Installation and User Guides
Last updated
Last updated
ModernBusiness | Safety Suit is a dedicated application crafted to streamline and automate your business's safety procedures. Elevate your effectiveness and broaden your influence through our safety apps. This solution is ideal for businesses that currently manage safety processes manually and lack actionable insights.
All of this is seamlessly presented through our ModernBusiness | Safety Suite Canvas Apps, accessible on any device, and integrated within the Safety Suit Hub Model Driven application.
It's essential to keep in mind that this guide should be utilized alongside the specific user guides for each module. This combined approach will provide a comprehensive understanding of how the entire system works and interacts together.
Installation
To install the Solution in PowerApps:
Choose the environment in which you want to import the solution.
Select “Solutions” from the left navigation.
On the “Import A Solution” page, select “Browse” to locate the compressed (.zip or .cab) file that contains the solution which we have downloaded.
Select “Next”.
Select “Import”.
From here your solution should be importing into your PowerApps application. This may take several minutes.
Security Roles
After installing, open the app into your chosen environment, open “Power Platform admin centre” and click on the “Settings” tab.
This will open a list of users within your organisation. Use the search function (top right of screen) to select the user you wish to grant access to the application to.
Once the user has been selected you will get a quick view screen open on the right. Click “Manage Roles”
Once the “Manage security roles” quick view screen has opened, scroll to find the two roles as depicted below:
The Manager role would be typical of a user accessing the “Safety Suit” Model-Driven application, while the “User” role would be the canvas applications. Manager would have access to both canvas and model driven applications.
Select the appropriate role for that user and click the “Save” button.
Before using the Safety Suit application, several aspects need to be configured, including "App Settings," "PDF User Guides," "Assets," and "Inspections."
To begin the configuration process, navigate to the "Settings" area, which is located at the bottom left corner of the navigation bar.
Configuring:
Within the Settings area, you will find options to configure each of the mentioned aspects, namely App Settings, PDF User Guides, Assets, and Inspections.
Depending on your specific requirements, you can customize the App Settings, set up PDF User Guides, define Assets, and manage Inspections according to your organization's needs.
By properly configuring these aspects through the Settings area, you can ensure that the Safety Suit application is tailored to your organization's workflow and enhances its efficiency and usability.
App Settings
Within the App Settings, there is a single data row containing essential configurations for the canvas apps. Follow the instructions below to manage the settings effectively:
Name: Please note that the "Name" field is locked and should remain as "Canvas App Settings." It is critical not to change this field either through scripts or any other means.
Canvas App Logo: To set a company logo for the canvas apps, select a predefined logo with a size of 312px X 58px. The logo should have a background of either transparent or RGBA(29, 29, 29, 1). You can give the logo file any desired name. If you leave this field blank, the safety suit canvas apps will not display any logo.
Canvas App User Guide URL: The default value for this field is set to "https://docs.becloudsmart.com/," but you can change it to any web or SharePoint URL as required. If you leave this field blank, the system will utilize the default built-in help guides accessible through the "Settings > PDF User Guides" navigation item.
By managing these App Settings appropriately, you can customize the canvas apps to include your company logo and tailor the user guide URL to suit your specific needs.
PDF User Guides
In the "Settings > PDF User Guides" section, you will find a list of guides specifically tailored to each application they belong to. There are a total of 6 guides, out of which 3 are categorized as follows:
By utilizing these PDF User Guides and Procedural Guides, users can access helpful instructions and information related to each application, ensuring efficient navigation and utilization of the system's functionalities.
Risk Rating Setup
Certain elements of the risk matrix play a pivotal role in its application within related systems.
Risk Ratings: To manage risk ratings effectively, follow these steps:
Access the risk rating configuration by navigating to the left navigation bar and selecting "Settings > Risk Rating".
Feel free to modify or supplement the "Hierarchy of Control" or the "Type of Consequence."
By adhering to these guidelines, you can ensure the accurate utilization of risk ratings in alignment with the risk matrix's intended functionality within the associated applications.
Hazards
Assets Setup
To configure assets within the Inspections application, you have two options: managing them through the Inspections application itself or via the Safety Suit Hub. To perform this task, you'll need the "Manager" role. Follow the steps below to define assets:
Accessing Asset Settings: Begin by navigating to the left navigation bar and selecting "Settings > Assets" This will grant you access to the asset management section.
Creating a New Asset Record: Click on the "New" button to initiate the creation of a new asset record.
Defining Asset Type: During the new record creation process, provide relevant details to define the "Asset Type." This includes categorizing the asset and providing its classification or purpose.
Asset Status:
The "Asset Status" is a crucial system setting utilized by the application. It's imperative not to alter or delete this setting. The two available options for asset location identification are "On Site" and "Off Site."
Maintaining the Asset Status: To ensure accurate asset tracking and management within the application, it is essential to preserve the integrity of the Asset Status setting. Avoid making any changes to the predefined options, as this could lead to inconsistencies and potential issues in the asset management process.
By following these steps and adhering to the guidelines provided, you can efficiently set up assets in the Inspections application, ensuring smooth and accurate asset management for your organization.
Incident Report
You have the flexibility to edit or expand upon the "Category of Person" or "Position of Person" lists as needed.
Inspections
To streamline the process of creating Inspection Templates and associated Questions, follow these steps:
Preparing Template Questions: Before creating the template, consider preparing the template questions. You can create each question directly within the template creation process. This approach ensures that each question is relevant and connected to the template seamlessly. To begin, click on "New" to initiate the creation of a new template. Assign a name to the template and save the record.
Adding Existing Inspection Questions: After saving the template, proceed to add existing inspection questions. To do this, click on "Add Existing Inspection Question" located at the top right of the sub-grid. If there are no existing questions, you can create new ones by clicking on "+ New Record.". Note that questions can be shared across templates. Just be conscious of their sequence numbers.
Creating New Inspection Questions: When creating a new inspection question, enter the question text into the "Name" field and assign it the type "Choice". Additionally, provide a sequence number to determine its order of appearance within the template. To enhance clarity, include a description for each question. The description should contain relevant information, such as expectations for the answer or a concise guide on what to look for while answering the question accurately.
By following these steps, you can efficiently create Inspection Templates and associated Questions, facilitating a smooth inspection process.
The records linked to each section are generally produced from the associated application module.
Dashboards - Safety First: The “Safety First” Dashboards present six bar graphs, specifically designed to showcase the counts of active records across different application modules. These graphs offer a clear and concise depiction of the record quantities within each module, providing valuable insights into the volume of data being managed in the “Safety Suit” application. By visualizing the record counts, users can efficiently monitor and assess the data distribution, aiding in better decision-making and ensuring a safer and more streamlined operational environment.
Job Assessments:
These assessments consist of Job Assessments, Job Steps, Hazard Reports, and Workgroups. Note that the "Hazard Reports" feature is shared between Job Assessments and Task Assessments and only distinguished by record type.
Incident Reports:
These reports encompass Incident Reports, Consequences, and People Involved. Each of them can be accessed through their respective tabs on the main record.
Inspections: Inspections consist of a sequence of checks, which are composed of a template containing associated questions. The pertinent template and questions are managed by referring to the earlier section titled "Configuring the Application," section 7.
When the "Inspections" application is utilized and the user chooses the necessary template, an on-demand process runs in the background to populate the corresponding "Inspection Check" with the questions defined for that specific template.
Safety Observations This module comprises a collection of "Observations" featuring a straightforward interface of text fields. Users trigger this interface by selecting the most suitable option within the Safety Observations application. This action fills in the fields with relevant entries. Furthermore, the application includes a secondary screen that handles any pertinent action details associated with the observation.
Task Assessments Guided by a predefined set of questions relevant to the current task, the user chooses between two available Yes/No buttons. Consequently, the Task Assessments fields are populated. Additionally, there is a "Hazard" section that displays a set of questions derived from the "Hazards" as configured in the "Configuring the Application" section 4 mentioned earlier. If any of the "LOOK FOR HAZARDS" questions in the Task Assessment application receive a "Yes" response, an additional entry is made into the "Hazard Reports." Subsequent hazard data is then submitted through the application.
The Safety Suite Hub functions as a tool for managing data that contributes to generating comprehensive reports encompassing all safety aspects of the operation. This facilitates a better understanding and implementation of safer practices throughout the entire business.
Moreover, many of the modules provide the capability to capture accompanying photos. These photos serve to enhance the visual representation of the associated issue or concern, adding a more descriptive dimension.
It's important to emphasize that the Safety Suit Hub acts as a central data collection point for all six Modularized Applications available to users. The primary purpose of the hub is not to generate new records, but rather to rectify misinformation and facilitate reporting.
After following the steps outlined in our online Installation Guide ( ) to acquire the Safety Suit package file you will need to install the suit of applications.
Sign into the Power Apps ().
On the command bar, select “Import solution”.
Click the dropdown selector on “Users + permissions” and select “Users”
While making changes to the "Risk Rating" label is permissible, refrain from modifying the ID field or adding new rows. These elements are integral to the functioning of the risk matrix and should not be altered or expanded.
You may revise or enhance the "Hazards" section. Keep in mind that this will impact the compilation of the "Job Steps - Hazards" list.
Risk Assessments: These assessments are comprised of Risk Assessments, Events, Triggers, Consequences, Controls and Tasks (Actions). Each of these elements can be accessed via the left-hand navigation and within the item itself on a parent-child sub-grid section.
