MySafeWorkplace is an enhanced version of MySafeWorkplace and offers improved case management functionality, more investigative management features tools for executive reporting, and enhanced graphical and analytical reporting.
MySafeWorkplace allows organizations to quickly summarize allegations and report on the current status of investigations. Busy executives can now grasp the essence of an allegation without having to navigate an entire written report.
Case Management Functions
- Ability to search by case numbers—either the system-assigned number or your own case number.
- Ability to create a synopsis of the incident report for executive reporting purposes.
- Ability to track the current state of the investigation for reporting to senior management.
- Ability to summarize the findings and outcomes of each investigation, and create a history of corrective actions taken.
- Ability to assign fact-finders and a lead investigator.
- Ability to assign “tags” or additional modifiers to further define the reported issue.
- Ability to identify and link related incidents.
Enterprise Portal User Access
Unique to MySafeWorkplace is the ability to control user access specifically related to case detail access and message board access. Within the core system, you either have access to the message boards or you do not.
Depending on the user access level, users will be able to have more versatility in their access to the new Case Detail page and Message Boards. There is a choice for users to talk to the reporting party or not. They will have the opportunity to serve on a review team or not.
With the Message Boards, a higher level user may want to have one designated user entering information into the investigatory notes and one designated user talking to the reporting party. This will eliminate errors made by having more than one user in the Message Boards.
This is helpful when assigning users to a case, and by limiting their access to very specific parameters, you can narrow user’s assignments and therefore conduct the most efficient investigation.
You must check the specific access for any user to have access to message boards and to be able to access the case detail portion of the incident.
The ability to sort by case number is useful, in that your own number has logic according to your protocols. With MySafeWorkplace you are able to assign your own case number to any case. This will simplify the sorting process as well.
New filtering capabilities include the ability to sort and filter by review team member, disposition and tags. These new terms will be discussed more in full in the case detail portion of this guide. The original filtering capabilities are still accessible, such as sorting by category, status and incident type.
Filtering can be a critical requirement for some organizations. The ability to find out, for example, how many reports in a specific location under a specific incident type occurred is now available.
Located in the incident detail page is the Case Detail page, which sits directly behind the Incident Detail page. By clicking on the button named “Case Detail” you will be able to go directly to the page and start the investigation by entering your notes into a very organized system.
There is the ability to give the status of the investigation each and every time you log in to change, add or correct any information already recorded in the Case Detail. To access this feature, click on the “Activity Log” button located below the “current activity” box.
The Message Boards appear on the incident details page:
Incident Synopsis: After reading the incident detail and the incident questions you can go to the Case Detail page and give a general synopsis of the case in the Incident Synopsis box. This field holds four-thousand characters.
Review Team: The users who have initial access to the incident can assign a review team to a case. The system will then, automatically generate an email notification to that individual letting them know that they were assigned to the case and if they are the lead on this case or just a member of the review team.
Current Activity: Every time the case detail is pulled up you have the ability to enter the current activity. For example: the latest on the case or what stage it is in. This will display on the incident detail page as ‘current activity’ and will provide a snapshot of the case detail without actually opening the case detail page itself.
Tags: When an incident comes in for instance; as ‘fraud’, the incident type can be further defined as a category of fraud with ‘tags’. It can be internal vs. external or employee vs. customer. You decide what type of tags to be will applied. Tags can be sorted and reports can be run on them as well.
Related Incidents: When a report is received and incident somehow relates to another; either they are from the same individual, department, location or share the same content, the system can ‘relate’ these incidents to one another. Click in the Related Incidents box and define a new incident to relate the existing incident to.
Findings: Once the investigation has been conducted, the ‘findings’ can be put into that box. This box is to be used as a place to store the facts of the investigation. What was found to be true.
Outcome/Actions Taken: After it has been determined exactly what occurred and the findings are gathered; the actions taken can be entered. Maybe a policy was changed or an individual was terminated. This is where the outcome of the case will be stored.
Disposition: When the case is ready to close and after it has been fully investigated and the necessary actions have been taken, you will want to give the case a disposition. Was it undetermined, substantiated; etc. This field is customizable to work with the organization’s own terminology.
Message Boards: The message boards are identical in the case detail page and are only accessible to users, except for OSA’s, who have been granted access in their user profile.
Training and Support
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