Library button will only be present if there are item available for the user to access.

This navigation is in a closed state on mobile devices to optimise the screen real-estate and can be toggled open and closed.

The feedback received by existing clients and focus groups is that the New Dashboard takes away any confusion for the user and allows quick and easy access to the content or actions required by them.

For more information about this essential process and set of tools check out the help pages in the dita Platform.

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Live Training

With technology helping us to streamline our training compliance and professional development it has made us focus on these technologies separately from our traditional face to face training. Without a doubt online learning is an important addition to our overall training matrix, so we need to use platforms that will allow us to not only create online modules, course and resources but also be able to create traditional training events and be able to allocate, track and assess through the same system.

There are some elements of our training that can either be more effective or only performed in a traditional live training environment. We need to ensure that the platform that we use to build, track and maintain our organisations training matrix can also include the function of mapping the live events including;

  • Face to Face Training
  • Seminars
  • One on one meetings
  • Skype meetings
  • Webinars

All these types of training are important to enable the greatest outcomes and flexibility when we set up our systems to design and track compliancy and competency within our organisations.

A lot of live event training will come with printouts or booklets that may be required at the time of training or as a pre-requisite to doing the training. For these instances we need to ensure that we can attach these documents or links to the event so attendees can have access to this material and if need be or directed to do so print them out and have them with them.

As important as having the capability to allocate, track and report on live event type training as part of our training matrix, the process needs to easy to create and manage through the whole process and having this all in one platform assists you to maintain this process and have ease of use.

Below is an example of how easy it is to create the events ready for inclusion into the management interface and from there allocation to the users.

For more information about this essential process and set of tools check out the help pages in the dita Platform.

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Compliance Settings

It is fantastic that we have the ability to streamline our training matrix and be able to deliver it through a variety of means to get the best outcome for our organisation. Essential to this process being a success we need the ability to set and forgot, well to some extent anyway!

One our the greatest training tools we can set up within our organisation is the ability to train our staff through online training modules, there are many aspects of our training matrix that can be delivered in this fashion and even traditional face to face training can be converted when the right outcomes are achieved, especially when we are talking about re-occurring compliance.

So you may have completed some training in a face to face environment and to remain compliant we need to schedule refreshers, so we can keep best practices front of mind and so we can also update staff with new standards and procedures. Wether you are a small or large organisation this can be a tricky and consuming task if we do not have the right tools at our finger tips. Also if you fail in this task you can become non compliant or worse fail a staff member leaving them exposed to injury or prosecution.

Remaining compliant can be an easy aspect of the training matrix, once you have developed your online training module to keep the staff compliant you only need a minute to set up an automated system that will allocate, track and send out reminders. This video explains how simple the set up of this process can be for your organisation to remain compliant.

As you can see this process is extremely easy to set up and not only does it look after future re-occurring training but also those staff that have been trained in these modules in the past. There are more instructions in the Help files in the Manager interface that will assist you further.

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Dita Solutions on show at Safety in Action

dita Solutions are exhibiting at the Safety in Action Show, Brisbane, 22 – 23 April.

Come and visit us at Booth E35. Learn how our learner management platform can help your workforce through our approach to workplace training and assessment. While there Ben will take you through a live demonstration of the our platform and show how it will streamline your compliancy.

dita is sharing its booth with partners Cogent Thinking and IPAR Rehabilitation.

For some more information on the dita Platform take our 14 day free trial

 

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Instant Updating

One of the greatest downfalls of a successful training system is the inability to be able to do instant updating without the need to involve other stakeholders. Legislation and workforce compliancy is an ever-evolving proposition, so it’s crucial you’re able to issue relevant changes easily, including updates, additions and removals, all within a single platform. You shouldn’t be reliant on other stakeholders as this eventually leads to an out of date matrix and offering, and therefore a system that only offers superficial solutions.

It’s essential that your learning platform is always up to date. Energy should be put into keeping the information being offered to staff up to date and relevant to current legislation and company standards rather than dealing with multiple 3rd parties to make simple updates. Having a platform that allows the personnel to stay in charge of keeping the content up to date is the only way to ensure you are offering the correct information.

The person responsible should simply log into the platform, make the relevant changes and with a stroke of the keyboard update the content. This is the only way for a learning platform to be truly capable of keeping learning materials up to date by allowing the ability to make quick changes to help efficiently address the very latest legislative and company standards. Sending training material off to a 3rd party and then involving other 3rd parties to update the catalogue is simply outdated and inefficient.

Your learning platform needs to be a turnkey solution that allows for instant updating of material to ensure your organisation is not delivering potentially damaging or outdated information to its staff members.

 

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Library Management

An important component of a successful training matrix and the successful offering of professional development is the ability to manage a library of courses and skill-based training. Your platform should at least be able to offer library integration for access by individuals, groups and the organisations workforce as a whole. Library management helps you focus personnel on the professional development most suitable for them, allowing you to design a superior training pathway.

 

It’s vital that the Learning platform your organisation adapts has the ability to offer a library of appropriate training and learning resources, events and at the same time be specific to the individual’s competency matrix. As an example; Jim in the warehouse should have available to him training that the organisation deems appropriate for his role and what the organisation deem to be relevant to Jim’s professional development. This is a solution that enables the organisation to provide additional learning resources and professional development training by simply structuring its competency mapping.

 

The library empowers each individual in the organisation by giving them the opportunity for self-improvement through professional development. While at the same time allowing the organisation to control the direction of professional development being offered to each individual if they wish to take it up.
 

 

To be an effective part of learning and development within your organisation, there are some important functions a library needs to have:

  • A list of training modules for individual users
  • Self-Enrolling
  • Enrolment requiring approval
  • Events
  • How many training seats are available
  • Cut-off dates
  • Approval status
  • Instant access to relevant learning material

More information can be found in the Management interface of the dita Platform.

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