Track COVID-19 with Archibus Health and Safety

COVID-19 in 1.9 Minutes: how to track and contain incidents with Archibus.

The first step that a company should take when encountering exposure to COVID-19 (coronavirus) is to report the incident and contain it as quickly as possible. The WMA strongly recommends that clients use the Archibus Health and Safety application for this step because it was built for reporting health and safety incidents to the proper managers and personnel as quickly and efficiently as possible.

What is Archibus Health and Safety? Which features can help my organization?

The H&S module provides facilities professionals with the ability to track workplace incidents, create work requests around these, alert employees to preventive measures being practiced by their organization, and report to any regulatory organizations that need to be notified.

One of Archibus’ core strengths is that it is designed with inter-connectivity in mind. Inputting data in the initial “Report an Incident” feature within Archibus H&S will lead the user to more detailed views and actions, like automatically filling out OSHA forms, generating a service request ticket, or updating the medical monitoring status for an employee. In this way, your organization can put an emphasis on workplace safety and safety management, keeping employees healthy and at ease.

Report an Incident

Show the importance of health and safety in the workplace, and report important details of a health or safety incident. Track the date, where it took place, and who was involved: this can include employees and non-employees, such as delivery people, visitors, animals, etc.

Users can also identify the incident category. Categories can be as general or specific as your organization chooses. Something like “coronavirus” is quite specific. Users can also provide an incident description, such as “showing signs of the coronavirus”, “diagnosed with the coronavirus”, “high temperature”, etc.

Track an Incident

The report form discussed above is really intended to lead users into more detailed actions in the module, mostly under the “Track Incident” feature. This feature uses the general incident information from the report and takes it to a greater level of detail through various views. It also allows users to take important action within their organization’s workplace safety management plan. Some particularly useful actions are:

  • viewing incident details initially entered in the report.
  • redlining the location of the incident.
  • generating a service request.
  • entering any medical responses to the incident.
  • filling out and attaching documents associated with the incident, such as OSHA forms.

This is an especially useful feature for managers who will be overseeing incident responses, preventive measures, and aftermath procedures.

Incident Details

This displays the initial details of the incident from the incident report form and lets users add more details about the incident, such as:

  • the specific time it took place.
  • which manager was involved.
  • who recorded the incident.
  • injury code.
  • whether a chemical or substance was involved.
  • activity before injury, or (what task an injured employee was performing before they were injured).

Watch the video below at 00:30 to see an Archibus Health and Safety software demonstration of Incident Details.


1 Learn about Incident Details at 00:30.

Site Information

See where the incident took place, and, if necessary, indicate the location with a redline on your organization’s drawings so others, such as craftspeople, janitorial staff, managers, and employees, can view its location. Users may submit the redlined drawing as an incident document so it appears with other attached documents. Follow environmental health and safety guidelines by maintaining clean facilities that are up to standards.

Watch the video below at 1:14 to see an Archibus Health and Safety software demonstration of Site Information.


2 Learn about Site Information at 1:14.

Medical Information

Enter and track any medical information, such as whether anyone was admitted to the emergency room or hospital, which facility they went to, who their attending physician was, and any medical results, such as full recovery, still recovering, or death. Further medical monitoring is possible under “Incident Response”.

Watch the video below at 2:09 to see an Archibus Health and Safety software demonstration of Medical Information.


3 Learn about Medical Information at 2:09.

Incident Response

Located under “Track Incidents”, “Incident Response” is an essential step in the incident reporting process. From this view, several important actions can be taken, such as generating a service request ticket, additional medical monitoring, and assigning work restrictions. This is arguably one of the most important features in ARCHIBUS Health and Safety.

Watch the video below at 2:39 to see an Archibus Health and Safety software demonstration of Incident Response.


4 Learn about Incident Response at 2:39.

Medical Monitoring

Additional medical monitoring in H&S can promote safety awareness and lets users input and track how long someone will be monitored, assigns a tracking number, and update the status of the individual or any test results that may be pending.

Work Restrictions

Assign special work restrictions to individuals, such as “working from home” in the case of the coronavirus. Set a time period for the restriction, track how many workdays were lost, and determine whether the restriction is temporary or permanent. Help everyone how to improve safety awareness in the workplace.

Watch the video below at 4:09 to see an Archibus Health and Safety software demonstration of Incident Response.


5 Learn about Work Restrictions at 4:09.

Employee Training

Assign a training program for employees to strengthen your organization’s workplace safety program. In the case of COVID-19 , users may wish to assign an employee a hand-washing class, a training on hygienic practices while sick or to prevent sickness, or provide a program to teach people best practices to prevent to sickness. Record when the training was completed. Help employees learn how to create a safe and healthy workplace.

Metrics

Create metrics that will appear on your Health and Safety dashboard around any statistics or data your organization desires to track. Show, with real data, the importance of health and safety in the workplace. This could be days of work lost, employees who are working from home, how many cases of the coronavirus have occurred within the organization, and much more. Help decision makers learn how to improve health and safety performance by creating alerts that will send out emails or notifications to key people or the entire organization. Metrics and alerts are completely customizable to each organization.

Incidents Map

View a global portfolio on an interactive map of where and how many times incidents of the same type have occurred. This is a quick and effective way to find specific details about where health and safety incidents have taken place, how many have occurred in the workplace within certain floors, rooms, buildings, campuses, etc.

Incidents Log and Pre-formatted OSHA Reports

Under the Incidents Log, users can leverage the data already entered for an incident to automatically fill in an OSHA report form, utilizing the role of the Gin industrial safety.

The WMA has seen great success from our clients who use this module, and we hope that your organization, too, can discover how to improve health and safety in the workplace by leveraging the powerful features in the ARCHIBUS Environmental Health & Safety module. If you have more questions, we are available to demo the software. Contact us to find out more about the H&S module, find ideas to promote safety in the workplace, and bring your organization’s work environment to full health!

                          Meet the Workplace Maven Alliance

The WMA is an alliance of Archibus business partners who are dedicated to finding the best IWMS solution for their clients. Formed in April of 2020, the group consists of:

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Watch this 1-hour webinar hosted by Dan Miller of IMS Consulting exploring the redesigned Archibus – now more powerful and intuitive.

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See what the new ARCHIBUS v25.1 has to offer.

For more information contact IMS Consulting: hello@ims.consulting or find us online at http://ims.consulting Connect with us on LinkedIn: For more information contact IMS Consulting: hello@ims.consulting or find us online at http://ims.consulting Connect with us on LinkedIn.

About IMS Consulting
For more than a decade, IMS Consulting has delivered the full scope of ARCHIBUS-related services to both government and commercial clients. As a Virginia Certified Small Business, IMS Consulting provides our clients with personalized attention by experienced ARCHIBUS certified consultants. Our experts work with our clients to thoroughly understand how they do business, identify their unique needs, and pinpoint opportunities to better manage their infrastructure, employ more efficient work processes, and make smarter capital budgeting decisions—both today and over the long term.

IMS Consulting specializes in the implementation of ARCHIBUS, the #1 real estate, infrastructure & facilities management solution in the world. ARCHIBUS is the global leader in streamlining how you manage your real estate, infrastructure, and facilities. Centralize your data, planning, and operations onto one seamless platform backed by 35 years of innovation and the world’s largest support network. Reduce costs, enhance sustainability, and create a better workplace by transforming how you connect with people, places, and processes.

COVID-19 in 1.9 Minutes: The Nine Stages To Track Coronavirus In ARCHIBUS

 

The Workplace Maven Alliance (WMA) is excited to be starting our new Knowledge Series, “COVID-19 in 1.9 Minutes”. Today’s article is an introduction to the series and will give the audience the following:

  1. A broad overview of the content that will be covered.
  2. How the WMA has broken up the coronavirus into three main stages and nine steps within that.
  3. A quick description of each stage, each step, it’s Archibus application, and why that application is beneficial to a company.

Our purpose in this series is to demonstrate how Archibus is the only IWMS that can comprehensively track every stage and step in the process of responding and recovering to a coronavirus incident in any organization. Because of its well-established customization capabilities, it can mold to any need an organization may have. This allows it to be the IWMS that can answer that can track any and all stages of a health and safety incident, no matter how an organization decides to split up the stages.

We’ve decided to split up coronavirus reporting, responding, and returning stages into nine steps that we think every company will experience when preventing exposure to the virus. Every solution in the steps discussed can be accomplished with a standard, out-of-the-box, no-customization-required Archibus license.

 

Coronavirus COVID-19 - The nine stages of how to track coronavirus with Archibus applications.

Report

The steps in this stage are the steps taken in the initial phase of being exposed to coronavirus or taking preventive action to stop its spread.

1. Report the Incident With Environmental Health and Safety

Let’s say that someone in an organization starts showing symptoms of the coronavirus during the workday. What are the organization’s health and safety management plan? Is there one in place, or does one need to be created? How are all stakeholders in the incident going to be notified of the response protocol so every safety step is executed?

Archibus Environmental Health and Safety allows incident management personnel to answer these questions, relay necessary safety information, and inform all stakeholders as quickly as possible upon reporting an incident. The application allows staff to create a report and fill in basic and granular information about the incident:

  • where and when it took place
  • any assets that were involved or affected
  • the type of incident (in this case coronavirus)
  • who was affected by the incident
  • who responded to the incident
  • what the response was
  • medical information and tracking
  • employee training for future incidents of this type

The strength of Archibus Environmental Health and Safety in this step is integration and connectivity; the software will pull in existing data—such as employee and location data, asset information, work order management, and more—to make the reporting process faster, easier, and more accessible to essential, key players.

What’s more, this application is currently free. Visit the landing page for more details, and talk to your Archibus provider to learn how to implement it.

2. Disinfect the Premises With Building Operations

Once you’ve reported an incident, immediate action needs to be taken to take care of any consequences from the incident—in the case of coronavirus, a thorough disinfection of any affected areas.

Archibus Building Operations provides comprehensive capabilities for properly responding to incidents instantaneously. Using this application allows users to complete actions such as:

  • Automatically generating a work request to clean the area.
  • Sending a work request through the proper Service Level Agreement (SLA) to either speed up the completion process or guarantee that it gets the proper permissions.
  • Responsive/mobile functionalities for instant update on work order status, records, schedules, and more.
  • Creating location-based preventive maintenance schedules and procedures so that a location is cleaned and disinfected regularly, meeting any organizational or governmental requirements.
  • Keeping a record of cleanings and maintenance procedures for inspections.

Leveraging the cause code within a work request allows users to quickly indicate whether a work request is related to a COVID incident without having to write a detailed description of such. We highly recommend this feature because it reports can be generated from this data, allowing an organization to understand how many incidents have occurred that are related to COVID-19.

A feature that we have found sometimes gets underutilized is the reference documents. This can be used to provide a standardized process for carrying out work orders, such as disinfecting and cleaning, so quality is maintained, and health and safety can be certain.

Respond

This stage involves the steps that allow an organization to take appropriate measures in keeping their employees safe and healthy.

3. Track Remote Employees With Emergency Preparedness

Archibus Emergency Preparedness provides users with features to take appropriate preventive action, whether an incident has occurred recently or not. Pertaining to the COVID pandemic, some use cases we’ve found that are what Archibus excels at are:

  • Tracking an employee’s previous location in the workplace and whether they are assigned to work from home.
  • Using bulletins to notify when a building has returned to usability.
  • Determining who has evacuated and who hasn’t, should an evacuation, whether gradual or immediate, be necessary.

4. Deliver Employee Assets With Enterprise Asset Management

Archibus Asset Management tracks how many assets an organization has, in what condition they are, where they are located, who uses them, and much more. In the context of the coronavirus, this application can be a game-changer by:

  • Ensuring that remote employees have a complete and ergonomic setup in their at-home offices.
  • Whether your organization already has the equipment needed to supply at-home workspaces.
  • Understanding space utilization for future reporting.

Space utilization can come into play here, as it is connected to the asset and employee that is being tracked.

5. Survey For Compliance With Compliance Management

The next application, Archibus Compliance Management complements Asset Management extremely well in the context of COVID-19. Compliance Management can help users determine and maintain employee health and safety while they are working from home.

The application uses surveys to take the assumption out of determining whether remote employees have access to necessary equipment, such as:

  • Software
  • Hardware
  • Ergonomic chairs, desks, stands, keyboards, mice, etc.
  • Access to necessary servers, websites, and other remote locations.

Users can also send instructions to remote employees to ensure that they are taking care of themselves, such as:

  • Taking proper breaks.
  • Drinking enough water.
  • What type of ergonomic equipment they should invest in and why.
  • Virtual meeting tips, equipment, and software.

Surveys are extremely flexible. Users can customize all questions, response types, documents, and instructions within a survey, as well as the geographic locations that will receive it or affiliation with a specific organization, should this be necessary. Senders can then view summary reports to understand how certain questions were answered, giving greater insight into an organization.

Return

The following steps will aid an organization in executing their recovery plan so everyone can return to full productivity, whether that be through a restack of all facilities, a larger percentage of staff working from home, or a complete return to the original setup before COVID-19.

6. Redesign Your Space With Space Management and Strategic Space Planning

Many corporate and institutional facilities professionals are wondering what buildings and offices will look like when the workplace reopens. Much discussion is revolving around how organizations can create workspaces that promote both productivity and employee safety.

Archibus Space Management applications can be of help in every back-to-work strategy: analyzing, designing and optimizing existing workplaces to accommodate returning employees, and creating a sustainable workplace management plan. These applications provide users with space categorization, department allocation, and occupancy information, synchronized with AutoCAD floorplan drawings.

  • Review and evaluate existing data and conditions
  • Analyze space density and new capacity requirements
  • Review occupancy requirements for Day-1 and beyond
  • Optimize layout & design space complying with 6’ physical distancing
  • Develop occupancy scenarios and schedule Moves (phases?)

Archibus Strategic Space Planning offers scenario planning which allows users to create floorplan schemas in AutoCAD without changing or editing the existing floorplate. Common changes that organizations make include modified furniture, tenant improvements, rearranged furniture, and reassigning spaces between divisions and departments.

Archibus Strategic Space Planning excels at:

  • Identifying space requirements by number of people, area inventory and types of rooms
  • Automatically running scenarios based on specific requirements, like the ones above, allowing organizations to maintain portfolio requirements for the next three-to-five years.
  • Analyzing a portfolio and determining the types of space an organization owns, which are being completely used, and which have space to use. For example, let’s say an organization owns a space that is a warehouse for two months out of the year but is left empty the other 10 months. Can an organization leverage that space, cut costs, and even save money?

In summary, the Archibus Space Management and Strategic Planning applications can play a critical role in this step by tracking space categories, allocation and occupancy, which are key factors when redesigning and restacking your space. This alone will encompass about 80% of the back to work requirements.

7. Reduce Area Footprint With Portfolio Management.

Real estate is usually the second biggest expense for an organization. How does an organization reduce its portfolio for cost savings while restacking floorplans to maintain social distancing? Archibus Portfolio Management gives an organization a detailed view into their real estate portfolio so strategic, cost-saving decisions can be made. Hand-in-hand with Strategic Space Planning, these two applications can help organizations determine exactly where they can save money by re-using or re-organizing space, leasing or subleasing space, buildings, and campuses, and much more. Some features that the application provides are:

  • Global Portfolio dashboard, which will summarize portfolio and lease costs by geographic location, types of space (such as office, warehouse, manufacturing, etc.
  • Cost Reporting, which will summarize and predict how much money an organization spends on real estate so they can forecast the next three to five years and achieve financial and space goals together.
  • Create custom metrics within Archibus to build what-if scenarios.
  • Use category and type to understand how you can reduce your area footprint, sublease, sell, reconfigure, or repurpose.

 

8. Manage Change With Project Management

Archibus Project Management allows organizations to organize and execute the space planning and portfolio projects discussed above: restacking and repurposing space, changing floor plates, and moving divisions, departments, and business units for cost-effectiveness. Project Management allows users to:

  • set up bid packages
  • send bid packages to contractors
  • track the bid
  • select a bidder
  • track project progress with Gantt charts

This application shares information with Archibus Capital Budgeting. All the information for the basic steps of a project—identifying a project, detailed analysis, building out tasks, milestones, determining a team, initial baseline costs, and design costs—can be linked back to the capital budget. The application will then help managers determine what tasks need to be addressed first, the budget for each task, and where any remaining budget can be allocated.

Condition Assessment projects can also be bundled up in the same process above in Project Management, run through Capital Budgeting to define cost parameters, and then executed and finalized in Project Management.

Archibus Environmental Sustainability Assessment and Archibus Clean Building also integrate well with this application to help organizations manage any COVID-19 related building projects by project priority and cost.

AutoDesk has released many applications and plugins that complement this application well. Talk to your Archibus provider for more information about this.

9. Re-Occupy Your Space With Enterprise Move Management

It provides flexible solutions for returning to the workplace and maintaining social distancing; for example, instead of completely restacking a floorplate, an organization could decide to have every third desk enter the workplace on Monday, Wednesday, and Friday, rotating employees on those days until the pandemic is resolved.

Other phase approaches are possible and limitless. Many organizations have discussed the idea of only having 25% or 50% of their on-site workforce returning to the office space.

Archibus Enterprise Move Management makes this phase approach effortless by:

  • Creating flexibility by allowing the user to manage single and group moves
  • Recording moves and changes through tickets
  • Scheduling moves by generating work order tickets
  • Coordinating all involved groups in the move process
  • Mobile/responsive functionality for verifying staff’s assigned locations

Archibus Reservations can add functionality by allowing users to create windows linked to work orders between moves and room usage for routine disinfecting to take place.

Archibus Hoteling will also let users stagger hotel space usage; for example some hotel spaces, spaced out for social distancing, could only be available during Monday, Wednesday, and Friday, while others could be available Tuesday and Thursday to allow a disinfection period.

Returning to the Strategic Space Planning step we discussed above, the scenarios created in the Space Planning application can be migrated into a Move Management project. One-click of a button will make this scenario into a move project, saving users time, money, and energy.

Get to Know the Workplace Maven Alliance

Coronavirus COVID-19 - The nine stages of how to track coronavirus with Archibus applications.

The WMA collectively has 150 years of experience in Archibus, AutoCAD,  IWMS, and CAFM solutions. We are a group of certified Archibus business  partners who are committed to finding the best solution for our clients. Formed in April of 2020, the alliance consists of:

2 Minute Drill – ARCHIBUS Workplace

 

ARCHIBUS WORKPLACE SERVICES

Archibus Workplace connects everyone to a web-based experience that adapts your workplace to support teams, projects, and daily needs. Enhance productivity, automate operations, and maximize the use of space.

Find Resources

Connect Staff to Their Needs

Search people, spaces, equipment, and more in one system with advanced filters. Browse by list or floorplan and drill into key details. Build a central inventory of all assets.

Book Meeting Spaces

Make Collaboration Easy

Connect staff to their meetings and workspaces with bookings by phone, tablet, kiosk, or QR code. Avoid scheduling conflicts, view photos and details to see if spaces meet your needs. Enable staff to track all reservations on a personal homepage.

Book Work Spaces

Free-Up Seats for Evolving Projects

Free underused seats by letting part-time staff book workspaces based on daily and weekly needs. Enable staff to browse different seat types based on which projects they are working on.

Request Services & Moves

Put People First

Empower staff to make and track service requests, from maintenance to personal moves. Include photos, descriptions, and location details to improve outcomes and ultimately, enhance the safety and well-being of everyone in the workplace.

Centralize Oversight

Prioritize Needs

Integrate with ARCHIBUS management solutions to centralize, prioritize, and track requests for space and services.

For more information contact IMS Consulting today or connect with us on LinkedIn.

About IMS Consulting
For more than a decade, IMS Consulting has delivered the full scope of ARCHIBUS-related services to both government and commercial clients. As a Virginia Certified Small Business, IMS Consulting provides our clients with personalized attention by experienced ARCHIBUS certified consultants. Our experts work with our clients to thoroughly understand how they do business, identify their unique needs, and pinpoint opportunities to better manage their infrastructure, employ more efficient work processes, and make smarter capital budgeting decisions—both today and over the long term.

IMS Consulting specializes in the implementation of ARCHIBUS, the #1 real estate, infrastructure & facilities management solution in the world. ARCHIBUS is the global leader in streamlining how you manage your real estate, infrastructure, and facilities. Centralize your data, planning, and operations onto one seamless platform backed by 35 years of innovation and the world’s largest support network. Reduce costs, enhance sustainability, and create a better workplace by transforming how you connect with people, places, and processes.

2 Minutes Drill – ARCHIBUS Building Operations

ARCHIBUS Building Operations

As ARCHIBUS certified business partners, IMS Consulting offers the implementation of the ARCHIBUS Building Operations Application.

On Demand Work

Schedule, dispatch, manage, and report maintenance tasks efficiently using self-service capabilities to reduce operational costs and increase customer satisfaction

Efficiently managing maintenance tasks is vital to keeping your organization’s infrastructure and facilities running smoothly. Stay on track with ARCHIBUS On Demand Work – a Web-based application that automates all the steps of the on demand maintenance process, from requests, to approvals, to scheduling and work order issuance, to completion and feedback. On Demand Work’s self-service functionality helps lower operating costs by enforcing process control and keeping information current, accessible, and actionable. This centralized repository enables improved forecasting and budgeting to optimize operational effectiveness. Raise customer satisfaction levels by empowering requestors and communicating with them at every step of the process with ARCHIBUS On Demand Work.

Preventive Maintenance

Streamline and automate the PM process to proactively maintain critical assets, minimizing downtime and repair expense.

Ensuring that critical assets are in optimal condition requires effective maintenance processes to efficiently allocate resources, enforce procedures/schedules, and manage performance. Webbased ARCHIBUS Preventive Maintenance (PM) enables users to proactively maintain assets, efficiently balance schedules, optimize resources, and track key metrics. Simplify and improve PM processes with ARCHIBUS Preventive Maintenance to minimize costly repairs, reduce operational downtime, extend asset service lifecycles, and improve planning.

For more information contact IMS Consulting today or connect with us on LinkedIn.