Online Travel Risk Assessment
It’s clicked over to twelve o’clock, so thank you for everybody for taking the time out of your schedules today to come and view the webinar. In today’s webinar I’m going to be going over, at a pretty high level, one of JESI’s latest software enhancements, which is the interactive customisable travel risk assessment.
Now due to limited time on the webinar today, if you do have any questions or would like to know more, the last slide does have contact details. Throughout the webinar, if you do have any questions please take note of them and there will be an email address and phone number to call if you would like to discuss further.
Today I’m going to start off with a background on JESI and then go through to show you the customisable travel risk assessment in action to see what that looks like. I’m going to run through some of the feedback and what we have actually found in the marketplace so far.
What exactly is JESI?
JESI is journey management software solution for organisations that have a mobile workforce. JESI uses existing technologies which is SMS and emails. JESI sends an automated escalation notification to emergency contacts if a traveller fails to check in at a destination. JESI also automates, existing manual journey and travel risk processes.
What does that actually mean and how does JESI work?
On the slide you can see here now, a traveller can create the journey themselves, or a journey can be created on the traveller’s behalf. At the time the journey is to begin, the traveller then commences their journey and all going well the traveller checks-in at each checkpoint until they reach their final destination.
How do they check-in?
They simply reply to an SMS or to an email to confirm that they have arrived at a destination. If the traveller misses a check-in, they fail to respond to one of the notifications, then at a predetermined time frame, JESI will commence the automated escalation process, and that will be via sending an SMS and email to the emergency contact associated with that traveller.
From there the emergency contact will then locate and make contact with the traveller to confirm they are safe and advising that they are to check in. If they cannot locate that particular traveller then they are to start their internal procedures to locate that particular traveller. There you have background about what JESI is about and how the system works at the moment.
What is a travel risk assessment?
I’m sure the people participating on the call today, will be quite familiar with the terminology. On the slide at the moment you’ll see some definitions according to WorkSafe Victoria and ComCare. Then on the following slides, some more points about when a travel risk assessment should be completed.
There are a couple of bullet points according to Safe Work Australia, when a travel risk assessment should be completed. The people we have on the webinar, I assume have had an introduction to a travel risk assessment previously, you may be very well aware when a travel risk assessment should be completed. For those that may not, there is some bullet points here that would give you an indication of when.
Current industry practice
Feedback we’ve received from clients and current industry practice can include, a paper-based process where a traveller is potentially completing a manual travel risk assessment that may require manager approval. Again a manual process where a traveller completes the process, which then potentially can go from email to in-tray if it does require a manager’s approval, then potentially back to the traveller to advise of the outcome, whether the journey is approved or denied.
Both of these processes above can be quite intensive on time, to both the traveller and the manager depending on the turnaround time to receive that outcome. The challenges that these practices bring; unproductive and time restrictive issues for both the traveller and manager waiting for that approval to come through. Then we look at the costs associated with the manual process, they can add up over the course of time. We have learnt that some forms being completed can take up to 15 minutes for the traveller to actually go through each page of that particular process, then gets it over for manager approval, which then adds additional time from the manager’s point of view, to review and approve.
If you think about that, the traveller is potentially doing multiple risk assessments over the course of a week, each entry taking potentially 15 to 20 minutes before you get an outcome, or even longer. All that time does add up.
There’s also the challenge of being able to complete the travel risk assessment when the traveller potentially may not be in the office, or they may not be near their computer, or their paper-based forms to complete the travel risk assessment.
The JESI travel risk assessment
It’s customisable for organisational requirements, that could be drive in drive out (DIDO) employees on roster, there may be domestic or international travel that may require a travel risk assessment to be completed. Or potentially you might have people going in and out of homes for home visits, where a risk assessment might need to be completed.
The JESI travel risk assessment automates the approval process and can be completed from any smart device providing the person completing, does have access to internet connectivity.
The approval process – what does that look like and how does that work?
Organisations that do take up the JESI solution, would:
- supply us with the risk matrix for the type of travel specific to your organisation
- we then apply that risk matrix to a series of questions, based on what your current organisation requires
- the traveller then completes the questions in JESI – each question has a score with the risk matrix behind that
- depending on the answers the traveller selects, the travel will be automatically approved or potentially sent off to management for review – for them to then look through the answers provided
- This is sent via email and SMS notification that the risk assessment requires review, the manager will then click on the link within the email that they receive, view the answers submitted, and from here they can approve or deny the risk assessment.
It’s a very fast process, as soon as it gets denied or sent to review, it gets sent to the manager. If it gets approved, the traveller is automatically aware of the outcome and can commence their journey.
From a compliance perspective all communication that does takes place between JESI and the traveller is time-stamped and dated in the back end of JESI, and can be easily viewed from any smart device no matter where you are.
We’re automating that process so we’re reducing that time for manual handling. An approval is automatically notified. Iif it does go off to review, the reviewer or the manager gets an instant text message and email to say that there’s a journey for review. Which is going to free up a lot of time with that manual process.
There’s a bit of insight as to why customers are buying the JESI solution. Over the next couple of slides here, I have put together a couple of videos to show you very quickly, the risk assessment in action – what an approved outcome looks like and also what a review or denied outcome looks like.
Once the traveller has completed the journey details, they are just going to pop back into JESI and you will see on the top right-hand corner, they are going to open the risk assessment. Each question is scored depending what your organisation requires to get the approved outcome, or the review or denied outcome.
All of the questions that we see here would be provided and are customisable to what your organisation requires. The traveller is going through and answering the series of questions. Identifying their personal situation, how they are feeling and if they have slept. Once again it depends on what your organisation needs. Upon answering the series of questions, we have an instant approval.
The traveller instantly knows they can commence that journey, that they have put into JESI.
Now for a different outcome. We are going through and opening up the risk assessment, answering the series of questions, depending on the answers provided, we will receive a different result. This is now telling me based on the answers I have submitted, and the matrix sitting behind each question, is the score that I have received for that journey has been denied. The process that’s sitting behind this now, is notification has been sent to my manager to say that I had a journey in JESI from this location to this location, and it requires approval or review before I can commence that journey.
For the approval process they have received an email and an SMS advising of this, in the email they will open up the risk assessment, look at the answers that I have submitted and make that informed decision on whether I can actually take the journey or I am not permitted to go on that journey based on the answers I have provided.
Either outcome, approved or denied, it will send the traveller notification of the outcome from the manager’s review.
It’s really automating that whole process, instant notification that you can go on that journey or if it needs to be reviewed. Speeding up that whole process, removing that paper-based system, having all of your journey details in one central location in JESI. From a traveller’s point of view, it’s speeding up that time.
That is the overview of the travel risk assessment. Completely customisable depending on what your organisation requires. On the screen is our contact details, if you do have any additional questions, please take note of the phone number and the email address and we’ll get back to you as soon as possible. Thank you again everyone for joining the webinar. We will have additional webinars coming as we have new enhancements released to the software. Thank you again.