PACE User Guide
Contents
1. Clicking Modify next to a user s name on the Course users screen brings up a similar looking screen to the above allowing you to make any changes you might need to that user s details Once added to the system users need to receive an Invitation email which invites them to ETER leno m s n complete their courses You can do this from the Course users screen by clicking their email address Account status NOTE Click on the user s name to see a complete training risk assessment and email history Click on an email address to email the user from within PACE gt Modify X Delete Select the appropriate Email template this will usually be called course name Invitation Once you have selected that template the Message body box will display the email that is going to be sent Recipient Mike Anderton Email manderton company com cc All Course Email template Merge fields availa ble Subject Attachment options Attachment s added Click Send and the email will be immediately sent to the user Message body Dear Mike Time Saving Tip Sending the same email to multiple users at the same time If you need to send emails to multiple course users at the same time m Use the Course users search screen to bring up a list of all relevant users m Tick the box to the left of all users you want to email if you want to email all users in2. p E IL CARDINUS C db PACE Essentials Pas nr 4 Tel 0207 469 0200 pa Fax 0844 338 8589 y Bu info cardinus com e ht Cardinus Risk uec f E EFF PACE Concepts The risk rating system Every risk assessment question has a number of possible responses and each response has an associated risk rating When a user answers a question the appropriate risk rating is recorded This is known as the item risk Within a category of questions the highest item risk is recorded as the category risk The highest category risk becomes the overall risk to tne user i e the user risk The table to the right helps to illustrate this process To reduce the user risk control measures tasks are assigned to one or multiple items As tasks are marked as resolved the category risk is automatically adjusted and any changes to the category risks are immediately reflected in the user risk rating Risk ratings are colour coded as follows 0 3 Green 4 6 Amber 7 10 Red Tasks task codes and status codes Lighting Q1 Q2 Seating Q21 Q22 Q23 Q24 Your Comfort Q33 134 235 L Q36 Item Risk Category Risk User Risk 4 e j e 10 I ee eel Tasks are added to a risk assessment record to make note of the control measures taken to reduce a risk For instance if a risk assessment identifies a user with eyesight problems the measure taken to control the risk may
3. ve Assigned to completed by Create date 15 Oct 2008 Requested by Required by date a B s Completed date 15 Oct 2008 5 0 Managing risk 5 6 5 7 Before exiting the risk assessment at any stage remember to change the Status code to accurately reflect the current status of that assessment The exact set of Status codes will depend on how your Master Administrators mM have configured your system but you are likey emm to have at least the following x il Attachments 00 not viewed no action has been taken on Tr this assessment uin 10 actioned some control measures have been applied but there is more to be done 20 completed risks have been reduced as far as is possible 30 archived the assessment is no longer active usually this is because it has been superseded by a more recent assessment You should also add any Supervisor notes that are relevant Remember that the Supervisor notes box is intended only for high level information about the assessment such as User has been referred to Occupational Health or User is on maternity leave it is not intended to store details on the content of the assessment or any actions taken Click Update to save any changes you made to the Status code or Supervisor notes If the issues you have resolved were the highest rated risks in that category click Back to see the Assessment list
4. enter the Login ID and Password allocated to you by your master administrator Note the first field Database is not normally visible or required PACE ADMINIS 1 4 Your welcome page will give you information about any outstanding and overdue tasks assigned to you There may also be quick links PACE ADMINIS to access those tasks In addition the Dashboard displays a graphical sm dcm summary of the current status of your Workstation Safety Plus users It is important to remember that however many additional courses you are running the Dashboard only relates to Workstation Safety Plus It enables you e Q to see at afglance CIR mE m of WSP users with completed training records m of WSP users with risk assessment records Summary of the level of risk identified when users completed their risk assessments m Summary of the current level of risk taking into account any actions taken by the user or administrators to reduce risk NOTE ON NAVIGATION The bar at the bottom of the screen contains several links to aid with navigating and using PACE Most important is the Back button which has been deliberately positioned as far from the Internet Explorer Back button as possible but you will also find a link to Log off from PACE a link to Print what is currently shown on the screen and links to PACE help documents A Quick Guide to PACE 2 0 Managing course users 2 1 Click Course users Fr
5. screen In the example opposite Mike Anderton s Your Comfort rating has dropped to 0 as all outstanding risks in that category have been resolved Location All Sort Department All Risk Course assessment Workstation Safety Plus tatu 6 0 Running reports 6 1 Click the Reports menu to access the wide range of reports that come pre loaded with PACE Use the Report name drop down to select the report you want from the list Note that reports are broken into categories and listed alphabetically within those categories Trained between two given dates ini X Delete When you have selected the report you want on Son the criteria you can apply to that report are EE in displayed These criteria vary depending on the report you chose but common options include Report sub title The text entered here will appear beneath the report title Location Narrows the report to only include users from the specified Location Department Narrows the report to only include users from the specified Department Course Assessment Narrows the report to a specific course or assessment Start Date End Date Allows you to limit the report to records within the specified date range Report format Choose Web page or Microsoft Excel Having chosen your report and set the criteria simply click Select to run the report Although there are many reports to choose from
6. able to add tasks you may need more EE information from the user obtained verbally D in person or via email NB Emails can be sent directly from PACE using the Email course user link at the top right of this screen To add a task click on the 9 icon next to the relevant question Select an appropriate Task code from the drop down list then add as much information as possible to support your recommendation in the Details field Select your own name from the Assign to com pleted by drop down box North Name Mike Anderton Sales Date 13 Oct 2008 Workstation Safety Plus User risk You must enter either a Required by date or a Completed date If no further action is required for the task then a Completed date should be set otherwise you should choose an appropriate Required by date indicating when in the future you expect the task to be completed Remember to update progress by using the Assign task to issue s link then click Update to save your changes Update For example The user has reported that their feet are not supported when they sit at their desk You have provided them with a footrest and their feet are now supported This task has been completed and you enter a Completed date Alternatively a user has reported back pain You have helped them to set up their workstation so that they are able to adopt the correct posture but you know that the impact of this change will onl
7. be an eye test duly noted by adding a task Task codes are applied to each control measure task added to PACE They enable control measures to be easily reported on For instance a code of Eye test referral can be searched for bringing up a list of all users who have had this code applied to their record Task codes can be modified or created within PACE Status codes are applied to records to show their current status The generic ones are 00 not viewed 10 actioned 20 completed and 30 archived Additional status codes can be added by a master administrator One favourite addition is 25 no issues This helps differentiate between those that have had issues resolved and those that have not had issues at all How PACE manages locations and departments It is important to understand how PACE uses the location and department criteria to select and display data This varies depending on whether you are looking for training or risk assessment data It is easiest to explain why the differences exist by using an example Jane Brown is in the sales department in Aberdeen She completes the training and risk assessment Training record Jane Brown Location Aberdeen Department Sales Course user record Jane Brown Location Aberdeen Department Sales Administrator A can view both records Risk assessment record Jane Brown Location Aberdeen Department Sales After becoming Salesperson of the Year she
8. dy in the system m Click the users First or Last name to access their user record m Send emails to individual users by clicking their email addresses m Use the check boxes and the Action drop down menu to change the status or send emails to all selected users If your users are having problems accessing their courses check and where necessary amend the following via the Modify button m s their Account Status set to Active Only Active users can access the courses m Istheir email address correct Users generally access the system via emails sent from PACE where a user hasn t received the email it will almost always be because their email address is incorrect If this is the case you will need to re send the appropriate email as described in section 2 4 of this document m If your users log in by entering their Last name is their Last name correct in PACE m fyour users log in by entering a password and are unable to access the system use the Modify function to reset their password 2 0 Managing course users 2 3 2 4 Click Add new to open the Course users add user screen PACE requires only a limited amount of information on course users You must provide Personnel No or Unique ID Am Password Optional First name Last name Email Optional Location Department PACE also has the ability to capture further information as required by your organisation These fields will also appear on this screen
9. here are the most commonly used reports you will find in PACE ASSESSMENT REPORTS Accumulated risk current status Totals all unresolved risks for the specified course ordered by severity and the number of users with that risk Issues outstanding Lists all unaddressed issues including the users who raised them Risk levels by user Lists all users with completed risk assessments and the level of overall risk for each user Status report Provides a graphical overview of users progress in the system Users without risk assessment records Lists all users without risk assessments COURSE USERS llisponcoU C eS SIS Lists active course users EMAIL REPORTS Email template specific Lists all users sent the specified email template within the specified date range TRAINING REPORTS Completion report course with training Lists users progress through courses that do not only have risk assessments Users without training records Lists all users with no training records
10. is offered a year contract in Barbados which she immediately jumps at As soon as she is on the plane her PACE administrator A changes her Location to Barbados course user record The next day the Barbados administrator B checks under Barbados and finds the training record but not the risk assessment Why Administrator Training record B can only view Jane Brown training Location Aberdeen Department Sales Course user record Jane Brown Location Barbados Department Sales Risk assessment record Jane Brown Location Aberdeen Department Sales Administrator A can only view risk assessment The reason for this behaviour is that the Risk Assessment records are fixed No details in the risk assessment data gathered can ever be changed for legal as well as practical purposes However the training record moves with the individual This is because it is important that the current administrator B knows that Jane has completed the training but risk assessments completed at previous locations are completely irrelevant Obviously any new risk assessments will have the location Barbados so will be visible to B 1 0 Logging in to PACE 1 1 Access the Cardinus software via your link in most cases a variation of the following htto www cardinus com launch asp id xxxxx11111 amp admin true 1 2 A Atthe Cardinus screen select the following link Click here to start PACE Administration System 1 3 Now
11. ks displayed here are current risk that is they take into account any actions that the user or administrators have taken to reduce risk By default this list is ordered according to the date when the assessment was completed with the most recent assessment at the top of the list You can sort the assessments according to a range of different criteria but probably the most useful is to display assessments according to the level of risk identifed Choose Risk from the Sort drop down box at the top of the screen and Click Select to display the assessments with the most risk at the top of the list You can now see the risk assessments which need your most immediate attention at the top of the list Starting with the top assessment click on the highest underscored category risk to drill down and start addressing the user s individual risks 5 0 Managing risk 5 1 5 2 You can now see the specific answers that the user gave to each question in the risk assessment The level of Risk displayed here is the original risk and does not take into account any actions that have been take to reduce it lo you experience headaches ile ing at your computer Risk is reduced by adding Tasks Adding a Task is like making a note of the action you have taken or will be taking to resolve the risk Before E i being
12. om here you can search Bund rtment for users by Location Department or by as providing all or part of their last name in the RS Cu See he See UD Optional search box When searching for users it is a good idea to change Account status to All This will ensure that you will find the user whatever their status in the system might be There are four possible statuses 1 Active Active users have full access to the system and are using up 1 user licence 2 Archived When a user leaves the organisation their status should be changed to Archived This removes their access and makes their user licence available for someone else 3 Disabled Used to restrict user access to the system and exempt them from receiving automatic emails Usually this is to cover maternity leave and other long term absence They are still using 1 user licence whilst Disabled 4 Locked A user will be Locked when they have entered the wrong password too many times Their user licence is not affected but they will be unable to access the system until changed back to Active status by an administrator 2 2 From the Course users screen displayed opposite you can m Add new course users with the Add new over Account status b U lt O N NOTE Click on the user s name to see a complete training risk assessment and email history Click on an email address to email the user from within PACE m Modify the details of course users who are alrea
13. the list tick the blue box at the top of the list and all will be selected m Change the Action drop down to Email course user m Click Update You will see the same screen as above Choose the appropriate Email template m Because you are sending to multiple users the email will be addressed Dear 1 or similar This will be replaced with the user s first name when the email is sent m Click Send Users do not see the distribution list you have used it will appear to each user that the email has been sent to them alone 3 0 Monitoring training records 3 1 3 2 The Training section of PACE is used to view Training records Training records are created when a user starts a course Use the Training list search screen to narrow your list of records by Location Department User or Course The Training list shows training records in chronological order starting with the most uic recent Start by clicking Last name column to re order the records alphabetically by last name The reason for this is that users are free to complete each course as many times as they wish Ordering the list by Last name ensures that each user s records are displayed together All courses have an end of course test If the user has completed the test their score from that test is displayed in the Results column Results are displayed as a percentage with a standard pass mark of 80 Results below 80 will be displa
14. tion has had Mu EHE some impact but some risk remains The level of m 77777 EN risk assigned to that question is not reduced a EE Resolved records that there is now no risk The m level of risk assigned to that question is reduced ER uo 0 Jj You may choose simply to leave the Progress column blank indicating that at this point the task has had no impact on the users risk When you are happy that the task has been assigned to all relevant questions and that you have accurately updated the Progress that has been made click Update 5 4 You have returned to the Assessment detail screen You can see the task that you have m added in the Tasks column next to the assigned i om questions The icon next to the task tells you it s euren mIedress O Actioned Improved Resolved no icon No progress recorded Assessment task update Location North Name Mike Anderton 5 5 The task code which you assigned is displayed Il GARDINUS Imm a o next to the icon You can update an ongoing um m task by clicking on the task code From this screen you can update the Details box with recent actions add a Completed date if the task is closed or amend the Required by date Once you have made the changes be sure to use the Assign task to issue s link to update cross AEE the Progress which has been made
15. y be felt over time On this occasion you record the task in PACE but set a Required by date which is six weeks in the future at which point you will return to the user evaluate the impact and hopefully record the task as complete 5 0 Managing risk 5 3 Finally click on the assign task to issue s link to record the effect if any that the task has had on the user s risk There will already be a tick in the Assign box next to the question you started from you can assign the task to any additional questions to which it might be relevant By default you can see only the questions from one category Click Show all questions to see all of your risk assessment questions Assessment task add Location North Name Mike Anderton Update the Progress column for each assigned Il SARS en e e question based on the effect you have had Completed tasks can be assigned to one or more issues Indicate against each question whether the issue has been Improved or Resolved by the task Show category questions Return to task You must click Update for changes to be saved Update Actioned records that action has been taken It has no impact on the level of risk assigned to that question 1 Are sufferi physic al discomfort oc symptoms t that you think may Ba caused av i Sture by vei How often do you experience headaches while working at your mnes Yur id war a TR Ra 9 Improved records that the ac
16. yed in red with 80 and above displayed in green e ars pep p ps pesos ees bb d v ES EESERTR IE I E C N Uu E SGeb Ee Fee SE Ere ee rey opp EN SN GE Ree ee oe EROR gt gt 3 R EEE EEE EE EE SE ue ad ER D hd in E In addition to a Result each course will have a Status of either Started or Finished To view an individual training record click View next to the relevant record The Training summary screen gives details of a user s progress listing all the modules in that course and whether the users has completed that module You can email a copy of the Training summary by clicking View training report This produces a report which opens in a second screen Click File Send Page by email to email this I report you may need to first press ALT on your IIl cores keyboard to display the File menu To produce a certificate for the user click View certificate his can then be printed or emailed to the user by the same method Users are also able to produce their own certificates when they complete each course or at any time afterwards by logging back into the course and following on screen prompts 4 0 Monitoring risk 4 1 4 2 4 3 Click on the Risk assessment option on the left hand side of the screen Choose Workstation Safety Plus from the Course assessment drop down and click Select You can now see a list of risk assessments displayed with their category risks The ris
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