Key Features:SMO

subsite

Your Subsite

Once a subscription agreement is in place, SafeHere will activate a site specifically for your organisation. You will nominate an Administrator, and they will commence the process of making the site available to the appropriate people with varying levels of access.

When we set up your site, you will select a range of configuration options such as:

  • Your organisations name, logo and SMO login page URL e.g. myorganisation.smo.org.nz

  • What level of access is required to be able to appoint Team Members (set by default as Team Leader level, but may be set as a higher level).

  • The number of appointment criteria, and their titles (e.g. Police Vetting, Reference).

  • Additional criteria for gaining 'Permission to Proceed' for programs in your organisation.

  • You can customise the downloadable resources, and you can add our own resources to the default SafeHere resources (at each level).

  • Training modules available, and whether they are mandatory. Your own customised Training Modules can be included at additional cost.

Configuration provides flexibility for your site to suit your needs.

levels of access

Levels of Access (Extranet)

There are 5 levels of access into SMO, corresponding to the 4 levels within the Online Safety Management System (Team Member, Team Leader, Coordinator and Risk Management Officer), plus your site Administrator. Features, permissions and functionality change according to the level of access granted to each user.

SMO is accessed via a login screen. Every person in the database has their own login, and will have one of the following levels of access:

  • Team Member - access to Online Training, Resources and management of personal information.

  • Team Leader - ability to add Team Members, create Teams and Programs and apply for Permission to Proceed for Programs.

  • Coordinator - ability to add Team Leaders, grant Permission to Proceed to programs and get an overview of a Group of Teams.

  • Risk Management Officer - ability to add Coordinators, oversight of all Groups, Teams, People and Programs.

  • Administrator [1 only] - Appointed after consultation with SafeHere, able to appoint Risk Management Officers and set the initial configuration of the organisation's subsite.

These levels form a hierarchy of access to an Extranet web system.

 To see examples go to Sample Screens

appointment and training

Appointment and Training Processes

SMO allows you to track the processes by which people are appointed to work with children, young people and adults. You will determine the appointment steps required, and the system tracks their completion.

We offer multiple pathways to train people, and within the system records can be kept of the completion of both Online Training and face-face 'offline' training events. You organisation can set criteria in relation to the mandated training required.

Member records are created for each person working with children or young people, and all of those at Team Leader, Coordinator and Risk Management Officer levels. Each member has an Appointment Status and a Training Status. Traffic Light icons are used to give a visual representation of the status.

Each Member's record has a range of information: Personal details, appointment and training information, and information for the organisation about which teams the Member is part of, and what level of access they currently have.

Organisations have the ability to define how long appointment should remain valid. Coordinator level users and above have the ability to check whose appointment will expire in the near future, and take action to help those people renew their appointments.

To see examples go to Sample Screens

online training

Online Training

Your site comes with 5 built-in modules (M1, M2, L1, L2 and C1) of Online Training, created using the same curriculum as the SafeHere Training Package and fully integrated with the SafeHere standards in our publications. All users granted access to the system can undertake training suitable for their level of access. Inclusion of our Online Training is optional,

Each Online Training Module has slides of information, quizzes to check understanding and a test at the end of the module. Members achieving the pass mark for the test have their record credited with completion of the module.

Organisations can create their own training modules, or modify the default modules. These can then be loaded into the organisation's subsite by SafeHere via the ChildSafe webmaster. Additional charges apply for this service.

To see examples go to Sample Screens

accountability

Accountability Structures

Your organisations programs can be planned within SMO, using our unique Permission to Proceed process. This provides an accountability method between the organisation and people leading programs on its behalf.

Your site can be configured to reflect your organisational structure, using Teams, Groups and Divisions. Each of these have people responsible for them, creating a hierarchy of accountability and responsibility.

An organisation's activity is represented as a set of Programs. Programs can be events or ongoing activities. A new program is created for each new event. Programs must have a team, who are going to run the program, allocated to them

Each program has a Status, to represent whether that program has been granted Permission to Proceed. This is the key process, as it pulls together various aspects of safety planning and management. Team Leaders complete the steps required, then submit their Program to their Coordinator. The Coordinator assesses the plans and indicates for each step whether the requirement have been met. SMO tracks this activity and keeps both parties informed of progress towards the granting of Permission.

All programs (activities, events) are undertaken by a Team. When a new Team is created, a Team Leader is appointed. Teams are arranged into divisions and groups. Each group has a Coordinator who oversees the people and programs within that Group.

To see examples go to Sample Screens

risk

Guided Risk Management Framework

All programs create and submit a series of Permission to Proceed steps, all developed within a guided framework designed to make the process clear and as simple as possible. SMO assists Team Leaders to create Safety Plans for their programs, and provides a Risk Assessment tool to help them.

All programs submit a safety plan as part of their application for Permission to Proceed. Safety planning can be brief and simple, or more extensive in the case of more complex or risk-oriented programs.

Organisations can build a library of plans that can be accessed, so that users can use existing plans as templates rather than starting 'from scratch'.This feature makes the process of constructing Safety and Activity plans easier and quicker, as well as improving the quality of the plans themselves. 

Some programs require additional activity plans for individual activities that take place within them. Multiple activity plans can be created for each program. 

The key step in each safety or activity plan is a Risk Assessment. SMO provides a simple Risk Assessment process using a framework developed from the Australian Standard for Risk Management.

To see examples go to Sample Screens

downloadable resources

Downloadable Resources

Your site is provided with a wide range of resources available for download and offline use. These include all forms within the SafeHere Safety Management System, and all files from the SafeHere Training Package. Each level of access has their own set of resources. Your organisation can arrange with SafeHere to include additional resources, or subtitute our resources with your own.

 

To see examples go to Sample Screens

incident reporting

Incident Reporting and Data Analysis

Data within SMO can be analysed using a number of tools provided within the system, including various filters that highlight certain information, and a change log that is continually tracking all changes made by users within the system. Various types of data can also for exported for analysis.

Team Leader level users and above can create and submit incident reports arising from such situations as accidents, near misses and Child Protection issues. Coordinators and Risk Management Officers are able to follow up incident reports, and analyse their Incident Database to identify broader issues requiring attention.

The data generated within SMO can be analysed for a range of useful purposes. Coordinator level and above can analyse issues with appointment, training, Permission to Proceed, expiry of appointment and renewal.

The change log records data entry for analysis purposes. For example, the organisation can check what steps were to taken when appointing someone, or when preparing and submitting safety plans. This capability assists with safety auditing.

To see examples go to Sample Screens

Technical Information

SMO recommends Mozilla Firefox as our preferred and supported browser. The system requires Javascript and Cookies to be enabled, and the Flash Player plug-in for viewing certain reports. Proxy servers should be bypassed to ensure cookies are set correctly for security and user experience purposes

© Copyright 2017 SafeHere Trust (in partnership with ChildSafe Ltd)