How ARCHIBUS can track and contain Coronavirus (COVID-19) incidents through Environmental Health and Safety

Everyone has been hearing about the coronavirus (COVID-19) pandemic these past few weeks in the media, at work, and almost everywhere public. Many organizations are taking important health and safety measures in the workplace to prevent any contact with the virus. Some daily workplace safety tips that employees have been encouraged to follow are:

  • work from home.
  • wash hands frequently.
  • limit physical contact with others.
  • use hand sanitizer after coming in contact with others.

With the potential for the coronavirus to spread and affect large numbers of people, RSC offers a way, through ARCHIBUS, to track and contain health and safety incidents. You and your organization can promote health and safety practices in the workplace by providing a forum through which to create and follow a safety improvement plan. This forum is ARCHIBUS’s Environmental and Risk Management domain, which contains the Environmental Health and Safety (EH&S) module. This module is designed with the intent of promoting health and safety measures and practices in the workplace.

A screenshot of the redline feature in ARCHIBUS Environmental Health and Safety with a video symbol to indicate that it is linked to a video tutorial.
Watch a video on how ARCHIBUS Environmental Health and Safety can help your organization isolate, track, and respond to health and safety incidents during the coronavirus.

What is Environmental Health and Safety? Which features can help my organization?

The EH&S module provides facilities professionals with the ability to track workplace incidents, create work requests around incidents, alert employees to precautionary measures being practiced by their organization, and report to any regulatory organizations that need to be notified.

One of ARCHIBUS’s core strengths is that it is designed with inter-connectivity in mind. Inputting data in the initial “Report an Incident” feature within ARCHIBUS EH&S will lead the user to more detailed views and actions, like automatically filling out OSHA forms, generating a service request ticket, or updating the medical monitoring status for an employee. In this way, your organization can put an emphasis on workplace safety and safety management, keeping employees healthy and at ease.

Report an Incident

Show the importance of health and safety in the workplace, and report general details of a health or safety incident. Track the date, where it took place, and who was involved: this can include employees and non-employees, such as delivery people, visitors, animals, etc. Users can also identify the incident category. Categories can be as general or specific as your organization chooses; for this example, we used the “coronavirus” incident type, which is quite specific. Users can also provide an incident description, such as “showing signs of the coronavirus”, or “diagnosed with the coronavirus”.

The report form is simple and straight-forward and is intended to lead users into more detailed actions in the module, mostly under the “Track Incident” feature.

A screenshot of the Report an Incident form in ARCHIBUS Environmental Health and Safety.
ARCHIBUS Environmental Health and Safety “Report an incident” form. Associate employees and non-employees, locations, date, and incident type.

Track Incidents

The “Track Incident” feature uses the general information from the “Report an Incident” form to take the report to a greater level of detail through various views. It also allows users to take important action within their organization’s workplace safety management plan. Some particularly useful actions are:

  • viewing incident details initially entered in the report.
  • redlining the location of the incident.
  • generating a service request.
  • entering any medical responses to the incident.
  • filling out and attaching documents associated with the incident, such as OSHA forms.

This is an especially useful feature for managers who will be overseeing incident responses, preventive measures, and aftermath procedures.

Incident Details

This displays the initial details of the incident from the incident report.

A screenshot of the Incident Details view in ARCHIBUS Environmental Health and Safety.
View the initial incident details that were entered in the incident report in ARCHIBUS Environmental Health and Safety.

Site Information

See where the incident took place, and, if necessary, indicate the location with a redline on your organization’s drawings so others, such as craftspeople, janitorial staff, managers, and employees, can view its location. Users may submit the redlined drawing as an incident document so it appears with other attached documents. Follow environmental health and safety guidelines by maintaining clean facilities that are up to standards.

A screenshot of the redlining capabilities  in ARCHIBUS Environmental Health and Safety.
ARCHIBUS Environmental Health and Safety allows facilities professionals to redline on their organization’s drawings where the incident took place so craftspeople, janitors, and other employees are aware and can properly execute their roles.

Medical Information

Enter and track any medical information, such as whether anyone was admitted to the emergency room or hospital, which facility they went to, who their attending physician was, and any medical results, such as full recovery, still recovering, or death. Further medical monitoring is possible under “Incident Response”.

A screenshot of the Medical Information feature in ARCHIBUS Environmental Health and Safety.
Input any important medical information related to the incident in ARCHIBUS Environmental Health and Safety, such as whether the associated person(s) went to the hospital or emergency room, which medical facility they went to, and who was the attending physician.

Incident Response

Located under “Track Incidents”, “Incident Response” is an essential step in the incident reporting process. From this view, several important actions can be taken, such as generating a service request ticket, additional medical monitoring, and assigning work restrictions. This is arguably one of the most important features in ARCHIBUS Environmental Health and Safety.

Maintenance Requests and Tickets

An essential step in any hazard management program is maintaining clean and regulated facilities. From the incident response view, users can generate a service or maintenance request ticket that automatically associates itself with the location and incident category/type entered in the incident report.

A screenshot of the Generate Service Request option in Incident Response in ARCHIBUS Environmental Health and Safety.
Generate a service request from the location information already input in the “Report an Incident” form in ARCHIBUS Environmental Health and Safety.
A screenshot of a generated service request, leveraging location data, in ARCHIBUS Environmental Health and Safety.
Create a Service Request in ARCHIBUS Environmental Health and Safety.

Medical Monitoring

Additional medical monitoring in EH&S can promote safety awareness and lets users input and track how long someone will be monitored, assigns a tracking number, and update the status of the individual or any test results that may be pending.

A screenshot of the Medical Monitoring view in ARCHIBUS Environmental Health and Safety.
Assign a time period to and regularly update a medical monitoring status in ARCHIBUS Environmental Health and Safety.

Work Restrictions

 

Assign special work restrictions to individuals, such as “working from home” in the case of the coronavirus. Set a time period for the restriction, track how many workdays were lost, and determine whether the restriction is temporary or permanent. Help everyone how to improve safety awareness in the workplace.

A screenshot of the Work Restrictions feature under Incident Response in ARCHIBUS Environmental Health and Safety.
Record and apply any temporary or permanent work restrictions to employees associated with the incident in ARCHIBUS Environmental Health and Safety.

Employee Training

Assign a training program to an employee or employees to strengthen your organization’s workplace safety program. In the case of the coronavirus, users may wish to assign an employee a hand-washing class, a hygienic-practices-while-sick class, or provide a program to teach people best practices to prevent to sickness. Record when the training was completed. Help employees learn how to create a safe and healthy workplace.

A screenshot of the Employee Training feature under Incident Response in ARCHIBUS Environmental Health and Safety.
Assign a training program or class to employees and record when the program was completed in ARCHIBUS Environmental Health and Safety.

Metrics

Create metrics that will appear on your Environmental Health and Safety dashboard around any statistics or data your organization desires to track. Show, with real data, the importance of health and safety in the workplace. This could be days of work lost, employees who are working from home, how many cases of the coronavirus have occurred within the organization, and much more. Help decision makers learn how to improve health and safety performance by creating alerts that will send out emails or notifications to key people or the entire organization. Metrics and alerts are completely customizable to each organization.

Incidents Map

View a global portfolio on an interactive map of where and how many times incidents of the same type have occurred.

A screenshot of the world map view in ARCHIBUS Environmental Health and Safety.
Track the global occurrence of incidents with a map view in ARCHIBUS Environmental Health and Safety.

Incidents Log and Pre-formatted OSHA Reports

Under the Incidents Log, users can leverage the data already entered for an incident to automatically fill in an OSHA report form, utilizing the role of the government in industrial safety.

A screenshot of an automatically filled OSHA report in ARCHIBUS Environmental Health and Safety.
Generate automatically filled OSHA reports from the data previously entered in an incident report in ARCHIBUS Environmental Health and Safety.

RSC has seen great success from our clients using this module, and we hope that your organization, too, can discover how to improve health and safety in the workplace by leveraging the powerful features in the ARCHIBUS Environmental Health & Safety module. If you have more questions, we are available to demo the software. Contact us to find out more about the EH&S module, find ideas to promote safety in the workplace, and bring your organization’s work environment to full health!


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Three SQL Tips to make ARCHIBUS View Development easier

My name is Todd Forsyth.  I’m the Technical Lead at RSC LLC.  We specialize in installing, hosting and managing ARCHIBUS CAFM/IWMS systems.  This is one of a series of posts on how to make that process easier if you’re doing something similar yourself.

If you’ve done much ARCHIBUS customization, you know that the key is building great ARCHIBUS Views, or AXVW files.  And so much of what makes this hard is getting the data that you need into the view.  I’m going to talk about 3 SQL tricks I’ve learned to make this process easier.

Queries Rather Than Tables

Many of the example queries you’ll see in ARCHIBUS views define datasources that connect directly to database tables.  This is useful, of course, but sometimes you need data from multiple tables, which is very difficult, or even impossible, to write a datasource that does this by just referring to the tables directly.

When this happens, it’s time to have the datasource refer to an SQL Query instead of to the tables themselves.   This gives you the opportunity to develop the query in another tool (like SQL Server Management Studio), so you can be sure you have the data right, and then embed the Query in your ARCHIBUS View.

Here is an example from a custom Energy Management View RSC built recently.  This was a BIG query.  I haven’t include the whole query, or all the columns we really used in the datasource definition, but you get the idea:

 

       <dataSource
id=”ds_waterChart” applyVpaRestrictions=”false”>
              <!– Define parameters for the
custom SQL query –>
              <parameter
name=”locationField” dataType=”verbatim”
value=”ctry_id”/>
              <parameter
name=”locationValue” dataType=”text”
value=””/>
              <parameter
name=”timePeriodFrom” dataType=”text”
value=””/>
              <parameter
name=”timePeriodTo” dataType=”text” value=””/>
              <!– Define a custom SQL query
that can be restricted by various location values –>
              <sql
dialect=”generic”>select
                           ‘Water Usage
Comparison’ water_usage_label,
                           ‘Water Cost
Comparison’ water_cost_label,
                           sum(case
                                  when
b.time_period like ‘2013-%’
                                  then   a.qty_volume * c.area_fraction
                                  else   0
                           end) base_usage_hcf
              from   bill_line_archive a
              join
                           bill_archive b
              on            a.bill_id
= b.bill_id
              join
                           rsc_primary_building
c
              on            b.bl_id
= c.primary_bl_id
              and           a.meterseq = c.meterseq
              join
                           bl d
              on            c.bl_id
= d.bl_id
              join
                           vn e
              on            a.vn_id
= e.vn_id
              where  b.bill_type_id = ‘WATER’
        </sql>
              <table
name=”bill_archive” role=”main”/>
              <field
name=”water_usage_label” dataType=”text”>
                     <title
translatable=”true”>Water Usage</title>
              </field>
              <field
name=”water_cost_label” dataType=”text”>
                     <title
translatable=”true”>Water Cost</title>
              </field>
              <field
name=”base_usage_hcf” dataType=”number” size=”12″
decimals=”2″>
                     <title
translatable=”true”>2013 Usage (HCF)</title>
              </field>
       </dataSource>

Use unions to write a few small queries instead of one GIGANTIC query.

Sometimes, writing even a query that can do EVERYTHING you need it to is frustratingly complex.  It is often easier to write a series of SMALLER queries that can be tied together with a UNION operator, where each query does part of the work.

For those not familiar with the SQL Union Clause, it is used to combine the result-set of two or more SELECT statements.  Each SELECT statement within the UNION must have the same number of columns.  The columns must also have similar data types.  Additionally, the columns in each SELECT statement must be in the same order.  As long as you follow these fairly simple rules, it’s easy to sew two queries together as though they were one, then embed the combined query in the SQL clause of an AXVW View.

A recent example was a view that was supposed to show the results of inspections, and to say whether these had passed, or failed.  But “Pass” or “Fail” wasn’t a value stored in the database; I needed to do some logic to decide for each row.

Rather than writing one query, I wrote two.  One that had logic to select all the “Pass” rows, and one to select all the “Fail” rows.  Then I used the “UNION” clause to join them up.  Much easier.

When complexity is high, and so is repetition, use a Database View.

I’m generally not a big fan of using Database Views in connection with the ARCHIBUS Application.  For those not familiar with database views (as opposed to ARCHIBUS Views, which is just another name for an AXVW file) see this link.  Basically an SQL View is a “virtual table,” a SQL query embedded in the database that queries can be written against.  The problem with Database Views is that you have something outside the AXVW that it is dependent on (the SQL View).  So any time you need to change the data that the AXVW is looking at, you need to change the SQL View.  And if you move the AXVW from environment to another, you have to remember to bring the SQL View along, too.

So when should you use one?  Well, sometimes you’ll find yourself using NEARLY the SAME complex SQL Query in several AXVW files, or the SAME SQL Query multiple times in the SAME AXVW file.  Changes to ALL these queries would be very time-consuming.  So in the long term, it’s simpler to store all this oft-repeated SQL logic in one place.  The SQL View.

Usually, a “.sql” text file containing the “CREATE VIEW” statement is made when you create the view.  To make it easier to maintain the view over the long haul, and to migrate it between environment, it’s a good idea to keep this file around.  If you don’t have a better system, it can be handy to add a comment to the AXVW that says “You need this view, too” and reference the text file used to create it.  And to keep thr .sql script for generating the view close, consider storing it with a name similar to the AXVW view in the same folder where the AXVW file lives on your system.  So if you view is “rsc_wr_update.axvw”, you might store the view-creating SQL script as “rsc_wr_update_vw.sql” in the same folder.


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Thoughts? Questions? Comment below and let us know what you think! We’d love to hear your insights.