This is a video guide to explain what the term Field Office means within the KPA EHS system.
Depending on how your organization is structured, you may already have field offices and know exactly what those mean and this video guide may not make much difference for you but if you don’t, then we’re going to walk through what that means within the KPA EHS system and how you can use it to your benefit.
I’m going to start out by going to the control panel, which I have admin access to the website and so I can see that.
If you can’t see it, you could talk to your administrator and have them give you permission within the roles and permissions and then there’s a field offices permission where you would be able to actually make changes for field offices right there.
I’m going to go to the control panel again.
Now, I have this field office button.
I’ll click on that and then I’m going to basically just show you what one of these looks like in our demo website.
I’ll click on edit next to the Oklahoma City field office and you can see, I just have a name of the field office, a code, and so that’s a code that you come up with.
Maybe you already have codes, maybe you don’t.
That can be a number, it can be abbreviation, it can just be the same word.
It’s going to be converted to upper case automatically and that’s going to be what uniquely defines this office when you’re working with spreadsheets and other things.
Then we have a field office manager, which is a district manager, the person that’s in charge of that office area.
Then I’ll show you why that’s useful and what that means within the system.
First, I’m going to go over, now I’m going to go over to the control panel and I’m going to go into the data load page and I’m going to just fly through this real quick and basically, I’m going to go to the page that talks through the process of loading field offices into the system.
Basically, here is where you can find an overview of what a field office is, if you forget, and how it’s used in the system and what data is required.
But what I was showing you earlier was the web way of you know, going on, adding field offices one by one, and so that would certainly be a good way to add field offices if you just had a few but if you had a large number of field offices, maybe 10 or more, I would probably recommend that you load them into the system using a spreadsheet.
If you’re brand new to the KPA EHS website, you haven’t loaded field offices yet, you have a lot, this would be a good way to do it.
What you would do is you’d go to this field offices section and you can see what data you would need to have in your spreadsheet and even what your spreadsheet should look like.
This is an example spreadsheet and you can see I have column name, site, record type, name, code, and manager employee number.
Then this explains what those are and whether they’re required or not right here.
Basically, if I had a spreadsheet and I wanted to load two new field offices, Oklahoma City and Tulsa, I’d have a row for my headings, and then a row for each of the field offices.
They’d have their name and then what the field office code was right there.
Then optionally, I could have the manager employee number so that would be the district manager, what their employee number was in the system.
That’s what it looks like to load it through a spreadsheet but I’ll go back to our control panel and show you the web way of entering it in.
If you just have a few to enter, you would go to this field offices page in the control panel, click add a field office, and then you would just choose a name.
I could say Tulsa right here and then maybe my code for Tulsa is TUL and then I could choose a district manager.
I hit save, it’s really pretty straightforward.
The question is how are those, this list of field offices used in the system.
They’re used in a number of different ways.
For starters, I can go to my employee profile or any employee profile and I can see what field office this person is assigned to and I can even change that.
I can change it to Tulsa and then now, I would be in the Tulsa feild office if I had permission to make that change to the field.
If I go to filling out a report right here, this is another way that you could use that data.
When you’re filling out near miss reports or observation reports, or perhaps even a report that you create on your own, you will have a field that shows up that would be a field office selector.
Right here, this is the field office selector.
I’m choosing my field office right here.
Then whenever I choose that, it’s saved on that report and then, I’m able to actually view that data from the analysis page, I can see the field office listed down here, I can view an output of the field office, and a breakdown of where that data’s coming in, and I can even search the data based on the field office so that’s another place that that field office is used.
A third place that it’s used is if I go into the control panel and I go to the new hire evaluations section.
This is the onboarding process and we have a video guide that walks through this in full.
But basically, by default, we have these evaluations that happen throughout the first six months of an employee’s job and it has other supervisor type employees do evaluations of them.
Then so one of them that we have set up is for the, let’s see, the district manager to do a final evaluation of basically whether this employee graduates or not.
Whenever you, this is how it’s set up by default but you can customize this and check out the other video to see how you do that.
But basically, anytime you’re creating an evaluation that needs to be done automatically for one of these new hire employees, you get to choose who it is that does that evaluation.
Is it the supervisor of the new hire?
Is the HSE of that short service employee?
Is it the mentor or is it acutally the district manager?
It would find that employee’s field office and find the district manager for that employee.
That, those are a few different places that we use the field office throughout the system.
If you have more questions on things like the onboarding or data loads, definitely check out the other, related video guides,