Monthly Archives: February, 2019

Paperless Incident Report Forms

February 11th, 2019 Posted by Accident Report Form, Incident Report Form, Near Miss Form, Paperless No Comment yet

Paperless Incident Report Forms

In this weeks iPEGS Go Paperless Article we are looking at Incident Report Forms, why they are needed and how going paperless with these types of forms has a multitude of benefits.

Incident Report Forms are used in a wide variety of sectors from Health Care, Construction, Education, Manufacturing, Utilities, Transportation and in the general workplace.

An incident report form is completed in order to capture the details of any dangerous occurrence, injury, accident or near miss and is ideally completed as close to the event time as possible. This is to ensure that full, factual and accurate information is recorded to enable the responsible (health & safety) manager to put actions in place to minimise future risks and to ensure the safety of employee and/or customers.

Employee Health & Safety is of prime importance to any business or organisation no matter how big or small. Unfortunately, many incident report forms are still completed in the traditional pen and paper format and while this method works it can problematic and inefficient. Problems include:

  • Access to the paper based form – incidents can occur anywhere and having a paper based form to hand is not always possible.
  • Difficult to read or unreadable handwriting
  • Delays in getting the completed form to the responsible manager
  • Missing or misplaced forms
  • Storing of the paper forms

All of the above issues increase the risk of delays and repeat incidents due to the inefficiencies of using paper based forms.

Electronic Incident Report Form

One thing that that we do have with us the majority of the times is our phone. By moving away from paper and utilising an always accessible incident or accident report form via an App or the Web has huge benefits for a variety of reasons:

  • Forms can be accessed immediately
  • Information is recorded quickly ensuring full and accurate data
  • Forms can be submitted as soon as complete
  • Fields such as pick lists, date pickers, GPS location and photo fields all help in providing a much information as possible
  • Use of the dictation feature to speak the details directly into the form
  • No more bad handwriting
  • No more delays in getting the forms to the manager

There are so many benefits of utilising the technology we have available today – especially when it comes to health and safety. If you are still using paper based, incident or accident report forms then now is the time to start to thinking about going paperless.

iPEGS provide an easy to use, cost effective way of creating Electronic Incident Report Forms that can can be accessed on ANY device, completed with ease, signed electronically and submitted in a matter of minutes if not seconds.

By making it as easy as possible for anyone to complete these forms, via any internet connect device, ensures that the incident is reported on quickly and efficiently.

Accident Report Form
iPEGS Electronic Forms have a number of benefits including:

  • Forms available on ANY device (accessible immediately)
  • Forms can be accessed and completed offline (app only)
  • Electronic Signatures can be added with date and time stamp for authenticity
  • Mandatory Fields ensure the form is completed in full
  • Pick Lists and Tick Boxes for easy form filling
  • Add Photos directly to the form
  • Add GPS Location to the form
  • Submit forms electronically (no more printing/scanning/filing)

Once the form has been submitted securely to the iPEGS Web Portal the form owner (responsible manager) will receive an email notification where they can view or download the form immediately.

No more delays waiting for the form to be returned to the office. No more risk of losing or misplacing the form and no more having to decipher unreadable handwriting.

With iPEGS you can quickly and easily create any type of form with the easy to use Form Builder and generate the Web Form or App Form in no time.

For more information about how to Go Paperless with iPEGS please click here.

Going Paperless in Further Education and Apprenticeships

February 4th, 2019 Posted by Apprenticeships, Electronic signatures, Paperless No Comment yet

Over the last 10 years we have seen significant change within the Apprenticeships sector in the UK. With the introduction of the Apprenticeship Levy and Apprenticeship Standards, there has been a huge shift in how colleges and training providers operate and deliver.

Paperless Apprenticeships

There has also been lots of innovation over the last decade with a big increase in the use of technology to enhance the learner journey from Online Learning, ePortfolio, Video and Apps to the improvements in efficiency within the operational delivery of apprenticeships via increased use of MIS systems, CRM’s and Electronic Data Capture software such as iPEGS.

The iPEGS products have also evolved based on the changes within the sector, improved connectivity and mass adoption of mobile devices.

Our drive continues to focus on a fully electronic and paperless enrolment, commitment statements, apprenticeship contracts and all other related documentation relating to the apprenticeship. We feel that the face to face time spent with the apprentice should focus on learning and not admin and so our Remote product has seen a big increase in its use and volume over the last 12 months.

Paperless Apprenticeships
The idea is to ensure that the learner (and employer) only ever have to enter their information once and that this data can flow on throughout the enrolment process. By enabling the learner, employer and provider to complete their respective parts of the forms remotely, via any device means that all documents can be completed, signed and checked by admin in a fraction of the time.

If a mistake is made on the form or a change is required then the iPEGS ‘Request Change’ feature enables the admin team to highlight the field/s that needs to be amended and send the form securely back to the learner or employer in the click of a button. No more unnecessary journeys and delays in getting the forms corrected and completed.

We have also just launched a new variation of the 3rd Party Approval field that enables the form to be sent to all parties simultaneously for approval and signing (electronically of course).

Some colleges and training providers still like to finalise the enrolment forms and commitment statements on the first face to face visit. In this case the forms can be completed remotely prior to this and then reviewed and signed at that point. This means that the ‘admin’ aspect is reduced to a matter of minutes as opposed to hours and ensures the time can be focused on actual learning.

It is clear that colleges and training providers use a multitude of systems and processes and so we have ensured that the iPEGS Products are as flexible as possible to allow for these differences.

Below is a short video demonstration of a fully paperless and remote process of completing an Apprenticeship Commitment Statement between the learner, employer and provider via iPEGS Remote Web Forms.     

iPEGS Remote forms can be accessed as web forms on any device or via the free iOS and Android App. All iPEGS Remote forms can be auto populated with learner and employer data via our User Profile and Field Mapping tools.

So if you are still using paper based forms or even word documents and PDFs – now is the time to move to the next level, improve the learner and employer journey, reduce costs and inefficiencies within your enrolment process and remove unnecessary admin so that your tutors and coaches can focus on learning.

If you are interested in finding out about how to Go Paperless with iPEGS then please contact us.