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With the New Zealand Government moving Covid – 19 level down to Level 3 a number of organisations will be able to return to work but under strict conditions that need to be managed. The great news is that with Mango you already have all of the controls elements in one integrated system to let you do that and we wanted to outline them for you. Here are the modules and they ways that we think you can use them to manage your COVID-19 transition back to operations:
Record if an employee becomes ill at work and you suspect it is linked to COVID-19 or if they report an exposure to Covid-19, this is important as you need to report that to authorities quickly to allow contact tracing to begin. That initial reporting should be done in the Accident Module using the following set up:
These settings will give you the ability to track issues linked to COVID-19 and build reports that can be exported and shared with authorities.
We have set up a number of Sample Audits that we can copy into Mango Client accounts to help them get started on the requirements.All audits are available on the Mobile app with is free for all mango clients and employees, all of these audits can be both scheduled or used on an adhoc basis pulling them up and filling them in as required. All audits automatically go back to a reviewer so tick of the management supervision requirements and of course you can build reports out of all the questions and export these for whether further analysis of sharing with authorities to provide evidence of the work you have done.
The personal health review will allow you to have employees pre-certify themselves prior to returning to work after the lockdown and is based on the flow chart in the Covid 19 H&S Guide from the construction industry. All employees should complete this and submit it prior to working, you would be able to build a report on this audit to show which employees have not completed the form.
In the Files section upload templates that you want your team to use, for example an excel copy of the Sign In Register so that it’s available in one place to ensure the entire organisation uses the same information.
The Human Resources will be one of your key modules for holding evidence that you have done the additional training and taken the steps you need to in order to keep your people safe. Here are some of the ways you can use this module.
Record any COVID-19 training carried out in the training / skills section. You can capture multiple people at the same time via the Add Multiple options and upload any signed documents which will automatically add those to employee records which can then be reported out on via the report writer.
Another alternative to using the audit for onsite tracking is to use a paper copy of the Sign in register then upload that to all employee HR records via the Add Multiple Adhoc training option – simply add an extra option for the type of training to read something like COVID-19 sign in record. This will also allow you to run a report of those people who were on the same location. Ensure when you upload it that you record the location you are unloading for in the training location information.
Use the Adhoc training record (Add multiple) to record all of your toolbox meetings uploading a copy of the minutes and any hand outs provided to all meetings into the system to provide traceability.
The PPE Section in the HR module will allow you to record what PPE was issued to each employee, how much and how often then happened therefore providing you with a complete register of what each person has had and used. Again this can be added individually or via the Add multiple
Most improvements linked to your COVID-19 processes will be listed under Health & Safety improvements, but some may be system or supplier improvements for example.
This module will allow you to capture and track them using those categories so you shouldn't need to add more.
Record each of the risks individually and the controls that you are putting in place. By making these permanent risks you can add them to the various Risk registers that you have set up for your organisation or create a dedicated COVID19 register that is applicable across the entire organisation.
Create either a single master COVID-19 register or individual site or work area related risks that can have all of the information in 1 place that is easy to use and easy to keep track of.
The supplier module lets you capture all the information you need from yoru suppliers and contractors. You may have requested suppliers provide you their COVID 19 plans or SSSP and these should be saved within the system. You have 2 options for doing this:
You are able to provide your suppliers with their own log on for the system which means they can log into to your system and upload the information that you need without you having to do it all.
Think Mango can simplify your compliance processes? You're probably right.
To talk to us about Mango and arrange a demo fill in the form below and we'll be in touch to sort out a time that works for you. We can get the System up and running faster than you think!