Learn how to create and manage TA/JSA/SWMS
- How to create a TA/JSA/SWMS Account Template
- How to add an Account Template to a Site
- How to create your workflow
- How to approve/authorise/acknowlege the TA/JSA/SWMS if you have been assigned as an authoriser, approver or supervisor
- When are notifications sent?
Please see the two below videos introducing you to our new update for the TA/JSA/SWMS feature:
Creating a new TA/JSA/SWMS template (8:25)
Assigning your TA/JSA/SWMS template to a Site and Users (4:06)
If you need further assistance then please read on for more information...
How to create a TA/JSA/SWMS Account Template
To create a TA/JSA/SWMS go to the Templates Tab and click on TA/JSA/SWMS
Then click on +Add TA/JSA/SWMS
You will be given three options:
Create New - opens a new blank template
Select from Global Templates - PLEASE IGNORE - FEATURE STILL TO COME
Copy all Active Templates - Will duplicate your current active templates
Once you have clicked on Create New the below dialog box will appear.
Complete the fields as follows:
Name - enter the template name
Description - enter a description of the TA/JSA/SWMS
Work Procedure - enter the work procedure for this TA/JSA/SWMS
Training/Qualifications - enter the qualifications required for this TA/JSA/SWMS
Duties - enter the duties to be undertaken for this TA/JSA/SWMS
Certificates of Competency - enter the certificates required for this TA/JSA/SWMS
Code of Practice - enter the Code of Practice for this TA/JSA/SWMS
Maintenance checks - enter the maintenance checks required for this TA/JSA/SWMS
Safety Practice - enter the safety practices for this TA/JSA/SWMS
PPE Other - PPE can either be selected from the PPE tab at the bottom of the dialog box or entered manually
Work Permits Other - Work Permits can either be selected from the Work Permits tab at the bottom of the dialog box or entered manually
Tools Other - Tools can either be selected from the Tools tab at the bottom of the dialog box or entered manually
TOOLS - a list of tools can be managed through the Tools Tab on the main menu
PPE & WORK PERMITS - will be managed through SiteConnect
Separate each new item for work procedure, qualifications, duties, training, certificates, Code of Practice, maintenance checks, safety practice, PPE, Work Permits, Tools by entering each item on a new line
Once you have filled these fields out you can then select from your list of Users who will be the Approver Authorizer & Supervisor for this Task Analysis.
You can also then add any relevant files by hitting the Browse Files option
Once all of this has been finalised you can click Save & Continue or Save & Close.
Once this has been saved your TA will appear in your account like so
If you have set yourself as the Approver, Authorizer or Supervisor these will flash as Required.
If you have set somebody else as any of these potions then this will be Pending.
Once the item has been approved, authorized or supervised this as the following for each:
Please note that you can have different people for each field so this may be a mixture of these three statuses when you check this TA in the future.
You can then View the TA which bring up all of the fields in order as well as show relevant dates related to this template like so:
Please scroll down this page to see of all your filled in fields.
Also please note that any updates to the template or any added workflows added will also be visible in this screen
From here you can also Edit the template further, Clone the template which will duplicate it or Archive it so that it removes the template from this list.
IMPORTANT NOTE: Whenever you edit any of the lead roles (approver, authoriser, supervisor) or update the TA/JSA/SWMS in any way via Editing this will create a new version of that TA/JSA/SWMS within your account.
When a new TA/JSA/SWMS version is created, the approver, authoriser, supervisor, site managers and all assignees are notified via email.
How to add an Account Template to a Site
Once you have created your template you are then ready to add the workflow at site level. To do this go to your Sites Tab and click on Edit of the site you wish to add the TA/JSA/SWMS to.
Click on the TA/JSA/SWMS tab on the right-hand side
Click on +New TA/JSA/SWMS and select from the drop down menu.
Create New - opens a new blank template
Select from Templates - opens a list of your templates which you can select from either individually or multiple. Then click on select & close
Copy all Templates - copies all created templates to your site
The template will be displayed with the Version # once you add it. Click on Edit
When a TA/JSA/SWMS is added to a site, the TA/JSA/SWMS supervisor and site managers are notified.
All the previous entered information at Account level will be displayed.
- You can also change the Authorizer, Approver & Supervisor from here if you need to
- You can assign the TA/JSA/SWMS to the people who will be carrying out the task from your employee list by clicking Assignees.
PLEASE NOTE: When assignees are added or edited, if they have not acknowledged the TA/JSA/SWMS in the past they are then notified that they were added to the TA/JSA/SWMS via email.
When a TA/JSA/SWMS is acknowledged by an assignee, the TA/JSA/SWMS supervisor and site managers are then notified via email.Also when assignees add other assignees to the TA/JSA/SWMS via the SiteConnect mobile app, the TA/JSA/SWMS supervisor is also notified of this.
You can also add more Tools, PPE, Work Permits and Manage any relevant files by scrolling right to the bottom
How to create your Workflow
To create your workflow click on the Workflow section at the top of the page when editing your TA.
Click on + New Workflow Step
Enter the 1st workflow step description. You can upload files and associate hazards from the Site hazards only (not account level hazards). Continue to add as many workflow steps as applicable.
You can also add any relevant files by clicking Browse Files.
Once you have completed your first step you can continue to create more by clicking New Step. You can also reorder these steps by clicking on the Reorder Steps button.
When a workflow step note is added or updated, the TA/JSA/SWMS supervisor is then notified via email.
You can then click and drag the steps around to reorder them in the workflow.
Once you have completed the Workflow and added all relevant steps you can exit and the Workflow will then be visible when you View the TA in the Templates menu or within the TA/JSA/SWMS View option in the Site.
How to select someone to approve/authorize/acknowledge the TA/JSA/SWMS
You can now select an Approver, Authorizer and Supervisor by clicking on the applicable tab.
A list of your Administrators will be displayed, which you can select from. You can only select one person per tab and they must be an Administrator.
If the person you need to carry this out is no available in this list please see here to learn how to add your employees as Administrators.
How to approve/authorize/acknowledge the TA/JSA/SWMS if you have been assigned as an authorizer, approver or supervisor
Once the person has been selected they can approve the TA/JSA/SWMS by going into the relevant site and clicking on the relevant TA/JSA/SWMS. They will see under workflow the Tabs in Green that they are required to approve/authorise/acknowledge. These individual tabs will only show if hey are assigned as one of these roles.
Once they have clicked on the relevant Tab it will turn grey to indicate the TA/JSA/SWMS has been approved/authorized/acknowledged.
You can View, Delete or Export to PDF or CSV by clicking on the below tabs
When are Notifications sent?
TA/JSA/SWMS notifications are triggered under any of the following conditions:
- When a TA/JSA/SWMS is added to a site, the TA/JSA/SWMS supervisor and site managers are notified.
- When a TA/JSA/SWMS is acknowledged by an assignee, the TA/JSA/SWMS supervisor and site managers are notified.
- When assignees are added/modified, if they have not acknowledged the TA/JSA/SWMS, they are notified that they were added to the TA/JSA/SWMS.
- When assignees add other assignees to the TA/JSA/SWMS via the SiteConnect mobile app, the TA/JSA/SWMS supervisor is notified.
- When a new TA/JSA/SWMS version is created, the approver, authoriser, supervisor, site managers and all assignees are notified.
- When a workflow step note is added or updated, the TA/JSA/SWMS supervisor is notified.
If you need any further help or have any questions please contact the support team by email email@example.com or Ph: 0800 748 763