Follow-Ups (Video)

The following is a transcript of the video guide:

This is going to be an overview of the follow-up module in KPA Flex, and basically the process for creating follow-ups and for reviewing observations that have follow-ups and doing the tasks and notifications, and basically everything that has anything to do with a follow-up.
I’m going to start out by going to our KPA Flex homepage.
I’ve signed in.
I’m just sitting on the home page right here.

The first thing I’m going to show you is, actually I’m going to bounce out and I’m going to sign in as a different employee just to make this process a little bit more clear.
I’ll sign in as Mark Wilson.
This is an employee that has pretty limited access to the system.
I’m going to go in and I’m going to do a observation report as Mark Wilson.

This is just a real simple report where I would choose a field office, a line of business, a company.
Follow-ups could be on any report, though.
It could be on these boilerplate forms that are built into the system like observation reports and near miss reports, or whatever you create: audit forms and you know anything else basically.
I’m going to go ahead and fill out this report.

I’m going to answer some questions right here.
I’ll do this is a test.
Then I’m going to go ahead and say that maybe on one of these.

We’ll say that on this question I want to attach a follow-up right here.
Maybe there were people that were adjusting PPE whenever I arrived, and I want to make sure that someone talks to them about it.
I could click on the button on the right, and that allows me to attach documents but it also allows me to create a follow-up for somebody.

I will create a follow-up for Derrick Brown.
I’ll say, hey, “Make sure these guys “are wearing PPE correctly.”
I’m going to assign that to Derrick Brown, and then I’m going to close that and you can see now there’s a follow-up over here.
It’s highlighted in blue now.

Then I could scroll down and I could do more follow-ups within this form, I could do one for each one, I could attach multiple follow-ups for one question even.
But then whenever I’m done I’m going to hit submit, and it’s actually going to save that report and it’s going to actually possibly notify people about follow-ups and create tasks and do all of those things automatically.
It’s worth noting that the process for creating a follow-up on one of these forms within the iPhone app or iPad app or Android app is exactly the same.
There’s the button on the right.

You click that, and then you click on the follow-ups tab, and then you choose who you want to assign it to and you write a message to them.
I’m going to sign out now as Mark Wilson, and I’m going to sign in as Derrick Brown.
This is the person that we assigned that follow-up to.
You can see at the bottom of our task list this task just came in a few seconds ago.

Mark Wilson filled out a form and had a follow-up for us on the adjusting PPE question.
Before I go in and actually fill that out, I’m going to go to view the response that was just submitted.
We’ll go to the observation report, and you can see the very top one is this one that was just submitted by Mark Wilson.
You can see that there’s a pending follow-up right there, and in fact I can actually search for only the reports that have a pending follow-up and so that will be the only one that shows up right now.

That’s a way to see what’s sitting out there incomplete or unaddressed.
Then I can go in and actually view the details on that report, and I can see, yup, sure enough there’s a red follow-up right here, it’s unresolved, who it’s assigned to, what the message was.
I’m going to go back to my home page, and I’m actually going to click on this task to do the follow-up.
I’ll show you in a second how you can set up your message settings to automatically notify you if you get a follow-up, but if you did that you’d be able to swipe it and actually go to this page automatically and address the follow-up.

I clicked on the task and it took me to this page, and now I can address the follow-up from here.
I can see here’s the original report that was submitted it, who submitted it, when it was submitted, and then what the question was that is at risk right now, and then what my instructions are from Mark Wilson.
I’m going to go in and I could go ahead and say, “Everyone is wearing “PPE correctly.”
I could mark it resolved right there, or maybe if I was going to be gone that evening and wanted to have someone else make sure it got addressed, I could assign it to someone else and forward it to the person that would be more appropriate to resolve this issue.

I could reassign it to Karl, type in my message and say, “Mark asked to make sure that the guys “are wearing their PPE correctly.”
I will go ahead and just mark this resolved, and I’ll hit submit, and then now it shows me that I’ve saved the follow-up.
If I go back to my homepage my task is gone, and then now if I go back to look at that report again I can see it’s been updated and it’s green now.
There was a follow-up assigned to Derrick Brown and it’s resolved now.

I can see the question that was asked by Mark Wilson and the response right there.
You can also see there’s a history of, now that I made this change to the response, I marked a follow-up complete, you can see that I did that, what date I did that, and a log or a track record or history of what this form has been through to get to the point that it’s at right now.
That’s the process of completing a follow-up and being able to review it through this viewing the report page.
Now I could go into my messages, and I could actually see that I actually already had it set up where I get notifications on a follow-up, and so I can click on my messages and I can see that it was sent to me on my iPhone, this is the message that was sent, this is the link that was sent to me.

But if I want to change when I get notifications about those follow-ups, I can click on, I shouldn’t fly through that.
There’s this icon on the right that says Edit Notification Settings.
I click there, and then I could say anytime a follow-up is assigned to me, right now I’m getting an iPhone alert but I could also get an email if I wanted to.
Now it’s going to send me an email and an iPhone alert whenever a follow-up is assigned to me.

You can do the same thing for other employees possibly if you have access within the system.
I could go into another employee’s profile and I could go into his notification settings, and make sure that he’s getting an alert on his iPhone whenever a follow-up is assigned to him.
I think that basically covers the follow-up process.
If you have other questions about reports or analysis or any of those types of things on the website, definitely check out the video help guides in the KPA Flex help section.