Safety Management Suite Frequently Asked Questions

General

When items are deleted from Safety Management Suite, are they recoverable?

No, once something is deleted it is gone.  Be sure you want to delete something before proceeding.

 

Are there any limitations for mobile devices such as screen size or manufacturer?

No. The only thing that will change from one phone to another is how the text displays. The Safety Management Suite will respond to whatever the screen size is. Microsoft Edge and Google Chrome may be the best browsers to utilize the system on.

 

Chemicals

If I upload my own Safety Data Sheet, does J. J. Keller monitor it?

No, if you add a chemical product, select No for J. J. Keller to monitor, and upload your own Safety Data Sheet, J. J. Keller will not monitor for a newer version.  If you go back into that record and change the toggle for 'Find and Monitor' on, then J. J. Keller will look for a newer version of the SDS.

 

How long does it take for J. J. Keller to retrieve a Safety Data Sheet?

SDS acquisition depends on J. J. Keller having all of the information needed to acquire the SDS and how available manufacturers make their SDSs. Some have their SDSs available on their website, some do not.  If it takes longer, the Status of the Safety Data Sheet will change to indicate that further information is needed (typically marked as Unable to Source).

 

How often does SMS monitor and update our Safety Data Sheets?

We check for updated versions every 12 months. However, if you find a newer version and you want it indexed sooner, you can send it to safetysupport@jjkeller.com.

 

When J. J. Keller monitors an SDS, how am I notified of a change?

On the Chemical Center Dashboard, there will be a card titled: "Notifications: New SDSs."  When a new one is acquired, the count on that card will increase. Clicking on the card will bring you to the Product List showing all the new SDSs. Please note: if you have created binders, you should reprocess any binders in the TO DO status for the new SDS to populate. See Creating SDS Binders for more information.

 

Are GHS labels available for chemicals?

A GHS-compliant label can be generated in Safety Management Suite for the SDS that is marked as Primary and in a Complete status.

 

Incidents

When Sequential Auto-Numbering is selected for Incidents Case Numbering and an incident is deleted, will the case number of the deleted incident by reused?

No.

 

Are there SMS Incident Intake Forms available?

Yes! For certain subscription types, we have an Incident Intake Form, found under Settings. This feature allows customers to send a location-based URL that can be sent to an employee or visitor. This URL will allow the employee to access an Incident Form. Once they have completed and submitted this form, an email will go to the SMS Admin or person identified when filling out the form so an incident record can be created. See Incident Intake Form for more information.

 

OSHA

Why do the forms only show up to 180 days when there were more for the incident?

OSHA allows employers to stop counting days away at 180. (At that point they figure they’ve determined the severity of it – in other words, if you’re out 180 days, it’s serious, which is the point of counting the lost days.)

 

Why aren’t some NAICS codes available?

The OSHA regulations for recordkeeping adopt specific editions of the 2017 NAICS codes. If not available in the Incident Feature, that means that NAICS code is no longer in use.

 

Are SIC codes still in use and do they need to be shown on the forms?

OSHA no longer uses SIC codes. They phased those out in favor of NAICS. They would only be needed if specifically asked for by a government agency. 

 

 

My incident has both Days Away and Job Transfer/Restriction days. Why aren’t both numbers showing up on my OSHA Report?

On the OSHA 300A Report the Number of Cases will only report the most severe aspect of the case. Days Away is considered more severe than Job Transfers or Restrictions. The Number of Days will still total the number of days away and number of days of job transfer or restriction.

On the 300 Log, the check mark will only report the most severe aspect of the case. So if you incidents has Days Away and Job Transfer or Restriction, only Days away will be check marked. The total number of days Away from work and On the job transfer or restriction will still report the total number of days for each, with a combined total up to 180 days.

 

What if my recordable incident does not have any Days Away or Days with Job Transfer or Restriction Days, and did not result in a death?

To make sure this incident still shows up on your OSHA 300 reports, please go into the incident, into Recordable Injury or Illness Details. From here you will move the toggle that asks “Is there another reason this incident is recordable?” to YES.

How do I record my incident's Days Away/Job Restrictions if the employee is still currently on leave/job restriction?

Per 1904.7(b)(3) and 1904.7(b)(4)  If the employee is out/has job restrictions for an extended period of time, you must enter an estimate of the days that the employee will be away/has job restrictions, and update the day count when the actual number of days is known. You can enter the End Date/Days Away when they return to work/are off job restriction.

 

Plans & Policies

How will I be notified of regulatory changes that may impact my plan or policy?

The Effective Date column when viewing Plans & Policies reflects the effective date of the regulation impacting the plan.  J. J. Keller will update the Effective Date when a regulatory change occurs.  Additionally, a site update will be posted on your Dashboard under "Regulatory Change Notices".

 

Does Safety Management Suite keep a version history of Plans & Policies to see any prior versions?

No, however, there is 'last modified' stamp on the safety plan indicating who it was last changed by and when.

 

Tasks

Can a user assigned a task mark it as Complete?

Yes. Once a task is assigned, the user can mark it as Complete, change the status, add notes, and investigation records.

 

Can tasks be made recurring on a scheduled basis?

At this time, this is not available, but may be added as a future enhancement.

 

Training

Can I enroll groups of learners in a course?

Yes, filter the list of employees by location, job, work area, etc., and then click Enroll All. (Note: In order to filter the list this way, ensure this information is added to your employee's file.)

 

Do courses automatically expire?

Yes, they expire after 180 days, which is why the due date for the course can only go out as far as 179 days.

 

Can I enroll students in multiple courses at once?

At this time, no, but this is an enhancement that may be implemented in the future.

 

Can I view the progress a learner has made in a given course?

Yes.  Open the course and add the Time Spent column. Click the green arrow at the top right of the table and check the box next to Time Spent.

 

Are training courses available in Spanish?

Yes, from the Training Asset Library, filter by Language and select Spanish.

 

Technical

Does this software use any cloud-based technologies to store any data?

SMS is a public-facing website hosted in Microsoft Azure (public cloud). Data is stored in the US.

 

Does this program allow for the saving of data in the cloud? If so, can this feature be disabled?

Yes – The application and database resides in Microsoft Azure. This cannot be disabled.

 

Does this software allow remote access to any users outside of Ursa Major Technologies? (Such as support role, or chat feature)

Yes, this software does have a feature that allows support representatives to access the site when troubleshooting issues, as requested by the customer.

 

Does this software utilize any components that would otherwise transmit data to any external sources outside of our local network? 

SMS does not reside on the customer network.  It is hosted in Microsoft Azure.

 

Is this software considered standalone or does it use a network license server to control available access?

SMS is a public-facing website.  Each user requires a unique username and password, and be covered under a subscription. There is no network license server.

 

Does this software receive regular updates? If so, how?

Yes, site functionality is deployed several times/month, without intervention from the users.

 

Has this software been tested/certified against any specific type of cyber-attacks?

We perform weekly vulnerability scanning of infrastructure and dynamic web application scanning. Annual penetration testing is performed by a 3^rd party.

 

Has this software been certified to be compliant with any security standards?

J. J. Keller’s information security program is certified to the ISO 27001:2013 standard since 2018, and we have obtained SOC 2 Type II since 2020.

 

Does this software allow for the integration of a third-party IDP SSO?

SSO is not available at this time