Flex Manager Overview For Safety & Compliance

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Compliance - Governance - Analytics

Analytics & Reporting Module Information Analytics is the discovery and communication of meaningful patterns in data. Reporting is the distribution of important summary information necessary to monitor and track progress.

Analyics and Reporting are two different sides of the same discipline, getting the most out of the data stored in the system. The reporting wing takes care of the daily, weekly and monthly requirements, analytics is about getting information and knowledge on demand. The graphical format creates a visual dossier so there is no reading through reports to get the intelligence out.

Analytics is especially valuable in areas rich with recorded information and deep complex connections which historically would require a statistician to gain value out of the information.

The Reporting module automatically generates reports to effortlessly identify trends within your organisation. Automatic generation saves you countless hours on generating weekly, monthly, quarterly and yearly reports and greatly reduces office administration time.

These customised reports allow measurement of whatever corporate KPI’s or leading and lagging Indices you may require. The automatic generation of PDF’s also make for easy exporting and printing for meetings and progress reports.

Key Features - Company Overview - Compare over time - Real Time Data - Automated Reports - Quick Links to Information - Clear Display of Data - Compare

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Reg. Office: Moyvilla West, Oranmore, Co. Galway, Ireland. Company Number: 499071

©2014 CGA Technology Ltd.

Compliance - Governance - Analytics

Mobile & NFC Applications Module Information The Flex Mobile Apps ensure you have mobile access to your system while on the move, getting the job done and removing as much paperwork as possible from routine tasks. The world has gone mobile and there is no reason for enterprise’s not to follow suit. Some enterprises have been slower to convert and accept apps for security reasons. The Flex Apps have been designed with security at their very core, allowing central management of those devices approved to connect and allowing the remote deletion of data if a device has been lost or stolen. All communication between mobile devices and the parent system is encrypted using industry leading AES256 encryption, and no two devices share the same connection, ensuring data only goes where it is intended to.

The functionality of each app varies and full details on each app can be found online. Each App is designed to enhance the features of your Flex System, enabling your employees to be more productive in and out of the office, creating functionality in remote areas. Using apps for tasks like equipment inspections & maintenance, training attendance and employee attandance can reduce the administrative portion of the task by up to 60%.

These apps are a powerful tool, reducing administration costs and creating access to all necessary information. CGA can supply a variety of high quality NFC tags at reasonable prices in order for our customers to get the most from their systems.

Key Features - Minimal Battery Impact - Reduced Paperwork - 1000’s of Devices Supported - Online/Offline Applications - NFC Enabled - Enterprise Permissions - Encrypted Communications - Central Management

Applications - Connect - Summary - Time & Attendance - Equipment Management - Stock Management - Training Management - Inspections

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Reg. Office: Moyvilla West, Oranmore, Co. Galway, Ireland. Company Number: 499071

©2014 CGA Technology Ltd.

Compliance - Governance - Analytics

Notifications & Alerts Module Information Timely Information is key in every line of work, how many times have you said “if I had known that at the time….”. Notifications and Alerts will keep you up to date with the information you want to know, when you want to know it and keeping you in front of issues that may be arising in your organisation.

Each notification can be assigned to specific employees or group of employees ensuring that members of staff only receive the information needed for them to carry out their specific duties, without being overwhelmed with unnecessary information.

Notifications & Alerts is built around system events - an employee gets injured, who needs to know? An audit or inspection is completed and there are new results for your workplace - do project managers or supervisors need to be notified? Remove another repetitive administrative task and ensure everyone that needs to be informed is informed as soon as possible.

With escalation, when task, inspection or corrective action is assigned and is not carried out in the given timeframe the task is automatically escalated to the supervisor, and will continue to escalate up the chain until the task is completed, ensuring nothing slips through the net.

You control the ‘who, the what and the how’, we have four communications methods available to customers: Internal Messaging, E-mail, News Feed and SMS Message.

Included in the Notifications Module is the Urgent Alerts System, this allows you to create an obvious and highlighted message on each employee’s log-in page to notify them of a specific event.

Key Features - SMS - E-mail - System Messages

- Mass Notification - Urgent Alerts - Automated Reports

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Unit 19/24 IiBC Dublin Road Galway Ireland

+353 91 796090 info@cgatechnology.com www.cgatechnology.com

Reg. Office: Moyvilla West, Oranmore, Co. Galway, Ireland. Company Number: 499071

©2014 CGA Technology Ltd.

Compliance - Governance - Analytics

System Administration Module Information The flex platform was created around the core principal of ‘companies should not have to change to suit the software; the software should adapt to company practice’. The platform was named Flex for that reason, as changing a few setting in the administration panel can completely change how the system operates.

There are thousands of configurable options to change how Flex manages your business, you set the rules and the system will manage accordingly. While some of the configuration options are set during installation, the majority are available to be tweaked and changed as your organisational requirements or legal requirements change and grow.

While the administration panel is restricted for the majority of users, your company administrator can decide who and when people can make changes to the system. It may be small changes like uploading a new Corporate Logo to the system or changing the full look and feel of the system.

Every module in the system has an associated administration page, for training it can be as simple as deciding if you want a cover page on the automatically generated attendance lists; For other modules like the ISO Audit it can be configuring multiple audits or specifying the audit questions and regional implications of inspections.

We believe in putting you in control. Our Implementation Team will help you set up and get running, and our support team are on hand should you need us after that. It is your system, designed to suit your purpose, you control it.

Key Features - Highly Customisable - Enterprise Permissions - Company Branding - System Colour Modifications

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Unit 19/24 IiBC Dublin Road Galway Ireland

+353 91 796090 info@cgatechnology.com www.cgatechnology.com

Reg. Office: Moyvilla West, Oranmore, Co. Galway, Ireland. Company Number: 499071

©2014 CGA Technology Ltd.

Compliance - Governance - Analytics

Supplier Manager Module Information Contractor / Supplier management is the managing of outsourced work performed for an individual company. Its very important for a company that outsources work to suppliers to have a system in place to manage those suppliers’ health and safety information, insurance information, training programmess and specific documents that pertain to the supplier.

Risk increases with the loss of control from outsourcing work. While keeping work in-house gives you complete control over the operation, modern business supports outsourcing and while cost reductions are common, we need to manage the relationship so no undue risk is incurred.

The notifications system responds to supplier actions, enabling you to spend less time monitoring and checking on suppliers. The purpose of supplier management is to better centralise, qualify and monitor a contingent workforce. As a result of implementing a contractor management programme, an organization can expect to experience some, or all, of the following advantages: - Cost savings - Better supplier/client relationships - Higher quality contractors and suppliers - Less paperwork for both owners and contractors - Instant information sharing & evergreen qualification - Reduced risk – continuous improvement in loss control - Contractor awareness with regulatory and best practices Key Features - Safety Details - Documents - Automated Notifications - Prequalification - Recordable Hours - Secure Portal Log In - Orientations

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Unit 19/24 IiBC Dublin Road Galway Ireland

+353 91 796090 info@cgatechnology.com www.cgatechnology.com

Reg. Office: Moyvilla West, Oranmore, Co. Galway, Ireland. Company Number: 499071

©2014 CGA Technology Ltd.

Compliance - Governance - Analytics

Training Manager Module Information Every company requires competent employees, capable of carrying out the functions assigned to them, and competencies result from the teaching of vocational or practical skills and knowledge. Every company engages in a training programme to one degree or another. Tracking and monitoring staff training is critical to evaluate progress, decide on future direction and receive the most benefit from money being spent training staff.

Managing the training requirements of employees over multiple locations, regions, regulations and courses can be demanding and time consuming. Having a single employee with an out of date qualification or an untrained employee can lead to serious repercussions if a H&S Inspector finds this non-compliant, and in industries where shutdowns can cost the company thousands every day, it is a non-conformity which is worth managing.

Training Manager tracks the employee training requirements specified for any particular location or item of equipment, ensuring that employees have the necessary qualifications to keep your company compliant and operating. Incorporating the Equipment Assignment process ensures that only employees with the correct, valid, qualification are assigned to operate equipment.

Training Manager uses reports, alerts and notifications to keep you apprised of changes, so you don’t have to continuously monitor training, the system will let you know when you need to take action.

Are all your employees holding valid qualifications right now?

Key Features - Employee Training Records - Course Scheduling & Management - Company Training Calendars - Notification & Alerts - Customisable - Profile Calendars

Analytics - Qualification Achieved - Course Number - Employee Numbers - Training Time - Pass / Fail Rates - Training Providers

Featured in

Unit 19/24 IiBC Dublin Road Galway Ireland

+353 91 796090 info@cgatechnology.com www.cgatechnology.com

Reg. Office: Moyvilla West, Oranmore, Co. Galway, Ireland. Company Number: 499071

Š2014 CGA Technology Ltd.

Compliance - Governance - Analytics

Audits Module Information Audits are performed to verify conformance to standards through the review of objective evidence. A system of audits can demonstrate the effectiveness of the management system being audited. There are many different types of audits carried out in business, ISO 9001 is common, ISO 18001 and ISO 14001 in the HSE, HIQUA and JCI in health care, to name just a few. Some audits are voluntary, others like the JCI, are mandatory and the cost of failure can run into thousands daily.

Two types of auditing are generally required: auditing by an external certification body and auditing by internal staff trained for this process.

The Audit Module can provide the internal element of the audit process, and restrict it to approved auditors.

The Audits Module can be set up and configured to any number of audits applying to your organisation and audits can be carried out frequently in order to ensure your company is prepared to meet all compliance levels. Track and monitor your progress from audit to audit and allocate tasks from the audit process directly, and monitor their status as part of the audit process.

The most common issues found in audits include: - Documentation gaps - No evidence of continual improvement process - No collection and analysis of data - No effective control of processes Key Features - Audit Process - Review Process - Notification & Alerts - Corrective Actions - Customisable - Multiple Jurisdictions - Multiple Audit Types

Analytics - Audits by Time - Audit Results - Audit Type

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Unit 19/24 IiBC Dublin Road Galway Ireland

+353 91 796090 info@cgatechnology.com www.cgatechnology.com

Reg. Office: Moyvilla West, Oranmore, Co. Galway, Ireland. Company Number: 499071

Š2014 CGA Technology Ltd.

Compliance - Governance - Analytics

Corrective Actions

CAP

Module Information A task is an activity that needs to be accomplished within a defined period of time or by a deadline. Our workdays are comprised of numerous tasks designed to achieve a goal. Some tasks are small, others can be comprised of multiple elements, with various parties involved in the process.

The Corrective Actions module handles both automatic task assignment and manual task assignment, integrating to all other modules in the Flex system to give an overall picture of the tasks and responsibilities to be completed, actions taken, estimated and actual completion dates.

If a task cannot be completed on time, the escalation feature ensures that nothing slips through the net by getting referred up the chain to the employee’s supervisor.

Modern businesses rely more and more on co-operation between Suppliers and external companies, Corrective Actions also gives your suppliers their own portal to access jobs assigned to them to complete or update where necessary.

The personal calender allows employees to get a clear view of their duties and the integration of time management and tracking information enables you to track time against a specific task, building data profiles for future benchmarking.

Key Features - Task Assignment & Tracking - Unique Job Number per Task - Notifications including SMS - Company Calendars - Auto Escalation - Email Helpdesk Support - Supplier Portal Support - Time Management

Analytics - Compliance Rate - Job Category Rates - Employee Workload - Category Forecasting - Employee Forecasting

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Unit 19/24 IiBC Dublin Road Galway Ireland

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Reg. Office: Moyvilla West, Oranmore, Co. Galway, Ireland. Company Number: 499071

Š2014 CGA Technology Ltd.

Compliance - Governance - Analytics

Incident Reporting Module Information Incidents affect the full range of people in a company, from the workforce on the ground to senior management who may ultimately be legally responsible for the incident. Everyone has a vested interest in reducing the number of incidents which occur.

When an incident occurs, every company will perform incident investigations to one degree or another but is it just a paper exercise? Learning from incidents and taking the necessary steps to ensure they do not happen again is the most critical part of any incident investigation.

The Incident Reporting module defines an incident report structure for the various types of incidents which may occur and the reporting structure (be it local review, corporate review or both) and defines a standardised procedure for all future investigations. All sections of Incident Reporting are configured to match your organisation, no two companies are the same, neither are the accident investigation processes.

Information is key. What preventative actions could you take if your records show March as the month when most hand injuries occur or show September as when the most slips happen, or December as when most under 25’s suffer injuries?

Key Features - Investigation - Review Process - Notification & Alerts - Corrective Action Monitoring - Reporting - Customisable

Analytics - Injuries by Age Profile - Activity Types - Body Parts Injured - Mechanism of Injury - Employment Duration

Incident Types - Accident Report - Environmental - First Aid - Non Occupational - Near Miss - Motor Traffic Accident - Personal Injury - Property Damage

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Reg. Office: Moyvilla West, Oranmore, Co. Galway, Ireland. Company Number: 499071

Š2014 CGA Technology Ltd.

Compliance - Governance - Analytics

Risk & Legal Registers Module Information Risk & Legal assessment is fundamental to compliance and safety management. All employers, regardless of the size of business, are required by law to carry out a risk & legal assessments and keep a written record of that risk assessment. There are 2 separate modules for Risk & Legal assessmentto allow the user to simply carry out the assessment and monitor its progress through teh link between corrective actions.

There are 3 basic steps identify the hazards and legislation, identify the level of risk for each item and identify the controls or improvements that need to be put in place to avoid or reduce the risk.

Se tnotification frequencies on when these are to be reviewed.

The Legal & Risk Register provides a central management system to record all relevant details and provide access to required parties through the online portal and enterprise permission structure. Through the communications modules alerts and notifications are setup to be receieved by the relevant parties to ensure that the data is reviewed when required to maintain compliance.

Any history is logged through assigned tasks and closed out through the corrective action process.

Key Features

Analytics - Legal / Risk by Location - Risk Rating - Person Responsible - Last Update Date

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- Customisable to Corporate Procedure - Corrective Action Link - Equipment Risk Assessments (Linked to Asset Profile)

- Chemical Risk Assessments (Linked to SDS Library)

- PDF export for Distribution or inclusion in Safety Documentation

+353 91 796090 info@cgatechnology.com www.cgatechnology.com

Reg. Office: Moyvilla West, Oranmore, Co. Galway, Ireland. Company Number: 499071

Š2014 CGA Technology Ltd.

Compliance - Governance - Analytics

Training Manager Module Information Every company requires competent employees, capable of carrying out the functions assigned to them, and competencies result from the teaching of vocational or practical skills and knowledge. Every company engages in a training programme to one degree or another. Tracking and monitoring staff training is critical to evaluate progress, decide on future direction and receive the most benefit from money being spent training staff.

Managing the training requirements of employees over multiple locations, regions, regulations and courses can be demanding and time consuming. Having a single employee with an out of date qualification or an untrained employee can lead to serious repercussions if a H&S Inspector finds this non-compliant, and in industries where shutdowns can cost the company thousands every day, it is a non-conformity which is worth managing.

Training Manager tracks the employee training requirements specified for any particular location or item of equipment, ensuring that employees have the necessary qualifications to keep your company compliant and operating. Incorporating the Equipment Assignment process ensures that only employees with the correct, valid, qualification are assigned to operate equipment.

Training Manager uses reports, alerts and notifications to keep you apprised of changes, so you don’t have to continuously monitor training, the system will let you know when you need to take action.

Are all your employees holding valid qualifications right now?

Key Features - Employee Training Records - Course Scheduling & Management - Company Training Calendars - Notification & Alerts - Customisable - Profile Calendars

Analytics - Qualification Achieved - Course Number - Employee Numbers - Training Time - Pass / Fail Rates - Training Providers

Featured in

Unit 19/24 IiBC Dublin Road Galway Ireland

+353 91 796090 info@cgatechnology.com www.cgatechnology.com

Reg. Office: Moyvilla West, Oranmore, Co. Galway, Ireland. Company Number: 499071

Š2014 CGA Technology Ltd.

Compliance - Governance - Analytics

Audits Module Information Audits are performed to verify conformance to standards through the review of objective evidence. A system of audits can demonstrate the effectiveness of the management system being audited. There are many different types of audits carried out in business, ISO 9001 is common, ISO 18001 and ISO 14001 in the HSE, HIQUA and JCI in health care, to name just a few. Some audits are voluntary, others like the JCI, are mandatory and the cost of failure can run into thousands daily.

Two types of auditing are generally required: auditing by an external certification body and auditing by internal staff trained for this process.

The Audit Module can provide the internal element of the audit process, and restrict it to approved auditors.

The Audits Module can be set up and configured to any number of audits applying to your organisation and audits can be carried out frequently in order to ensure your company is prepared to meet all compliance levels. Track and monitor your progress from audit to audit and allocate tasks from the audit process directly, and monitor their status as part of the audit process.

The most common issues found in audits include: - Documentation gaps - No evidence of continual improvement process - No collection and analysis of data - No effective control of processes Key Features - Audit Process - Review Process - Notification & Alerts - Corrective Actions - Customisable - Multiple Jurisdictions - Multiple Audit Types

Analytics - Audits by Time - Audit Results - Audit Type

Featured in

Unit 19/24 IiBC Dublin Road Galway Ireland

+353 91 796090 info@cgatechnology.com www.cgatechnology.com

Reg. Office: Moyvilla West, Oranmore, Co. Galway, Ireland. Company Number: 499071

Š2014 CGA Technology Ltd.

Compliance - Governance - Analytics

Asset Register Module Information Asset management refers to any system that monitors and maintains things of value to an entity or group. Asset management is a systematic process of operating, maintaining, upgrading, and disposing of assets cost-effectively and of monitoring and maintaining facilities systems with the objective of providing the best possible service to users.

Assets are those such as machines and office equipment, used in the production of goods or rendering of services and are not held for the purpose of sale in the ordinary course of business.

Assets constitute a major investment for most businesses and a close second to human assets. Even in the case of service entities such as hotels, banks, financial institutions, insurers, etc. it has become imperative to invest heavily in furnishing, equipment, and technology to attract, and retain customers.

The Asset Register module provides the means to effectively manage all assets within companies, from large to small, to maximise the return on the investment in assets, reduce ongoing upkeep costs while maintaining legal requirements.

Most items in our workplaces have statutory inspection and maintenance criteria. Is all your equipment up to date with its legal requirements?

Key Features

- Clear Asset Overview - Full Asset History - Direct Link to Inspections - & Maintenance - Spare Parts Inventory - Document Assignment - NFC Tagging

Analytics

- Location - Category - End of Life

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Unit 19/24 IiBC Dublin Road Galway Ireland

+353 91 796090 info@cgatechnology.com www.cgatechnology .com

Reg. Office: Moyvilla West, Oranmore, Co. Galway, Ireland. Company Number: 499071

Š2014 CGA Technology Ltd.

Compliance - Governance - Analytics

Inspections & Calibrations Module Information An inspection or calibration is an organised examination or formal evaluation exercise which involves the measurements, tests, and gauges applied to certain characteristics in regard to an object or activity. The results are usually compared to specified requirements and standards in order to determine if the item or activity is in line with these targets.

An inspection, e.g., an annual inspection, is a necessary inspection required on equipment to ensure conformity with laws regarding safety, fire, or both. It consists of an examination of the assets components, usually done by a certified competent person.

The Inspection & Calibration Module tracks all assets for inspection or calibration, schedules inspection tasks and assigns them to the appropriate person, ensuring statutory requirements are met.

Multiple Inspections or Calibrations can be configured for assets to allow compliance monitoring, not only to legal requirements but also company policy, industry code of practices or ISO requirements. You control the inspection or calibration criteria and the system looks after the scheduling, tracking and reporting elements.

Incorporate the FlexEquipment mobile application and you can remove the paperwork completely from the inspection process, increasing productivity by over 40%.

Key Features

- Automated Notification - Review Process - Customisable - Standardised Process - NFC Tagging - Mobile Applications

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Analytics

- Completed - Completed by Category - Completed by Employee - Completed by Location - Internal Vs. External - Due by Category - Due by Employee - Due by Location

+353 91 796090 info@cgatechnology.com www.cgatechnology.com

Reg. Office: Moyvilla West, Oranmore, Co. Galway, Ireland. Company Number: 499071

Š2014 CGA Technology Ltd.