Collaborating To Manage COVID-19 in the Workplace · © Gensuite, 2020. All rights reserved....

© Gensuite, 2020. All rights reserved. Distribution only with express permission from Gensuite LLC.

INNOVATIVE TECHNOLOGY & SOFTWAREIMPLEMENT FAST | FUTURE PROOF

© Gensuite, 2020. All rights reserved. Distribution only with express permission from Gensuite LLC. 8.26.19

Collaborating To Manage COVID-19 in the Workplace

15th April 2020

Gensuite’s initiative in supporting the Indian business community


What is Gensuite…

• READY-to-use cloud solutions; intuitive Best Practice workflows; developed by EHS Professionals since 1998

• Out of the Box solution; Regional Compliance-Centric; Configurable and fully Customizable solution

• Scalable from one site to enterprise; Deploy within 4-6 weeks

• Mobile Platform w/ Offline reporting capabilities; Engage wherever you are!

• Integrated data analytics; and business intelligence – Tableau

• Global team in 8 Countries; India – Bangalore & Mumbai

• Dedicated Customer Support – 24x7, 365 days

Business Value…

• Enhanced productivity and process accountability

• Rapid adoption and deployment; no user licenses

• Continuous evolution & collaborative innovation

65+ App Modules | 250+ Subscribers |16,000+ sites | 120+ Countries |1 Million Global Users |Configure & Deploy Quickly |

Virtual Assistant | Smart Glasses | Beacons | Augmented Reality | Image Recognition

“...a trusted EHS software application with virtually no functionality gaps”

Verdantix Green Quadrant 2018

About Gensuite…


Managing COVID-19 in the Workplace


We are in unprecedented times …

COVID-19 & Gensuite

… how do we make our way?

Issues before the businesses today…

• Reduction in plant operations/Lockdowns

• Challenges in managing critical EHS Activities

• Staying Connected with Workforce

• Enforcement of Business Continuity Plans

• Shift in Managements Priorities

• Slowing Production Output

• Employee Layoffs/Furlough

• Transition to alternative production

• Increased demand in logistics & delivery

• Pressure to Adapt Daily & Deliver• Enable the Pandemic Exposure Event

Form & Log to record and track employees potentially exposed…

• Go a step ahead, offer the COVID – 19 Package.. and experience the power of Gensuite!


The Solution…

Needs

• Record and track Pandemic Exposures (COVID-19) events real-time; with the option to record exposure information on a privacy protected basis.

Approach:

• Enable the Pandemic Exposure Events in the Gensuite Incidents & Metrics application to record and track exposures; with an extension for a log of exposures resulting from the event; all on a system-anonymous basis.

Pandemic Exposure Event Form

• Enables tracking of the exposure event over time: “Suspected”, “Confirmed”, ”Disproved”; with history tracking on changes

• Does NOT have any fields that record individual names or personally identifiable information

• Track number of potentially exposed individuals

• Reporting tools for Exposure Event data in Events Data mining and Gensuite Analytics | Tableau; and as heat maps on Mapper

Scenario :



If work-related exposure: recordable case w/COVID-19 illness type (on addition to list)



Email Notifications• Configured as a “Targeted” event for distribution lists• Notifications sent only to: Site Lead, Initiator, Responder,

Investigation lead (if specified), and scope-specific Pandemic Event d-list (Business Leaders only)

Event Summary Page


Pandemic Exposure Events – Mapper Visualization

© Gensuite, 2020. All rights reserved. Distribution only with express permission from Gensuite LLC. © Gensuite, 2019. All rights reserved. Distribution only with express permission from Gensuite LLC.

Gensuite READY COVID-19 PackageGensuite’s initiative in supporting the Indian business community

• Concern Reporting

• Incidents & Metrics (w/Initial Injury Report)

• Action Tracking System


Gensuite READY – COVID 19 PackageEnsure critical EHS activities continue to be performed digitally, where ever you are!

Details of the Complimentary Package:

• Access to the pre-configured Gensuite India READY

Platform upto 6 months; with NO cost

commitments

• Two (2) 60-90 mins Webinar Training Sessions

• 24x7 Gensuite Support - via Email and Phone

• Post complimentary period –

a) Extension of Gensuite READY package for the same

scope/expanded scope by paying a nominal service cost

b) Migrate to a Dedicated, fully configurable and business

process customizable instance with the Gensuite

Enterprise model

Only 50 SlotsFirst Come First Serve!!

Gensuite Ready: Pre-configured, best practice driven plug and play platform with regional compliance configurations and Gensuite world class support, including mobile and Gensuite Insights Dashboard

Proposed Gensuite COVID – 19 Packaged Solution:

• Incident Management…. Report, Track and Investigate Pandemic as well as other Event/Injury/Illness

• Action Management….. Assign and track all Corrective and Preventive Actions to closure

• Dashboard & Analytics….Real-time visualization of data and metrics

Scope: 1-2 operational sites with 25-50 Users


Business Intelligence& Analytics

Employee SafetyConcern Reporting

Incident & Pandemic Reporting

& Investigation

Corrective Actions Delegation & Follow-up

Gensuite READY – COVID -19 Package | Streamlining Incident Management

Connecting employees, operations and EHS during the Pandemic Download Gensuite Mobile


Key Capabilities

▪ Report concerns or near-misses observed in-the-field

▪ Automatic notification of site/dept leadership for concern follow-up

▪ Utilize escalation capabilities to ensure proper investigation and corrective actions

▪ Leverage charting & reporting features to identify trends and leading indicators

▪ Gain real-time reporting capability with easy-to-use mobile forms and attachments feature

▪ Utilize offline capabilities on mobile devices for reporting in remote areas

Concern ReportingManage Employee Safety-Related Concerns/Near Misses

Used at 1,700+ sites in last 12 months

345,000+ concerns logged last 12 months

160,000+ concerns escalated to-date



Key Capabilities

▪ Record & manage a variety of incidents, including injury/illness cases, fires, vehicle accidents, near misses, inspections, penalties, etc.

▪ Conduct incident investigation and root cause analysis (RCA) using robust data-mining tools

▪ Analyze trends, rates, & KPIs using scalable data reporting, charting, and metric calculations

▪ Obtain site metric reporting and regulatory reporting with one-click generation of OSHA logs

▪ Integrate seamlessly from mobile to desktop with tablet and smartphone-enabled solutions

▪ Notify key process owners (Supervisors, Site Leads, etc.) of incident updates in real-time

Incidents & MetricsReport, follow-up, and investigate EHS-related incidents

34,000+ corrective actions identified last 12 months

165,000+ incidentslogged last 12 months

87,000+ investigations completed last 12 months



Key Capabilities

▪ Drive employee involvement, ownership, and accountability

▪ Manage action item responsibility assignments and completion tracking

▪ Easily define corrective actions and set closure targets

▪ Communicate action item details via automated / scheduled email notification

▪ Link with other Gensuite applications to ensure actions within those applications are tracked to closure

▪ Data mine compliance status with advanced charting and reporting features enabling users to trend for systemic problems

Action Tracking SystemLog findings, assign responsibility, suggest corrective actions and track closure

8.2 million findings tracked to date

Findings tracked at

~40,000 sites

120 Subscribing Companies


Gensuite Deployment Options

READY Enterprise

Customer Gensuite Instance • Standard pre-configured instance based on industry-standard program model

• Hosted in READY partition on Gensuite’s robust private cloud-hosted SaaS platform (https://ready.gensuite.com)

• Dedicated instance established and configured specifically for each customer’s program needs

• Hosted in customer-dedicated partition on Gensuite robust privatecloud-hosted SaaS platform (https://company.gensuite.com or gensuite.company.com)

Application Configuration (e.g. labels, drop-down list options, app-specific configs)

• Based on industry-standard programs• Provisioning of site(s), applications & users

• Configurable and extensible applications suite• Setup and configuration of organizational structure, applications and

users

Subscriber-specific IT Systems Integrations

• Not available in standard, pre-configured READY instance • Available on-demand; including Intranet, Single Sign-On, Company Directory, etc.

User Registration & Authentication

• Gensuite Sign-On (https)• User-specific Gensuite login and password

• Gensuite Sign-On (https) OR• Company Single Sign-On (SSO) integration

Operating & Support Services • Based on Scope & Scale of Implementation • Based on Scope & Scale of Implementation

• Quarterly service cost; service terminable with 30 days notice • Quarterly service cost; fixed for length of Multi-year Agreement absent changes in scale

Customization Projects • Limited in scope • Broad scope of services; available on-demand

Service Contract • Monthly service basis• Gensuite standard operating & support

• Multi-year License & Service Agreement• Defined Service Level Agreement (SLAs)

Growth Potential • Expandable to multiple sites and available applications; Enterprise transition option

• Unlimited scale and all Gensuite applications

World Class User Support

• Defined launch support; self-service help tools; additional support services by request

• Our commitment to service excellence!

• Launch and ongoing deployment support; annual allocation of support hours commitment

• Our commitment to service excellence!


Operating & Support ServicesServices Framework

✓ Setup and on-going operating & support services

✓ Based on desired scale of implementation, reflecting operations size/scale/profile and desired Gensuite application modules

✓ No up-front license costs or per-user fees

Customer Support Commitments• Core commitment to providing users world-class, Six Sigma

quality support for our Gensuite application modules.

• Operating & support services for assured:

– High Gensuite application modules availability

– Problem reports/support request response

– Gensuite application modules enhancement evaluations

– Data backups & emergency recovery

– Data security and reliability

Service Measure Service Level Commitment

Gensuite application modules page response

>90% pages generated in<30 seconds for Gensuite application modules home and principal data entry pages

User Support request >90% closed within 5 business days

Gensuite application modules errors

>90% closed within 5 business days

Enhancement request evaluation

100% response within 30 days for business-critical requests

Standard Services Contract• Underlies services offering and cost commitments

• Contractual service level and delivery/service fee assurances; IP protections; limitations of liability

• SaaS Industry standard payment terms: net 30 days

SLAs for Exceptional Responsiveness & Support

Unlimited Users

Synergies for Scale – Up 1+1=3

Turnkey Hosting & Maintenance

Performance focused Subscriber Community

Quarterly training from Gensuite University

Continuous Gensuite Application Evolution


Gensuite Customer Services Team24/7 Always-There-For-You

Relationship Leader–

Day-to-Day Point of Contact / Based In-Region

✓ Support launch activities and identify support needs

✓ Follow-up on requests/problem reports, support requests

✓ Available via phone/in-person meetings

✓ 3-5 yrs. experienceAccount Manager – Ensuring Customer Support & Service Commitments

✓ Launch & Project Management

✓ Support Oversight & Customer Relationship

✓ Strategic Planning (Launches, On-Going Support, etc.)

✓ 5-10 yrs. experience

Global Service/Support Team

✓ Support for service requests and projects

✓ Regional and local language training delivery

✓ 0-10 yrs. experience

Gensuite Executive Team

✓ 100+ years of collective EHS and IT experience

✓ Master Belt and Six Sigma Certified

North America Mexico & South America UK & Europe Africa/ME, Asia & India China Australia

© Gensuite, 2020. All rights reserved. Distribution only with express permission from Gensuite LLC. © Gensuite, 2020. All rights reserved. Distribution only with express permission from Gensuite LLC

Gensuite Application Modules

• Action Tracking System

• Incidents & Metrics(w/Initial Injury Report)

• Concern Reporting


Key Capabilities

▪ Drive employee involvement, ownership, and accountability

▪ Manage action item responsibility assignments and completion tracking

▪ Easily define corrective actions and set closure targets

▪ Communicate action item details via automated / scheduled email notification

▪ Link with other Gensuite applications to ensure actions within those applications are tracked to closure

▪ Data mine compliance status with advanced charting and reporting features enabling users to trend for systemic problems


8.2 million findings tracked to date

Findings tracked at

~40,000 sites

120 Subscribing Companies


Flexible Configurations▪ Log action items in batch via a self-

service bulk upload template

▪ Explore multi-lingual options enabling users to work in local language

▪ Ensure action items are completed correctly by requiring closure verification

Core Features▪ Assign & manage action items through to

closure

▪ Determine responsibility quickly and view action item status to preventoverdue action items

▪ View trends for systematic problems through advanced charting and reporting

▪ Auto-generate email notifications to indicate status of action items at the responsible person, site, and business level

Extensions & Integrations ▪ Sub-Corrective Actions – assign sub-actions

with separate owners and due dates leading up to the overall action closure date

▪ Corrective & Preventative Action Details –Record additional CAPA investigation details, root cause, effectivity information and dates

▪ Link with other Gensuite applications to manage all actions in a unified system (Incidents & Measurements, Concern Reporting)

▪ 5-Why Root Cause Analysis to digitally manage the Digital 5- Why investigation process using a fast and intuitive tree structure





Intuitive, At-a-Glance Status Homepage Streamlined

Action Form

Integrated Data Visualization

Quick Review Dashboard


DIGITAL WORKFLOWS


Action Tracking System – Action/Finding Tracking

Log and Assign an Action/Finding

Work In-progress and Record Notes

Mark Completion with Comments

Verify Completion

Generate Finding/Action Output (PDF)

Run Charts, Data Mining Reports, Metric Reports, Site Status Report for Detailed Analysis…

Other Applications:• Reg Auditor• Inspection Tool• Incidents &

Measurements

Need Verification?

No

Yes

Output Format: Web, Excel, PDF, Email


Action Tracking System – Action/Finding TrackingA

ny

EESu

pe

rvis

or

• Log and complete the action/finding form

• Action Category• Building/Department• Description• Attachment• Responsibility• Closure Requirement• Action Details• Sub action details• Closure verification …

• Batch upload actions/findings using excel template

• Export action/finding into ATS from another Gensuite application: Inspection Tool, Reg Auditor, I&M etc.

• User with level 1 permission or above is able to add a new action/finding

Au

dit

or

EHS

• Receive weekly email about action/finding closure status across site

• Generate in-app charts and reports to analyze actions and findings including their closure rate

• Utilize Insights & Analytics to do in-depth analysis

Act

ion

Ow

ner • Receive notification email

about the action assigned• Log in-progress note if

needed

• Mark completion of the action with comments and closure date

• Receive weekly email of actions/findings assigned

• Get a quick view of pending actions/findings from My Open Action or ATS homepage

Ve

rifi

er

• Receive notification email upon action completion

• Mark the action completion as verified

Log Action/Finding Follow up Action Close out Action Verify Closure Monitor & AnalyzeProcess

Owner


Key Capabilities

▪ Record & manage a variety of incidents, including injury/illness cases, fires, vehicle accidents, near misses, inspections, penalties, etc.

▪ Conduct incident investigation and root cause analysis (RCA) using robust data-mining tools

▪ Analyze trends, rates, & KPIs using scalable data reporting, charting, and metric calculations

▪ Obtain site metric reporting and regulatory reporting with one-click generation of OSHA logs

▪ Integrate seamlessly from mobile to desktop with tablet and smartphone-enabled solutions

▪ Notify key process owners (Supervisors, Site Leads, etc.) of incident updates in real-time

Incidents & Metrics

Report, follow-up, and investigate EHS-related incidents

34,000+ corrective actions identified last 12 months

165,000+ incidentslogged last 12 months

87,000+ investigations completed last 12 months



Flexible Configurations

▪ Various options for case reporting workflows to match business process

▪ Customize event forms with several form options (simplified, standard, custom)

▪ Build case form fields and dropdown menus to align with existing business case reporting process

▪ Classify incident severity for I&I cases and events using customizable Severity Levels

Core Features

▪ Record & investigate a variety of incidents, including injury/illness cases, fires, vehicle accidents, etc.

▪ Identify program improvement areas through guided root cause analysis & data mining tools

▪ Collect & verify key performance indicators/metrics and rollup business-wide

Extensions & Integrations

▪ Integrations with Gensuite Action Tracking System, Concern Reporting, and Initial Injury Reports

▪ Track associated sub-events (e.g., vehicle accident that caused a spill/release)

▪ Integrated GPS coordinate tracking for pinpoint mapping of incidents and events for field operations

▪ Integrate with HR System for automatic hours worked management and access to HR directories for employee lookup

Incidents & Metrics


“Event reporting in particular, and the ability to flag high and potentially high severity incidents, has resulted in incident visibility and detailed

reporting parity we didn’t have with our previous system, and a confident reassurance that lessons learnt and actions to mitigate future recurrences are being documented and built upon” – Amazon



Incidents & Metrics



Intuitive Homepage Dashboards

Simplified Incident Logging

Streamlined Form with Attachments

Snapshot of Pending Actions

Integrated Insights & Data Visualization


DIGITAL WORKFLOWS


Incidents & Metrics – Injury/Illness Reporting

Report a ConcernReport an Initial Injury Report

Report an Injury/Illness (w/

details and recordability)

Injury/Illness?

Yes

NoNo

Concern Reporting Initial Injury Report

Investigation & Root Cause Analysis

Corrective Actions Close Report

Incidents & Measurements

Incident, and Incident Rate Analysis Using Various Charts & Reports…

Create and Publish Significant Incident Report

Export and Track Corrective Actions in ATS

Export to ATS?

Yes

No

Action Tracking System

Worker’s Comp System

HR (Hours Worked) Database

Company System Integrations

Associated Event Report


An

y Em

plo

yee

Report a safety concern in Concern Reporting• Mobile• When, where, what• Photos

• Receive email about the case closure

• Submit feedback and comments

Sup

erv

iso

r Report a case in Initial Injury Report• When, where (GPS), what• Employee • Injury/illness details such as

body part, object exposed, injury type, description,

witness etc.

• Injury level (customizable)• Associated Safety Risk

Assessment (JSA)Faci

lity

Med

ical

Te

am

EHS

Report a case in Injury & Illness module within I&M• Case date/time, Employee

details• Injury/illness details such as

body part, object exposed, injury type, description,

witness etc.

• Injury level (customizable)• Associated Safety Risk

Assessment (JSA)

• Receive email notification

• Review concern or case details

• Escalate/export data into Incidents & Measurements form

Fill in investigation form and RCA fields in I&M• Core activity• 5-why, fishbone analysis• Immediate/root cause• Management systems• Follow-up actions

Close out the case upon follow-ups completion• Log end date of lost time• Generate and publish

Significant Incident Report to share lesson learnt if applicable

• Log weekly/monthly hours worked (HR)

• Review (recordable) incident rate generated by I&M and associated analysis charts (i.e. compare against

same time last year)

Act

ion

O

wn

er

Complete the assigned actions in I&M or Action Tracking System if associated

Report Incident Review Report Investigate & RCA Corrective Actions Close IncidentIncident (Rate)

Analysis

Note: Blue fonts highlight integrated Gensuite applications; Grey background shows recommending and extended process steps.

Process

Owner

Incidents & Metrics – Injury/Illness Reporting


Report a Concern

Report an Event (w/

Event details specific to the Event Category)

Events?

Yes

No

Concern Reporting

Investigation & Root Cause Analysis

Corrective Actions Close Report

Incidents & Measurements

Event Analysis Using Various Charts & Reports…

Create and Publish Significant Incident Report

Export and Track Corrective Actions in ATS

Export to ATS?

Yes

No

Action Tracking System

Event Category• Air Exceedance• Property Damage• Spill/Release• Wastewater Exceedance• IH OEL Exceedance• Fire• Notice of Non-compliance• Penalty• …

Associated Injury/Illness Report

Incidents & Metrics – Event Reporting


Incidents & Metrics – Event ReportingA

ny

Emp

loye

e

Report a safety concern in Concern Reporting• Mobile• When, where, what• Photos

EHS

Report a case in Events module within I&M• Event date/time, Event

Category, Location• Event details such as

Description, Immediate Response, PSM, Contractor

Firm etc.

• Event level (customizable)• Associated Safety Risk

Assessment (JSA)• Details specific to the Event

Category, such as Exceedance Parameter, Emission Unit etc. for Air Exceedance Event

• Receive email notification

• Review concern or case details

• Escalate/export data into Incidents & Measurements Event form

Fill in investigation form and RCA fields in I&M• Core activity• 5-why, fishbone analysis• Immediate/root cause• Management systems• Follow-up actions

Close out the case upon follow-ups completion• Put in Closure Date for the

case• Generate and publish

Significant Incident Report to share lesson learnt if applicable

• Review Events associated reports, dashboards and charts

• Analyze root causes for different types of Events

Act

ion

O

wn

er

Complete the assigned actions in I&M or Action Tracking System if associated

Report Incident Review Report Investigate & RCA Corrective Actions Close Incident Incident Analysis

Note: Blue fonts highlight integrated Gensuite applications; Grey background shows recommending and extended process steps.

Process

Owner


Key Capabilities

▪ Report concerns or near-misses observed in-the-field

▪ Automatic notification of site/dept leadership for concern follow-up

▪ Utilize escalation capabilities to ensure proper investigation and corrective actions

▪ Leverage charting & reporting features to identify trends and leading indicators

▪ Gain real-time reporting capability with easy-to-use mobile forms and attachments feature

▪ Utilize offline capabilities on mobile devices for reporting in remote areas

Concern Reporting

Manage Employee Safety-Related Concerns/Near Misses

Used at 1,700+ sites in last 12 months

345,000+ concerns logged last 12 months

160,000+ concerns escalated to-date



Concern Reporting


Flexible Configurations▪ Escalate concerns to other Gensuite

applications for further follow-up (corrective action, incident investigation)

▪ Enable anonymous reporting of concerns & near misses

▪ Multi-lingual options to allow users to work in local language

Core Features▪ Engage all employees in the

reporting of concerns through easy-to-use open-access forms

▪ Notify responsible leadership for concern follow-up

▪ Assign key issues for additional investigation and ensure all concerns have been addressed

▪ Identify systematic trends and leading indicators using charting & reporting features

Extensions & Integrations ▪ Look-up and associate GPS coordinates

to a concern to visualize concern hot-spots

▪ Open Access to allow all employees to report concerns without requiring user login

▪ Distribute QR codes company-wide to allow employees to submit concerns with one simple scan on their devices

▪ Integrations with Gensuite Action Tracking System, Calendar, Contractor Safety, Incidents and Measurements and Initial Injury Reports



Concern Reporting



Quick Review Insights Dashboard

Attachments From Any Device

Streamlined Input Form

Intuitive At-a-Glance Status Homepage

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