Use the Facility Safety Management app

The Facility Safety Management app provides step-by-step instructions to facility managers in the organization to manage the reopening and readiness of their facilities.

This helps organizations ensure that they can provide a safe working environment for employees by using the Return to the Workplace solution.

App at a glance

The Return to the Workplace solution supports an organization's goal to return to normal and reopen its facilities to its employees as safely and quickly as possible. As a facility manager, you can use the Facility Safety Management app to manage and support your organization's journey through its specific reopening plan for your facility and its associated phases and goals.

To facilitate the execution of your organization's reopening plan and the reopen phases that have been configured, you lead the required assessments of facility readiness and review its status. More information about reopen phases: Configure the solution

The assessments are done by performing checks from the facility's readiness checklist. When the facility is considered to be ready based on the results of these checks, you move the facility to the next reopen phase by initiating a phase transition request. The phase transition request is then processed by the organization's assigned reviewer for approval. This implements a "four-eyes" principle, while the checklist allows for a consistent discussion about readiness throughout the company. After the reviewer approves the phase transition request, the facility is moved to the next phase, where a new checklist is created and managed.

The left pane lists all the components available in the Facility Management area.

Facility management

App components

The Facility Safety Management app has the following components:

Facility Management

  • Facilities: List of the facilities (for example, buildings and plants) that require monitoring to reopen.

  • Facility Groups: A flexible way to group facilities—for example, by campus or geographical region.

  • Facility Types: Type of facility—for example, building, datacenter, or parking space.

Reopen Readiness

  • Phase Transitions: A phase transition is used to create a request to transition to a new phase. When the transition is approved, the facility will be updated with the proposed phase and its associated checklist based upon the phase's configured readiness factors.

Employee

  • Employee Attestation: Keeps track of employee health assessments or attestations based on the questions answered by the employee. Employee attestation data is typically entered by employees with the Employee Return to the Workplace app.

  • Employee Sentiment: Keeps track of general employee well-being. This is self-reported information, but it's a valuable parameter when tracked consistently over time and with bigger groups. This data is typically entered by employees with the Employee Return to the Workplace app.

  • Employee Bookings: Keeps track of bookings made by employees. Together with an attestation this would be a valid and safe way to enter a building and is referred to as a pass.

  • Employee Visits: Keeps track of the visits. Employee visits are linked to an employee and a booking record.

Guests

  • Guest Attestations: Keep track of attestations made by guests. Guest attestations should be linked to a guest registration.

  • Guest Registrations: Keep track of registered guests. Guest registrations are always linked to a booking for an employee. The employee serves as a host. Guests are stored as a contact record of type Guest. Guests can be added via the Employee app.

  • Employee Visits: Keeps track of visits to the facility. Employee visits are linked to an employee and a booking record.

Manage facilities

This section covers how to manage facilities. In addition to creating a facility, you can create floors for that facility that you can associate with areas, to define maximum capacity at a more granular level. You can also assign a facility to a user.

To create a new facility

  1. On the left pane, select Facilities, and then select New.

    New facility

  2. Enter appropriate values in the fields.

    New facility form

    Field Description
    Facility Number Enter a number for the new facility.
    Name Enter a name for the new facility.
    Description Enter a description for the new facility.
    Entry Window Interval Select the window interval for entry from 30 through 60 minutes, or none.
    Facility Type Select the facility type.
    Facility Group Select a group for the facility.
    Reopen Phase Select the reopen phase.
    Address Street 1 Enter the first line of the street address.
    Address Street 2 Enter the second line of the street address.
    Address Postal Code Enter the postal code.
    Address City Enter the city.
    Address State/Province Enter the state or province.
    Address Country Enter a country.
  3. Select Save & Close.

The newly created record is available in the Active Facility Types view.

To create a floor for a facility

  1. On the left pane, select Facilities, and then select the facility where you want to add a floor.

  2. On the Occupancy tab, select New Floor.

    New facility floor form

  3. Enter appropriate values in the fields.

    New facility floor details

    Field Description
    Floor Name for the floor.
    Floor Index Number established for the floor.
    Facility Select the facility name.
  4. Select Save & Close.

Create an area for a facility

Once a floor is created, the area option is available to be linked to it.

  1. On the left pane, select Facilities, and then select the facility where you want to add an area.

  2. On the Occupancy tab, select New Area.

    New facility area form

  3. Enter appropriate values in the fields.

    New facility area details

    Field Description
    Area Name for the area.
    Facility By default the newly created facility is assigned or you can enter a different facility name.
    Floor By default, the newly created floor is assigned or you can enter a different floor name.
    Capacity Number of people allowed in an area.
  4. Select Save & Close.

To edit the record, select it, update the values, and then select Save & Close.

To assign a facility to a user

  1. Switch to the Active Facilities view.

    Active Facilities

  2. Select a facility, select Assign, and then select a User to assign the facility to.

    Assign a facility to a user

Monitor a facility

You can monitor and assess the current status of a facility by reviewing its associated dashboard, details, checklist, and transitions.

Accessing the facility manager dashboard for your facility

To access the facility manager dashboard:

  1. On the left pane, select Facility. The default view, My Facilities, shows only your facilities. When switching the views, you can see all the active or inactive facilities.

  2. Select the facility record for which you want to access data. The General tab shows the facility manager dashboard, which provides information on facility usage, guides reopening, and analyzes the occupancy at a facility. The report has three main tabs:

    • Facility
    • Virus Spread
    • Employee Activity

Facility

  • Readiness shows the status of the readiness checks needed for a facility’s safe reopening. At the top, the phase is shown together with the reproductive number, which is the average number of people to whom COVID-19 might be transmitted by an infected individual, and the average sentiment. In the middle, you find the checks separated into categories (for example, Employee Experience or Communications) that can be expanded to show the progress of individual actions.

  • Occupancy provides metrics regarding the facility capacity and usage, such as:

    • Facility’s total capacity, and current capacity based on reopening phase.

    • Number of bookings, guest registrations, and visits for the most recent day and daily average for the last seven days.

    • Two charts that can be filtered by date range and to a floor or an area:

      • Employee bookings (or employee bookings and guest registrations) versus capacity by date. Shows the employee bookings (and guest registrations) on a certain date on the total capacity on that date.

      • Average daily occupancy by floor (or floor and area). The dot represents the capacity and the contents show the average employee bookings and average guest registrations.

        Facility manager dashboard - Readiness

  • Daily Arrivals shows booking information to assist in controlling the facility traffic, such as:

    • Capacity and visit metrics, busiest weekday, and arrival time window for the last seven days.

    • Two charts that can be filtered by date range and that display number of bookings by arrival window and by weekday.

      Facility manager dashboard - daily arrivals

Virus Spread

This tab shows data from public health sources by country (by state and by county in the United States of America).

Note

The county level data is available only from the last 6 months.

  • Confirmed COVID Cases shows the associated risk level, number of cases for the last reporting day, 14 day average in absolute numbers and per population, daily trend, and the total number of cases and per population.

  • New Fatal COVID Cases shows information for COVID-19 cases with fatalities.

  • Reproductive Number is the average number of people to whom COVID-19 might be transmitted by an infected individual. Data for the United States is at the state level.

    Facility manager dashboard - Virus spread

Employee Activity

This tab summarizes the employee engagement and Employee Return to the Workplace app usage over a period. The following metrics are shown:

  • Employee App Usage shows the number of times the Employee Return to the Workplace app has been used to obtain a pass.

  • Average sentiment shows average employee sentiment.

  • Passes generated shows the number of passes generated for both the employees and guests.

    There are two charts. One displays the sentiment by date and the other displays the pass and guest registrations generated versus the number of visits by date, along with the trend over time.

    Facility manager dashboard - Employee activity

Exploring the facility

You can see all the details of a facility by opening the facility record. To explore details of the facility:

  • Select the Details tab for the facility.

    Select details

  • Select the Checklist tab to see the checklist items and their completion status.

    Checklist items

    Note

    Checklist items are configured as part of the global process for managing reopen phases and their associated readiness factors. Therefore, new checks are added as readiness factors on a reopen phase and not on the facility.

  • Select the Transitions tab to see any related transition requests and their status.

    Facility transition

  • Select the Occupancy tab to see any floors and areas, or add them to the facility.

    Facility transition occupancy

  • Select the Related tab to see any related actions.

    Facility transition related

Updating the checklist

The Checklist tab contains an editable grid displaying the checklist for the current facility or phase combination. The editable grid provides an easy way to find checklist items by category and then update the individual items, where applicable.

  1. On the left pane, select Facilities.

  2. Select the facility for which you want to find and update checklist items.

  3. Select the Checklist tab.

    Checklist items and status

  4. Select Category, and then select the category you want to search in.

    Category drop-down list

  5. Select the drop-down, and then select Yes to confirm that the check has been completed.

  6. Add the date in the Completion date column, and then select Save to update the checklist.

    Update the completion date for a checklist item

Move a facility to a new phase

When you believe a facility should be moved to a new phase, you can apply for a transition. Only a facility manager can create this new transition record, which indicates the facility is ready to move to a new phase. After a new transition is created and saved, it appears in the subgrid on the Transitions tab of the facility record with a status of Submitted. A reviewer is assigned to the request. As soon as the reviewer is assigned, they can start acting on the reopen phase transition request by accepting or rejecting it. On approval or rejection of the transition record, it's processed, and when it's complete, the request is considered to be closed and is stored as a historical record.

When the process is complete, the transition record appears in the subgrid as either Accepted (approved request) or Rejected (rejected request). If the transition request is accepted, the phase that was proposed in the transition record is applied to the facility record's reopen phase field. This update triggers the background process that updates the business process flow stage, aligning the reopen phase and the current business process flow stage.

Additionally, the background process creates a new checklist for the facility, along with a new set of metrics and goals. The new checklist that's created is based on the readiness factors that were previously set up and configured by the facility manager for the selected reopen phase. The new checklist can then be accessed from the Checklist tab of the facility record.

Note

During the execution of the background processes, there might be a delay before you can see these updates. You might need to select the refresh button to see the updates on the screen.

A reviewer—for instance, a facility manager supervising many facility managers in a facility group—can find the backlog in Phase transitions. The list can be filtered by facility group or reviewer to find the phase transitions that require attention.

Note

Transitions from one phase to another can't be completed without an approved transition. Therefore, we highly recommend that organizations ensure that someone has been given the responsibility to monitor the transitions and ensure they have the appropriate assigned reviewer.

Open phase transitions

Creating a transition request

  1. On the left pane, select Facilities, and then select a facility record from the Active facilities list.

  2. Select the Transitions tab. If any existing or previous transition requests were established, they'll appear in the subgrid.

  3. Select New Reopen Phase Transition.

    New reopen phase transition

  4. Enter appropriate values in the fields.

    Phase transition form

    Field Description
    Proposed Reopen Phase Select the next reopen phase you want to transition to.
    Summary Enter the summary information about moving to the next or targeted reopen phase.
    Reviewer Select appropriate resources to review and approve the new transition. By default, this only shows facility managers, but by changing the view you can select other users.
  5. Select Save & Close. The newly created record is available on the Transitions tab for the facility.

To edit the record, select it, update the values, and then select Save & Close. After the phase transition is approved or rejected, the record can't be updated.

Approving or rejecting a transition

  1. On the left pane, select Phase Transitions.

    Phase transitions

  2. Filter the transitions by name on the Reviewer column.

  3. Select the Transition record. Complete any analysis required, and then select Approved or Rejected in the Review Status field.

    • For an approval, select Approved, enter any comments in the Review Comments field, and then select Save & Close.

      Approved transitions

    • For a rejection, select Rejected, enter any comments in the Review Comments field, and then select Save & Close.

      Rejected transitions

The review status for the transition is updated, and appropriate back-end processes are triggered to move the facility to the targeted reopen phase.

Creating transition records via the business process flow

For ease of use, you can also use the business process flow to create new transition records. There are two cases:

  • Moving forward

    Given that the facility isn't in the final phase, you can select the circle of the current stage and then select Next Stage. The business process flow won't move instantly, but in the background, a new transition record is created and you'll go to that record. The record is auto-populated with the next phase and is ready for approval.

  • Moving backward

    Given that the facility isn't in the first phase, you can select the circle of the current stage and then select the back arrow (<) to move back. Or you can select the circle of any previous stage, and then select Set Active. The business process flow changes immediately. In the background, a phase transition record is created and approved automatically. This in turn triggers the background process that updates the facility with the checklist, metrics, and goals corresponding to the selected phase. Wait for some time for the changes to happen; you can continue to perform other tasks in the meantime.

Monitor employee attestations

You can monitor whether your organization's employees are feeling healthy enough to be eligible to return to your facility. You can track employee self-attestations of their health based on the questions employees answer. This data is typically entered by the employee by using the Employee Return to the Workplace app. You can view the summary of the responses in the Employee Attestations area of the Facility Safety Management app.

Employee attestations

Monitor employee sentiments

This area of the Facility Safety Management app keeps track of general employee sentiment about the prospect of returning to their workplace. This information is self-reported, but it's a valuable parameter when tracked consistently over time and with larger groups. This data is typically entered by the employee by using the Employee Return to the Workplace app. You can view the summary of the responses in the Employee Sentiment area of the Facility Safety Management app.

Employee sentiment

Facility Access

Case managers or facility managers can block the employees from making bookings by disabling access to the facility. To block an employee from making a booking:

  1. Open an employee record.

  2. Go to the Access tab.

  3. Select New Access Action

    Access Action list on Employee form

  4. Select Access Status as Blocked and set Access Available Date to a date in the future when you would like the block to expire. You can enter information in the Notes so that employee can see the information.

    Creating an Access Action

  5. Select Save & Close

An employee is now blocked and can no longer make bookings via the Employee app. All the existing bookings are disabled. A warning notification is automatically created and set as Send as push notification and the body has the notes of the access action.

Notifications

Every time an access action is created, a notification is created for the employee. These notifications can be used in different situations. Also a flow is implemented that will send the notification as an e-mail if Send as email is set to Yes. To create a notification for an employee:

  1. Open an employee record.

  2. Go to Notifications tab.

  3. Select New Notification.

    New notification

  4. Select Notification Type as information, warning or error. Add a Header and Body for the notification. Set Send as email to Yes, if you want to send an email to the employee.

    Notification type

  5. Select Save & Close

Note

A flow for push notifications has not been implemented, since this requires the app ID. To implement a flow for push notifications, see article Send push notification connector

Give feedback about the solution

To provide feedback about the Return to the Workplace solution, visit https://aka.ms/rtw-community.