MySafeWorkplace Plus 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 Plus 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.
- Ability to report on additional data fields, case closure rates, incident aging, history, and occurrence rates through MySafeDashboard.
Proxy Page Functions
- Ability to key in reports internally to a central repository.
- Ability to create your own report number.
- Ability to skip steps associated with the intake portal.
Enterprise Portal User Access
Unique to MySafeWorkplace Plus 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 Plus 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. Now, the ability to find out, for example; how many reports in a specific location under a specific incident type occurred and you need that information now is 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.
The other difference found on the Incident Detail page it the box called “Current Activity”. This will serve as a constant snapshot of what is being revealed in the case.
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 will now appear in two different places. As always, on the Incident Detail page and in addition, on the Case Detail 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.
Additional MySafeDashboard Reports
MySafeDashboard, is included in your MySafeWorkplace Plus system, gives you an instant visual snapshot of global indicators, combined with the industry’s most powerful filter, search, and drill-down features to fine-tune your reports to any level of detail with just a few mouse clicks.
You have the capability to filter all reports based upon specific criteria such as date range, incident type, or status. If you have subsidiaries within your organizational structure, you will be able to view reports for the entire organization, limit your view to one subsidiary, or in variable combinations using our multi-select functionality.
MySafeDashboard provides appropriate management personnel with an invaluable opportunity to gain global insight into the organization through statistical analysis and report trending. This comprehensive visual representation will help demonstrate patterns and trends in an effort to better understand where problem spots lie. This will enable your organization to address issues and take appropriate action before they become serious.
MySafeDashboard reports can be easily printed or downloaded into a variety of formats, for easy distribution to groups such as audit committees, board members, and high-level executives. Get concise reports, up-to-date statistics, and overall trending – all in a matter of moments.
With MySafeWorkplace Plus, you will have access to four new Dashboard reports:
Case Closure: View the Closure Rate of Cases (defaulted to those entered since inception), with ability to modify Business Unit, Location, Review Team Lead, Incident Tags, Date Range, Closure Rate Percentage, Closure Rate Duration, Incident Type and Organization. There is also an 'As of Date' parameter that allows one to view the chosen cases as of a specific date. This report contains a bar chart showing the different Closure Rate groupings with drilldown for more investigation, as well as a Disposition pie-chart. Distinction is made between cases that were re-opened, and those that were not re-opened.
Incident Aging: View the Aging of Closed Cases (defaulted to those entered since inception), with ability to modify Business Unit, Location, Review Team Lead, Incident Tags, Date Range, Minimum Age, Status, Incident Type and Organization. This report is initially sorted by Days Open (descending), but is re-sortable on each column.
Incident History: View the History of Cases (defaulted to those entered since inception), focusing on Findings and Outcomes, with ability to modify Business Unit, Location, Review Team Lead, Incident Tags, Date Range, Status, Incident Type and Organization. This report is initially sorted by Days Open (descending), but is re-sortable on most columns.
Incident Frequency: View the Frequency of Cases by Incident Type or Incident Tag across either Business Unit or Location, with ability to modify Business Unit, Location, Incident Type, Incident Tags, Status, Disposition, Date Range and Organization.
The proxy page gives users the ability to input reports internally rather than going to the intake report portal and going through the entire report process.
The proxy page is located in the Enterprise Portal and is labeled, “Create New Incident Report”. It is now possible to key in reports that may have been received via an anonymous tip, external to MySafeWorkplace.
Simply entering the incident type, your own incident number, if chosen and the reporting party’s information will get the report started, right from the Enterprise Portal.
In addition, you can enter your own incident number within the proxy page or choose not to enter a suspected individual. A notification email will be generated and go out the reporter if an email address is supplied for this option.
All that needs to be done on the case management side, is to fill in the description of the report along with location, date and time, names, any related documents, and a password.
The incident description field remains the same as well. You’ll want to describe the “who, what, when, where and why” of the incident and answer the questions that are provided for that incident type.
Once you have submitted the incident it will appear in the incident report overview for you to track, input additional information and investigate as you normally would with any other report.
Uploading documents is effortless. With the Proxy Page, you have the ability to select from pictures, files, email and any number of other documents to be used as evidence in your investigation.
Additionally, it is optional to enter a suspected individual into the proxy page. Should a suspected individual be added, and that person is also a user in the system, the same functionality of exclusion from the report will occur. If you choose later to grant access back to that user, you are able.
Having a proxy page should simplify the process of internal reporting for those who enter their own reports or want to add any reports that are received in addition to MySafeWorkplace reports, either online or through the call center.
Training and Support
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