This page has help information on the IHSA InfoQuest™ system.
Table of Contents
Account Management
Training Management
Charting Modules
Member Firm Profile
ZeroQuest® Progress
Hazard & Incident Reporting
Best Practices
Edit My Account
This page allows you to change the full name associated with your account.
Change My Password
This page allows you to change the password for your account. Passwords must consist
of at least 7 characters, and at least 1 non-alphanumeric character.
An example of a non-alphanumeric character is one of the following ! @ # $ % ^ &
* ( ) / +
Training Matrix
The Training Matrix module is a tool to help manage training needs and records.
Example Training Matrix
An example training matrix is available near the top of the page. The example grid
will help you get an idea for what your training matrix can look like and how you
might want to arrange your training.
To show it click the area titled "Show ... Example Training Matrix" and an example
grid will appear.
Your Training Matrix
Your personal training matrix for your firm can be completely customized. Job title
abbreviations are shown along the top of the grid. Placing the mouse over the job
title will give you its full details in a popup display. Job training requirements
are shown down the left side.
Green checkmarks (
) are used to show which
training is required for each job and red X marks (
) are used to show what's
not required.
To toggle a requirement for a specific training requirement you simply click on
the
or
and it will change its status.
Your account must have permission to make changes to your training matrix. Contact
your firm's InfoQuest™ administrator if you cannot change training requirements
for job positions.
Distributing your matrix
There are two ways to distribute your personal training matrix to others who do
not have InfoQuest™ access.
First you can download your training matrix requirements in spreadsheet form by
clicking the "Download" button in the "Distribute Training" section. Secondly you
can email a copy of the training matrix to a person of your choosing. The email
option will send a full color duplication of the training matrix in HTML format.
The training matrix page is also printer friendly should you wish to print a paper
copy with all non essential information removed.
Quick Lookup
The quick lookup feature allows you to get a quick listing of all the training required
for one job position or all the jobs that require one specific training requirement.
Simply select a position or requirement from one of the drop down lists and a summary
will be shown below.
If your training matrix gets very large this feature helps to quickly give you a
snapshot of requirements to help with planning, scheduling, or updating of records.
Editing the matrix
If your account has permission to change your firm's training matrix you will have
an area at the bottom of the page to add, edit, or delete positions and requirements.
Here you can click on the respective tab for the task you want to perform and then
follow the instructions below to change your training matrix.
Add a Job/Position
This area allows you to add a new job/position/category to the matrix. These titles
tie employee training requirements together through the training records section.
The title is the long description of the name of the new job and the abbreviation
is the short form that is displayed in the matrix.
Edit a Job/Position
This area allows you to change the title or abbreviation of an existing job/position/category
in the matrix.
You can also choose to select a position from the list and delete it with the delete
button.
If you delete a position from the matrix all training requirements that have been
setup for that position are lost. However any specific training dates that have
been entered for an employee for a specific training requirement are kept.
Add a requirement
This area allows you to add a new training requirement to the matrix. The description
box allows you to enter a full name for the training requirement. A yes/no selection
allows you to select if the training requirement is provided by IHSA or not.
Then select the duration the training takes to complete and frequency of retraining
required from the drop down lists. Next enter an abbreviation for the requirement
to show on the matrix at the start of each row. Optionally you can enter who provides
the training for the requirement which will show up on the hover tip when you mouseover
a requirement abbreviation on the matrix later. Finally select an option
from the required by drop down list to represent when the training is required
upon a new hire.
Edit a requirement
This area allows you to change a requirement in the matrix. You can change any of
the details associated with a requirement here.
You can also choose to select a requirement from the list and delete it with the
delete button
If you delete a requirement from the matrix all records of completed training for
that requirement are deleted as well
Training Records
The Training Records module is a tool that is designed to allow you to enter employees
into the system and then connect each employee to a job/position/category on your
training matrix. By connecting an employee to one of those positions that
employee will be listed as requiring all the training associated with that position.
Once an employee is connected to a position you can then start entering in a date
that a specific training requirement has been started or completed on.
There are three tabs on this page for administrators and one for standard users
Employee Training Records
The employee training records tab allows you to select an employee you have entered
into the system and view their training information. From the drop down list
you select an employee and their details will then show up. You will now have
a table showing all training that employee is required to take based on the job/position/category
they have been placed in. The table shows a description of the training required,
status of the training, duration it takes to complete the training, frequency of
renewal, and the dates for start and finish.
The status can be listed in one of the following five ways: scheduled, in progress,
training required, completed, or expired.
- Scheduled is when the start date is in the future and the training is scheduled
to begin at the specified date.
- In progress means the employee has started the training but not completed it yet.
- Training required means the training has not been started, scheduled, or completed.
- Completed means the training is completed and up to date.
- Expired means the training is completed but has expired and needs to be rescheduled
and refreshed.
Distribute Training Record
This area allows you to email a copy of the training record for the selected employee
to an address of your choosing. The email option will send a full color duplication
of the training records table in HTML format.
The training records page is also printer friendly should you wish to print a paper
copy with all non essential information removed.
Add Employee
This tab for administrators allows you to enter your employees into the InfoQuest™
system. From the position drop down list select one of your job/position/category
titles to connect this employee to. Next, fill in the last name, given (first)
name, location, department, and date of hire or appointment. Once completed click
the next button, and review your information for errors. Finally click the
finish button and your employee will be added into the InfoQuest™ system.
Edit Employee
This tab is also for administrators only and allows you to change specific information
about an employee. If an employee changes job positions, moves to a new location,
changes departments, or even changes their last name you can update them on this
tab. This tab is only used to change information for an individual employee.
It does not have any effect on training dates or records for the individual.
However, if you change an employee's job/position/category and they have completed
training that is not required for their new position that training information is
kept and you will see this reflected on the training status page. If training
is not required for a specific employee but that employee has completed it anyway
then that employee will show it completed even though it is not required.
Employee Training Status
The Training Status module is designed to bring together the Training Matrix data
and the employee training records to show you a snapshot status report of all your
employees training requirements. Training requirements are shown along the
top with abbreviations. Hovering over the requirement's abbreviation will
pop up a display with all the details for that requirement. Down the left side
each employee is listed in a row with the information about their training shown.
Legend
There are four icons to represent the different conditions of each employees training
|
|
Training is completed for this employee and is up to date
|
|
Training is completed for this employee but it has expired so retraining is required
|
|
|
Training has not been completed for this requirement
|
|
Training for this requirement is not required by this employees job/position/category
|
Distribute Employee Training Status
This area allows you to email a copy of the status report to an address of your
choosing. The email option will send a full color duplication of the training
status table in HTML format.
The training status page is also printer friendly should you wish to print a paper
copy with all non essential information removed.
LTI/NLTI Performance Charting
The LTI/NLTI performance charting module is designed to show you how your firm's
injury rates compare to the industry averages.
The charts show data for the last seven years broken down by rate group(s) and then
by classification unit(s). Your firm's rate group(s) and classification
unit(s) are determined by the WSIB based on what industry your firm is in.
Rate group and classification unit descriptions
Descriptions of the rate group(s) and classification unit(s) your firm is assigned
to are shown just above the first set of charts.
Rate group and Classification Unit breakdown for your firm
|
830
|
Power and telecommunication lines
|
|
4124001
|
Power and telecommunication transmission lines
|
The charts
The first set of charts show the statistics for your firms rate group(s).
The second set of charts is for the classification unit(s) your firm is assigned
to. They are shown in sets of three from left to right. The left chart
is your firms LTI injury frequency, the center is your NLTI, and the right is your
total of the two.
The industry average for your rate group or classification unit is shown with a
black line. The bars in the charts each represent one year of injury data.
They are color coded based on how your frequency rate compares to the industry average.
Red indicates you are above the industry average, yellow indicates you are at the
average, and green indicates you are below average. If no bar appears for
a year and you see the word 'Zero' then you had no recorded injuries for
that year.
Frequency calculation
Frequency is calculated by taking a ratio of the number of injuries reported divided
by the number of hours worked and then multiplying by 200,000 (the average worker
works 2000 hours per year, 100 workers work 200,000 hours per year). The best
way to interpret what frequency means is to say it is a measurement of how many
injuries per 100 workers took place per year.
Example: For a firm who had 95,000 hours of derived work with 2 LTI injuries,
the frequency would be calculated as
( 2 / 95,000 ) * 200,000 = 4.21
Distribute Injury Performance
This area allows you to email a copy of the performance charts to an address
of your choosing. The email option will send a full color duplication of the
charts for your firm in HTML format.
The LTI/NLTI Injury Performance page is also printer friendly should you wish to
print a paper copy with all non essential information removed.
Member Firm Profile
The Member Firm Profile module allows you to view detailed information about engagements
with IHSA.
To generate a report enter a start and end date in the boxes provided and press
"Generate Report".
A Firm Profile Report will show up for the date range entered. Your firm's firm number,
name, join date, status, firm type, tel, fax, email, and address will be shown where
available. Following that you will see your rate group and a description as well
as number of employees.
The next section shows contact names within the organization and subscription status
to various IHSA products. A "Y" or "N" is used to indicate yes or no if that
product is sent to that person as well as a number beside the letter to indicate
the quantity.
Engagement Report
The Engagement Report shows a listing of all engagements with IHSA. Sorted
by date you will see the latest engagements and the details of the engagements.
Activity name, Representative, Contacts, Theme, and how many were in attendance.
Training
The final section of the member firm profile is the Training listings. Any training
that has taken place between your firm and IHSA will be documented here. The
date the training took place followed by the training course name, the trainer,
a grade, duration, and credits where applicable.
ZeroQuest® Progress Checklist
The ZeroQuest® Progress Checklist module is used to keep track of your firm's progress
through the ZeroQuest® program.
This module allows you to track each requirement for each of the four levels in
ZeroQuest® and distribute this information by email or spreadsheet as well.
* The checklist is not updated by IHSA staff, it is designed as a tool to help
member firm's prepare for their ZeroQuest® audits. Filling out a checklist
does not automatically grant an award for the completed level, a IHSA audit
must still be scheduled.
Distribute Checklist
This area allows you to email a copy of the checklist to an address of your
choosing. The email option will send a full color duplication of the checklist
for your firm in HTML format.
The ZeroQuest® Progress Checklist page is also printer friendly should you wish to
print a paper copy with all non essential information removed.
The Checklist
The checklist is divided into four tables; Commitment, Effort, Outcomes, and Sustainability.
Each represents one of the main levels in ZeroQuest®. Within each level are each
of it's requirements.
A requirement will show a
or
for completed or incomplete. If your account has administrative permissions
you can simply click the icon for the requirement you want to change and it will
toggle between complete and incomplete. The box at the top of the tables marked
completion date allows you to specify a date other than the current date.
Following the icon is the name of the requirement, date of completion if applicable,
and an icon to represent information is available for that requirement.
The information icon is used to show more detailed information about a requirement.
Placing your mouse pointer over the icon will show a popup bubble with information
about the requirement. If the icon is lit up bright blue (
)
it means that InfoQuest™ has a module that can help your firm more easily complete
the associated requirement.
Should you wish to collapse a level that is completed simply click anywhere inside
the colored heading area for that level and it will collapse to make a clean and
compact display for printing.
Hazard & Incident Reporting
The hazard & incident reporting module is used to capture information about
hazards and incidents within your firm. You can use it to record incidents from
lost time, non lost time, hazards, etc.
Information about the employee and hazard/incident
When filling out the form any fields which are optional can be left blank. When
selecting a category for the incident you must first select the main category of
the incident type, then the sub-category will become active and allow you to select
a sub-category based on the main category chosen. Once a sub-category is selected
you may choose the specific incident type.
The remaining three boxes for this section are to describe the event in detail,
list the initial steps taken to correct the incident, and finally to describe any
recommendations that should be taken to correct the issue.
Supervisor reporting
The supervisor reporting section is designed to allow a supervisor to review the
report and then add details to it. Severity of potential loss and potential of recurrence
can help flag incidents with higher importance or relevance. The root cause is the
outcome of an investigation into the incident. Corrective actions to be taken can
indicate changes that will take place to prevent future recurrence of the incident.
Sign-off
The Sign-off area is provided to allow the employee who reported the hazard or incident
and the supervisor who reviews the incident to acknowledge that they have read the
report and taken action against it. When corrective action has been taken and a
hazard or incident has been resolved this area will show the most recent date the
box was checked on.
E-mail notification
The "Email" area below sign-off is provided to allow you to email a notification
to someone that you have filed this incident. Enter a valid email address
and check the box to have InfoQuest™ send an email to the specified address.
The email that is sent contains only a notification that an incident has been filed
and provides the name of the employee you specify in the first box, the date it
was filed, and a link at the bottom of the email the person can click on to go directly
to InfoQuest™ and view the report.
No detailed information about the incident is sent in the notification email.
This is for security and confidentiality purposes.
A login is required if the user clicks on the link to visit the incident page.
They will need to provide a valid login name and password to view the report.
Supporting Media
The supporting media section allows you to attach files that are related to the incident that is being reported. If an employee happens to take a picture of a hazard or incident or write up a report in a word document that they would like to attach to the incident they can do so.
To add a new file to the report, enter some details into the description textbox and click the browse button to choose the file you want to attach. Finally click the "Add to Report" button to attach it. You can attach up to 10 files to a single hazard report.
The following filetypes are supported:
- doc, docx - Microsoft Word file
- xls, xlsx - Microsoft Excel file
- ppt, pptx - Microsoft Powerpoint file
- pdf - Adobe PDF file
- txt - plain text file
- zip - compressed zip file
- jpg, png, gif - image files
Edit or show corrective actions
The "Edit or show corrective actions" page allows you to view all the incidents that have been reported for your firm. The table shows the hazard Id, date reported, date of incident, employee, department, and a description of the incident.
To view an incident select the "view" option and all the details of that incident will be displayed.
Archival
When an incident has been resolved, you have the option to archive that incident and it will be hidden from the main view. Archiving an incident does not delete the incident from the system it simply flags it as no longer being an issue or is out of date. Archived incidents can continue to be viewed by clicking the "View archived incidents" button. Archived incidents can also be returned to active status if an incident needs to be reviewed or changed by clicking the "restore" link from the archived incidents page.
Best Practices
The Best Practices module is a forum that is designed to allow firms to submit
and share a method, solution, or practice that has been evaluated and
implemented to control health and safety risks.
What is the definition of a best practice?
A method, solution or practice that has been evaluated as superior, implemented successfully and has been supported through research or practice-based evidence to recognize, assess and control health and safety risks.
What are the criteria when submitting a best practice?
The criteria for submitting a best practice are not specific. Any practice that has worked well for your firm can be submitted. IHSA will review all practices before they are published on the website to ensure that they meet legislative requirements and industry standards.
Does anyone review the practices before they are published?
Members of IHSA’s Best Practices learning council will review each practice before it is published to ensure it meets legislative requirements and industry standards.
The Best Practices module is divided into three sections which allow you to
search for best practices, submit a new practice, and view a practice.
Searching
The search page allows you to search for best practices three different ways.
The first being to search by category. The list of available categories
are shown front and center to allow you to click on a category that applies to
your firm and let you quickly see any best practices associated with that
category. Another option is to do a standard search by a set of keywords.
Simply enter in a set of keywords to search by and click the simple search
button and the results will be shown. The third option is to do an
advanced search. An advanced search allows you to search for information
in a specific area or category.
Submitting a practice
Submitting your own Best Practice is easy and straight forward. The first
section asks you to submit your contact information. All contact
information is required except a phone number. If you wish to keep your
contact information private you can choose the option at the bottom of the form
to keep your information confidential with IHSA. If you choose to keep
your information private your name will show as 'Anonymous' and other
information will show blank when your best practice is viewed.
The details of your best practice follow after contact information. The
Title is the description that shows up as the name of the link to your best
practice when users search for practices. The six textboxes that follow are for
details about your practice.
The bottom of the form contains a drop down list to select an appropriate
category for your practice and an area to upload files related to your practice.
To add a file to your practice click on the browse button and select a file to
upload. In the textbox next to the filename you can enter a description of
the contents of the file. This text is used as the description of the file
when the practice is viewed. If no description is provided, the filename
is used.
Viewing a practice
After searching for Best Practices, you can click on the title of a practice
from the results list and the full details for it will be shown. The
description, implementation, usage, hazard recognition, sharing, and development
of the practice are shown first. Contact information appears at the bottom
if you need to find out more information about a practice. If there are
documents or attachments for the practice they are shown at the bottom of the
details and can be clicked on to view or download the item.
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