Compliance Dashboard

The admin user will need to grant specific permission to relevant users to include the Compliance section on their navigation menu.

 

From the navigation menu, go to Settings and find the User tab.

• Choose the new role you want to give permission to in the Roles & Permission sub-tab underneath.

• Click on the Compliance drop-down at the bottom and check the Compliance Dashboard box for the role.

• Click Save to update. The Compliance section will appear on the navigation menu once the permission is activated, with two viewing options: Dashboard and List View.

• For the roles with existing permission, you can directly assign others or make adjustments to who you want to have this permission. *Note: To help with adoption, the Compliance Dashboard permission is automatically turned on for the Sysadmin (TheWorxHub) role and the roles that already have the Work Orders – Compliance permission under the Dashboard drop-down activated.

 

 

 

To take full advantage of this dashboard in your TheWorxHub account, you can follow these guidelines:

1. Utilize the Is Compliance Related checkbox if the work being performed fulfills a compliance requirement. Check this box on all relevant Work Orders, Scheduled Work Orders, and Templates for any of the TheWorxHub applications you own. *Note: The Is Compliance Related box is only visible for users with the Can See Compliance Checkbox permission in Users’ Roles & Permissions under the Work Orders section in Settings.

    

   

    

          Bright Idea:

   The Is Compliance Related checkbox is automatically checked on all work orders that have a category-subcategory combination with a corresponding compliance code for Healthcare users who utilize our Joint Commission or DNV compliance codes setting. After selecting a category and subcategory, the system will automatically apply the compliance code and activate the checkbox.

   Users also have the option to deselect the checkbox where applicable. This flexibility offers your organization the ability to better distinguish between compliance work orders and non-compliance work orders. For example, a simple lightbulb change like in the example below might not be necessary for certain work orders, so you can deselect the checkbox, and the work order can now be saved without it.

   

    

    

2. Confirm the assets that you have added are linked to corresponding work orders and scheduled work orders. *Note: Please be sure to unlink retired assets from your active compliance-related scheduled work orders.

    

   

    

3. Take advantage of the Pass/Fail task list type to link templates that will generate corrective actions upon failure.

   • Step 1: Create the necessary corrective action templates.

      

     

      

   • Step 2: Add or adjust the task list on your Scheduled Work Orders.

      

     

      

   • Step 3: When there is a failure, a work order will be generated to correct the issue.

      

     

      

     

    

4. If you are surveyed by The Joint Commission or DNV, you can activate which compliance code you would like to appear on Work Orders and Assets. *Note: This is for the Healthcare version only.

    

   

    

   

    

TheWorxHub Compliance Dashboard provides you with at-a-glance information to track and monitor the status and progress of compliance-related work more easily. *Note: The data displayed in each chart are real-time accumulations.

 

Here are steps on how to begin using the interactive display of KPIs:

1. Choose the department for the compliance information you wish to review from the drop-down menu at the top of the screen. *Note: This page is department-centric based on the modules you purchased. The default page is the Maintenance department.

    

   

    

2. Compliance Work Order Completion - Last 12 Months & Current Month-to-Date:

   • Refer to the Compliance WO Completion KPI to see the compliance work orders completed within the last 12 months.

   • This chart is calculated based on compliance-related work orders that have a Due Date within the corresponding month for each cluster of columns. It is then broken down to display the work orders that were completed by the Due Date (On-Time), Completed Overdue, and items that were still open at the end of the month.

   • Hover over a bar to see the count within each category of the month as you drill down.

   • A more simplified compliance work order completion data is also presented via the Current Month-to-Date tracker under this KPI, showing you the current month’s percentage of compliant completion.

      

     

      

3. Compliance Work Orders Completed by Work Order Category:

   • Access the Compliance WO's Completed by WO Category KPI to retrieve the compliance work order completion percentages.

   • This chart is calculated based on the total number of compliance-related work orders that have a Due Date within the Current Month (or Current Year). The work orders are then displayed as a percentage of the total work orders that are completed by the work order category.

   • The default is set to display the Month-to-Date data, and you can toggle Year-to-Date.

   • Select the work order categories you wish to generate from the drop-down menu. You can select more than one category. *Note: The maximum number of work order categories is nine. If your organization has more than that, you can select only the ones you want displayed from the drop-down.

   • The chart will show the percentage of selected work orders categories.

   • The real-time percentages of each category will give you the opportunity to view where you are at with work order completion.

      

     

      

4. Compliance Work Orders by Status [List View Preview]:

   • The Compliance Work Order KPI renders the work order data into four different status buckets. *Note: The default status highlighted for this KPI is Incomplete.

   • Click on the status tab you wish to view.

   • Completed is sorted by the completion date.

   • Under Incomplete, you can see the work order statuses sorted based on due date. *Note: The color indicator shows the incomplete work order that is overdue.

   • Non-Compliant represents work orders that are overdue, work orders that had a corrective action triggered, and work orders that resulted from a task list or survey inspection failure (corrective action). *Note: The due date color indicators call out overdue tasks and/or tasks that are at imminent risk of becoming overdue.

   • Canceled shows you the work order, along with its respective start, due, and canceled dates.

   • Click on the View All Incomplete button to navigate away. It will bring you to the List View page, where a further defined list of compliance work orders is available.

      

     

      

5. Compliance Work Orders by Location:

   • Go to the Compliance WO’s by Location KPI for location-based compliance metrics.

   • The work orders are based on your site's top-level locations, depending on how you have your location tree set up.

   • Specify the location from the left All Top Level Locations drop-down. You can select more than one location.

   • Toggle either Past 30 Days or Next 30 Days. The default shows the latter. *Note: The count is based on the compliance work orders that have already been generated. It is not future-based.

   • Choose the number of results you wish to display from the Per Page pagination if you have more than 5 top-level locations.

   • You will see corresponding results sorted by location in their status tabulation: Complete, Incomplete, and Non-Compliant.

      

     

      

While the Dashboard view presents interactive KPIs, the List View offers you a comprehensive list of your healthcare facility's compliance work orders with the help of robust filters to refine your search a step further. Without having to leave the Compliance Dashboard, you can view more detailed information about these work orders to easily and quickly gather the information you need and optimize your time.

 

 

To use the Compliance List View, you need to

1. Choose the department for the compliance information you wish to review from the drop-down menu at the top of the screen. *Note: This page is department-centric based on the modules you purchased. The default page is the Maintenance department.

2. Select the work orders you want to populate from Complete, Incomplete, Compliant, or Canceled. *Note: The default will show you the Incomplete list.

3. Use the Search Work Orders bar to search dynamically on key work order information. Example: If you type in a scheduled work order number, it will show all the individual work order instances generated from the parent schedule. You can also insert a location keyword to generate work orders based on the location entered.

4. Set the Per Page pagination. The default is 25 results per page.

5. Click on the Filters button to isolate the list with the following filter options:

   • General Filters: Results can be refined by Location, Work Order Category, Work Order Subcategory, Status, Compliance Code, Assets, and/or Assignees.

      

     

      

   • Data Range Files: Select the dates from the calendars that appear on Due Date Range, Complete Date Range, and/or Start Date Range.

      

     

      

   • Advanced Filters: To enhance your analysis, you can also filter by Asset Category, Asset Subcategory, Asset Risk, AEM, and/or Recurrence.

      

     

      

   • Finally, click Apply to update the list of compliance work orders displayed on the List View.

      

6. Review the generated list that entails the following details:

    

   • Due

   • WO#

   • Sched. WO#

   • Status

   • Assets

   • Compliance Code(s)

   • Work Order Description

   • Corrective Action

   • Location

   • Assignee

   • Completion Notes

    

7. Click on the WO# to open a flyout of the Work Order details on the List View page without having to navigate away:

   • The flyout is read-only. However, to view the parent schedule, click on the Scheduled WO number. This action will reroute you to the Scheduled Work Order form to make changes. *Note: Alternatively, you can also click the work order title to navigate to the Scheduled Work Order form.

   • If you click on the Assets drop-down, you can view the full list of assets linked to the work order. You can click on the asset title to navigate to the Asset form if needed.

   • Any attachments that have been uploaded to the work order will be displayed under Attachments.

   • In addition to completion notes, the Log will show you status updates and any other changes made to the work order.

   • Click on the View More Details button to navigate to the Work Order form on the Dashboard. *Note: If you click the browser back button, it will take you back to the List View page.

    

   

    

8. You have the option to export the data you have pulled by clicking on the Export button. It will generate an Excel file of the list on your screen.

    

   

    

9. Upon completion, click on the Print Selected button to print any selected compliant work order. You can select more than one work order to print as necessary, which will appear in the work order print preview.