Uploaded by Loc Nguyen

SMM UserGuide V7 8 June 2020

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Version 6
4 June 2020
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User Guide Version 7- 8 June 2020
Introduction
We want to help companies and businesses through these challenging times. Companies and
businesses are to develop and implement Safe Management Measures in their workplaces. They
are to appoint Safe Management Measures Officers to assist in the implementation. These Safe
Management Measures Officers are also to inspect and ensure that there is compliance.
However, we all know it’s not easy. COVID-19, the Circuit Breaker, Restarting (Phase 1-3) and all
these various advisories are new to everyone. It can be overwhelming and we are here to help as
much as possible.
We have gone through the Ministry of Manpower – Checklist of Safe Management Measures
required, as well as the Building Construction Authority’s checklists as well. While we have preloaded the system with Pre-Loaded Checklists/Documents for companies to use, you may decide
which Checklists you wish to use for your organisation.
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User Guide Version 7- 8 June 2020
Online Checklist/Documents and their Descriptions
Checklists/Documents
Descriptions & Usage
First Checklist for All
This Checklist helps companies while they develop their Safe
Management Measures and run through what they need to do and
what they may need to show to authorities. This is also based on
Ministry of Manpower’s Guidelines (including Annex A, Annex B
and Annex C)
Checklist for Occupiers
We looked at Building Construction Authorities Checklist for
Occupiers in Construction
Checklist for Builders
We looked at Building Construction Authorities Checklist for
Construction Companies.
Duties of SMO/SDOs
A checklist for companies to ensure they have listed the for the
Safety Management Measures Officers and Safe Distance Officers
SMO E-Appointment
Letter
SDO E-Appointment
Letter
Checklist for SMO
Online Appointment letter for personnel to acknowledge and sign
Checklist for SDO
As SDOs have assist SMOs to implement the Safe Managements
Measures and inspect that these are implemented and being
complied to, we decided to provide a checklist where the SDOs can
demonstrate their inspections and securely keep them
electronically.
Health Declaration
Instead of having paper-based Health Declaration, we have
created a simple Health Declaration form that the company can use
and refer to
Employee Daily
Declaration
While employers have to implement Safe Management Measures,
we have created a Daily Declaration to help EMPLOYEES remind
and acknowledge that they too have to comply to the Safe
Management Measures and at the same time they can also
REGISTER their Temperature when they make their declarations.
Acknowledgement of
TRACETOGETHER and
SAFEENTRY apps
A online declaration by employees that they have downloaded and
will use app. That they have no issues or concerns.
Workplace Cleanliness
A checklist for areas for cleaning and replenishing items
Temperature Screener
E-Appointment Letter
Online Appointment letter for personnel deployed as Temperature
Screeners
Individual Training
Record
Acknowledgement
Employees can acknowledge they have been trained on the Safe
Management Measures
Online Appointment letter for personnel to acknowledge and sign
As SMOs have to implement the Safe Managements Measures
and
inspect that these are implemented and being complied to, we
decided to provide a checklist where the SMO can demonstrate
their inspections and securely keep them electronically.
Who can
use
Registered
Admin, Users
or personnel
via QR Code
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User Guide Version 7- 8 June 2020
Contents
1.
2.
3.
4.
Registering
Logging In
Creating a New Worksite/Outlet
Adding Checklists to Selected Worksite/Outlet
4.1
Adding Checklist
4.2
Selecting Pre-loaded checklist
4.3
After Adding Checklist
4.4
QR Code
4.5
Employees Using QR Code
4.6
What Happens when someone uses the QR Code to submit
4.7
User/Admin using the Checklist (online not with QR Code)
4.8
View Submitted/Completed Checklist
5. Creating Users
5.1
Creating Additional Users
5.2
Adding/Removing Checklists for the User
6. Viewing, Editing or Deleting Submitted Checklists/Documents
7. Search and Printing Submitted Checklists
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User Guide Version 7- 8 June 2020
1. Registering
1.1 All you have to do is Register
1.2 Key in your particulars and organisational particulars- automatically you will be made the
Admin of your organisation.
Please use your FULL Name and FULL Company Name and your official email and contact
numbers.
Only ONE Person needs to register, he/she will be given ADMIN rights and can then invite
other users.
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User Guide Version 7- 8 June 2020
2. Logging In
2.1 Registered ADMIN to login with the email and password (you used during registration)
2.2 You will see the following HOME Page
You can see all your worksites
here (this only has 1)
First Worksite/Outlet has already been created
for you (the ADMIN). You can create a new one
with your worksite/outlets correct NAME
There is a LIVE CHAT
(working hours) function for
any technical issues.
To add users or add checklist- it is covered in other sections
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User Guide Version 7- 8 June 2020
3. Creating a new Worksite/Outlet
3.1 Create a Worksite/Outlet
You may have multiple Worksites and each worksite will require a Safe Management
Measures Plan and ensure they are implemented
Click on the “+Add
Worksite/Outlet)
This Table shows your existing Worksite, the Number
of Users You have Created and the Checklists that
have been assigned to the Users
3.2 When you create your worksite/outlet
Add a name and your CLEAR Company Logo
User Guide Version 7- 8 June 2020
See LIVE CHAT is active
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3.3 After you add Worksite/Outlet you will see the changes
See the 2
separate
worksites/outlets
See Logo
attached to New
Site (Bedok)
For renaming, editing or
adding/deleting logo- click
on EDIT/Delete accordinly
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User Guide Version 7- 8 June 2020
4. Adding Checklists to the Selected Worksite/Outlet
4.1 Adding Checklists
Currently there is only 1 User at
Bedok (Admin) and they can use
all checklists assigned
(To add users will be covered later)
Click on the Blue Number
under MANAGE
CHECKLIST for that
worksite
This pop up will appear
and you then click on
+ADD Checklist
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User Guide Version 7- 8 June 2020
4.2
Selecting the Pre-loaded checklist/Document to add to your worksite
Choose the Checklist/Documents
and give it a specific name for
your company
4.3
After Adding Checklist
Added 2 Checklist. Admin is
AUTOMATICALY able to use
these checklists.
You can decide NOT to invite
other users, but allow employees
to key in through QR Code
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4.4
QR Code
When you click on the QR code icon, you can see the QR
Code and the PRINT icon for printing
4.5
Employees Using QR Codes
Employees who scan the QR Code (for example this Health Declaration) will see the following
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4.6
If someone uses the QR codes for submission, they will be shown in the ADMIN dashboard
under Submit & View Checklist.
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User Guide Version 7- 8 June 2020
Someone has used a Checklist and it appears here.
Name of Checklist, who submitted, time & date)
You can
VIEW, or
Edit/Delete
Viewing the Checklist Submitted
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User Guide Version 7- 8 June 2020
4.7
Filling up Checklist (non QR Code) by Admin or Invited Users
Click on the FILL UP & USE
CHECKLIST
User will see all checklist
assigned to User/Site
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When you click on the Checklist you wish to use, you will see this
Fill Up and submit. Then it will appear in Dashboard
4.8
View Completed or Submitted Checklists
Completed Checklist will appear in Submit & View Checklist Tab under List of Submitted Checklist
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5.
Creating Additional Users
5.1
Creating Additional Users
Go back to Home. Click on the MANAGE USERS of the worksite you wish to add additional
users
Click on Manage User, “Number”
This will appear
Click on +ASSIGN ADDITIONAL USER
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Key in Email, Name and select user
Right for the worksite/outlet
Select and Assign checklist/documents
the invitee will be using
Email notification and Invitation from Safe-management-measures will be sent to the new user
with login credentials- do check inbox and spam folders.
This will include a Link and the PASSWORD.
Sample Invitation EMAIL
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Your dashboard will be updated
Your main dashboard (HOME) will also be updated
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5.2
Adding/Removing Checklist for User
Click on MANAGE USERS
Then Click on EDIT
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From this you can add or remove checklist
Add or Remove Checklist for the user. For this example, Admin had only 2 checklists assigned to
the sign. If you need additional checklist so that this user can be assigned, you need to
Manage Checklists, and add additional checklist to the Site
Before the new checklist can be assigned to user
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6.
Viewing, Editing or Deleting Submitted Checklists/
Documents
Once submitted we do not recommend editing checklists, should do a new one. But if you need to,
you can
Click on Submit & View Checklist. You will see
this page
This table is where you
can see submitted
Checklist.
Admin can see all
checklist. Users only see
what they have submitted
View, Edit or delete
here
This is where to Fill Up
a checklist
Search by
checklist,
name, date
etc
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7.
Searching and Printing Submitted Checklists
To make your search
easier, go to Submit & View
Checklist
Fill up the Search Criteria
Date from and Date to and Name of
Checklist/Document
To view or print checklist, click
on the Picture ICON of the
checklist, then click on PRINT
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Any technical issues or challenges, contact LIVE SUPPORT with your questions.
Please NOTE:
If you are the Occupier or the Main Contractor and you want to invite your Sub-Contractors or
Vendors or suppliers, please check if they are already using the system. If they are you will need to
send invitations to their alternate/different email address or you can contact us to create a special
Domain only for your company and then manage all users from that domain.
This system is free. We have done our best to provide you with the latest information. We will
continue to maintain the system and the servers.
For any customisation, do let us know your requirements- [email protected]
We do not take responsibility of the correctness of the data inputs by individuals or the misuse or
abuse of the checklists by individuals. Do remember the intent and spirit of what Safe Management
Measures are for.
Let’s Keep Safe and Let’s overcome COVID-19 together as a community and country.
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