It’s very
easy to navigate this user manual. Sections are ordered the same as they appear
on the OLS360 menu. For a general overview of activities and the dashboard,
visit the next section: General. For any questions or troubleshooting, visit the
sections at the end of the manual: Troubleshooting & FAQ. Navigating between sections is easy: use the Table
of Contents, the
links within the content, or search. Headings are ordered from the broad menu
items, to processes, to the actions within those processes. Sections may seem similar to each other because the same actions can be
completed across multiple processes.
This guide
includes only user activities for the following: Assign Worker to Crew, Record
Drills, Maintain Workers, Record A&D Collection, Record Unapproved Absence,
Request Absence, Boots on the Ground, Record Sub-Contractor Ticket, Setup
Competency Certifications, Report & Investigate Incidents, Safety
Observations, Shared Tables, Scheduler, and Execute Tasks. For maintaining
back-end work, see System Administration Manual. Navigation is easily done from
the Table of Contents.
OLS360
allows companies to centralize their documentation, schedule activities, set
tasks, and complete phased processes. Activities, Tasks, and Workflows assigned
to the user are easily accessed on the home page. Maintaining documentation is easily
accessed through the OLS360 menu. This menu is split into five sections: Field
Services Portal, HR Portal, Management Portal, Safety Portal, and Shared
Tables.
This user
manual contains a guide to all possible user processes. However, not all users
will be able to access every component of the application. What a user can
access depends on the administrative permissions they are given, or what group
they belong to. See your system administrator if you require access to more
features.
This user
manual contains step-by-step instructions to complete actions within OLS360. Not
all actions, information, and troubleshooting are covered by this guide. This
manual does not cover administrative and setting instructions. For this
information, see the System Administration Manual. This manual does not cover
the integration or use of Power BI.
This manual
is not to be used as a company’s standard operating procedure as this manual
only includes guidance for the OLS360 application, not company policies. This
guide does not contain comprehensive diagnostic tools for all issues that might
arise. If more troubleshooting is required, contact OLS360 directly.
Activity vs. Workflow vs. Maintain
7. Full Day / Show Business Hours
Add Picture to Status
Comments:
Edit Single and Multiple Occurrences
How to Open a Scheduled Event.
How to Get to the Assign
Worker to Crew Page:
Change Status of Assign Worker to Crew
Add Picture to Status
Comments:
Assign Crew Worker to
Different User
Add Task to Assign Worker to Crew
Export Assign Worker to Crew..
Review History of Assign Worker to Crew
How to Get to the Record
Drills Page:
How to Access Drill
Instructions and How-to Guide:
Change Status of Recorded Drill
Add Picture to Status
Comments:
Assign Drill to Different
User
Review History of Recorded Drill
Rod Rig, Service Rig, Kb Picker, Pump truck, pressure truck,
and Crew Truck inspections
How to Get to the Rod Rig
- Daily Inspections Page:
How to Access Inspections
Instructions and How-to Guide:
Add Picture to Status
Comments:
Assign Inspection to
Different User
Add Task to Recorded INSPECTION
Review History of Inspections.
How to Get to the
Maintain Workers Page:
How to Get to the Record
A&D Collection Page:
How to Access A&D
Collection How-to Guide:
Saving Recorded A&D
Collection
Change Status of Recorded A&D Collection
Add Picture to Status
Comments:
Assign A&D Collection
to Different User
Add Task to Recorded A&D Collection
Review History of A&D Collection
How to Get to the Record
Unapproved Absence Page:
How to Access Record
Unapproved Absence How-to Guide:
Saving Recorded
Unapproved Absence
Change Status of Unapproved Absence
Add Picture to Status
Comments:
Assign Unapproved Absence
to Different User
Add Task to Unapproved Absence.
Review History of Recorded Unapproved Absence
How to Get to the Request
Absence Page:
How to Access Absence
Request Guide and How-to Guide:
How to Access and Sign
Employee Acknowledgement
Complete Absence Request Phases
Change Phase of Absence Request
Change Status of Absence Request
Add Picture to Phase
Comments:
Assign Absence Request to
Different User
Review Task History of
Absence Requests
Review Phase History of Absence Request
How to Get to the Boots
on the Ground Page:
How to Access Management
Visits Instructions and How-to Guide:
Add New Boots on the
Ground Visit
Edit Boots on the Ground Visit.
Saving Boots on the
Ground Visit
Change Status of Boots on the Ground Visit
Add Picture to Status
Comments:
Assign Boots on the
Ground to Different User
Add Task to Boots on the Ground Visit
Review History of Boots on the Ground
Compare Boots on the
Ground Visits
Schedule Boots on the Ground Visit
How to Get to the Record
Sub-Contractor Ticket Page:
How to Access
Sub-Contractor Ticket How-to Guide:
Edit Recorded Sub-Contractor Ticket
Saving Recorded
Sub-Contractor Ticket
Change Status of Recorded Sub-Contractor Ticket
Add Picture to Status
Comments:
Assign Recorded
Sub-Contractor Ticket to Different User
Add Task to Recorded Sub-Contractor Ticket
Export Recorded Sub-Contractor Ticket
Review History of Recorded Sub-Contractor Ticket
Compare Recorded
Sub-Contractor Tickets
Clone Recorded Sub-Contractor Ticket
Setup Competency Certifications
How to Get to the Setup
Competency Certifications Page:
Add New Competency
Certification
Edit Competency Certifications Record
Saving Competency
Certification Record
Complete Competency Certification Phases
Change Phase of Competency Certifications Record
Change Status of Competency Certifications Record
Add Picture to Phase
Comments:
Assign Competency
Certification to Different User
Add Task to A Competency Certification Record
Review Task History of
Competency Certifications Record
Export Competency Certifications Report
Review Phase History of Competency Certifications
Report & Investigate Incidents
How to Get to the Report
& Investigate Incidents Page:
How to Access How to
Report an Incident Guide, Safety Portal Link, and How-to Guide:
Edit Report & Investigate Incidents Record
Saving Report &
Investigate Incidents Record
Complete Report & Investigate Incidents Phases
Change Phase of Report & Investigate Incidents Record
Change Status of Report & Investigate Incidents Record
Add Picture to Phase
Comments:
Assign Report &
Investigate Incidents Record to Different User.
Add Task to Report & Investigate Incidents Record
Review Task History of
Report & Investigate Incidents Record
Export Report & Investigate Incidents Report
Review Phase History of Report & Investigate Incidents
How to Get to the Safety
Observations Page:
How to Access Observation
Instructions and How-to Guide:
Add Observation Records to Tables
How to Access and Sign
Observation Findings
Change Status of Safety Observations
Add Picture to Status
Comments:
Assign Safety
Observations to Different User
Add Task to Safety Observations
Review History of Safety Observation
Compare Recorded Safety
Observations
Maintain Pages: Certificates, Contacts, Crews, Customers,
Devices, Equipment, First Nations, Vendors
How to Get to the
Maintain Pages:
Add New Record in Maintain Pages
Find Record in Maintain Pages.
Edit Record in Maintain Pages.
I entered something, but when I came back, it didn’t save.
Why can’t I change the status/phase?
I can’t upload an image on a comment.
I tried to do something in OLS360, but I got the warning
message ‘Access Denied’.
What’s the difference between an activity and a workflow?
How do I copy an action I’ve already made?
How do I delete something I added?
How do I save records to my computer?
How do I know if I’m editing or viewing a record?
The OLS360
application does not require any specialized software to be installed, only
internet access. OLS360 can be accessed by entering this website into any
browser: my.ols360.apppimee360.azurewebsites.net
1. Enter my.ols360.apppimee360.azurewebsites.net
into any browser.
2. Enter
your Microsoft account email. You can click Sign-in Options for other options.
Your system administrator should let you know what email address is being used
as a Microsoft login for OLS360. Click Next.
3. Enter your account password, click Sign In.
4. If the browser displays Stay signed in? prompt, decide and click Yes or No.
5. You should be brought directly to your Dashboard. If you have two company accounts, follow Switch Between Companies steps 3 through 4.
1. Click the orange Power Button in the
lower-right on the Standard toolbar.
2. Select which account you want to sign out of.
3. Wait until the OLS360 app completes sign out before closing the browser window.
If you
belong to multiple companies that are using OLS360 and need to switch between
them:
1. Log out following Log Out steps 1 through 3.
2. Log back in following Log In steps 1 through 4.
3. In the Welcome to OLS360 window, select the company from the Available Tenants list.
4. Click Ok.
There are
three types of records you may encounter within OLS360.
· Activities: Singular records that have different statuses (e.g., started, in review, reviewed, etc.). The majority of the records in OLS360 are set as Activities.
· Workflows: Similar to Activities, but have Phases in addition to Statuses. Phases can restrict or add information and users.
· Maintain: tables that include record information. The information contained in the tables is used in Activities and Workflows. These do not appear on your Dashboard.
When you are in a record and need to back out
to a previous page, you can:
· Use the back button on your browser.
·
Use the X in the upper-right
corner.
·
If you are in a Search
grid and wish to return to the search
click the Search button in the upper-right corner.
When you
want to edit or add to a record, you can:
·
Select the
menu in the upper right of the record and click Edit.
· Double-click on an editable field. (This works for both field boxes in the record as well as the Assigned to and Phase/Status in the grey box at beginning of the record.)
· If you don’t see the edit button you will need to Assign the record to yourself. Click on the Assign button and choose your name from the drop down menu.
You can
search the entire OLS360 app and all the records, information tables, and tasks
from the search bar.
1. Type your search term into the search bar.
2. Click the Magnifying Glass icon on the right. (Pressing Enter on your keyboard will not activate the search.)
3. In the Search window, select the record you are searching for by clicking Open. This will take you directly to the record.
4. If you are having trouble finding the record
in the list, you can filter by clicking the Filter icon. In the filter
dropdown, select the correct filter term from the list and enter the term or
name being searched. Click Filter.
(To clear the filter and return to the full list, in the filter dropdown, click
Clear.)
5. If the search does not find anything related to your search term, the Search window will display ‘No Results Found’.
1. To search using filers, click the Down
Arrow beside the magnifying glass icon in the search bar.
2. In the search window, select the type of record to search from the Search in list.
3. Once the first list has been chosen, the second list will update automatically to show options specific to that type. Choose the type of record from this list.
·
Entity - Workers, Equipment, Customers,
First Nations, Contacts, Vendors, Crews, Electronic Devices, Certificates.
· Activity - Change Crew, Management Visits, Record A&D Collection, Record Drill, Record Sub-Contractor Ticket, Safety Observations, Unapproved Absence
· Workflow - Incident Report and Investigation, Absence Requests, Competency Certification
·
Task - Management Request, HR Request,
Safety Request, Field Supervisor Request, Office Request, Other Request
4. Enter your search into Keyword.
5. Restrict search by Date if needed by using the calendar icons for from and to.
6. Click Search, or Clear filters to search for a different record.
7. In the Search window, select the record you are searching for by clicking Open. This will take you directly to the record.
Each type
of record has its own naming format, but all record names share the same
organization. The record name starts with either the entity name (e.g. Worker,
Equipment, Vendor) or the workflow abbreviation (e.g. Absence Request = AR), followed
by the date in a Year, Month, Day format, and at the end is a unique ID number
that differentiates records from each other.
Here’s how
to tell what type a record is depending on its name:
ACTIVITIES
Name-DATE(YearMonthDay)-IDNumber
· Assign Worker to Crew
· A & D Collection
· Unapproved Absence
Equipment- DATE(YearMonthDay)-IDNumber
· Record Drills
· Boots on the Ground
Vendor- DATE(YearMonthDay)-IDNumber
· Record Sub-Contractor Ticket
WORKFLOWS
AR- DATE(YearMonthDay)-IDNumber
· Absence Request
CC- DATE(YearMonthDay)-IDNumber
· Setup Competency Certification
IRI/IRM- DATE(YearMonthDay)-IDNumber
· Report & Investigate Incidents
User preferences can be
changed by clicking on the Profile icon in the bottom right.
There are 3 sections: User
Information, Security and Preferences
Under User
Information you
can edit your name, email, phone and business division.
The Security
tab allows you to
change your password.
Under Preferences you
can set Menu Style, Timezone, whether
to show the Dashboard or not, preferred language and AI voice s
Preferences allows you
to choose from one of three menu styles. Full Screen, Side Bar
or Category.
Full Screen
Side Bar
Category
The OLS360 logothree bars
in the upper-left corner of the page, when clicked onpointed
to, shows the full menu of available program options. Select the
type of record to access from this menu. Clicking on the OLS360 menu will bring
you back to the dashboard from anywhere within the app.
You can search the entire OLS360 app from the search
bar. You can either type what you’re searching for into the search bar and
clicking the magnifying glass, or filtering the search by clicking the down
arrow,
To search using filters, click the down arrow in the search bar to pull up
the search window. In the search window, select the type of record to search: Entity,
Activity, Workflow, or Task. Once one of these options has been selected, the
second list will show options specific to that type. Type the keywords you are
searching for, select dates if necessary, and then click Search.
The refresh button allows you to refresh your dashboard whenever needed. It
also displays the last time the page was refreshed. If there are tiles that you
have cleared, but are still showing up, or if there should be new tiles
assigned to you that aren’t showing up, clicking the refresh button will reset
the tiles to their updated state.
The calendar shows the current month with the current
day outlined in a blue box. Any Activities or Workflows that are scheduled
during the month will give the date a red appearance. To see the Activities or
Workflows scheduled for that date, click the date, and then click the record
you want. This will take you to the record to view or edit.
The My Tasks section shows all tasks
assigned to you. To access your tasks, click Execute Tasks on the Standard
toolbar (#10) or right-click on the tile and click Open.double
click on the task to open it.
Understanding Task Tiles: The colors around the task
tiles indicate their proximity to the due date. A red outline means the task is
either due today or is overdue, an orange outline means the task is due within
two days, and a grey outline means the task is due in 3 days or more.
The first title indicates the type of task (e.g. Procurement Request). The second
line indicates what type of record the task is associated with (e.g.
IRI-20220704-000997, which is an Incident Investigation). The date indicates
the task due date. The status shows what step in the process the task is
currently in: Green is In Progress, and White is To Do. The green
box indicates the task is assigned to you and the blue box indicates the task
priority.
To clear task tiles from your dashboard, enter theopen the
task through Execute Tasks and
either reassign it to another user, or
complete the task by setting the status as Done.
To view more details about the task once
you’ve opened it, click on the blue underlined Process
(ie: Procurement Request) and
you will be taken to the detail page.
The My Activities section shows all activity records assigned to
you. To see all activity tiles, you can scroll through using the scroll bar on
the side of the section. To access the record, right-click on the tile and
click Open.
Understanding Activity Tiles: The colors around the activity
tiles indicate their proximity to the due date. A red outline means the activity
record is overdue, an orange outline means the activity record should be
completed within two days, and a grey outline means the activity is not due
soon.
The first title indicates the type of record (e.g. Record A&D
Collection). The second line indicates the equipment, worker, or vendor
associated with the record (e.g. Abbie Goddard). The date icon indicates the date
the record was recorded. The green status shows what the current record status
is (e.g. Started, On Hold, Waiting for Review, etc.). The green box indicates
the record is assigned to you and if the record is semi-private, the record
will show a blue box indicating the record is semi-private.
To clear activity tiles from your dashboard, enter the record and either
reassign it to another user, or complete the record by setting the status as Done,
Reviewed, or Cancelled.
The My Workflows section shows all workflow
records assigned to you. To see all workflow tiles, you can scroll through
using the scroll bar on the side of the section. To access the record,
right-click on the tile and click Open.
Understanding Workflow Tiles: The colors around the workflow
tiles indicate their proximity to the due date. A red outline means the workflow
record is overdue, an orange outline means the workflow record should be
completed within two days, and a grey outline means the workflow is not due
soon.
The first title indicates the type of record (e.g. Incident Report &
Investigation). The second line indicates the record name (e.g. IRI-20220704-000997).
The date icon indicates the date the record was recorded. The green status
shows what the current record status is (e.g. Started, On Hold, Waiting for
Review, etc.). The dark blue box indicates what phase the workflow is in (e.g.
Phase: Incident Investigation). The green box indicates the record is assigned
to you.
To clear workflow tiles from your dashboard, enter the record and either
reassign it to another user, or complete the record by setting it to the final
phase and setting the status as Done or Cancelled.
The Standard toolbar appears on every page of the OLS360 app. Clicking
on Home will bring you back to the dashboard from anywhere within the
app.
The Standard toolbar appears on every page of the OLS360 app. Clicking
on Scheduler will bring you to the scheduler page with the calendar.
10. Execute Tasks
The Standard
toolbar appears on every page of the OLS360 app. Clicking on Execute Tasks
will bring you to the task page with all unassigned tasks, tasks assigned to
your group, and tasks assigned to you.
101.
Company
The Standard toolbar appears on every page of the OLS360 app. Clicking
on Company will bring you to the company page with all the company
details.
Clicking on
the Profile Icon takes you to user preferences
Clicking on the orange Power Button icon will log
you out of the OLS360 app. Click the account you want to sign out of and wait
for a moment while OLS signs you out of the OLS360 application.
Clicking on the OLS logo will bring you to the OLS website. This makes it
easy to contact OLS.
The Standard toolbar
resides at the bottom of every page on OLS360 for easily accessible
information. The OLS logo redirects to the OLS360 website. The orange power
button logs you out of the OLS360 app.
Clicking on Home will bring you to the Dashboard from anywhere within the app.
For a guide on how
to use the scheduler, see the Scheduler section.
Click Export to PDF to export a copy of the Scheduler. To
change what is exported, use the View Changer (#4) as the export is a
copy of your current View Pane (#6).
The date selector
allows you to choose the dates you want to view.
Click Today to be taken to
the current date, or click the arrows to go forwards
and backwards in the calendar. These can be used and displayed in any View
Changer (#4) option.
Click the date(s) to show a calendar to choose the date from. Use the
arrows on the calendar to move between months. Click the date you want to view.
The current date is shown in blue at the bottom of the calendar. Click today’s
date to be taken to the current date.
The Search in the Schedular acts like a filter. Start typing
in the name of the event you’re looking for and the search will remove any
events in the View Pane (#6) that do not contain the search terms.
You can change the View Pane (#6) by choosing
what type of view you’d like to see in the View Changer.
Day will show a view of the day. Work Week will show
Monday to Friday only. Week will show Sunday to Saturday. Month
will show the entire month. Agenda will show an agenda view per week.
You can choose the week to view using the Date Selector.
The scheduled activity shows on the View Pane (#6)
with the name of the activity, followed by the Entity name in brackets. The
Circle Arrow icon indicates the event is repeating. If the Circle
Arrow has a strikethrough, the even was previously part of a series but the
single event has been edited. If there is no icon, it is a single event.
The View Pane
shows the selected calendar and scheduled events. You can change what is shown
in the View Pane by using the View
Changer (#4).
The red line across the View Pane indicates your current date and time. The yellow shading indicates the current date, and the grey shading indicates times outside business hours (8:00 am to 5:00 pm, Monday to Friday).
On Day, Work Week, and Week views in View Changer
(#4), there is the option to open the view to show hours outside business hours
(8:00 am to 5:00 pm) by clicking Show
Full Day. To restrict the view to only business hours, click Show
business hours.
The company
page accessed through the Standard toolbar displays company information.
The company information stored here is what will appear on the top of exported reports and in emails sent
through the export feature.
To edit the company information, click Edit. The company logo can be
updated by clicking Load Logo and selecting a file from the local
computer. Once company information has been updated, click Update to
save.
The Default Turnaround Time can be modified. The number of days
entered affects the due date of Activities and Workflows,
and will affect when the colors around Dashboard tiles change.
The company page also displays Data Mart Subscription information
and Data Mart Refresh Schedule. To change either of these, you must
contact OLS directly.
The menu button can be found at the top of any record. The menu will
provide a set of actions that can be completed on the selected record. To
access the menu item click on it. Depending on the
type of record selected, the menu options may be different. The full range of
menu options include:
· Edit - makes the record editable. The user must save before being able to access the menu again.
· Add - adds a new record to the current section.
· Status - brings up the window to change the status of the current record, including on hold, completed with no editing capabilities, and deletion.
· Assign – changes who the record is assigned to and has editing capabilities.
· Task - adds a task relating to the record that can be set with a due date.
· Export - exports to pdf with export options and email capabilities.
· History - reviews the status change history and comments of a specific record.
· Compare - compares the current record with the previous five instances.
· Clone - duplicates the selected record into a new record.
1. On the chosen
page click Add.
2. On the New dialogue box, in the Entity list, select the relevant entity.
3. Enter the date and time of the drill by either typing or using the calendar and clock icons.
4. Click OK.
1. On the chosen
page, in the Select a record list, select the record to edit.
2. Click Edit.
· The editing ability can also be opened by double-clicking on an editable field.
When editing is complete, the user must save any changes before leaving the page.
1.
To
cancel a record click Change Status,
select Cancelled
from the New Status drop down list. Add a comment if desired then click OK.
The purpose of assigning a record to a user is twofold. First, only the
person assigned to the record can edit the record. Second, the record shows on
the assigned user’s dashboard, so they know to complete the record.
1. On the chosen page, in the Select
a record list, select the record to be reassigned.
2. Select the Menu button, click Assign.
· The other option is to double-click the user name listed under Assigned To.
3. On the Assign Activity dialogue box, in the Assign To list, select the relevant user.
4. Add any necessary comments, then click OK.
1. On the chosen page, in the Select a record list, select the record that requires a task.
2. Select the Menu button, click Task.
3. On the New Task dialogue box, in the New Task list, select the type of task: (the list of types will vary depending on what type of record you are on)
· Management Request - share task with Senior Management.
· HR Request - share task with Human Resources.
· Safety Request - share task with Safety Team.
· Other Request – share task with Office Administrators.
4. In the Assigned To list, select the user the task should be assigned to.
5. Enter the due date for the task by either typing or using the calendar icon.
6. Select the task priority using the Priority list
7. Add any necessary comments, then click OK.
1. On the chosen page, in the Select
a record list, open the record you want to export.
2. On the top menu, click Export.
3. Decide what sections to export in the Report Groups window.
·
Initially,
all report sections will be selected, but can be
removed by clicking the X beside the section name or clicking Clear All
to remove all sections.
·
To add
individual sections, click the Report Groups window for a comprehensive
list.
4. Select paper size–letter or legal–from the Paper Size list.
5. Indicate if Attached Comments, Uploaded Images, or Task History should be included in the exported document by clicking the toggle button beside each option.
6. To email the report, click the toggle button and add the email address in the box below. You can separate multiple addresses with a semi colon [ ; ]. Alternatively, you can click the TO: button and a list of company email addresses will come up. You can select multiple email addresses then click the X in the upper right corner to close the window.
7. Click OK and the document will automatically begin downloading. If Email Report was selected, a Send Activity Report window will appear with details on the email to be sent.
Exported reports are organized in a similar manner to
the record on the OLS360 app. The top of the record includes company information
including the record number, record date, type of record, and current status or phase. The report then details everything
entered in the record, following the same heading outlines. If signatures are
in the record, the full signature will appear in blue on the report.
If any images or files are attached to comments in the record, they will
appear on a separate page. The comment associated with the image will appear
below the image. If status and/or phase are included, the history will appear
in a table on its own page.
1. On the chosen
page, in the Select a record list, open the record you want to clone.
2. Select the Menu button, click Clone.
3. In the Clone Activity window, select the date for the new record.
4. Click OK.
All status and phases have a speech bubble icon
that houses comments, but these comment icons are also available on certain
fields on the record itself.
1. Select the record to leave a comment on. Find the field that you want to leave a comment on (must have a speech bubble icon indicating comments are available,)
2. Click the speech bubble
icon.
3. On the Comments for dialogue box, click Add new record.
4. Type comments into the Description box.
5. Click Update to save comments.
6. New or additional comments can be added by clicking Add new record.
If there is already a comment available, the speech bubble icon will be solid blue instead of an outline.
1. Follow previous Comment steps 1 through 5.
2. To add a file to the comment, click Edit on the relevant comment, and then click Select File to choose from documents on the local computer.
3. Choose a document to attach, click Open and wait for Done notification.
4. Click Update to save the document to comment.
1. Follow previous Comment steps 1 through 5.
2. To add a picture to the comment, click Camera.
3. Take a picture by clicking Save.
Search screens are the way many records are accessed. In the search screen you can double click on any record to open it. You can also filter, group, show or hide columns, rearrange the column order and export the record list.
To filter the records type into any search box. For example, in this screen if I want to see only records relating to PT51 I will filter the Equipment column. Some of the columns have a drop-down list to choose from when filtering. You can filter on as many columns as you need to. For example, the below list could be further filtered on Status and Priority. Filters can be cleared by clicking the crossed-out funnel icon beside the search box.
You can sort by any column. Click on the 3 dots at the
right side of a column and choose Sort Ascending or Sort Descending.
Click on the 3 dots at the right side of a column and choose Columns. Uncheck the box beside each column that you wish to hide. You can restore the columns at any time using the same procedure.
Some columns have advanced filtering options. Date for example has options Is After [Date] AND IS Before [Date]. You could filter for records After May 31 AND Before July 1 to get only records created in June. The specific options available will vary depending on the type of data in the column.
At the top of the search screen is a section for grouping.
Drag the column header of any column to this bar to group by that column. Below we dragged the Equipment column header to the grouping area. The search screen records are now grouped by rig. Records can be grouped by more than one column. To remove a grouping click on the X beside the column header in the grouping area.
Column order can be rearranged by clicking the column header and dragging it left or right. Below we dragged the priority column. The tiny arrow at the top shows where the column will be placed when you release the mouse, in this case between the Status and Assigned To columns. OLS360 will remember the order you place columns in and display the same order the next time you use the search screen.
Each record is assigned to a user. Who the record is assigned to is
important, as only the assigned user can edit the record. When changing the
status or phase of a record, the assigned user must be changed first. Changing
the status or phase of a record can result in changing user privileges, so there
is a possibility that changing the status or phase before changing the user may
result in an inability to subsequently assign the record to a new user once
privileges have been revoked. To make sure this doesn’t happen, assign the
record to the next user first, and then change the status or phase.
There are multiple ways to save a record, depending on what area of the
program you are in. Sometimes there is a Save button, other times there is both
a Save button and a Commit button. See the information on the particular section you are interested in for specifics. When
working offline (no internet access), always Sync first thing when you
reconnect to ensure you are using the latest version of OLS360 and records you
have created are synced into the system.
Scheduler allows you to schedule single and multiple occurrences
of an event for Record Drill, Boots on the Ground, and Other
Event. Events can be scheduled on a Daily, Weekly, Monthly,
or Yearly basis. Events can be scheduled as all-day events, or during
specific times. Scheduled events can be edited singularly, or as a series. To
open the record associated with the event in Scheduler, double-click the
event and click Open. Scheduled events will not show up as a record
until they are opened, leaving your Dashboard and records clear.
Scheduled events assigned to you will show up on your Dashboard in red on the Calendar.
1. From anywhere
on the OLS360 app, click Scheduler on the Standard toolbar at the
bottom of the screen.
2. The default view is set to Work Week. To switch to another view, use View Changer in the upper right.
Events can be scheduled as either a single occurrence, or a series. The
process to schedule each type of event is the same, but if the event is
repeating, it requires more choices.
1. Go to Scheduler in the Standard
toolbar to pull up the calendar.
2. Use the Calendar to find the date you want to schedule your event and double-click the date and time to add an Event.
3. In the Event window, select the Event Type from the list.
4. If the Event is anything other than Other Event, a new window will appear. This window requires the Entity for the Event to be chosen. Choose the Entity from the list, click OK.
5. If the event type is Other Event, rename the event in Title if necessary.
6. In the Schedule for field,
add users from the list, and delete them using the X button beside the user’s
name.
7. Select the start and end dates using the Calendar icon. If the event should be performed at a specific time of day, make sure the All day event toggle is switched to No to select the time along with the date.
8. For Single Events, make sure the Repeat function is set to Never.
9. Add a description in the Description box, if necessary.
10. Click Save.
1. Follow Single Events steps 1 through 7.
2. In the Repeat function,
decide how often you want the Event to reoccur:
· Daily - Decide if the event should repeat every 1 or more days. Select the end date.
· Weekly - Decide if the event should repeat every 1 or more weeks. Decide on the day(s) of the week the event should repeat. Select the end date.
· Monthly - Decide if the event should repeat every 1 or more months. Decide on the repeat date: either the specific day or day of the week. Select the end date.
· Yearly - Decide if the event should repeat every 1 or more years. Decide on the repeat date: either the specific month and day or day of the week in a month. Select the end date.
3. Add a description in the Description box, if necessary.
4. Click Save.
1. In the Scheduler, find the
even you want to open in the calendar.
2. Double-click the event. For single events, the editing page with automatically open. For a series of events, an Edit current occurrence will open.
3. Select either Edit current occurrence to edit the single event date chosen, or Edit the series to edit all events in the reoccurring event.
4. Make any necessary edits, then click Save.
Scheduled
events will not show up in the Select a Record list until they are opened. To
open an event:
1. In the Scheduler, find the event you want to open in the calendar.
2. Double-click the event, select Edit current occurrence, and click Open.
3. Follow Edit Record steps.
1. In
the Scheduler, find the calendar view to export using the View
Changer.
2. Click Export to PDF in the upper-left corner. The PDF will automatically begin downloading.
Execute Tasks allows you to view and edit tasks assigned to you and
the groups you belong to, as well as unassigned tasks. Tasks are divided
between Activities and Workflows and will show the record name,
type of task, the Entity associated with the record, the priority, who created
the task, the created date, the task due date, who the task is assigned to, and
the task status. You can also view task history which includes task comments. To
view the record the task is associated with, right-click on the task and click Open.
Tasks assigned to you appear on your Dashboard
under the My Tasks header.
1. Tasks appear in the My Tasks section of the Dashboard
2. You can also find tasks on the Kanban Board
You must be on a record to add a task.
1. Find the record you want to add a task to.
2. Select the Menu button, click Task.
3. On the New Task dialogue box, in the New Task list, select the type of task.
4. Select the user in the Assigned To list, or choose Unassigned.
5. Enter the due date for the task by either typing or using the calendar icon.
6. Select the task priority using the Priority list
7. Add any necessary comments, then click OK.
1. Double Click on the task you want to
change. You can change the Due Date, the Status, Priority
or Assigned To fields. 
2. Under Assigned To change the user the task is assigned to by selecting the user from the list or choosing Unassigned.
3. Under Status, change the status of the task by selecting from the list. Setting the status to Done or Cancelled will clear the task from the user’s Dashboard.
4. Click Save to save changes, or Cancel to dismiss changes.
1. Click on the
blue underlined Process at the top to view the record detail page.
2. Click on the History button in the record that you are viewing.
3. You can view either Status History or Task
History. Click the red X button in the upper-right corner to close the History
window. Click X again to close the record window.
Assign Worker to Crew allows you to keep track of a worker’s crew changes
over time. Once a worker has been added, under the Crew Assignment table, their
crew work history can be added. In this table you can keep track of the crew
they’re working with on specific dates, their position in that crew, whether
they are suspended or not, and any relevant comments.
Workers assigned to you can appear on your Dashboard
under the My Activities header.
1. Point to the OLS360
logo in the upper-left corner to bring down the menu.
2. Under Field Services Portal, click Assign
Worker to Crew.
1. On the Assign Worker to Crew page,
Select or Add
a new worker.
2. Under the Help header, click View How-to Guide.
· How-to Guide - provides a step-by-step guide to completing tasks associated with Assign Worker to Crew.
3. You can either print these instructions by
clicking the printer icon, or you can back out to the Assign Worker to Crew
page by clicking the X button in the upper-right corner.
1. On the Assign Worker to Crew page, click Add.
2. On first use, the page will
display a notification requesting access to your current location, select Allow
to record the GPS location.
3. On the New Assign Worker to Crew dialogue box, in the Worker list, select the relevant worker.
4. Enter the date and time of the new addition by either typing or using the calendar and clock icons.
5. Click OK.
1. On the Assign Worker to Crew page, in the Search Screen list, start typing the worker’s name to select the worker you want to edit.
2. Select the Name from the drop down list then double click on the record displayed below to open it.
3. Assign the record to yourself if necessary to be able to edit it.
4. Under crew assignment click Add New Record. Select the Crew from the drop down list, ie: Rig #, Fluid Shots, Boiler #, Pipe Jacking etc.
5.
Select the Team – Crews 1-6. This is used in reports to track which
shift the worker is on. If you don’t know what shift the worker will be on
choose Crew 1. It can be corrected later. The crew schedule calendar can be
viewed by clicking on Open Crew Schedule Calendar under the Help
Section. This will open a document like this: 
**Note there are two calendars – one for 10 on 5 off shifts and one for 14 on and 7 off. Scroll down to view the second calendar.
6. Select
their Main Position and Start Date. Comments can be added if
needed. If you aren’t sure of the start date just pick one before “today’s”
date or they won’t show up under the crew list. Again, this can be corrected
later. If a worker moves to another crew and no end date is added to their
previous assignment they will appear on both crews in some reports.
7. When editing is complete, the user must save
any changes before leaving the page.
There are four different ways to save or not save:
1. Select Save from the upper-left menu.
1. Exit the page
by clicking the X button.
2. Click Yes on the dialogue box.
1. Exit the page by clicking the X button.
2. Click No on the dialogue box.
1. Click Add new record
button and enter the necessary information.
2. Click Save
changes button above the list.
1. On the Assign Worker to Crew page, in the Select a record list, select the worker that requires a status change.
2. Select the Menu button, click Status.
3. On the Change
Status dialogue box, in the New Status list, select the relevant
status:
·
To
Do – information needs to be checked or some other task
related to this worker assignment
· Started - the initial status when you record a new worker.
· On Hold - to indicate the process is on hold. Provides the option to change status back to Started.
· Cancelled - to delete the record.
·
Done - to indicate the record is complete. This
is a final status option that ends the process. If information needs to be
changed after clicking Done the record can be reopened. 
4. Add any necessary comments, then click OK.
1. Select the record to leave a comment on.
2. In the grey header, beside the Status heading, click the speech bubble icon.
3. On the Comments for Status
dialogue box, click Add new record.
4. Type comments into the Description box.
5. Click Update to save comments.
6. New or additional comments can be added by clicking Add new record.
1. Follow previous Comments for Status steps 1 through 2.
2. To add an image file to the comment, click Edit on the relevant comment, and then click Select File to choose from images on the local computer.
3. Choose an image to attach, click Open and wait for Done notification.
4. Click Update to save the document to the comment.
1. Follow previous Comments for Status steps 1 through 2.
2. To add a picture to the comment, click Camera.
3. On first use, the page will display a notification requesting access to your camera, select Allow.
4. Take a picture by clicking Save.
1. On the Assign Worker to Crew page, in
the Select a record list, select the record to be reassigned.
2. Select Assign from the top menu.
3. On the Assign dialogue box, in the Assign To list, select the relevant user.
4. Add any necessary comments, then click OK.
1. On the Assign Worker to Crew page,
in the Select a record list, select the record that requires a task.
2. Select the Menu button, click Task.
3. On the New Task dialogue box, in the New Task list, select the type of task:
· Management Request - share task with Senior Management.
· HR Request - share task with Human Resources.
· Safety Request - share task with Safety Team.
· Other Request – share task with Office Administrators.
4. Select the user the task should be assigned
to in the Assigned To list, or choose Unassigned.
5. Enter the due date for the task by either typing or using the calendar icon.
6. Select the task priority using the Priority list.
7. Add any necessary comments, then click OK.
1. On the Assign Worker to Crew page,
in the Search list, select the record you want to export.
2. Select the Export button on the top right.
3. Decide what sections to export in the Report Groups window.
·
Initially,
all report sections will be selected, but can be
removed by clicking the X beside the section name or clicking Clear All
to remove all sections.
·
To add
individual sections, click the Report Groups window for a comprehensive
list.
4. Select paper size–letter or legal–from the Paper Size list.
5. Indicate if Attached Comments, Uploaded Images, or Task History should be included in the exported document by clicking the toggle button beside each option. (To email the report, see the section: Email Report.)
6. Click OK and the document will automatically begin downloading.
1. Follow previous Export Assign Worker to Crew steps 1 through
5.
2. In the Export window, click the toggle
button beside Email Report and enter the destination email in the box
below the option. To send to more than one email, separate email addresses with
a semi-colon ; You can also click on the TO:
button and select multiple email addresses from the company list.
3. Click OK.-
4. The Send Activity Report window will automatically fill all fields. Make any necessary changes in the To, Subject, and Message fields.
5. Click Send.
In History, you can view both the Status History–which shows the changes in status for the record, and the Task History–which shows all the tasks that have been made for that record, including any tasks that are set to Done.
1. On the Assign Worker to Crew page,
in the Select a record list, select the record you want to review.
2. Select the Menu button, click History.
3. To switch between Status History
and Task History, click the tabs, click between the tabs.
4. To leave the history window, click the X in the upper-right corner.
Record Drills allows you to record, schedule, and review emergency drills
and complete evaluation reports. A recorded drill can be started by one user,
and then passed to another for review before being completed. Drills are
recorded based on the equipment they were conducted at, but all additional
information about the site, time, customer, crew, and scenario are easily
added. Analysis of the drill can be completed right away, or
added at a later date in the review process.
Drills assigned to you can appear in two places:
· Your Dashboard under the My Activities header.
· On the Calendar in Scheduler.
1. Point to the OLS360 logo
in the upper-left corner to bring down the menu.
2. Under Field Services Portal, click Record
Drills.
1. On the Record Drills page, Select or Add
a new drill.
2. Under the Help header, click either View Drill Instructions, or View How-to Guide.
· Drill Instructions - provides company instructions on what information should be included in the recorded drill.
· How-to Guide - provides a step-by-step guide to completing tasks associated with the Recorded Drills.
3. You can either print these instructions by clicking the printer icon, or you can back out to the Recorded Drill page by clicking the X button in the upper-right corner.
1. On the Record Drills page, select the Menu button.
2. Click Add.
3. On first use, the page will display a notification requesting access to your current location, select Allow to record the GPS location of the drill.
4. On
the New Record Drill dialogue box, in the Equipment list, select
the relevant site.
5. Enter the date and time of the drill by either typing or using the calendar and clock icons.
6. Click OK.
1. On the Record Drills page, in the Select a record list, select the record you want to edit.
2. Select the Menu button, click Edit.
3. When editing is complete, the user must save any changes before leaving the page.
There are four different ways to save or not save:
1. Select the upper-right Edit
menu.
2. Click Save.
1. Exit
the page by either clicking the OLS360 logo, or the X button.
2. Click Save on the dialogue box.
1. Exit the page by either clicking the OLS360 logo, or the X button.
2. Click Don’t Save on the dialogue box.
1. Click Add new record button and enter the necessary information.
2. Click
Save changes button above the list.
1. On the Record Drills page, in the Select a record list, select the record that requires a status change.
2. Select the Menu button, click Status.
3. On the Change Status dialogue box, in the New Status list, select the relevant status:
· Started - the initial status when you record a new drill.
· Waiting for Review - to start the review process. This status reveals the In Review status option. The record should be reassigned to the user who will complete the review.
·
In Review - (only accessible after status has been set to Waiting
for Review) to indicate the drill is in the review stage. This status
reveals Reviewed status option.
· Reviewed - (only accessible after status has been set to In Review) to indicate the drill review process is complete. This is a final status option that ends the process and cannot be changed.
· On Hold - to indicate the recorded drill process is on hold. Provides the option to change status back to Started.
· Cancelled - to delete the record.
· Done - to indicate the recorded drill is complete without review. This is a final status option that ends the process and cannot be changed.
4. Add any necessary comments, then click OK.
1. Select the record to leave a comment on.
2. In the grey header, beside the Status heading, click the speech bubble icon.
3. On the Comments for Status
dialogue box, click Add new record.
4. Type comments into the Description box.
5. Click Update to save comments.
6. New or additional comments can be added by clicking Add new record.
1. Follow previous Comments for Status steps 1 through 2.
2. To add a file to the comment, click Edit on the relevant comment, and then click Select File to choose from documents on the local computer.
3. Choose a document to attach, click Open and wait for Done notification.
4. Click Update to save the document to the comment.
1. Follow previous Comments for Status steps 1 through 2.
2. To add a picture to the comment, click Camera.
3. On first use, the page will display a notification requesting access to your camera, select Allow.
4. Take a picture by clicking Save.
1. On the Record Drills page, in
the Select a record list, select the record to be reassigned.
2. Select the Menu button, click Assign.
3. On the Assign Activity dialogue box, in the Assign To list, select the relevant user.
4. Add any necessary comments, then click OK.
1. On the Record Drills page, in the Select a record list, select the record that requires a task.
2. Select the Menu button,
click Task.
3. On the New Task dialogue box, in the New Task list, select the type of task:
· Management Request - share task with Senior Management.
· HR Request - share task with Human Resources.
· Safety Request - share task with Safety Team.
· Other Request – share task with Office Administrators.
4. Select the user the task should be assigned
to in the Assigned To list, or choose Unassigned.
5. Enter the due date for the task by either typing or using the calendar icon.
6. Select the task priority using the Priority list.
7. Add any necessary comments, then click OK.
1. On the Record Drills
page, in the Select a record list, select the record you want to export.
2. Select the Menu button, click Export.
3. Decide what sections to export in the Report Groups window.
·
Initially,
all report sections will be selected, but can be
removed by clicking the X beside the section name or clicking Clear All
to remove all sections.
·
To add
individual sections, click the Report Groups window for a comprehensive list.
4. Select paper size–letter or legal–from the Paper Size list.
5. Indicate if Attached Comments, Uploaded Images, or Task History should be included in the exported document by clicking the toggle button beside each option. (To email the report, see the section: Email Report.)
6. Click OK and the document will automatically begin downloading.
1. Follow previous Export Recorded Drill steps 1 through 5.
2. In the Export window, click the toggle
button beside Email Report and enter one email in the box below the
option.
3. Click OK.
4. The Send Activity Report window will automatically fill all fields. Make any necessary changes in the To, Subject, and Message fields.
5. Click Send.
In History, you can view both the Status History–which shows the changes in status for the record, and the Task History–which shows all the tasks that have been made for that record, including any tasks that are set to Done.
1. On the Record Drill page,
in the Select a record list, select the record you want to review.
2. Select the Menu button, click History.
3. To switch between Status
History and Task History, click the tabs, click between the tabs.
4. To leave the history window, click the X in the upper-right corner.
You can review the drill history based around a piece
of equipment with the Compare button. When a record is selected, the
page will provide an overview of the selected equipment’s drill record and the previous
five drill records. Each column represents a different recorded drill. You can
use this page to compare all information from previous drills to one another.
Because the Attendance information is in a table in the record, it will
show up as Not Applicable in the comparison, even if it is available in the
original record.
1. On the Record Drills page, in the Select a record list, select the record you want to review.
2. Select the Menu button, click Compare.
3. To leave the history window, click Close.
1. On the Record Drills
page, in the Select a record list, select the record you want to clone.
2. Select the Menu button, click Clone.
3. In the Clone Activity window, select the date for the new recorded drill.
4. Click
OK.
What DOES transfer during cloning: Drill Information (Type, Organizer, Workplace, Drill Date, Time Started, Time Completed, Crew, Scenario notes, Special Challenges).
What does NOT transfer during cloning: Comments (Status, Type, Crew, Special Challenges), Drill Information (Customer, Site, Attendance), and Drill Findings (Notes, Analysis, Recommended Corrective Actions).
1. Go to Scheduler in the Standard toolbar to pull up the calendar.
·
Go to General
for more information on how to use the Scheduler.
2. Use the Calendar tab to find the date you want to schedule your drill and double-click the date to add an Event.
3. In the Event window, select Record Drills in the Event Type list.
4. In the Scheduler Record Drills window, select the Equipment where you want to schedule the drill, and click OK.
5. In the Schedule for field,
add users from the list, and delete them using the X button beside the user’s
name.
6. Select the start and end dates using the Calendar
icon. If the drill should be performed at a specific time of day, make sure the
All day event
toggle is switched to No to select the time along with the date.
7. Follow Scheduler instructions on how to schedule repeated events if more than one Drill event is necessary.
8. Add a description in the Description box, if necessary.
9. Click Save.
Scheduled
events will not show up in the Select a Record list until they are opened. To
open an event:
1. In the Scheduler, find the event you want to open in the calendar.
2. Double-click the event, select Edit current occurrence, and click Open.
3. Follow Edit
Recorded Drill steps.
Inspections allow you to record, schedule, and
review Inspections with Daily, Weekly, and Monthly frequencies. This section is
valid for Inspections of equipment such as: Service Rig, Rod Rig, KB Picker,
Pressure Truck, Pump Truck and Crew Truck. One user can start an inspection,
and then passed to another user for review before
completion. Inspections are recorded based on the equipment on which they were
carried out, also recording the date, time, and items inspected, as well as the
inspectors responsible for the activity.
Inspections assigned to you can
appear in two places:
·
Your
Dashboard
under the My Activities header.
·
On
the Calendar in Scheduler.
1. Point to
the OLS360 logo in the upper-left corner to bring down the menu.
2. Under Field Services Portal, click Rod
Rig - Daily Inspections.
1. On the Rod
Rig – Daily Inspections page, Select or Add
a new inspection.
2. Under the Help header, click How-to Guide.
·
How-to Guide - provides a
step-by-step guide to completing tasks associated with the Rod
Rig – Daily Inspections.
3. You can either print these instructions by
clicking the printer icon, or you can back out to the Inspections page
by clicking the X button in the upper-right corner.
1. On the Inspections
page, select the Menu button.
2. Click Add.
3. On first use, the page will display a
notification requesting access to your current location, select Allow to
record the GPS location of the Inspection.
4. On the New
Inspections dialogue box, in the Equipment
list, select the relevant site.
5. Enter the date and time of the drill by
either typing or using the calendar and clock icons.
6. Click OK.
1. On the Inspection
page, in the Select a record list, select the record you want to edit.
2. Select the Menu button, click Edit.
3. When editing is complete, the user must save
any changes before leaving the page.
1. After opening the
inspection form, select with "yes" all the items that were inspected.
Add comments in the bubble if there are any important information that needs to
be reported.
2. In the inspected by
field, select the name of the responsible inspector.
3. In the initials field
put your initials.
There are four
different ways to save or not save:
1. Select
the upper-right Edit menu.
2. Click Save.
1. Exit the page by either clicking the OLS360
logo, or the X button.
2. Click Save on the dialogue box.
1. Exit the page by either clicking the OLS360
logo, or the X button.
2. Click Don’t
Save on the dialogue box.
1. Click Add new record button and enter
the necessary information.
2. Click Save changes button above the
list. [JD1]
1. On the Inspection
page, in the Select a record list, select the record that requires a
status change.
2. Select the Menu button, click Status.
3. On the Change Status dialogue box, in
the New Status list, select the relevant status:
·
Started - the initial status
when you record a new Inspection.
·
Waiting
for Review -
to start the review process. This status reveals the In Review status
option. The record should be reassigned to the user who will complete the
review.
·
In Review - (only accessible
after status has been set to Waiting for Review) to indicate the drill
is in the review stage. This status reveals Reviewed status option.
·
Reviewed - (only accessible
after status has been set to In Review) to indicate the drill
review process is complete. This is a final status option that ends the process
and cannot be changed.
·
On
Hold -
to indicate the recorded drill process is on hold. Provides the option to
change status back to Started.
·
Cancelled - to delete the
record.
·
Done - to indicate the
recorded drill is complete without review. This is a final status option that
ends the process and cannot be changed.
4. Add any necessary comments, then click OK.
1. Select the record to leave a comment on.
2. In the grey header, beside the Status
heading, click the speech bubble icon.
3. On the Comments
for Status dialogue box, click Add new record.
4. Type comments into the Description
box.
5. Click Update to save comments.
6. New or additional comments can be added by
clicking Add new record.
1. Follow previous z
steps 1 through 2.
2. To add a file to the comment, click Edit
on the relevant comment, and then click Select File to choose from
documents on the local computer.
3. Choose a document to attach, click Open
and wait for Done notification.
4. Click Update to save the document to
the comment.
1. Follow previous Comments for Status steps 1 through
2.
2. To add a picture to the comment, click Camera.
3. On first use, the page will display a
notification requesting access to your camera, select Allow.
4. Take a
picture by clicking Save.
1. On the Inspections page, in the Select
a record list, select the record to be reassigned.
2. Select the Menu button, click Assign.
3. On the Assign Activity dialogue
box, in the Assign To list, select the relevant user.
4. Add any
necessary comments, then click OK.
1. On the Inspections
page, in the Select a record list, select the record that requires a
task.
2. Select
the Menu button, click Task.
3. On the New Task dialogue box, in the New
Task list, select the type of task:
·
Management Request - share task with
Senior Management.
·
Maintenance Request - share task with Maintenance
Team.
·
HR Request - share task with
Human Resources.
4. Select the user the task should be assigned
to in the Assigned To list or
choose Unassigned.
5. Enter the due date for the task by either
typing or using the calendar icon.
6. Select the task priority using the Priority
list.
7. Add any
necessary comments, then click OK.
1. On the Inspections
page, in the Select a record list, select the record you want to export.
2. Select the Menu button, click Export.
3. Decide what sections to export in the Report
Groups window.
·
Initially,
all report sections will be selected, but can be
removed by clicking the X beside the section name or clicking Clear All
to remove all sections.
·
To
add individual sections, click the Report Groups window for a
comprehensive list.
4. Select paper size–letter or legal–from the Paper
Size list.
5. Indicate if Attached Comments, Uploaded
Images, or Task History should be included in the exported document
by clicking the toggle button beside each option. (To email the report, see the
section: Email Report.)
6. Click OK and the document will
automatically begin downloading.
1. Follow
previous Export Inspections steps 1 through 5.
2. In the Export window, click the toggle
button beside Email Report and enter one email in the box below the
option.
3. Click OK.
4. The Send Activity Report window will
automatically fill all fields. Make any necessary changes in the To, Subject,
and Message fields.
5. Click Send.
In History, you
can view both the Status History–which shows the changes in status for
the record, and the Task History–which shows all the tasks that have
been made for that record, including any tasks that are set to Done.
1. On the Inspection page,
in the Select a record list, select the record you want to review.
2. Select the Menu button, click History.
3. To switch
between Status History and Task History, click the tabs, click
between the tabs.
4. To leave the history window, click the X in
the upper-right corner.
Compare Inspections
You can review the inspection history based on a
piece of equipment with the Compare button. When a record is selected, the page
will provide an overview of the selected equipment’s inspection and the
previous five inspection records. Each column represents a different
inspection. You can use this page to compare all information from previous
inspections to one another. Because the Attendance information is in a table in
the record, it will show up as Not Applicable in the comparison, even if it is
available in the original record.
1. On the Inspections page,
in the Select a record list, select the record you want to review.
2. Select the Menu button, click Compare.
3. To leave the history window, click Close.
1. On the inspection
page, in the Select a record list, select the record you want to clone.
2. Select the Menu button, click Clone.
3. In the Clone Activity window, select
the date for the new recorded drill.
4. Click OK. [JD2]
What DOES transfer
during cloning:
Drill Information (Type, Organizer, Workplace, Drill Date, Time Started, Time
Completed, Crew, Scenario notes, Special Challenges).
What does NOT
transfer during cloning:
Comments (Status, Type, Crew, Special Challenges), Drill Information (Customer,
Site, Attendance), and Drill Findings (Notes, Analysis, Recommended Corrective
Actions). [JD3]
1. Go to Scheduler in the Standard
toolbar to pull up the calendar.
·
Go to General for more information on how to use the Scheduler.
2. Use the Calendar tab to find the date
you want to schedule your inspection and
double-click the date to add an Event.
3. In the Event window, select the
Inspection in the Event Type list.
4. In the Scheduler Inspection
window, select the Equipment where you want to schedule the drill, and
click OK.
5. In the Schedule for field, add users
from the list, and delete them using the X button beside the user’s name.
6. Select the start and end dates using the Calendar
icon. If the drill should be performed at a specific time of day, make sure the
All day event
toggle is switched to No to select the time along with the date.
7. Follow Scheduler
instructions on how to schedule repeated events if more than one Drill event is
necessary.
8. Add a description in the Description box, if
necessary.
9. Click Save.
Scheduled
events will not show up in the Select a Record list until they are opened. To
open an event:
1. In the Scheduler, find the event you
want to open in the calendar.
2. Double-click the event, select Edit
current occurrence, and click Open.
3. Follow Edit
Inspections
steps.
Maintain Workers allows you to keep a record of all worker information,
including employment history, vacation entitlement, competencies, certificates,
and training. These records will be used in other processes, so it is important
to keep them up to date.
1. Point to the OLS360 logo
in the upper-left corner to bring down the menu.
2. Under HR Portal, click Maintain Workers.
1. On Maintain Worker page, click
Add New Record.
2. Enter the name of the worker under the ID column.
3. Enter description of the worker under the Description
column.
4. Click Save Changes above
list.
5. Follow Edit Worker steps to add information about the worker.
6. To delete the new worker, either click the Delete button to the right, or the Cancel Changes button above.
Workers can be found in two ways:
·
Scrolling through the listed workers using numbers or arrows on the lower
toolbar. Workers are listed in alphabetical order.
· Using the filter button to type the name, or filter by description. In the filter dropdown, select the correct filter term from the list and enter the term or name being searched. Click Filter. (To clear the filter and return to the full list, in the filter dropdown, click Clear.)
You can also search for a worker by name using the Search Bar.
1. On Maintain Worker page,
find the worker to edit. Click Attributes.
2. Click Edit or double-click a fillable field to open editing capabilities.
3. Required Fields: Name.
1. On the individual Worker page, find
the table you want to add records to.
2. Under Worker Information
heading, choose the list heading for the record you want to add:
· Employment History - Add and update records of employment within the company.
· Vacation Entitlement - Add and track a worker’s vacation entitlement per year. Entitlement amount will update automatically if used in Request Absence or Unapproved Absence.
3. Under Worker Training and Certificates, choose
the list heading for the record you want to add:
·
Competencies - Select competencies the worker currently has, has
previously had, or is in the progress of obtaining. Select the status of the
competency.
· Certificates - Add all certificates the worker has, making sure to include expiry dates. Add a picture of the certificate if necessary.
· Training - Add all training worker has completed.
4. Click Edit or double-click a
fillable field to open editing capabilities, then click Add new record.
5. To add a date, either type or use the calendar icon.
6. To add an image, click Load
Image button under the Image heading in the table. In the Load Image
window, click Camera to take a picture with your camera, or Load
Image to choose from documents on the local computer.
· To view the uploaded image, click Click to Open dialogue on the table.
7. To add comments, click the area under Comments.
8. Click Save changes button above the
list. To delete a record, click the Delete button to the right of the recorded
list item.
1. On Maintain Worker page,
add or edit a worker name and description.
2. Click Save Changes.
If you try to leave the page or edit a worker before saving, an alert will warn you to save.
1. On the individual Worker page, add or edit records.
2. Click Save at the top of the page.
1. Click Add new record
button and enter the necessary information.
2. Click
Save changes button above the list.
1. On Maintain Worker page, click Export to download the full list of workers.
1. On the individual Worker page, click Export.
2. Decide what sections to export in the Report Groups window.
·
Initially, all report sections will be selected, but
can be removed by clicking the X beside the section name or clicking Clear
All to remove all sections.
·
To add
individual sections, click the Report Groups window for a comprehensive
list.
3. Select paper size–letter or legal–from the Paper Size list.
4. Indicate if Attached Comments, or Uploaded Images should be included in the exported document by clicking the toggle button beside each option. (To email the report, see the section: Email Report.)
5. Click OK and the document will automatically begin downloading.
1. Follow previous Export Individual Worker steps 1
through 4.
2. In the Export window, click the toggle
button beside Email Report and enter one email in the box below the
option.
3. Click OK.
4. The Send Report window will automatically fill all fields. Make any necessary changes in the To, Subject, and Message fields.
5. Click Send.
Record A&D Collection allows you to record and review A&D
collections. An A&D Collection or test results can be added later while
still beginning the record collection process, or the entire record can be
completed all at once when you receive the test results. An A&D Collection
can be started by one user, passed to another to add information, and then to
another user for review before being completed. A&D Collections are
recorded based on the worker, but all additional information about the test,
results, reason, and more, are easily added.
A&D Collections assigned to you will appear in your Dashboard under the My Activities header.
1. Point to the OLS360 logo
in the upper-left corner to bring down the menu.
2. Under HR Portal, click Record A&D
Collection.
1. On the Record A&D
Collection page, Select or Add a new A&D collection.
2. Under the Help header, click View How-to Guide.
· How-to Guide - provides a step-by-step guide to completing tasks associated with the Record A&D Collection.
3. You can either print these instructions by
clicking the printer icon, or you can back out to the Record A&D
Collection page by clicking the X button in the upper-right corner.
1. On the New Record A&D Collection page, select the Menu button.
2. Click Add.
3. On first use, the page will
display a notification requesting access to your current location, select Allow
to record the GPS location.
4. On the New dialogue box, in the Worker list, select the relevant worker. If the worker does not yet exist in the system, add them through Maintain Workers.
5. Enter the date and time the collection is being recorded by either typing or using the calendar and clock icons.
1. On the Record A&D
Collection page, in the Select a record list, select the record you
want to edit.
2. Select the Menu button, click Edit.
3. When editing is complete, the user must save any changes before leaving the page.
There are three different ways to save or not save:
1. Select the upper-right Edit
menu.
2. Click Save.
1. Exit
the page by either clicking the OLS360 logo, or the X button.
2. Click Save on the dialogue box.
1. Exit the page by either clicking the OLS360 logo, or the X button.
2. Click Don’t Save on the dialogue box.
1. On the Record A&D Collection page, in the Select a record list, select the record that requires a status change.
2. Select the Menu button, click Status.
3. On the Change Status dialogue box, in the New Status list, select the relevant status:
· Started - the initial status when you record a new A&D Collection.
· Waiting for Review - to start the review process. This status reveals the In Review status option. The record should be reassigned to the user who will complete the review.
·
In Review - (only
accessible after status has been set to Waiting for Review) to indicate
the A&D Collection is in the review stage. This status reveals Reviewed
status option.
· Reviewed - (only accessible after status has been set to In Review) to indicate the A&D collection review process is complete. This is a final status option that ends the process and cannot be changed.
· On Hold - to indicate the recorded A&D Collection process is on hold. Provides the option to change status back to Started.
· Cancelled - to delete the record. Can only be accessed by the supervisor after the A&D Collection record has been moved to the review process.
4. Add any necessary comments, then click OK.
1. Select the record to leave a comment on.
2. In the grey header, beside the Status heading, click the speech bubble icon.
3. On the Comments for Status
dialogue box, click Add new record.
4. Type comments into the Description box.
5. Click Update to save comments.
6. New or additional comments can be added by clicking Add new record.
1. Follow previous Comments for Status steps 1 through 2.
2. To add a file to the comment, click Edit on the relevant comment, and then click Select File to choose from documents on the local computer.
3. Choose a document to attach, click Open and wait for Done notification.
4. Click Update to save the document to the comment.
1. Follow previous Comments for Status steps 1 through 2.
2. To add a picture to the comment, click Camera.
3. On first use, the page will display a notification requesting access to your camera, select Allow.
4. Take a picture by clicking Save.
1. On the Record A&D Collection
page, in the Select a record list, select the record to be reassigned.
2. Select the Menu button, click Assign.
3. On the Assign Activity dialogue box, in the Assign To list, select the relevant user.
4. Add any necessary comments, then click OK.
1. On the Record A&D Collection page, in the Select a record list, select the record that requires a task.
2. Select the Menu button,
click Task.
3. On the New Task dialogue box, in the New Task list, select the type of task:
· Management Request - share task with Senior Management.
· HR Request - share task with Human Resources.
· Safety Request - share task with Safety Team.
· Other Request – share task with Office Administrators.
4. Select the user the task should be assigned
to in the Assigned To list, or choose Unassigned.
5. Enter the due date for the task by either typing or using the calendar icon.
6. Select the task priority using the Priority list.
7. Add any
necessary comments, then click OK.
In History, you can view both the Status History–which shows the changes in status for the record, and the Task History–which shows all the tasks that have been made for that record, including any tasks that are set to Done.
1. On the Record A&D
Collection page, in the Select a record list, select the record you
want to review.
2. Select the Menu button, click History.
3. To switch between Status
History and Task History, click the tabs, click between the tabs.
4. To leave the history window, click the X in the upper-right corner.
Record unapproved absences allows you to keep a record of employee missed
days, the reasons, and whether vacation pay will be deducted. An unapproved
absence can be started by one user, and then passed to another for review
before being completed. Unapproved absences are recorded based on the worker
and include a reason for the absence. You can compare the recorded unapproved
absence with the worker’s previous absences.
Unapproved Absences assigned to you will appear on your Dashboard
under the My Activities header.
1. Point to the OLS360 logo
in the upper-left corner to bring down the menu.
2. Under HR Portal, click Record Unapproved
Absence.
1. On the Record Unapproved Absence page, Select or Add a new unapproved absence.
2. Under the Help header,
click View How-to Guide.
· How-to Guide - provides a step-by-step guide to completing tasks associated with the Unapproved Absences.
3. You can either print these instructions by
clicking the printer icon, or you can back out to the Record Unapproved
Absence page by clicking the X button in the upper-right corner.
1. On the Record Unapproved Absence page, select the Menu button.
2. Click Add.
3. On first use, the page will display a
notification requesting access to your current location, select Allow to
record the GPS location.
4. On the New Unapproved Absence dialogue box, in the Worker list, select the relevant worker. If the worker does not yet exist in the system, add them through Maintain Workers.
5. Enter the date and time of the absence by either typing or using the calendar and clock icons.
6. Click OK.
1. On the Record Unapproved
Absence page, in the Select a record list, select the record you
want to edit.
2. Select the Menu button, click Edit.
3. When editing is complete, the user must save any changes before leaving the page.
There are three different ways to save or not save:
1. Select the upper-right Edit
menu.
2. Click Save.
1. Exit
the page by either clicking the OLS360 logo, or the X button.
2. Click Save on the dialogue box.
1. Exit the page by either clicking the OLS360 logo, or the X button.
2. Click Don’t Save on the dialogue box.
1. On the Record Unapproved Absence page, in the Select a record list, select the record that requires a status change.
2. Select the Menu button, click Status.
3. On the Change Status dialogue box, in the New Status list, select the relevant status:
· Started - the initial status when you record a new unapproved absence.
· Waiting for Review - to start the review process. This status reveals the In Review status option. The record should be reassigned to the user who will complete the review.
·
In Review - (only accessible after status has been set to Waiting
for Review) to indicate the unapproved absence is in the review stage. This
status reveals Reviewed status option.
· Reviewed - (only accessible after status has been set to In Review) to indicate the unapproved absence review process is complete. This is a final status option that ends the process and cannot be changed.
· On Hold - to indicate the unapproved absence process is on hold. Provides the option to change status back to Started.
· Cancelled - to delete the record.
· Done - to indicate the recorded unapproved absence is complete without review. This is a final status option that ends the process and cannot be changed.
4. Add any necessary comments, then click OK.
1. Select the record to leave a comment on.
2. In the grey header, beside the Status
heading, click the speech bubble icon.
3. On the Comments for Status dialogue box, click Add new record.
4. Type comments into the Description box.
5. Click Update to save comments.
6. New or additional comments can be added by clicking Add new record.
1. Follow previous Comments for Status steps 1 through 2.
2. To add a file to the comment, click Edit on the relevant comment, and then click Select File to choose from documents on the local computer.
3. Choose a document to attach, click Open and wait for Done notification.
4. Click Update to save the document to the comment.
1. Follow previous Comments for Status steps 1 through 2.
2. To add a picture to the comment, click Camera.
3. On first use, the page will display a notification requesting access to your camera, select Allow.
4. Take a picture by clicking Save.
1. On the Record Unapproved Absence
page, in the Select a record list, select the record to be reassigned.
2. Select the Menu button, click Assign.
3. On the Assign Activity dialogue box, in the Assign To list, select the relevant user.
4. Add any necessary comments, then click OK.
1. On the Record Unapproved Absence page, in the Select a record list, select the record that requires a task.
2. Select the Menu button,
click Task.
3. On the New Task dialogue box, in the New Task list, select the type of task:
· Management Request - share task with Senior Management.
· HR Request - share task with Human Resources.
· Safety Request - share task with Safety Team.
·
Other Request – share task with Office Administrators.
4. Select the user the task should be assigned to in the Assigned To list, or choose Unassigned.
5. Enter the due date for the task by either typing or using the calendar icon.
6. Select the task priority using the Priority list.
7. Add any necessary comments, then click OK.
1. On the Record Unapproved
Absence page, in the Select a record list, select the record you
want to export.
2. Select the Menu button, click Export.
3. Decide what sections to export in the Report Groups window.
·
Initially,
all report sections will be selected, but can be
removed by clicking the X beside the section name or clicking Clear All
to remove all sections.
·
To add
individual sections, click the Report Groups window for a comprehensive
list.
4. Select paper size–letter or legal–from the Paper Size list.
5. Indicate if Attached Comments, Uploaded Images, or Task History should be included in the exported document by clicking the toggle button beside each option. (To email the report, see the section: Email Report.)
6. Click OK and the document will automatically begin downloading.
1. Follow previous Export Unapproved Absence steps 1 through 5.
2. In the Export window, click the toggle
button beside Email Report and enter one email in the box below the
option.
3. Click OK.
4. The Send Activity Report window will automatically fill all fields. Make any necessary changes in the To, Subject, and Message fields.
5. Click Send.
In History, you can view both the Status History–which shows the changes in status for the record, and the Task History–which shows all the tasks that have been made for that record, including any tasks that are set to Done.
1. On the Record Unapproved
Absence page, in the Select a record list, select the record you
want to review.
2. Select the Menu button, click History.
3. To switch between Status
History and Task History, click the tabs, click between the tabs.
4. To leave the history window, click the X in the upper-right corner.
You can review the unapproved absence history based around a worker with the Compare button. When a record is selected, the page will provide an overview of the selected worker’s unapproved absence and the previous five unapproved absence records. Each column represents a different recorded unapproved absence. You can use this page to compare all information from previous unapproved absences to one another.
1. On the Record Unapproved Absence page, in the Select a record list, select the record you want to review.
2. Select the Menu button, click Compare.
3. To leave the history window, click Close.
Request Absence allows employees to request time off and managers to review
and approve the request. An absence request can be started by the employee or
their supervisor, and then passed onto management through phases before being
completed. Absence Requests include information on request type, reason,
workplace, dates of absence, employee and supervisor signature with the ability
for managers to indicate if the request has been approved, cancelled, on hold,
or rejected. Request Absence is set as a workflow, so when the phase changes,
only management can complete the request.
Drills assigned to you will appear on your Dashboard
under the My Workflows header.
1. Point to the OLS360 logo
in the upper-left corner to bring down the menu.
2. Under HR Portal, click Request
Absence.
1. On the Request Absence page, Select or Add a new absence request.
2. Under the Help header,
click either View Absence Request Guide, or View How-to
Guide.
· Absence Request Guide - provides company instructions on what information should be included in the absence request and the process the request should follow.
· How-to Guide - provides a step-by-step guide to completing tasks associated with the absence request.
3. You can either print these instructions by clicking the printer icon, or you can back out to the Request Absence page by clicking the X button in the upper-right corner.
1. On the Request
Absence page, Select or Add a new absence request.
2. Under Employee Acknowledgement header, click View Acknowledgement to review. Click upper-right X to close window after review.
3. Select
the Menu button, click Edit.
4. Click
Sign button to open the employee signature window.
5. In the signature window, use mouse or finger to sign within the rectangle.
6. Click Use This to save the signature or Clear to re-try.
7. Enter the date of the signature by using the
calendar icon.
1. On the Request Absence page, select the Menu button.
2. Click Add.
3. On first use, the page will
display a notification requesting access to your current location, select Allow
to record the GPS location.
4. On the New Human Resources dialogue box, enter the date and time the worker is making the request by either typing or using the calendar and clock icons.
5. Click OK.
1. On the Request Absence page,
in the Select a record list, select the record you want to edit.
2. Select the Menu button, click Edit.
3. When editing is complete, the user must save any changes before leaving the page.
There are four different ways to save or not save:
1. Select the upper-right Edit
menu.
2. Click Save.
1. Exit
the page by either clicking the OLS360 logo, or the X button.
2. Click Save on the dialogue box.
1. Exit the page by either clicking the OLS360 logo, or the X button.
2. Click Don’t Save on the dialogue box.
1. Click Add new record
button and enter the necessary information.
2. Click
Save changes button above the list.
The Request Absence page follows a workflow template. Depending on the
phase, the request can:
· Be viewed and edited by different sets of users.
· Provide or hide management approval information.
When an absence request is first entered, it begins in the Absence
Request phase. This phase requires the worker or supervisor to complete the
initial request. The employee must read and sign
the acknowledgement before submitting the request.
The requested absence dates should be entered for the employee’s usual workweek,
for example, Monday to Friday. The employee should not include their regular
days off, but can add as many lines as necessary to
accommodate the entirety of their absence.
The turnaround time for this phase is 5 days.
After all the necessary absence information has been filled in, the
supervisor should sign the Rig Manager / Supervisor Acknowledgement form
following the acknowledgement signing steps 3 through 7.
Once all the information has been entered in the Absence Request
phase, and the supervisor has signed off, the request should then be moved to
the Management Approval phase.
Changing to the Management Approval phase restricts the access to
Senior Management, Field Supervisors, and Human Resources. As such, when
changing phases, the request needs to be reassigned to whomever will be
completing the Management Approval.
Changing to the Management Approval phase opens a new section of the
request for management to complete. Once this phase is complete, the status
should be set to Done to finish the request. The turnaround time for
this phase is set to 5 days.
1. On the Request Absence page,
in the Select a record list, select the record that requires a phase
change.
2. Select the Menu button, click Phase.
3. Assign the request to whoever will be completing the next phase.
4. On the Change Phase dialogue box, in the Next Phase list, select the relevant phase:
· Absence Request - the initial phase when beginning an absence request. This phase reveals Management Approval phase option.
· Management Approval - the second phase of the absence request process that opens the section for management approval.
5. Change Status if necessary.
6. Add any necessary comments, then click OK.
7. Click OK on Request Absence dialogue window to reload page.
1. On the Request Absence page,
in the Select a record list, select the record that requires a status
change.
2. Select the Menu button, click Phase.
3. On the Change Phase dialogue box, in the Status list, select the relevant status:
· Started - the initial status when you add a new absence request.
· On Hold - to indicate the absence request process is on hold. Provides the option to change status back to Started.
· Cancelled - to delete the record.
· Done - to indicate the recorded absence request is complete. This is a final status option that ends the process and cannot be changed.
4. Add any necessary comments, then click OK.
1. Select the record to leave a
comment on.
2. In the grey header, beside the Phase heading, click the speech bubble icon.
3. On the Comments for dialogue box, click Add new record.
4. Type comments into the Description box.
5. Click Update to save comments.
6. New or additional comments can be added by clicking Add new record.
1. Follow previous Comments for Phase steps 1 through 2.
2. To add a file to the comment, click Edit on the relevant comment, and then click Select File to choose from documents on the local computer.
3. Choose a document to attach, click Open and wait for Done notification.
4. Click Update to save the document to the comment.
1. Follow previous Comments for Phase steps 1 through 2.
2. To add a picture to the comment, click Camera.
3. On first use, the page will display a notification requesting access to your camera, select Allow.
4. Take a picture by clicking Save.
1. On the Request Absence page, in the Select
a record list, select the record to be reassigned.
2. Select the Menu button, click Assign.
3. On the Assign Activity dialogue box, in the Assign To list, select the relevant user.
4. Add any necessary comments, then click OK.
1. On the Request Absence page, in the Select a record list, select the record that requires a task.
2. Select the Menu button,
click Task.
3. On the New Task dialogue box, in the New Task list, select the type of task:
· Management Request - share task with Senior Management.
· HR Request - share task with Human Resources.
· Safety Request - share task with Safety Team.
·
Other Request – share task with Office Administrators.
4. Select the user the task should be assigned to in the Assigned To list, or choose Unassigned.
5. Enter the due date for the task by either typing or using the calendar icon.
6. Select the task priority using the Priority list.
7. Add any necessary comments, then click OK.
1. On the Request Absence page,
in the Select a record list, select the record you want to review.
2. Select the Menu button, click History.
3. Click Tasks History tab.
4. To leave the history window, click the X button in upper-right corner.
1. On the Request Absence page,
in the Select a record list, select the record you want to export.
2. Select the Menu button, click Export.
3. Decide what sections to export in the Report Groups window.
·
Initially,
all report sections will be selected, but can be
removed by clicking the X beside the section name or clicking Clear All
to remove all sections.
·
To add
individual sections, click the Report Groups window for a comprehensive
list.
4. Select paper size–letter or legal–from the Paper Size list.
5. Indicate if Attached Comments, Uploaded Images, Task History, or Phase History should be included in the exported document by clicking the toggle button beside each option. (To email the report, see the section: Email Report.)
6. Click OK and the document will automatically begin downloading.
1. Follow previous Export Absence Request steps 1 through 5.
2. In the Export window, click the toggle
button beside Email Report and enter one email in the box below the
option.
3. Click OK.
4. The Send Report window will automatically fill all fields. Make any necessary changes in the To, Subject, and Message fields.
5. Click Send.
1. On the Request Absence page,
in the Select a record list, select the record you want to review.
2. Select the Menu button, click History.
3. The record will show both Phase and Status history of the record. To view Task History, click Tasks History tab.
4. To leave the history window, click the X button in upper-right corner.
Boots on the Ground allows you to record, schedule, and review management
visits and compare them to other instances. Boots on the Ground visits can be
started by one user, and then passed to another for review before being
completed. Visits are recorded based on the equipment they were conducted at,
but all additional information about the visitor, workplace, site, agenda,
findings, and follow-up actions are easily added.
Boots on the Ground visits assigned to you can appear in two places:
· Your Dashboard under the My Activities header.
· On the Calendar under Scheduler.
1. Point to the OLS360 logo
in the upper-left corner to bring down the menu.
2. Under Management Portal, click Boots
on the Ground.
1. On the Boots on the Ground page,
Select or Add
a new management visit.
2. Under the Help header, click either View Management Visits, or View How-to Guide.
· Management Visits Instructions - provides company instructions on what information should be included in the Boots on the Ground record.
· How-to Guide - provides a step-by-step guide to completing tasks associated with Boots on the Ground.
3. You can either print these instructions by
clicking the printer icon, or you can back out to the Boots on the Ground
page by clicking the X button in the upper-right corner.
1. On the Boots on the Ground page, select the Menu button.
2. Click Add.
3. On first use, the page will
display a notification requesting access to your current location, select Allow
to record the GPS location of the visit.
4. On the New Management Visits dialogue box, in the Equipment list, select the relevant site.
5. Enter the date and time of the visit by either typing or using the calendar and clock icons.
6. Click OK.
1. On the Boots on the Ground page, in the Select a record list, select the record you want to edit.
2. Select the Menu button, click Edit.
3. When editing is complete, the user must save any changes before leaving the page.
There are four different ways to save or not save:
1. Select the upper-right Edit menu.
2. Click Save.
1. Exit
the page by either clicking the OLS360 logo, or the X button.
2. Click Save on the dialogue box.
1. Exit the page by either clicking the OLS360 logo, or the X button.
2. Click Don’t Save on the dialogue box.
1. Click Add new record
button and enter the necessary information.
2. Click
Save changes button above the list.
1. On the Boots on the Ground page,
in the Select a record list, select the record that requires a status
change.
2. Select the Menu button, click Status.
3. On the Change Status dialogue box, in the New Status list, select the relevant status:
· Started - the initial status when you record a new Boots on the Ground.
· Waiting for Review - to start the review process. This status reveals the In Review status option. The record should be reassigned to the user who will complete the review.
·
In Review - (only accessible after status has been set to Waiting
for Review) to indicate the visit is in the review stage. This status
reveals Reviewed status option.
· Reviewed - (only accessible after status has been set to In Review) to indicate the visit review process is complete. This is a final status option that ends the process and cannot be changed.
· On Hold - to indicate the Boots on the Ground process is on hold. Provides the option to change status back to Started.
· Cancelled - to delete the record.
· Done - to indicate the recorded visit is complete without review. This is a final status option that ends the process and cannot be changed.
4. Add any necessary comments, then click OK.
1. Select the record to leave a comment on.
2. In the grey header, beside the Status heading, click the speech bubble icon.
3. On the Comments for Status
dialogue box, click Add new record.
4. Type comments into the Description box.
5. Click Update to save comments.
6. New or additional comments can be added by clicking Add new record.
1. Follow previous Comments for Status steps 1 through 2.
2. To add a file to the comment, click Edit on the relevant comment, and then click Select File to choose from documents on the local computer.
3. Choose a document to attach, click Open and wait for Done notification.
4. Click Update to save the document to the comment.
1. Follow previous Comments for Status steps 1 through 2.
2. To add a picture to the comment, click Camera.
3. On first use, the page will display a notification requesting access to your camera, select Allow.
4. Take a picture by clicking Save.
1. On the Boots on the Ground page, in the Select a record list, select the record to be reassigned.
2. Select the Menu button, click Assign.
3. On the Assign Activity dialogue box, in the Assign To list, select the relevant user.
4. Add any necessary comments, then click OK.
1. On the Boots on the Ground page, in the Select a record list, select the record that requires a task.
2. Select the Menu button,
click Task.
3. On the New Task dialogue box, in the New Task list, select the type of task:
· Management Request - share task with Senior Management.
· HR Request - share task with Human Resources.
· Safety Request - share task with Safety Team.
· Other Request – share task with Office Administrators.
4. Select the user the task should be assigned
to in the Assigned To list, or choose Unassigned.
5. Enter the due date for the task by either typing or using the calendar icon.
6. Select the task priority using the Priority list.
7. Add any necessary comments, then click OK.
1. On the Boots on the Ground page,
in the Select a record list, select the record you want to export.
2. Select the Menu button, click Export.
3. Decide what sections to export in the Report Groups window.
·
Initially,
all report sections will be selected, but can be
removed by clicking the X beside the section name or clicking Clear All
to remove all sections.
·
To add
individual sections, click the Report Groups window for a comprehensive
list.
4. Select paper size–letter or legal–from the Paper Size list.
5. Indicate if Attached Comments, Uploaded Images, or Task History should be included in the exported document by clicking the toggle button beside each option. (To email the report, see the section: Email Report.)
6. Click OK and the document will automatically begin downloading.
1. Follow previous Export Boots on the Ground steps 1 through 5.
2. In the Export window, click the toggle
button beside Email Report and enter one email in the box below the
option.
3. Click OK.
4. The Send Activity Report window will automatically fill all fields. Make any necessary changes in the To, Subject, and Message fields.
5. Click Send.
In History, you can view both the Status History–which shows the changes in status for the record, and the Task History–which shows all the tasks that have been made for that record, including any tasks that are set to Done.
1. On the Boots on the Ground page,
in the Select a record list, select the record you want to review.
2. Select the Menu button, click History.
3. To switch between Status
History and Task History, click the tabs, click between the tabs.
4. To leave the history window, click the X in the upper-right corner.
You can review the management visit history based
around a piece of equipment with the Compare button. When a record is
selected, the page will provide an overview of the selected Equipment’s record
and the previous five management visit records. Each column represents a
different recorded visit. You can use this page to compare information from
previous visits to one another. Because the Agenda information is in a
table in the record, it will show up as Not Applicable in the comparison, even
if it is available in the original record.
1. On the Boots on the Ground page, in the Select a record list, select the record you want to review.
2. Select the Menu button, click Compare.
3. To leave the history window, click Close.
1. Go to Scheduler in the
Standard toolbar to pull up the calendar.
· Go to General for more information on how to use the Scheduler.
2. Use the Calendar tab to
find the date you want to schedule your visit and double-click the date to add
an Event.
3. In the Event window, select Boots on the Ground in the Event Type list.
4. In the Scheduler Boots on the Ground window, select the Equipment where you want to schedule the visit, and click OK.
5. In the Schedule for field,
add users from the list, and delete them using the X button beside the user’s
name.
6. Select the start and end dates using the Calendar
icon. If the visit will be performed at a specific time of day, make sure the All day event toggle
is switched to No to select the time along with the date.
7. Follow Scheduler instructions on how to schedule repeated events if more than one Visit event is necessary.
8. Add a description in the Description box, if necessary.
9. Click Save.
Scheduled
events will not show up in the Select a Record list until they are opened. To
open an event:
1. In Scheduler, find the event you want to open in the calendar.
2. Double-click the event, select Edit current occurrence, and click Open.
3. Follow Edit Boots
on the Ground Visit steps.
Record Sub-Contractor Ticket
allows you to record all sub-contractor information, including worker and man
hours. Records can be compared to each other, and
cloned for quick reporting. Records can be started by one user, and then passed
to another for review before being completed if necessary.
Sub-contractor tickers assigned
to you will appear in your Dashboard under the My Activities header.
1. Point to the OLS360 logo in the
upper-left corner to bring down the menu.
2. Under
Management Portal, click Record Sub-Contractor Ticket.
1. On the Record Sub-Contractor Ticket page, Select or Add a new sub-contractor ticket.
2. Under the Help header, click View
How-to Guide.
· How-to Guide - provides a step-by-step guide to completing tasks associated with the Record Sub-Contractor Ticket.
3. You
can either print these instructions by clicking the printer icon, or you can
back out to the Record Sub-Contractor Ticket page by clicking the X
button in the upper-right corner.
1. On the Record Sub-Contractor Ticket page, select the Menu button.
2. Click Add.
3. On first use, the page will display a
notification requesting access to your current location, select Allow to
record the GPS location.
4. On the New Record Sub-Contractor Ticket dialogue box, in the Vendor list, select the relevant vendor.
5. Enter the date and time of the ticket by either typing or using the calendar and clock icons.
6. Click OK.
1. On the Record Sub-Contractor Ticket
page, in the Select a record list, select the record you want to edit.
2. Select the Menu button, click Edit.
3. When editing is complete, the user must save any changes before leaving the page.
Note: When adding a Worker under the Crew Details
table, the list is filtered by Active Contractors. When adding a new
worker to this list, the worker added will automatically include the filter for
Active Contractors in the worker details. To change this, or add more
details, go to Maintain Workers.
There are four different ways to save or not save:
1. Select the upper-right Edit menu.
2. Click Save.
1. Exit the page by either clicking the OLS360
logo, or the X button.
2. Click Save on the dialogue box.
1. Exit the page by either clicking the OLS360 logo, or the X button.
2. Click Don’t Save on the dialogue box.
1. Click Add new record button and enter the
necessary information.
2. Click Save changes button above the
list.
1. On
the Record Sub-Contractor page, in the Select a record list,
select the record that requires a status change.
2. Select the Menu button, click Status.
3. On the Change Status dialogue box, in the New Status list, select the relevant status:
· Started - the initial status when you record a new sub-contractor ticket.
· Waiting for Review - to start the review process. This status reveals the In Review status option. The record should be reassigned to the user who will complete the review.
·
In Review -
(only accessible after status has been set to Waiting for Review) to
indicate the sub-contractor ticket is in the review stage. This status reveals Reviewed
status option.
· Reviewed - (only accessible after status has been set to In Review) to indicate the sub-contractor ticket review process is complete. This is a final status option that ends the process and cannot be changed.
· On Hold - to indicate the recorded sub-contractor ticket process is on hold. Provides the option to change status back to Started.
· Cancelled - to delete the record.
· Done - to indicate the recorded sub-contractor ticket is complete without review. This is a final status option that ends the process and cannot be changed.
4. Add any necessary comments, then click OK.
1. Select the record to leave a comment on.
2. In the grey header, beside the Status
heading, click the speech bubble icon.
3. On the Comments for Status dialogue box, click Add new record.
4. Type comments into the Description box.
5. Click Update to save comments.
6. New or additional comments can be added by clicking Add new record.
1. Follow previous Comments for Status steps 1 through 2.
2. To add a file to the comment, click Edit on the relevant comment, and then click Select File to choose from documents on the local computer.
3. Choose a document to attach, click Open and wait for Done notification.
4. Click Update to save the document to the comment.
1. Follow previous Comments for Status steps 1 through 2.
2. To add a picture to the comment, click Camera.
3. On first use, the page will display a notification requesting access to your camera, select Allow.
4. Take a picture by clicking Save.
1. On the Record Sub-Contractor Ticket page, in the Select a record list, select the record to be reassigned.
2. Select the Menu button, click Assign.
3. On the Assign Activity dialogue box, in the Assign To list, select the relevant user.
4. Add any necessary comments, then click OK.
1. On the Record Sub-Contractor Ticket page, in the Select a record list, select the record that requires a task.
2. Select the Menu button, click Task.
3. On the New Task dialogue box, in the New Task list, select the type of task:
· Management Request - share task with Senior Management.
· HR Request - share task with Human Resources.
· Safety Request - share task with Safety Team.
· Other Request – share task with Office Administrators.
4. Select the user the task should be assigned
to in the Assigned To list, or choose Unassigned.
5. Enter the due date for the task by either typing or using the calendar icon.
6. Select the task priority using the Priority list.
7. Add any necessary comments, then click OK.
1. On the Record Sub-Contractor Ticket
page, in the Select a record list, select the record you want to export.
2. Select the Menu button, click Export.
3. Decide what sections to export in the Report Groups window.
·
Initially,
all report sections will be selected, but can be
removed by clicking the X beside the section name or clicking Clear All
to remove all sections.
·
To add
individual sections, click the Report Groups window for a comprehensive
list.
4. Select paper size–letter or legal–from the Paper Size list.
5. Indicate if Attached Comments, Uploaded Images, or Task History should be included in the exported document by clicking the toggle button beside each option. (To email the report, see the section: Email Report.)
6. Click OK and the document will automatically begin downloading.
1. Follow previous Export Recorded Sub-Contractor Ticket
steps 1 through 5.
2. In the Export window, click the toggle
button beside Email Report and enter one email in the box below the
option.
3. Click OK.
4. The Send Activity Report window will automatically fill all fields. Make any necessary changes in the To, Subject, and Message fields.
5. Click Send.
In History, you can view both the Status History–which shows the changes in status for the record, and the Task History–which shows all the tasks that have been made for that record, including any tasks that are set to Done.
1. On the Record Sub-Contractor Ticket page,
in the Select a record list, select the record you want to review.
2. Select the Menu button, click History.
3. To switch between Status History and Task
History, click the tabs, click between the tabs.
4. To leave the history window, click the X in the upper-right corner.
You can review the recorded sub-contractor tickets based around a vendor with the Compare button. When a record is selected, the page will provide an overview of the selected vendor’s sub-contractor ticket record and the previous five records. Each column represents a different recorded sub-contractor ticket. You can use this page to compare all information from previous sub-contractor tickets to one another. Because the Crew Details information is in a table in the record, it will show up as Not Applicable in the comparison, even if it is available in the original record.
1. On the Record Sub-Contractor Ticket page, in the Select a record list, select the record you want to review.
2. Select the Menu button, click Compare.
3. To leave the history window, click Close.
1. On the Record Sub-Contractor
page, in the Select a record list, select the record you want to clone.
2. Select the Menu button, click Clone.
3. In the Clone Activity window, select the date for the new recorded sub-contractor ticket.
4. Click OK.
What DOES transfer during cloning: Ticket Information (Customer, Job Type, P.O Number, Charge Code, Well Name), Crew Details (Position, Worker, Man Hours).
What does NOT transfer during cloning: All parts of the record clone.
Setup Competency Certifications keeps track of what certifications are
required for what competency. Certifications are added per competency and can
be kept active or retired.
1. Point to the OLS360 logo
in the upper-left corner to bring down the menu.
2. Under Management Portal, click Setup
Competency Certifications.
1. On the Report & Investigate Incidents page, Select or Add a new record.
2. Under the Help header,
click View How-to Guide.
· How-to Guide - provides a step-by-step guide to completing tasks associated with the report & investigate incidents.
3. You can either print these instructions by clicking the printer icon, or you can back out to the Setup Competency Certifications page by clicking the X button in the upper-right corner.
1. On the Setup Competency Certifications page, select the Menu button.
2. Click Add.
3. On first use, the page will
display a notification requesting access to your current location, select Allow
to record the GPS location.
4. On the New Human Resources dialogue box, enter the date and time the competency is being recorded.
5. Click OK.
1. On the Setup Competency Certifications page, in the Select a record list, select the record you want to edit.
2. Select the Menu button, click Edit.
3. When editing is complete, the user must save any changes before leaving the page.
There are four different ways to save or not save:
1. Select the upper-right Edit
menu.
2. Click Save.
1. Exit
the page by either clicking the OLS360 logo, or the X button.
2. Click Save on the dialogue box.
1. Exit the page by either clicking the OLS360 logo, or the X button.
2. Click Don’t Save on the dialogue box.
1. Click Add new record
button and enter the necessary information.
2. Click
Save changes button above the list.
The Setup Competency Certification page follows a workflow template.
Depending on the phase, the request can be
viewed and edited by different sets of users.
When setting up a new competency certification, the record begins in the Planning
Certification phase. This phase requires entry of the type of competency
with a list of certificates required. This phase is for planning purposes.
After all the necessary incident information has been filled in, change the phase to Active
Certification.
Changing to the Active Certification phase means the competency is
completely set up. Nothing else needs to be done at this point. However, if the
customer or competency ends or changes, change
the phase to Retired Certification.
Once the competency certifications are no longer in use, use the Retired
Certification phase. This will exclude field supervisors from viewing the
record. The status should be set to Done to finish the investigation and
prevent editing.
1. On the Setup Competency
Certification page, in the Select a record list, select the record
that requires a phase change.
2. Select the Menu button, click Phase.
3. Assign the report to whoever will be completing the next phase.
4. On the Change Phase dialogue box, in the Next Phase list, select the relevant phase:
· Planning Certification - the initial phase. This phase reveals the Active Certification phase option.
· Active Certification- the second phase that indicates the competency certification is active. This phase reveals the Retired Certification phase option.
· Retired Certification- the last phase of the competency certification process.
5. Change Status if necessary.
6. Add any necessary comments, then click OK.
7. Click OK on the Setup Competency Certifications dialogue window to reload the page.
1. On the Setup Competency
Certifications page, in the Select a record list, select the record
that requires a status change.
2. Select the Menu button, click Phase.
3. On the Change Phase dialogue box, in the Status list, select the relevant status:
· Started - the initial status when you add a new competency.
· On Hold - to indicate the process is on hold. Provides the option to change status back to Started.
· Cancelled - to delete the record.
· Done - to indicate the recorded competency is complete. This is a final status option that ends the process and cannot be changed.
4. Add any necessary comments, then click OK.
1. Select the record to leave a comment on.
2. In the grey header, beside the Phase heading, click the speech bubble icon.
3. On the Comments for dialogue box, click Add new record.
4. Type comments into the Description box.
5. Click Update to save comments.
6. New or additional comments can be added by clicking Add new record.
1. Follow previous Comments for Phase steps 1 through 2.
2. To add a file to the comment, click Edit on the relevant comment, and then click Select File to choose from documents on the local computer.
3. Choose a document to attach, click Open and wait for Done notification.
4. Click Update to save the document to the comment.
1. Follow previous Comments for Phase
steps 1 through 2.
2. To add a picture to the comment, click Camera.
3. On first use, the page will display a notification requesting access to your camera, select Allow.
4. Take a picture by clicking Save.
1. On the Setup Competency Certifications page,
in the Select a record list, select the record to be reassigned.
2. Select the Menu button, click Assign.
3. On the Assign Activity dialogue box, in the Assign To list, select the relevant user.
4. Add any necessary comments, then click OK.
1. On the Setup Competency Certification page, in the Select a record list, select the record that requires a task.
2. Select the Menu button,
click Task.
3. On the New Task dialogue box, in the New Task list, select the type of task:
· Management Request - share task with Senior Management.
· HR Request - share task with Human Resources.
· Safety Request - share task with Safety Team.
· Other Request – share task with Office Administrators.
4. Select the user the task should be assigned
to in the Assigned To list, or choose Unassigned.
5. Enter the due date for the task by either typing or using the calendar icon.
6. Select the task priority using the Priority list.
7. Add any necessary comments, then click OK.
1. On
the Setup Competency Certifications page, in the Select a record
list, select the record you want to review.
2. Select the Menu button, click History.
3. Click the Tasks History tab.
4. To leave the history window, click the X button in the upper-right corner.
1. On the Setup Competency
Certifications page, in the Select a record list, select the record
you want to export.
2. Select the Menu button, click Export.
3. Decide what sections to export in the Report Groups window.
·
Initially,
all report sections will be selected, but can be
removed by clicking the X beside the section name or clicking Clear All
to remove all sections.
·
To add
individual sections, click the Report Groups window for a comprehensive
list.
4. Select paper size–letter or legal–from the Paper Size list.
5. Indicate if Attached Comments, Uploaded Images, Task History, or Phase History should be included in the exported document by clicking the toggle button beside each option. (To email the report, see the section: Email Report.)
6. Click OK and the document will automatically begin downloading.
1. Follow previous Export Competency Certification
Report steps 1 through 5.
2. In the Export window, click the toggle
button beside Email Report and enter one email in the box below the
option.
3. Click OK.
4. The Send Report window will automatically fill all fields. Make any necessary changes in the To, Subject, and Message fields.
5. Click Send.
1. On the Setup Competency
Certifications page, in the Select a record list, select the record
you want to review.
2. Select the Menu button, click History.
3. The record will show both the Phase and Status history of the record. To view Task History, click the Tasks History tab.
4. To leave the history window, click the X button in the upper-right corner.
Report & Investigate Incidents allows workers and supervisors to report
and then investigate all types of incidents. An incident report and
investigation starts with a worker or supervisor completing
the initial report with supporting details, and then passing it to supervisors
to complete an investigation, followed by management closure. Report &
Investigate Incidents includes information about potential classifications,
nature of injuries or damaged equipment, investigation information into the
causes of the incident, and final corrective actions to be taken. Report &
Investigate Incidents is set as a workflow, so when the phase changes, more
information becomes available, and the permission becomes restricted.
Incidents assigned to you will appear on your Dashboard
under the My Workflows header.
1. Point to the OLS360 logo
in the upper-left corner to bring down the menu.
2. Under Safety Portal, click Report
& Investigate Incidents.
1. On the Report & Investigate Incidents page, Select or Add a new record.
2. Under the Help header,
click either View How to Report an Incident, or View How-to
Guide.
· How to Report an Incident - provides you with instructions on what information should be included in the incident report & investigation and the process the report should follow.
· How-to Guide - provides a step-by-step guide to completing tasks associated with the report & investigate incidents.
3. You can either print these instructions by clicking the printer icon, or you can back out to the Report & Investigate Incidents page by clicking the X button in the upper-right corner.
4. If the report requires a link to the Safety Portal, follow the Edit Report steps, click the box and paste the link inside before saving.
1. On the Report & Investigate Incidents page, select the Menu button.
2. Click Add.
3. On first use, the page will
display a notification requesting access to your current location, select Allow
to record the GPS location.
4. On the New Incident Management dialogue box, enter the date and time the incident is being recorded.
5. Click OK.
1. On the Report & Investigate Incidents page, in the Select a record list, select the record you want to edit.
2. Select the Menu button, click Edit.
3. When editing is complete, the user must save any changes before leaving the page.
Note: If the record begins with IRM, the record has been
pulled from the safety portal. If the record begins with IRI, it has been newly
entered into the system.
There are four different ways to save or not save:
1. Select the upper-right Edit
menu.
2. Click Save.
1. Exit
the page by either clicking the OLS360 logo, or the X button.
2. Click Save on the dialogue box.
1. Exit the page by either clicking the OLS360 logo, or the X button.
2. Click Don’t Save on the dialogue box.
1. Click Add new record
button and enter the necessary information.
2. Click
Save changes button above the list.
1. On the Report & Investigate Incidents page, in the Select a record list, select the record you want to add observations to.
2. Under the Incident Details heading,
choose the list heading for the observation you want to add:
· Potential Classifications - Select the classification you believe the incident falls under. The final classification will be chosen in the Incident Investigation Phase.
· Injuries - Add what type of injury from the menu, choose what body part was affected, decide on the boy part detail, pick the severity of the injury, and the cause.
· Damaged Equipment - Select the equipment that was damaged, enter comments detailing the damage, and select if the damage was average, major, or minor. If a photo is needed, follow step 5.
3. Once the Phase is set to Incident Investigation, under the Cause Investigation heading, choose the list heading for the observation you want to add:
·
Procedural Causes – Select the correct cause related to
procedures from the menu, then follow steps 5 through 7.
·
Environmental Causes - Select the correct cause related to any
issues in the environment from the menu, then follow steps 5 through 7.
· Systemic Causes - Select the correct cause related to system issues from the menu, then follow steps 5 through 7.
· Personal Causes - Select the correct cause related to the worker from the menu, then follow steps 5 through 7.
4. Once the Phase is set to Incident Investigation, under Investigation Conclusions heading, choose the list heading for the observation you want to add:
· Corrective Actions - Select the corrective action–Machinery Training, Repeat Failure, or Safety Training – and who will be completing the corrective action. Add the date the corrective action will be completed by using the calendar icon, and add any necessary comments.
· Supporting Documents - Select the document type being uploaded, add any necessary comments, and then add the file by clicking the space below File.
5. To add an image, either:
·
Click Load Image button under the Image heading in the table. In Load
Image window, click Camera to take a picture with your camera, or Load
Image to choose from documents on the local computer. To view the uploaded
image, click Click to Open dialogue on the table.
· Click the speech bubble icon to the right of the table name. Follow Comments for Phase steps 3 through 6.
6. To add comments, click the area under Comments in the table.
7. Follow Saving Tables steps 1 through 2: Click the Save changes button above the list. To delete a record, click the Delete button to the right of the recorded list item.
The Report & Investigate Incidents page follows a workflow template.
Depending on the phase, the request can:
· Be viewed and edited by different sets of users.
· Provide or hide management approval information.
When an incident report is first entered, it begins in the Reporting
Incident phase. This phase requires the worker or supervisor to complete
the initial report. This requires whoever is filling out the report to decide
what classification the incident might be, provide a description of the
incident, and list any injuries or damaged equipment. Photo evidence of the
damages can be added at this time. The turnaround time for this phase is 5
days.
After all the necessary incident information has been filled in, assign the report to the Safety
Supervisor, and then change
the phase to Incident Investigation.
Once all the necessary incident information has been filled in, assign the report to the Safety
Supervisor, and then change
the phase to Incident Investigation.
Changing to the Incident Investigation phase restricts access to OLS360
Administrators, Senior Management, Field Supervisors, and Safety Team. Changing
to the Incident Investigation phase opens two new sections–Cause Investigation
and Investigation Conclusions–of the request for supervisors or management to
complete. The turnaround time for this phase is 10 days.
Once this phase is complete and all information entered, assign the report to Management, and
then change the phase to Incident Closed.
Changing to the Incident Closed phase restricts access to OLS360
Administrators, Senior Management, and Safety Team. Once this phase is complete
and all information completed and reviewed, the status should be set to Done
to finish the investigation and prevent editing. The turnaround time for this
phase is 10 days.
1. On the Report &
Investigate Incidents page, in the Select a record list, select the
record that requires a phase change.
2. Select the Menu button, click Phase.
3. Assign the report to whoever will be completing the next phase.
4. On the Change Phase dialogue box, in the Next Phase list, select the relevant phase:
· Reporting Incident - the initial phase when beginning an investigation. This phase reveals the Incident Investigation phase option.
· Incident Investigation - the second phase of the absence request process that opens the sections for investigation records. This phase reveals the Investigation Closed phase option.
· Investigation Closed - the last phase of the absence request process.
5. Change Status if necessary.
6. Add any necessary comments, then click OK.
7. Click OK on Report & Investigate Incidents dialogue window to reload the page.
1. On the Report &
Investigate Incidents page, in the Select a record list, select the
record that requires a status change.
2. Select the Menu button, click Phase.
3. On the Change Phase dialogue box, in the Status list, select the relevant status:
· Started - the initial status when you add a new incident.
· On Hold - to indicate the incident report & investigation process is on hold. Provides the option to change status back to Started.
· Cancelled - to delete the record.
· Done - to indicate the recorded incident investigation is complete. This is a final status option that ends the process and cannot be changed.
4. Add any necessary comments, then click OK.
1. Select the record to leave a
comment on.
2. In the grey header, beside the Phase heading, click the speech bubble icon.
3. On the Comments for dialogue box, click Add new record.
4. Type comments into the Description box.
5. Click Update to save comments.
6. New or additional comments can be added by clicking Add new record.
1. Follow previous Comments for Phase steps 1 through 2.
2. To add a file to the comment, click Edit on the relevant comment, and then click Select File to choose from documents on the local computer.
3. Choose a document to attach, click Open and wait for Done notification.
4. Click Update to save the document to the comment.
1. Follow previous Comments for Phase steps 1 through 2.
2. To add a picture to the comment, click Camera.
3. On first use, the page will display a notification requesting access to your camera, select Allow.
4. Take a picture by clicking Save.
1. On the Report & Investigate Incidents page,
in the Select a record list, select the record to be reassigned.
2. Select the Menu button, click Assign.
3. On the Assign Activity dialogue box, in the Assign To list, select the relevant user.
4. Add any necessary comments, then click OK.
1. On the Report & Investigate Incidents page, in the Select a record list, select the record that requires a task.
2. Select the Menu button, click Task.
3. On the New Task dialogue
box, in the New Task list, select the type of task:
· Notify HR - share task with Human Resources.
· Worker Requests - share task with Human Resources.
· Procurement Request - share task with Office Administrators.
· Recommended Training - share task with Safety Team.
·
Other Request – share task with Office Administrators.
4. Select the user the task should be assigned to in the Assigned To list, or choose Unassigned.
5. Enter the due date for the task by either typing or using the calendar icon.
6. Select the task priority using the Priority list.
7. Add any necessary comments, then click OK.
1. On the Report &
Investigate Incidents page, in the Select a record list, select the
record you want to review.
2. Select the Menu button, click History.
3. Click the Tasks History tab.
4. To leave the history window, click the X button in the upper-right corner.
1. On the Report &
Investigate Incidents page, in the Select a record list, select the
record you want to export.
2. Select the Menu button, click Export.
3. Decide what sections to export in the Report Groups window.
·
Initially,
all report sections will be selected, but can be
removed by clicking the X beside the section name or clicking Clear All
to remove all sections.
·
To add
individual sections, click the Report Groups window for a comprehensive
list.
4. Select paper size–letter or legal–from the Paper Size list.
5. Indicate if Attached Comments, Uploaded Images, Task History, or Phase History should be included in the exported document by clicking the toggle button beside each option. (To email the report, see the section: Email Report.)
6. Click OK and the document will automatically begin downloading.
1. Follow previous Export Report & Investigate Incidents Report
steps 1 through 5.
2. In the Export window, click the toggle
button beside Email Report and enter one email in the box below the
option.
3. Click OK.
4. The Send Report window will automatically fill all fields. Make any necessary changes in the To, Subject, and Message fields.
5. Click Send.
1. On the Report &
Investigate Incidents page, in the Select a record list, select the
record you want to review.
2. Select the Menu button, click History.
3. The record will show both the Phase and Status history of the record. To view Task History, click the Tasks History tab.
4. To leave the history window, click the X button in the upper-right corner.
Safety Observations allows you
to record and review any safety observations you make on-site and complete an
evaluation with follow-up actions. Safety observations can be started by one
user, and then passed to another for review before being completed. The
finalized report will include the signatures of both parties. Safety
observations are recorded based on the equipment they were observed at, but all
additional information about the observation is easily added. Analysis of the
observation can be completed right away, or added
later in the review process.
Safety observations assigned to
you will appear in your Dashboard under the My Activities header.
1. Point to the OLS360 logo in the
upper-left corner to bring down the menu.
2. Under
Safety Portal, click Safety Observations.
1. On the Safety Observations page, Select or Add a new safety observation.
2. Under the Help header, click either View
Observational Instructions, or View How-to Guide.
· Observation Instructions - provides company instructions on what information should be included in the safety observations.
· How-to Guide - provides a step-by-step guide to completing tasks associated with the safety observation.
3. You
can either print these instructions by clicking the printer icon, or you can
back out to the Safety Observations page by clicking the X button in the
upper-right corner.
1. On the Safety Observations page, select the Menu button.
2. Click Add.
3. On first use, the page will display a notification requesting access to your current location, select Allow to record the GPS location of the safety observation.
4. On
the New Safety Observations dialogue box, in the Equipment list,
select the relevant site.
5. Enter the date and time of the safety observation by either typing or using the calendar and clock icons.
6. Click OK.
1. On the Safety Observations page, in
the Select a record list, select the record you want to edit.
2. Select the Menu button, click Edit.
3. When editing is complete, the user must save any changes before leaving the page.
1. On the Safety Observations page, in the Select a record list, select the record you want to add observations to.
2. Under the Observation Details heading,
choose the list heading for the observation you want to add:
· Hazard Awareness / Risk Mitigation - Analyzing task hazards, Correcting an unsafe act, Planning confined space, Pre-job safety check, Recruiting spotters, Using signage or barriers.
· Working Environment / Conditions - Improving housekeeping, Improving work conditions, Requesting equipment, Resolving safety issues, Soliciting peer input.
·
Processes and Procedures -
Applying critical safety procedures, Demonstrating
knowledge, Performing task properly, Providing hazard instruction, Suggesting
improvements, Taking time
· Equipment / Tools - Checking condition of equipment, Reporting equipment label condition, Selecting proper tools, Storing equipment tools, Using equipment correctly.
·
Communication -
Clarifying expectations, Discussing health and safety
issues, Encouraging others to report, Informing others on site, Participating
in planning, Responding to feedback.
· Personal Protection - Asking for help lifting, Discussing fatigue, Dressing for weather, Requesting training, Using appropriate PPE.
·
Body Positioning -
Informing on safe positioning, Lifting properly,
Taking safe position, Using barriers, Using hand tool properly.
· Leadership / Supervision - Coaching co-worker, Creating team, Engaging in safety meetings, Inviting expert to present, Other, Soliciting worker input.
3. Use the toggle button to indicate if the
recorded observation is positive or not, or at risk or not.
4. To add an image, click Load Image
button under the Image heading in the table. In Load Image window, click
Camera to take a picture with your camera, or Load Image to
choose from documents on the local computer.
· To view the uploaded image, click Click to Open dialogue on the table.
5. To add comments, click the area under Comments in the table.
6. Follow Saving Tables steps 1 through 2: Click the Save changes button above the list. To delete a record, click the Delete button to the right of the recorded list item.
1. On the Safety Observation page, Select or Add a new safety observation.
2. Select the Menu button, click Edit.
3. Under
the Observation Findings header, c
lick
the Sign button to open the Observer Signature or Reviewer
Signature window.
4. In the signature window, use a mouse or finger to sign within the rectangle.
5. Click Use This to save the signature or Clear to re-try.
There are four different ways to save or not save:
1. Select the upper-right Edit menu.
2. Click Save.
1. Exit the page by either clicking the OLS360
logo, or the X button.
2. Click Save on the dialogue box.
1. Exit the page by either clicking the OLS360 logo, or the X button.
2. Click Don’t Save on the dialogue box.
1. Click
Add new record button and enter the necessary information.
2. Click Save changes button above the
list.
1. On the Safety Observations page, in the Select a record list, select the record that requires a status change.
2. Select the Menu button, click Status.
3. On the Change Status dialogue box, in the New Status list, select the relevant status:
· Started - the initial status when you record a new safety observation.
· Waiting for Review - to start the review process. This status reveals the In Review status option. The record should be reassigned to the user who will complete the review.
·
In Review -
(only accessible after status has been set to Waiting for Review) to
indicate the safety observation is in the review stage. This status reveals Reviewed
status option.
· Reviewed - (only accessible after status has been set to In Review) to indicate the safety observation review process is complete. This is a final status option that ends the process and cannot be changed.
· On Hold - to indicate the safety observation process is on hold. Provides the option to change status back to Started.
· Cancelled - to delete the record.
· Done - to indicate the safety observation is complete without review. This is a final status option that ends the process and cannot be changed.
4. Add any necessary comments, then click OK.
1. Select the record to leave a comment on.
2. In the grey header, beside the Status
heading, click the speech bubble icon.
3. On the Comments for Status dialogue box, click Add new record.
4. Type comments into the Description box.
5. Click Update to save comments.
6. New or additional comments can be added by clicking Add new record.
1. Follow previous Comments for Status steps 1 through 2.
2. To add a file to the comment, click Edit on the relevant comment, and then click Select File to choose from documents on the local computer.
3. Choose a document to attach, click Open and wait for Done notification.
4. Click Update to save the document to the comment.
1. Follow previous Comments for Status steps 1 through 2.
2. To add a picture to the comment, click Camera.
3. On first use, the page will display a notification requesting access to your camera, select Allow.
4. Take a picture by clicking Save.
1. On
the Safety Observations page, in the Select a record list, select
the record to be reassigned.
2. Select the Menu button, click Assign.
3. On the Assign Activity dialogue box, in the Assign To list, select the relevant user.
4. Add any necessary comments, then click OK.
1. On the Safety Observations page, in the Select a record list, select the record that requires a task.
2. Select the Menu button, click Task.
3. On the New Task dialogue box, in the New Task list, select the type of task:
· Management Request - share task with Senior Management.
· HR Request - share task with Human Resources.
· Safety Request - share task with Safety Team.
· Other Request – share task with Office Administrators.
4. Select the user the task should be assigned
to in the Assigned To list, or choose Unassigned.
5. Enter the due date for the task by either typing or using the calendar icon.
6. Select the task priority using the Priority list.
7. Add any necessary comments, then click OK.
1. On the Safety Observations page, in
the Select a record list, select the record you want to export.
2. Select the Menu button, click Export.
3. Decide what sections to export in the Report Groups window.
·
Initially,
all report sections will be selected, but can be
removed by clicking the X beside the section name or clicking Clear All
to remove all sections.
·
To add
individual sections, click the Report Groups window for a comprehensive
list.
4. Select paper size–letter or legal–from the Paper Size list.
5. Indicate if Attached Comments, Uploaded Images, or Task History should be included in the exported document by clicking the toggle button beside each option. (To email the report, see the section: Email Report.)
6. Click OK and the document will automatically begin downloading.
1. Follow previous Export Safety Observations steps 1 through 5.
2. In the Export window, click the toggle
button beside Email Report and enter one email in the box below the
option.
3. Click OK.
4. The Send Activity Report window will automatically fill all fields. Make any necessary changes in the To, Subject, and Message fields.
5. Click Send.
In History, you can view both the Status History–which shows the changes in status for the record, and the Task History–which shows all the tasks that have been made for that record, including any tasks that are set to Done.
1. On the Safety Observation page, in the
Select a record list, select the record you want to review.
2. Select the Menu button, click History.
3. To switch between Status History and Task
History, click the tabs, click between the tabs.
4. To leave the history window, click the X in the upper-right corner.
You can review the safety observation history based
around a piece of equipment with the Compare button. When a record is
selected, the page will provide an overview of the selected equipment’s safety
observation and the previous five safety observation records. Each column
represents a different recorded safety observation. You can use this page to
compare all information from previous safety observations to one another.
Because the Observation Detail information is in a table in the record,
it will show up as Not Applicable in the comparison, even if it is available in
the original record.
1. On the Safety Observations page, in
the Select a record list, select the record you want to review.
2. Select the Menu button, click Compare.
3. To leave the history window, click Close.
Shared Tables includes table maintenance for the following: Maintain
Certificates, Maintain Contacts, Maintain Crews, Maintain Customers, Maintain
Devices, Maintain Equipment, Maintain First Nations, Maintain Vendors. The
information in these tables is used for other components within the
application.
The information required for each table is different, but the process for
how to add, edit, find, save, and export these records is the same, and as such
is considered under one heading.
Maintain Pages: Certificates,
Contacts, Crews, Customers, Devices, Equipment, First Nations, Vendors
Maintain Certificates – Add any certifications
workers may possess. Information required includes the date of validity, and
when expiry notifications should be sent.
Maintain Contacts - Add any contacts the company has. Keep track of how
to contact them, who to contact, and their social media.
Maintain Crews - Add crews and keep track of the workplace and
customer associated with each.
Maintain Customers - Add any customers the
company has. Keep track of all contacts for the customer and their business
information.
Maintain Devices - Add company devices. Keep track of device numbers,
types, assigned users, warranty information, and more.
Maintain Equipment - Add any equipment the
company has. Keep track of all equipment information as well as purchase and
sale information.
Maintain First Nations - Add any First Nation
contacts the company has. Keep track of how to contact them, who to contact,
and their social media.
Maintain Vendors – Add any vendors the company has. Keep track of all
contacts for the vendor and their business information.
1. Point
to the OLS360 logo in the upper-left corner to bring down the menu.
2. Under Shared Tables, click the desired
Maintain option.
1. On Maintain page, click Add
New Record.
2. Enter the name in the ID column
,
then enter the description under the Description column.
3. Click Save Changes above
list.
4. Follow Edit Maintain steps to add information about the record.
5. To delete the new record, either click the Delete button to the right, or the Cancel Changes button above.
Records in Maintain Pages can be found in two ways:
·
Scrolling through the listed records using numbers or arrows on the lower
toolbar. Records are listed in alphabetical order.
· Using the filter button to type the name, or filter by description. In the filter dropdown, select the correct filter term from the list and enter the term or name being searched. Click Filter. (To clear the filter and return to the full list, in the filter dropdown, click Clear.)
You can also search for a record by name using the Search Bar.
1. On Maintain page, find the
record to edit. Click Attributes.
2. Click Edit or double-click a fillable field to open editing capabilities.
1. On the individual record page,
find the table you want to add records to.
2. Click Edit or double-click a fillable field to open editing capabilities.
3. Click Add new record, and enter the information in the table. Add as many records to a table as needed.
4. To add a date, either type or use
the calendar icon.
5. To add an image, click Load
Image button under the Image heading in the table. In Load Image
window, click Camera to take a picture with your camera, or Load
Image to choose from documents on the local computer.
· To view the uploaded image, click Click to Open dialogue on the table.
6. To add comments, click the area under Comments in the table.
7. Click Save changes button above the list. To delete a record, click the Delete button to the right of the recorded list item.
1. On Maintain page, add or
edit the record name and description.
2. Click Save Changes above table.
If you try to leave the page or edit a record before saving, an alert will warn you to save.
1. On the individual record page, add or edit records.
2. Click Save at the top of the page.
1. Click Add new record
button and enter the necessary information.
2. Click
Save changes button above the list.
1. On Maintain page, click Export to download the full list of records and their descriptions.
1. On the individual record page, click Export.
2. Decide what sections to export in the Report Groups window.
·
Initially, all report sections will be selected, but
can be removed by clicking the X beside the section name or clicking Clear
All to remove all sections.
·
To add
individual sections, click the Report Groups window for a comprehensive
list.
3. Select paper size–letter or legal–from the Paper Size list.
4. Indicate if Attached Comments, or Uploaded Images should be included in the exported document by clicking the toggle button beside each option. (To email the report, see the section: Email Report.)
5. Click OK and the document will automatically begin downloading.
1. Follow previous Export Individual Records steps
1 through 4.
2. In the Export window, click the toggle
button beside Email Report and enter one email in the box below the
option.
3. Click OK.
4. The Send Report window will automatically fill all fields. Make any necessary changes in the To, Subject, and Message fields.
5. Click Send.
If you find that you don’t have the Edit option
in the Menu, make sure that the record is assigned to you. To reassign
the record, in the Menu, click Assign. Once the record is
assigned to you, the editing option should be
available.
If you cannot change or reassign the record to you, check the status. If
the status is set to Done or Reviewed, the record cannot be
changed or edited.
If you entered information into a record, but came back to find it missing,
you likely forgot to save it properly.
If you entered information into a table, remembered to
save at the record level, but then came back to find the information missing,
you forgot to save at the list level. When entering information in a table, you
must click Save Changes above the list to save the table information. An
easy way to make sure the information in a table has been saved is if the red
triangle in the corner of the newly added or edited table field is gone.
If you find you’re on a record and are double-clicking the status to change
it, but the status window won’t open, make sure that you are not in editing
mode. If you are currently editing the record, you are not able to change the
record’s status. Go to the Menu and make sure to click Save or Cancel.
This will bring back the ability to change both the status and assigned user.
Double-click on the status, or click Status in
the Menu.
If you’ve added a new record and are trying to save it,
but the Menu button is not returning to its original state (dark blue
with three dots), and won’t save the record, make sure all the required fields
are filled. The record will not save unless all required fields are filled.
If you try to save without all the required fields filled, the required
fields that are not filled with show red instructions below them. You can find
a list of required fields for each section under each Saving header in
each section of this user manual.
Once all required fields are filled in, in Menu, click Save.
If you are adding a comment through a speech bubble
icon and trying to add an image but can’t find the button, you need to follow
the Comments steps. Most
importantly, you need to write something in the comment box first, and then,
click Update. Once the comment is saved, then it is possible to add
images either using the Camera, or Select
File.
If you are trying to navigate within OLS360,
or check your dashboard and receive a red message saying Access Denied, this
simply means the application has timed out. To get back into the application
you can either refresh the site, or click on OLS360.
This will lead you to the login page. You only need to sign back in.
An Activity is a singular record whose completion
is shown through its Status. A Workflow is a singular record that
goes through different Phases, with the ability to change each Phase’s Status.
Each Phase changes the permissions or information available in the
record.
Activities: Change Crew,
Management Visits, Record A&D Collection, Record Drill, Record
Sub-Contractor Ticket, Safety Observations, Unapproved Absence
Workflows: Incident
Report and Investigation, Absence Requests, Competency Certification
If you have a record that you would like to copy to make a new record, the
easiest way to do that is not by re-entering the information, but by Cloning
instead.
Not all records can be cloned, and not all information in the record is
cloned, so make sure to review all the information you want entered into the
record before saving and leaving.
Note: When cloning a record, you cannot change the assigned Entity
(Worker, Equipment, Vendor). Only clone records from the same Entity.
1. On the chosen page, in the Select a record list, select the record you want to clone.
2. Select the Menu button, click Clone.
3. In the Clone Activity window, select the date for the new record.
4. Click OK.
Sometimes you add a record you don’t need, or something changes, and the
record needs to be deleted. Deleting records is easily done through the
record’s Status.
Note: You
can’t delete records that have their status set to Done or Reviewed.
1. On the chosen page, in the Select a record list, select the record that requires deletion.
2. Select the Menu button, click Status for Activities, or Phase for Workflows.
3. On the Change Status/Phase dialogue box, in the Status list, select Cancelled.
4. Click Ok.
Deleting records in Maintain tables is just as easy. Note: Don’t delete old workers. Instead, deselect them as an active worker. This will keep their records, but stop them from showing up in fillable worker fields.
1. On Maintain page, find the
entry to delete.
2. Click Delete, and then click Ok on the confirmation window.
The best way to save reports to your local computer is
to use the Export function. Note: Due to privacy settings, not
all record types can be exported.
1. On the chosen page, in the Select a record list, select the record you want to export.
2. Select the Menu button, click Export.
3. Decide what sections to export in the Report Groups window.
4. Indicate if Attached Comments, Uploaded Images, or Task History should be included in the exported document by clicking the toggle button beside each option.
5. To email the repot, click the toggle button and add the email address in the box below.
6. Click OK and the document will
automatically begin downloading. If Email Report was selected, a Send
Report window will appear with details on the email to be sent.
It’s important to know when you’re editing and viewing a record. When
editing, you can’t reassign or change the phase or status. When viewing, you
can’t edit any of the record information. To easily check what mode you’re in,
look to the upper-right corner. If the Menu button is dark blue with
three dots, you are viewing. If the Menu button is light blue with a
pencil icon, you are editing.
To switch from viewing to editing:
1. On the chosen page, in the Select a record list, select the record to edit.
2. Select the Menu button, click Edit.
·
The editing ability can also be opened by double-clicking on an editable
field.
To switch from editing to viewing:
1. Select the upper-right Edit menu.
2. Click Save.
Each type of record has its own naming format, but all
record names share the same organization. The record name starts with either
the entity name (e.g. Worker, Equipment, Vendor) or the workflow abbreviation
(e.g. Absence Request = AR), followed by the date in a Year, Month, Day format,
and at the end is a unique ID number that differentiates records from each
other.
The best way to differentiate between records is the unique ID number at
the end of the record name. This will be different for every record.