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Inspection System Overview
Automating the workflow involved in the requesting and completion of Inspections, storing the information in a secure, yet easy-to-access database and making select information available to the public over the internet has become fundamental to cost-effective Inspection management.
Paragon has developed a secure, web-accessible database, which supports:
AUTOMATED WORKFLOW… TO REDUCE YOUR COST OF DOING BUSINESS
q Each Establishment is represented by an "Electronic Folders", where all of the electronic documents for that establishment are stored... this makes it impossible to lose or misfile documents
q "Roles" are assigned to Inspectors, Managers, Administrators etc., so that Users are only exposed to functionality that they are entitled to see
q Inspection assignments are done automatically by the system, based on rules you set
q Inspectors and their Managers can see their workload on a calendar view
q Re-assignment of Inspections can be done by a Manager as necessary
q Inspection documents are completed by the Inspector using a browser, while:
q Connected to the Internet, or
q Disconnected from the Internet
q Re-inspections can be scheduled automatically and Repeat Violations computed automatically
q Complaints can be automatically assigned to Inspectors, who are notified by e-mail of the new assignment
q Any type of file, such as digital pictures, blueprints or Word documents can be attached to the Facility or the Inspection Report. Externally created documents can be scanned and saved as attachments as well
q Inspections, Certificates and Violation Notification letters can be printed or sent as e-mail attachments
q Selected Inspection information can be automatically pushed to a web site so the Public can search and retrieve Inspection information.
q Licensing and Billing functionality includes Statements and Permits customized to match your forms
q Receivables and Payables information can be exported to your Financial Management System
q Nuisance Complaints can be categorized by you as noise, smoking etc.
q Google Maps can be used for locating Facilities and itinerary planning
q Contacts can be categorized as Staff, Suppliers etc and associated with multiple facilities
DESIGN FLEXIBILITY…EASILY CUSTOMIZED TO USE YOUR FORMS
Our Environmental Health Inspection application has been architected with the application functionality separate from the Inspection Forms. By doing this, we are able to replace the existing Inspection forms with the forms used by our Clients very easily. If you have existing Inspection forms, Violation descriptions and Regulatory Codes, we simply replace the existing documents with yours. This concept applies to all Programs including Food Safety, Swimming Pools, Schools etc.
Our system includes the Food Establishment Inspection Report that was developed by the Inspection Form Committee at the 2004 Conference for Food Protection. It has been adopted by the Food and Drug Administration and has been included in the FDA Food Code for a number of years. But again, we can easily replace it with the Food Inspection form used in your area.
MANAGEMENT REPORTING…HELPS YOU RUN YOUR BUSINESS BETTER
q Time and Expense information can be captured for each Inspection, which allows Management to:
q Re-assess territories based on travel time
q Compare productivity between Inspectors
q Manage expenses
q Time and Expense information can be exported to a Microsoft Excel spreadsheet for further analysis or reporting.
TABLET TECHNOLOGY…MAKES YOUR STAFF MORE PRODUCTIVE
In many jurisdictions, Inspection information is captured on paper during the inspection and either stored in a file cabinet, or entered into some kind electronic storage facility, such as Microsoft Word, Excel or perhaps a departmental database such as Access.
The shortcomings of only storing paper in a file cabinet do not require any elaboration.
The cost of the administration of the electronic files can be considerable, with people e-mailing files back and forth and storing/searching for them on local and/or server hard drives.
The hidden cost of data entry in a Word document or a Database, whether it is by the Inspector or an administration person can be very significant. It is estimated that Inspectors spend as much as 30% of their time entering information gathered during the Inspection into some kind of electronic format.
The evolution of the Tablet PC has revolutionized the way that this type of effort is handled. Instead of writing notes on a piece of paper, the inspector has the ability to enter the information into a database by either writing on the screen or speaking into a microphone. In either case the content is stored as typed text, which is can be modified just as easily.
Our application allows the Inspector to complete the Inspection Report while onsite and either print a hard copy or e-mail a copy as a PDF attachment. Even the signatures of the Person in Charge and the Inspector are captured electronically, so there is no need to retain any paper!
Imagine being entirely paperless!
It's no longer a case of "Can we afford to automate"... rather it's a case of "Can we afford to not be automated." To test the cost justification of automating, use our Cost Justification Model.
EASY ACCESS…WE MAKE IT SIMPLE TO CONDUCT BUSINESS
Our application is accessible from any Internet Explorer browser version 6 or above. On-line Users of the application don’t need any proprietary software running on their PC, which reduces the application support cost significantly.
Typically, we will host the application for you. Our hosting sites located in Toronto for Canadian Clients and near Chicago for US Clients, guaranteed 99.99% uptime and offer:
q Redundant processors and Internet backbone access
q 7x24x365 system monitoring
q Personnel-restricted areas with alarm sensors for intrusion, smoke, fire, and temperature
Our Hosting solutions means that you don’t have to worry about technology, staffing, evolving standards…any of the things associated with in-house systems. We let you concentrate on your core business of inspecting and improving the public welfare.
For a free, no-obligation web demonstration, please contact Paul Ryan at (905) 886-4816 ext 11 or e-mail at pryan@paragoncda.com.
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