The document outlines the multi-year process of developing Utah's online self-inspection survey, including moving from a paper to online format, improving flexibility and accountability over multiple versions. It describes the roles and functions of administrators and coordinators in creating, distributing, and managing the survey, as well as the process for surveyors to be assigned facilities, conduct inspections, and submit corrective action reports. The document also discusses future plans to enhance the system's data mining capabilities and improve workflow.

1. State of Utah Division of Risk Management
The Origins, Evolution, and
Impact of Utah's Online
Self‐Inspection Survey

2. Multi‐Year Process
• Paper Format
– Multiple years became a standard
– No review of forms
• Online 1st Version
– Lack of security
– Lack of accountability

3. Multi‐Year Process (cont.)
• Online 2nd Version
– No flexibility for coordinators
– Content control lacking
• Online 3rd Version
– Improved flexibility for risk
– Limited data mining

4. Administrators
• Create the survey for each group and
organization
• Create questions
• Establish dates of availability
• Draft opening and closing letters

5. Administrators (cont.)
• Limited access to maintain program integrity
– One main administrator
• Works with Technology Services
– Two alternates
• Working knowledge on all levels

6. Year Selection
• Select
year for
revisions
and data
mining

7. Function Index/Guide
• Function
links
• Users’
Guide

8. Grouping
• Types
each
covered
entity

9. New Group

10. Group Inspectable Areas
• Establish
what
inspectab
le areas
will be
available
for each
group

11. Organizations
• Based
on year
and/or
unique
organiz
‐ation

12. Organizations (cont.)
• Add an
organization

13. Facilities

14. Add a Facility

15. Manage Coordinators
• Manage all
coordinators
• Sort
coordinators
by name

16. Add Coordinators
• Add a
coordiantor
• Multiple
coordinators
for one
organization

17. Inspectable Areas
• Create
unique
question
sets
based on
facility
use

18. Add Inspectable Areas

19. Managing Questions
• Keyword
search
function

20. Managing Questions (cont.)
• Add
questions
• Unique
numbering
required

21. Managing Questions (cont.)
• Multi‐
year
revision
capability

22. Managing Questions (cont.)
• View
questions
• Keyword
search
• Edit
function

23. Editing Questions
• Edit
questions
and
explana‐
tions
• Paper
versus
online
formats

24. Sort Questions

25. Cover Letter Function
• Create
notices
of dead‐
lines and
expecta‐
tions

26. Coordinator Closure Letter
• Draft
instruc‐
tions and
thank‐
yous

27. Database/Reports
• Download
databases
• View overall
summary
• Report of
completion
• Corrective
action
report

28. Coordinator Proxy‐ability
• Loss
control
access
• Tool for
instruc‐
tion and
help

29. Questions?

30. Coordinator Considerations
• Required training on implementation
• Yearly training available
– For new coordinators
– Refresher course
• Need more accountability
– Subordinates doing the work

31. Coordinator Aids
• Program fluidity
• Left‐side numbering for task
progression
• FAQ link
• Options box graphic
• Email‐ability to program
administrator

32. Registration Message
• Request
• Grant

33. Coordinator Letter

34. Manage Surveyors
• Add
• Edit
• Delete

35. Select a Facility

36. Select a Surveyor

37. Select an Inspectable Area

38. Surveyor Repeat Select

39. Verification: Mandatory Areas
• Verifies
manda‐
tory
areas
and
buildings
are
assigned

40. Email Notifications
• Notifies
surveyors
of
assigned
facilities

41. Status Review ‐ Surveyors

42. Status Review ‐ Facilities

43. Coordinator Reports
• Summary
report
• Corrective
action
report
• Can edit
corrective
actions

44. Corrective Action Report

45. Coordinator Summary Report

46. Questions?

47. Surveyor Role
• Perform the surveys
• Can be assigned one, more, or all
inspectable area(s) of facility.

48. Surveyor Aids
• FAQ link
• Simple linear progression
• “Where Am I?” graphic button

49. Surveyor Responsibilities
• Review/submit completed survey
• Final submission locks the survey
– Coordinators and administrators can
unlock the survey

50. Surveyor Message/Letter

51. Facility Selection Step
• More than
one facility
can be
assigned
to one
surveyor

52. Online Survey

53. ‘No’ Selection

54. Corrective Action Screen
• Requires an
explanation,
action, due
date, and
delegation.
• Verifies
submission
to Risk

55. Surveyor Review

56. Surveyor Review 2
• Coordinator
information
included

57. Submit and Review

58. Final Submit/Lock
• Available as
final check
only after all
questions
have been
completed

59. Submittal Verification

60. Questions?

61. Future
• Enhance data mining
– Agencies & Risk Consultants
• Convert to Java
– Less expensive programming costs
– Enhanced security
• Improve work flow
– Reduce program steps
– Use pop‐up windows

62. Future (cont.)
• Program development by‐products
– Greater knowledge of IT capabilities
– Commitment to create enterprise
system
• Claims
• Property
• Automobile
• Correspondence
• 24 – 7 availability
• Entity accountability

63. Questions?
Jeff Rose
– Loss Control Consultant
Brian Nelson
– Loss Control Administrator
5120 State Office Building
Salt Lake City, UT 84004
(801) 538‐9560
www.risk.utah.gov