SIDO

SIDO is a digital task display that is part of SawInfo.

Some key features:

• All types of scheduled tasks.
• Easy to use
• Cloud-based
• Error/incident reporting
• Instructions/routines

SIDO can be run on computers, mobile phones and tablets. No installation is required as everything runs in the browser.

Assignments screen

The assignments screen displays the assignments that are current for the selected department.

The assignments screen is divided into departments and areas. The missions have different colors depending on the status of the mission.

• Green
  Completed and acknowledged assignment
• White
  Assignments that are open to work on. These are within a time frame that you want the assignment to be completed within.
• yellow
  Ongoing assignments
• Red
  Delayed assignments. These should have already been completed but are delayed for one reason or another.
• Blue
  Assignments that are planned to start in the future but where work cannot begin yet.

How long and how many completed (green) assignments are displayed and how far into the future an upcoming assignment (blue) should be displayed can be set generally for a department or individually for an assignment.

If you have scheduled a task to be done at certain intervals, the next task will be created when you acknowledge the task.

There are also individual assignments (one-time assignments) that only need to be done once and will therefore not create any new assignments.

Instructions

Under instructions, you can collect different types of information that you want your staff to have access to. This could include safety regulations, work instructions, manuals, or other useful information.

You decide for yourself in which departments an instruction should be displayed and whether it is mandatory or not. You can also divide the instructions into different categories so that they are presented logically on the page.

Downtime

Downtime is a special type of task that is intended to be performed in the event that production, for example, comes to a standstill for one reason or another. It can be maintenance tasks that cannot be performed while production is running, or machine maintenance that can only be performed during a downtime.

Issues

From all pages, it is easy to access forms for reporting different types of issues. These can be of the type Error Reports, Improvement Suggestions, Risk Observations, Incidents and Accidents.

Depending on the type, a form will open where you can enter text describing the case and attach images.

The case ends up on the administration page where it can be taken care of and taken further with appropriate action, and as an email message that is sent to the person responsible for the department or the person designated as the case manager.

Leanboard

On a leanboard, you can get an overview of, for example, how many assignments are completed, ongoing, or delayed. It is also possible to display error reports, accidents, and incidents in an overall and graphical way. It is possible to create leanboards yourself with certain given building blocks on the administration side.

Assignments

When you click on a task from the task screen, it opens and detailed information about the task is displayed. A checklist can be linked to a task that contains a number of items that you can click on. It is also possible to add a number of input fields where you can fill in information that should be reported together with the task.

It is possible to enter and attach images to notes when working on assignments.

When you check a box on a checklist or type something into an input field or note, it is saved immediately. So you don't have to press a save button.

A slideshow can show what you are expected to do on the assignment. Documents or links to more information can also be presented.

Deviations can be reported to an assignment. From deviations, new assignments can then be created to address them.

When you are finished with your assignment, you acknowledge it and indicate who has completed the assignment. If it is a scheduled assignment, the next assignment will be created based on the settings in the assignment definition for the current assignment.

Administration screen

When creating assignments, there are a few things you need to set up first. There must be departments and areas, as well as personnel who will sign off on the assignments. If you have operations in different geographical locations and want to use the same department name, you can separate them by creating locations as a top level. A location can have one or more departments, where each department can have one or more areas.

In general

On the administration pages, the content is presented in lists in tables. These tables can be sorted by clicking on the header of the column you want to sort by. Click again to sort in reverse order. Some tables also have functions for exporting the content to Excel, copying or printing it. It is also possible to hide columns in some tables.

It is also possible to choose how many results to display and the option to search in the current table.

Buttons used to work with the content are as follows (Edit – Copy – Delete):

Many of the settings in this section (departments, areas, personnel, etc.) are dependent on each other. Therefore, it may be necessary to update these in different rounds. For example, if you add a department but there are no areas, you must add areas and then go back to the department to select them.

Locations

A geographic location consists of only a name and the option to specify a person in charge. The locations are only used on the administration pages to distinguish departments, areas, assignments, etc.

Only needed if you want to divide the departments into different geographical locations. A location can have one or more departments. Normally you only need to use locations if you want to name departments the same way across different sites.

Departments

Each department is assigned staff who work in the department and who will be able to sign off on assignments. You also choose which areas will be eligible for the department.

On the assignment screen, you can switch between the different departments that are assigned to the logged-in user.

The first thing you specify for a department is what name the department should have. Then you specify who is responsible (from a list of system administrators) and check if you want to receive notifications for reported cases.

For display on the mission screen, you can choose whether you want a two-column layout or whether each area should be displayed on its own row.

You can also specify a sort order for the departments. This is the order in the list of departments that you can choose on the mission screen. If you do not specify one or if several departments have the same number, it will be sorted by name instead.

If you want to send notifications to someone other than the person responsible for the department, you can enter email addresses for selected types. If you want to send to multiple addresses, you can separate the email addresses with a semicolon.

The assignments that are displayed on the assignments screen have a few different statuses depending on whether they are ongoing, delayed, upcoming, etc. and here you can decide how these should be displayed.

The number of completed assignments are the green assignments that are acknowledged on the assignment screen. Here you can specify how many of these should be displayed at the same time. You can also set how long these should be displayed for. In the same way, you can choose whether to see upcoming assignments and how long before you see them. You can also set this on the assignment definition and then that will be the one that will apply.

You can also set how often the assignment screen should automatically update.

Then you choose which areas should be in the department and which personnel should be able to acknowledge assignments on the department's assignment screen. If you have not set up any areas or personnel, you must do this and then update the department again.

It is also possible to choose which menu functions should be available on the mission screen for the selected department. Normally, all options are selected.

Areas

Areas are a way to further divide the department when planning assignments. You could imagine having a department for all vehicles and then each vehicle or vehicle type could be its own area.

An area is a subgroup of a department. A department can therefore contain several areas. An area can belong to several departments. For example, you can imagine that there is a department for all vehicles and then each vehicle or vehicle type could be its own area.

In the same way as for departments, you specify a name and who is responsible.

It is possible to link an area to a geographical location, and then you will only be able to select the area in departments with the same location.

The sort order can be used if you want to present the areas in a specific order, otherwise they are sorted by name.

In areas, you can also choose which deviation groups should be available for deviation reporting. Deviation groups are created under the Deviations menu option.

Locations – Departments – Areas, an example

Scenario 1

You only have operations at one location. Here you want to perform vehicle inspections on forklifts and wheel loaders.

First, you create a department, Vehicles, and then two areas, Trucks and Wheel Loaders.

When you create an assignment, you select a department and then areas linked to that department will be selected.

Scenario 2

The business is located in two different geographical locations (Location 1 and Location 2). At these locations, the company wants to perform vehicle inspections on forklifts and wheel loaders.

In this case, you set up two locations, Location 1 and Location 2. Then you set up a Vehicle department at each location. So there will be two vehicle departments, but they are linked to their own location. In the same way, the Truck and Wheel Loader areas are set up. These are also linked to the location, which means that there will be a total of four areas.

When you later create a mission and select a location, the departments of that location will become selectable. When you select a department, the areas of the department will become selectable.

Roles

On the assignment screen, you can group assignments either by area or by role. Personnel can belong to one or more roles.

When creating an assignment, you can choose that only personnel within a certain role can acknowledge an assignment.

A role can also be responsible for an assignment, and then everyone in the role will receive notifications unless the department has set something else.

When editing a role, you select the people who should be included.

Personnel

Everyone who should be able to sign off on assignments is placed under personnel. A person can belong to one or more departments and be part of one or more roles.

Enter name, email and select which departments the person will have access to. Location controls which departments appear in the list and is only used if you work with multiple geographic locations.

Here you also choose which roles the person will belong to.

Finally, you can enter a PIN code that the person will use to acknowledge instructions and assignments if they require it.

Deviations

When you want to report a deviation on an assignment, you must select a deviation cause. These deviation causes are grouped into a deviation group that can then be linked to one or more areas. When you are then in an assignment and want to report a deviation, you can choose from the deviation causes that are linked to the current assignment through its area.

For example, you can have a deviation group called "Staff shortage" that contains the deviation reasons "Illness", "Vacation", "Other".

By grouping the deviations in this way, it is possible to create reports where you can see which causes create the most deviations, for example.

Work schedule

A work schedule is used to calculate working hours when scheduling an assignment. In the schedule, you enter times that are working hours and times that should not be working hours. This way, you can create assignments that only end up in working hours. If you have an assignment that needs to be completed after a certain number of working hours, the work schedule is also a way to calculate when the next assignment should be created.

When editing a work schedule, you add one or more activities that have a given start time, duration, and interval. You also specify whether or not they should be counted as working time. The order of the activities determines their priority when working time is calculated.

Each activity has a name and an optional description. You then specify when the activity should start (the first time) and how long we should continue to generate this activity in the future (so it has nothing to do with how long the activity itself is).

The duration of the activity specifies how long it is and repeat specifies the interval at which the activity should be generated. Then you specify whether it should be working time or not.

It is possible to create schedules in different ways, here is an example of how to create a simple daily schedule.

In this case, we have first added all the time that is not working time. The weekend starts on Friday at 4:00 PM and lasts for 63 hours until Monday at 7:00 AM. Then we have three breaks during the day and finally we have added working time between 7:00 AM and 4:00 PM. Since working time has the lowest priority, any breaks will remove working time during the day and the weekend. Here is what the schedule looks like based on these activities.

The light blue fields are working hours while the dark blue ones are breaks/weekends.

By using a work schedule when planning your scheduled tasks, you can ensure that tasks are only created during working hours and that no tasks are created when they should not be created.

Checklists

A checklist contains one or more items. The same checklist can be used on several different assignments.

There are two different types of checklists:

• Checkbox (multiple choice)
  A point in the checklist can have three different statuses: not checked, checked ok, checked not ok.
  When you click on a point on a checklist, it is marked with a green checkmark. If you click on the same point again, it is marked with a red line. This way you can see which points have been checked and which are ok and which are not ok.
  

• Radio (single choice)
  Unlike checkbox, in the radio list you can only select one option.
  

It is also possible to choose to make the checklist mandatory. This means that all items must be checked in order to be able to acknowledge the assignment. If you choose to make the checklist mandatory, it will apply to all assignments that use the checklist.

Input template

If you want to collect data in connection with reporting on an assignment, you can create an input template with one or more input fields. In the same way as checklists, you can use one input template for multiple assignments.

Here you can set one or more input fields to be mandatory. Then you must fill in something in these fields in order to acknowledge an assignment. This applies to all assignments that use the input template.

Instruction Category

In the same way that you can use areas to divide assignments in a department, you can use instruction categories to divide instructions into different categories.

Assignment Definitions

You could say that an assignment definition is a template that is used to create tasks on the assignment screen. In addition to a description of the task, the task definition also contains rules for where it should be displayed, who can acknowledge it, when and how often it should be created, etc.

The first thing you do is choose the assignment type:

• Downtime
  Assignments that end up under the Downtime tab on the assignment screen. These tasks are intended to be carried out if an downtime occurs. This allows you to see if there is anything you can do during the downtime.
• One-time job
  A task that will only be done once.
• Instruction/routine
  Tasks that will be displayed on the task screen under Instructions.
• Scheduled
  Tasks that will be carried out at regular intervals. When a scheduled task is acknowledged, a new task will be created according to the rules set on the task definition.

Depending on the task type, there are different things you can specify on the task definition. Here we will show an example of a scheduled task and an instruction/routine.

Scheduled Assignments

Välj uppdragstypen ”Schemalagda”.

Rubriken är det som också kommer att visas på knapparna på uppdragsskärmen. Försök att hålla rubriken så kort som möjlig.

Beskrivningen visas när man öppnat uppdraget.

Nästa steg är att välja om man vill ha en checklista och/eller inmatningsfält.

Sedan väljer man vilken avdelning och område uppdraget ska visas på. Om man vill använda samma uppdrag på flera avdelningar måste man skapa en kopia av uppdragsdefinitionen och välja en annan avdelning på den nya. Man kan alltså bara skapa ett uppdrag på en avdelning per uppdragsdefinition.

För att kunna presentera uppdragen per roll så måste man välja en roll samt välja om alla på avdelningen ska kunna kvittera uppdraget eller om bara personal med den valda rollen ska kunna kvittera uppdraget.

Om man vill vara säkrare på att rätt person kvitterar ett uppdrag kan man välja att uppdraget kräver en pinkod vid kvittering.

Om uppdraget är personligt kommer det att visas som ett eget område på uppdragsskärmen. Det är fortfarande möjligt för andra att kvittera uppdraget.

Man kan också välja om en vikarie ska få kvittera uppdraget, då får man skriva in namnet på den som kvitterar i samband med kvittensen.

Det är också möjligt att kräva in en notering eller bild/foto i samband med att man kvitterar ett uppdrag.

Nästa steg är att ställa in när och hur ofta ett uppdrag ska skapas.

Exempel 1 – Inget schema från starttid

Starttiden är tiden då det första uppdraget ska skapas. Slut är hur länge vi ska fortsätta att generera uppdrag. Hur ofta ett uppdrag ska skapas och hur lång tid man har på sig att utföra ett uppdrag styrs av inställningarna under ”Intervall” och ”Utförs inom”.

Om man kryssar i rutan som säger att uppdragsdefinitionen ska gälla för alltid så kommer slutdatumet att sättas tio år framåt i tiden varje gång man sparar uppdragsdefinitionen.

Med start klockan 07:00, 2 december 2024, skapa ett uppdrag som jag har 4 timmar på mig att slutföra (kommer att bli rött på uppdragsskärmen efter kl. 11:00. Om vi kvitterar uppdraget kl. 10:00 den 2 december kommer nästa uppdrag att skapas om 1 dygn från starttiden, alltså kl. 07:00 den 3 december.

Exempel 2 – Inget schema från sluttid

Om vi istället hade valt att kryssa i ”Från sluttid” i exempel 1 så hade nästa uppdrag skapats ett dygn efter tiden det kvitterades, alltså kl. 10:00 den 3:e december.

Exempel 3 – Intervall enligt schema

Fortfarande samma starttid som i de tidigare exemplen. Skillnaden här är att när man kvitterar uppdraget kommer nästa uppdrag att skapas 24 arbetstimmar enligt arbetsschemat efter starttiden 07:00. Om uppdraget kvitteras kl. 10:00 den 2 december 2024 kommer nästa uppdrag att skapas kl. 08:30 den 5 december eftersom vi har 7,5 timmars arbetstid enligt schemat. När detta uppdrag skapas kommer nästa att räknas från 08:30 den 5 december och 24 arbetstimmar framåt.

På samma sätt som i exempel 2 så hade det andra uppdraget skapats 24 arbetstimmar efter kl. 10:00 om vi hade kryssat ifrån sluttid istället.

Exempel 4 – Nytt uppdrag bara på schemalagd arbetstid

Om detta val görs kommer man istället för att beräkna nästkommande uppdrag efter arbetstid att använda kalendertid, men bara om uppdraget hamnar på en schemalagd arbetstid.

Om vi använder samma tider som i föregående exempel så kommer nästkommande uppdrag om de kvitteras varje dag att skapas den 3 december kl. 07:00, sedan den 4 december, 5 december, 6 december. Men uppdraget som kvitteras den 6 december kommer att generera ett uppdrag som skapas den 9 december eftersom den 7:e och 8:e är på helgen när det inte finns någon arbetstid.

Aviseringar

Nästa steg är att bestämma om man ska kunna rapportera in avvikelser kopplade till uppdraget. Vilka avvikelser man kan välja mellan definieras av det område som är valt.

Man kan också ställa in om ett e-postmeddelande ska skickas till den som är ansvarig (antingen för uppdraget eller för avdelningen) och vid vilken aktivitet.

Visning

Normalt skapas ett nytt uppdrag när ett uppdrag blir kvitterat, men det går att välja att skapa ett nytt uppdrag även om föregående uppdrag inte är avslutat. Det bör dock användas med stor försiktighet då risken är att det skapas upp en stor mängd uppdrag.

Det går också att ställa in hur långt i framtiden som ett kommande uppdrag ska visas samt hur länge ett utfört uppdrag ska visas. Om det är ok att starta ett uppdrag i förtid går också det att välja.

Alla uppdrag får automatiskt en QR-kod som man kan skanna med telefonen för att öppna uppdraget.

Kryssar man i rutan ”… enbart från QR-kod” så kommer inte uppdraget att visas på uppdragsskärmen utan bara vara åtkomligt från QR-koden.

Instruktion/Rutin

En instruktion påminner om ett vanligt uppdrag, men har några andra val.

Precis som med ett schemalagt uppdrag så är rubriken det som kommer att visas på knappen och beskrivningen visas när man går in och läser instruktionen.

Kategorin fungerar ungefär på samma sätt som områden, det är ett sätt att kategorisera instruktionerna och gruppera dem på uppdragsskärmen.

Man kan välja om det krävs att man anger en PIN-kod vid kvittering.

Om man kryssar i rutan ”Märk instruktionen som uppdaterad” kommer alla som har läst och kvitterat instruktionen tidigare att måsta göra det igen. Det kommer också att ske om kvittensen är äldre än vad som är angett som giltighetstid.

Om man klickar i att instruktionen är obligatorisk kommer man att få en påminnelse om man kvitterar ett uppdrag och det finns olästa instruktioner på den avdelningen.

Till skillnad från schemalagda uppdrag så kan man välja flera avdelningar om instruktionen gäller för mer än en avdelning. Likaså kan en eller flera roller väljas vilket gör att instruktionen bara finns tillgängliga för de valda rollerna.

Hantering av Felrapporter, Tillbud, Olyckor, m.fl.

Alla typer av inrapporterade ärenden, vare sig det är avvikelser, felrapporter, förbättringsförslag, olyckor, riskobservationer eller tillbud hanteras på ungefär samma sätt.

I respektive lista kan man se de inrapporterade ärendena. När ett ärende har kommit in så är tanken att den som är inloggad som administratör ska kvittera ärendet som ett bevis på att man läst och gjort det som behövs för att hantera det.

Genom att klicka på informationsknappen på respektive ärende kan man läsa detaljerna samt skapa ett eller flera engångsuppdrag med syfte att hantera det inrapporterade ärendet.

Systemanvändare

Det är lätt att blanda ihop systemanvändare med personal som man lägger in i systemet, men det finns några tydliga skillnader.

Systemanvändaren är den som loggar in i systemet medan personalen är de som kvitterar uppdrag. Man kan alltså ha en gemensam användare för en avdelning eller plats som används när man loggar in, och personalen som är kopplad till avdelningen är de som kvitterar uppdrag.

Till systemanvändaren kan man tilldela en roll som styr vad som är tillgängligt efter inloggning. Följande roller finns:

• Administratör
  Kommer både åt uppdragsskärmen och administrationssidorna. Kan skapa uppdrag, lägga till personal och avdelningar, mm. samt lägga till fler systemanvändare för sin egen organisation. En administratör kommer åt alla avdelningar och platser som är knutna till organisationen.

• Administration (endast läsrättigheter)
  Kommer åt uppdragsskärmen och administrationssidorna, men kan inte göra ändringar på administrationssidorna.

• Administration (kvittens)
  Kommer åt uppdragsskärmen och inrapporterade avvikelser, felrapporter, olyckor, tillbud och förbättringsförslag på administrationssidan och kan kvittera dessa.

• Administratör (plats)
  Administratör som bara kommer åt de avdelningar som är knutna till administratörens plats.

• Display
  Kommer bara åt uppdragsskärmen.

• Display (enbart läsrättigheter)
  Kommer bara åt uppdragsskärmen och kan läsa uppdrag, men inte kvittera uppdrag.

• Display (utökade rättigheter)
  Som displayanvändaren men kan även skapa uppdrag från inrapporterade avvikelser.

När man skapar en systemanvändare så tilldelar man den en plats (om det finns), en startavdelning (standardavdelning för uppdragsskärmen) samt vilka avdelningar som användaren ska komma åt på uppdragsskärmen.

Kom ihåg att om man lägger till en avdelning så måste man uppdatera alla systemanvändare som ska ha tillgång till den avdelningen så att avdelningen blir valbar. Efter en sådan ändring måste man logga ut och sedan logga in igen för att avdelningen ska bli valbar.