1. SafetyPlusWeb Support
  2. SPW: General System Information & Logic

Premium Services with SafetyPlusWeb™

I need help getting information into SafetyPlusWeb, can you help? I have the Premium Service, what does that mean?

Safety Plus offers the Premium Data Entry Service as an additional option for our SafetyPlusWeb users. The Premium Service reduces the data entry burden on your team- they can upload specific information to our team and we take care of processing and keying the provided data into SafetyPlusWeb for you!

This guide details what you can expect with Premium Service and can be shared with any users who will be submitting data to the SafetyPlus Team for processing.

 

SUBMITTING DATA
All data must be submitted through our Data Entry Link. You can find this link through SafetyPlusWeb™ by hovering over “Other” within the main menu and selecting “Data Upload” from the dropdown menu.

When completing this form, make sure to include as many details as possible. Each item below outlines the types of information that we recommend including with each submission. If we happen to notice any data integrity questions, we will reach out; however, please note that our Data Entry Services are processing submissions into SafetyPlusWeb and do not guarantee any validation or quality control review.

Once you submit this form, you will receive an automatic confirmation email letting you know the submission was received. Our team will process submissions within 2 business days and follow-up to let you know the data has been entered.

 

NEW HIRE DATA AND EMPLOYEE UPDATES
You can submit employee data using a New Hire Form or in the form of a spreadsheet. To update multiple employees at a time we recommend submitting a spreadsheet and completing a short, one-time, set-up process with our team to ensure the spreadsheet is in the best format for quick processing. 

Your Submission

  • Include the following information (* = Required):
    • First Name*
    • Last Name*
    • Department*
    • ID (often company ID or last 4 of SSN – an ID is required if you want the employee to have the ability to complete training through the online Landing Page)
    • Email Address (for weekly notifications)
    • Classification/Qualification Assignments (recommended for assigning training)
    • Employee Photo
    • Supervisor (recommended for the employee’s supervisor to receive email notifications concerning due, expired, or not taken requirements)
    • DOT/CDL status

Our Protocols

  • Employee Duplication: We will check for an employee by their name and ID before adding a new employee. If the employee is in SafetyPlusWeb, we will update their information.
    • Rehire: If the employee was inactive, we will
      • change status to active
      • remove the separation date
      • If provided, replace previous hire date with new hire date.
      • Update Class/Qual assignments as appropriate
    • Identification Number Duplication: If another employee has the same identification as the one provided for a new hire, the submission will be rejected.

 

TERMINATION DATA

When an employee is terminated for any reason, we inactivate the employee in your SafetyPlusWeb™ profile. This means that they will no longer appear in the employee roster on the Home tab. However, their information will still be accessible from the expanded roster on the Admin tab.

Your Submission

  • Include the following information:
    • Employee name
    • SafetyPlusWeb ID (highly recommended)
    • Separation date

Our Protocols

  • Status: Employee is marked as inactive
  • Separation Date: If none is given, then none will be entered.

 

GHOST EMPLOYEES

When data, such as a training certificate or an injury report, is submitted for an employee who is not already in SafetyPlusWeb, we call that employee a “Ghost”. When data is submitted for a “Ghost", we will follow these protocols.

  • Employee is added to SafetyPlusWeb with the department of “Ghost”. If the department is not available, we will create it.
  • The Identification and Internal ID will be listed as [first 2 of first name first 2 of last name]
  • Note in the employee profile containing (1) reason for addition as a ghost (2) date and (3) our data entry personnel’s initials.
    • Example: Added as ghost per ProProfs training, 6/26/2020 – SK
  • Key the data submission following specific protocols for that data type.
  • Include a note with the submission response regarding adding the employee as a ghost.

 

COURSE DATA

This includes class rosters, certificates of completion of any requirement, acknowledgment forms, training tests, etc. Please Note: When you submit instructor-led training, our team will enter the information even if training tests have not been graded. However, you should not submit ungraded tests as doing so will not satisfy regulatory requirements.

Your Submission

  • Include the following information:
  • Instructor (if you are submitting instructor-led training)
  • Date
  • Course Name
    • The course should already be in SafetyPlusWeb™. If you would like a new course to be created, simply mark “I need to deviate” and provide the name, renewal interval for the new course, and any classification/qualification associations needed.
  • Employee Name and ID
    • Ensure the employee involved is already listed as an employee or provide New Hire information
  • Remember that actual files for compliance documentation can also be uploaded directly to SafetyPlusWeb™.

Our Protocols

Each course submission will be keyed into SafetyPlusWeb as training using the information provided.

  • Training Type: we will use our best judgment to determine the training type: Computer Based, Instructor Led Training, Non-Training Documentation, or Other.
  • Instructor: For Computer Based and instructor-led training, we will list the instructor provided. If no instructor is given, we will list “Company Led” as the instructor.
  • Course Date: If no course date is submitted, the submission will be rejected
  • Expiration Date: If the expiration date provided in the submission does not match the default renewal period in SPW, the submission will be rejected.
    • Exception: Driver’s License and Medical Exam cards are expected to have a variety in expiration periods. We will not notify if this default does not match.
  • Employees: If the employee is not in SPW, we will add them following the ghost protocol.
  • Course Name: If the course is not in SPW, we will reject the submission.
  • Documents: All files included with your data submission will be saved on our secure servers in the event that documentation is needed at a later time.
  • Course Equivalents: Some course content can overlap. If data is submitted for a course on the left of the table below, we will also key the course on the right- if the course is active in SPW.

Course Name

Equivalent/Alternate

ANY Competent Person Level

(example – Scaffold Competent Person)

ANY Level of Training Below

(example- Scaffold Training)

Aerial Lifts and Work Platforms Training (classroom portion only)

Scissor Lift Training

CDL License

DOT – Road Test

Ergonomics and Back Safety

Back Safety

Fire Watch

Fire Protection & Prevention

NFPA 70E

Electrical -LOTO (Lockout/Tagout) – Arc Flash

Electrical Safety -LOTO (Lockout/Tagout)

LOTO (Lockout/Tagout)

Electrical – LOTO – Arc Flash

Electrical Safety -LOTO (Lockout/Tagout)

LOTO (Lockout/Tagout)

Electrical – LOTO

LOTO (Lockout/Tagout)

Fall Protection

Stairways & Ladders

Ladders

Fire Safety and Fire Extinguisher Use
       (new name for the updated course)

Fire Protection & Prevention

Fire Watch

Fire Protection & Prevention

First Aid/CPR/AED

First Aid with CPR

First Aid without CPR

AED

(these can vary- look at what the company has active)

Personal Protective Equipment

Hearing Conservation

Respiratory Protection

Fall Protection

Stairways & Ladders

Ladders

HazWoper 40/30/24/16/8

HazWoper Refresher (can also be called 8 hour)

MSHA New Miner

MSHA Annual Refresher

SPCC Orientation (Spill Prevention, Control, & Countermeasure)

Spill Containment

Tools – Hand and Power

Hand & Power Tools

Trenching and Excavation

Excavation Training

OSHA 30 Hour

OSHA 10 Hour (of the same type as the 30 - Construction, General Industry, Maritime)

Overhead Crane

Rigging

Signal Person

 

INSPECTION DATA

Your Submission

  • Include the following information:
    • Specific Area inspected
    • Inspector’s name
    • Items requiring corrective action
    • Documents/pictures to attach (optional)
    • Date of inspection                                                                                                                        
    • Risk Assessment Code (RAC)
    • Employee Involved
    • Responsible Party’s name
      • These persons must already be listed as an employee in SafetyPlusWeb™

Our Protocols

Each inspection submission will be entered as an inspection item into SafetyPlusWeb.

  • Inspection Type: We will use our best judgment to determine the inspection type and default to “Inspection” if unsure.
  • Employees: If the employee is not in SPW, we will add them following the ghost protocol.
  • RAC: We will default to a Level 1 “Low” priority unless stated otherwise or obviously a higher priority item.
  • Status: Each item will be left “open” unless specifically directed in the submission so that a member of your team can review and follow up before the inspection is “closed”.
  • Documents: Will be attached.

 

INCIDENT/ACCIDENT DATA

Your Submission

  • Include the following information:
    • Employee’s Name and ID
      • Ensure the employee involved is already listed as an employee or provide New Hire information
    • Incident Details – provide as much information as possible.
      • Date of Incident
      • Employee Name
      • Nature of the Injury/illness
      • Area and location
      • Incident Result (Lost Time, Restricted Time, Other Recordable, Death, First Aid, Near Miss)
      • Pictures

Our Protocols

All accident submissions will be entered into SafetyPlusWeb as an incident using the following guidelines to determine incident type, unless specifically stated in the submission.

Injury Incident: Involves a person who has been hurt or become ill on the job. Any near miss that could have resulted in an injury on the job.

Vehicle Incident: Involves a person operating a motor vehicle, and the motor vehicle is the cause of the damage OR the employee is also injured during the incident.

Other Incident: Any incident that does not clearly fit into the first two categories. This includes but is not limited to property damage/insurance claim, maintenance, company infractions, or behavioral incidents.

  • Missing Data: We will defer to “Unknown”, “I need help determining,” or “Other” for any piece of data not provided.
  • Employees: If the employee is not in SPW, we will add them following the ghost protocol.
  • Status: Listed as “open”, unless specifically directed in the submission, so that a member of your team can review and follow-up before the incident is “closed”.
  • Documents: Will be attached.

DOT DATA

Follows the same protocols as Course Date (above).

Driver’s License information can be tracked as part of the Employee’s Details and/or as a course. If this data is submitted with an employee roster, we will add to the employee details. If this is submitted as Course data, we will key as a training. If both areas should be updated from either submission, make sure to talk to a customer support representative to establish that need as a company-specific protocol.

SUBSTANCE ABUSE DATA

This section refers to tracking the results of drug and alcohol testing. If you wish to track substance abuse testing that is required on a regular interval (such as a requirement set by a site for entry), then Drug Testing should be tracked as a course. If these results should be tracked in both locations, make sure to talk to a customer support representative to establish that need as a company-specific protocol.

Your Submission

  • Include the following information:
    • Employee’s Name and ID
      • Ensure the employee involved is already listed as an employee or provide New Hire information
    • Reason for test   (Annual, Post-Accident, Pre-Employment, Random, Reasonable Suspicion, or Other)
    • Type of test   (Alcohol, DOT Drug/Alcohol, Lab Screen Drug, PHMSA Drug/Alcohol, Quick Screen)
    • Collector’s name
    • Test result     (Negative, Positive, Refusal, Adulterated)

Our Protocols

Each result will be keyed into SafetyPlusWeb as a Substance Abuse Record.

  • Employees: If the employee is not in SPW, we will add them following the ghost protocol.
  • Reason for Test: “Other” will be used a default if none is given.
  • Test Type: If none provided, the submission will be rejected
  • Collector: If none provided, the company name will be used as a default.
  • Results: If none provided, the company name will be used as a default.
  • Documents: All files included with your data submission will be saved on our secure servers in the event that documentation is needed at a later time.

ADDITIONAL TASKS

Safety Plus can help with small, additional, periodic tasks such as updates to courses, classifications, qualifications, and users. Large data projects outside the scope of work identified above may come with additional charges.