The Online Safety & Compliance Electronic Reporting System

Users Manual

• How to use the manualWhile in the PowerPoint SlideShow format, you can While in the PowerPoint SlideShow format, you can

click on the link in the Table of Contents to be click on the link in the Table of Contents to be brought directly to that page.brought directly to that page.

• To return to the table of contents, simply click the return button at the bottom left corner of each page.

• While in the PDF format, you may print out the manual on demand and refer to each section by page number.

Table Of Contents

Introduction ……………………………………………. What is the OSCER System?…………………............. Accessing E-DRIVER FILE for the first time............Step one- Initial Navigation to website………………….Step two- Passwords……………………………………..Step three- Contact Information………………………….Adding Active Employees & Vehicles............................Adding an Active Employee...........................................Entering Employee Data................................................Start Menu Drop Down Codes.......................................Adding a New Vehicle....................................................Entering the Vehicle Data..............................................Searching for a Specific Employee................................Adding an Employee Event............................................Creating Monthly Fleet Mileage......................................Adding an Accident.........................................................On Screen System Reports............................................Recordable Accidents.....................................................New Driver Checklist......................................................

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Table Of Contents

Active Driver Compliance.........................................Rank & Rate ................................................................Safety Activities Report.............................................Safety Competition Data...............................................Log Report ....................................................................Batch Process ...............................................................Assign Multiple Drivers for Training...............................Library of Forms............................................................Links to Suppliers/Vendors............................................Contact..........................................................................Profile Update...............................................................User List........................................................................

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Introduction toThe OSCER System

This User’s Manual to The OSCER System is to help orient new clients who may be using OSCER

for the first time. Throughout the manual, we assume the reader has a

working knowledge of how to use a web browser and has used other types of computer programs

in the past.If you have questions pertaining to any aspect of the

system after reviewing the manual, please contact SafetyFirst so that we can answer your

questions and provide additional insight about the program.

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What is The OSCER System?

The Online Safety and Compliance Electronic Reporting System (O.S.C.E.R) is a database

designed to store, sort, and display information about employees who drive Buses for MARTZ.

The system also searches for key information and sends reports via email to supervisors in a timely manner for them to take action in order to stay in

compliance.We maintain this database at our offices on a secure

server that allows convenient, remote access to authorized managers within the MARTZ GROUP and no one else. The database is accessed via internet using a current version Web browser

such as Internet Explorer or Netscape Navigator.

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Chapter 1

Accessing O.S.C.E.R for the first time.

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Open your web browser (Internet Explorer)Go to https://secure.safetyfirst.com/martz/You may want to save this link as a favoriteAt that page, you’ll enter your ID andpassword, and click on the Login button

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PASSWORDS

• Since your initial password is only a temporary password, you’ll need to choose and save a new password.

• Also, you’ll need to confirm your location data as presented (some may find mostly blanks).

• Update these fields with the correct information and click the “save” button…

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Once you enter your temporary password you will be prompted to the

Profile Screen

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There are several critical tips about maintaining your passwords:

Passwords must be a minimum of seven (7) characters and contain three (3) of

the following:

* CAPITAL LETTERS * lower case letters * numbers, and/or

* special characters like: @ # % &

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Once the password is changed, it will be valid for 90 days.

** Passwords must be changed at or

before the 90 day mark to ensure continued access.

You can not re-use the same password until you have used at least five other,

unique passwords. In other words, Passwords cannot be duplicated for (5)

generations.

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Contact Information

This is for your Primary work location– Work Address (Street)– City, State, ZIP, Phone and Fax– Your work email address– Legacy Company

• If the data as presented is correct, you are done.

• If not, just enter the correct information and hit “save”

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Now you should see the“Home Page”

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Chapter 2

Adding ACTIVE Employees & Vehicles

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At the Home Page there are several areas of the system that you can choose to enter. The first

thing you want to do is verify that you are in the correct database. Once you login to the system,

it will automatically route you to your appropriate Company and Location.

Depending on the users privileges some areas may not be accessible.

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To the far left of the Home Page there are several links that are highlighted. Above each set of links

are the section categories:

ACTIVE Area of employees & vehicles

that are currently ACTIVE within MARTZ.INACTIVE

Area of employees & vehicle’s that are no longer ACTIVE

within MARTZ.REPORTS

Area to create and retrieve all different types of Reports and

Data Downloads.SYSTEM

Area to assign Training Events and to logout out of the

system.

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In this section of the manual we will be discussing the ACTIVE portion of the program.

Under the ACTIVE category you will notice two links. The first one is Employees and the next one is Vehicles.

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Adding an ACTIVE Employee to the System

At the Home Page of the screen in the ACTIVE category select “Employees”

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Once you select Employees this action will bring you to an Active Employee list. At the left hand side of the list there

are four (4) highlighted links. Select Add Employee

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After selecting AddEmployee this form will

populate. At this screen you will need

to enter the new employees

information.

Some fields are “required” data – you

will not be able to add the record

unless these fields are complete.

Once done, click “Add”

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Entering the Employee Data

• After you have added the employees information to the database the Employee will be added to that Company and Locations list.

• Make sure you select the correct Company and Location while adding that employee. Drop downs are provided on the Employee form for this information.

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At the bottom of the Edit Employees section notice there is a field called

Location Info.

This is where you will select the Company & the Location the new employee will be

assigned to.

In the Details section you will notice an area called Status with a drop down menu. You

must select one of the employee types before moving forward. The system will not add the

employee information if not selected.

*These fields are required.

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Status menu drop down Codes:• Active– Employee is

Active in one of the companies listed.

• Disqualified– Individual did not meet the requirements to qualify.

• Full Time– Employee is full time.

• InActive- Employee will be placed in the InActive area of the system.

• New Driver- Qualified to drive for one of the companies listed.

• Part Time- Employee works only part time.

• Terminated- Employee has been released.

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Clicking on the Driver’s name will access their data also:

• Review all driver data on the form.• Wherever data is missing or needs to be

updated, enter the correct information.• Click the Update Button.• The screen will refresh once the data has

been updated (a moment or two).• Click the Close button when you are

finished (this will return you to the list of “Active Employees”)

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Adding a New Vehicle

At the Home Page of the screen in the ACTIVE category select “Vehicles”

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This action will bring you to an Active Vehicle list.

At the left hand side of the list select Add Vehicle.

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After selecting Add Vehicle this form will populate. At this screen

you will need to enter the new vehicles information. Once done, click “Add”

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Entering Vehicle Data

• After you have added the vehicle information to the database the vehicle will be added to that Company and Locations list.

• Make sure you select the correct Company and Location while adding that vehicle. Drop downs are provided on the vehicle form for this information.

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Clicking on the vehicle number will access the vehicles data also:

• Review all vehicle data on the form.• Wherever data is missing or needs to be

updated, enter the correct information.• Click the Update Button.• The screen will refresh once the data has

been updated (a moment or two).• Click the Close button when you are

finished (this will return you to the list of “Active Vehicles.”)

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Searching for a Specific Employee

From the Active Employee List you can search by:

• Last Name• First Name• Employee ID

Once you enter the particular method you want to search by (In this example it’s by

Last Name), click the Refresh button.

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Searching for a Specific Employee cont.

• Once you select Refresh the system will search for that employee or any employee ending with that name.

TIP: If you need to print ANY screen within the system, you can do so by holding down the “Ctrl” key and

hitting the “P” key

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Searching for a Specific Employee cont.

• If you are not certain of the correct spelling of a name, the system will automatically

display all names starting with the same first three or more characters; however,

• You can also select “By Any Character” to broaden the search.

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Chapter 3

Adding an Employee Event

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An Employee Event List is created once you add a new employee to the system. All changes that are made to the employees file are saved in the

events list..

What is exactly saved as an Event?• Accidents

• Training Events• Driver Observation

• Disciplinary Actions• Relocations

• Employee Status• Recertification

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• There are two different ways that you can add an event.

(1) At the Home Page select Add Events on the right hand side of the screen.

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• Once selected you will be prompted to this screen:

At the top of the page there are two (2) drop down boxes.

Employees and Add Events.

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Employees click the arrow for the scroll down menu and the list for that location

will populate in alphabetical order. (You MUST select an Employee to create an Event)

• Once the employee is selected you must then select what kind of event you want to assign him/her to.

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• Once the event is selected. It will automatically route you to that

events page.

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• There are three (3) other areas where you can create an event:

Vehicle Accidents

• By selecting a vehicle from the drop down it will automatically route you to an

Accident Form.Creating a Handicap Service

• By selecting a location from the drop down you can create a Handicap service in any

location.

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• Create Monthly Fleet Mileage

• By selecting a location from the drop down you can create a monthly fleet

mileage event in any location.

** Again you MUST select an Employee before you can create any Events.

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(2) At the Home Page select the Employees link under ACTIVE.

• Once selected this will bring you to the Active Employees List.

• Once the list populates you want to locate the employee you are looking for.

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• Once you locate the employee, to the far left you have two (2) additional columns: One is EVlist and the other has CKList.

• Select EVList. This action will take you directly to the Employee Events List.

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• As you review the Employee Event List you will notice there are several other areas you can choose to enter to from

this form:

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The Links to enter are as follows:

This form is to be completed for examinations

and treatments.

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This form is to be completed when Disciplinary action is necessary.

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This form is to be completed when an employees Employment Status Changes/ or they

Relocate.

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This form is to be completed when an employee needs training.

This form is to be completed when an employee is up for Rectification.

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This form is to be completed when an employee needs to

be Observed.

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Chapter 4

ReportsAdding an Accident

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Adding An Accident

• At the Home Page of the system under Reports select “Accident Report”

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This action will take you to the Accident Page on the system.

At the top of the page select “Add Accident”

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At this screen, you’ll need to fill out all required

information:

Most fields are “required” data –

you will not be able to save the record unless

these fields are complete. Once done, click “Add”

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From the Accident Page you can perform a search by:

• Accident Number• Last Name

• Bus Number

* If you are not certain of the correct spelling of a name, the system will automatically display all

names starting with the same first three or more characters.

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Chapter 5

ReportsOn Screen System Reports

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On Screen System Reports

At the Home Page of the system under Reports select “On Screen Reports”

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This action will bring up this screen:

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There are seven (7) different types of Reports:

• Recordable Accident• New Driver Checklist Status

• Active Driver Compliance• Safety Activities Report• Safety Competition Data

• Log Report

While most of these reports are reasonably self-explanatory once you

open them and review their data, some highlight specific issues:

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Recordable Accidents

Accidents listed here are considered DOT Recordable. When you select this

report it will bring you to this screen:

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New Driver Checklist

This report shows new drivers that are going through the DOT qualification

process:

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New Driver Checklist cont.

One area of concern is to be certain that each driver has scheduled or

completed their Medical Exam

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New Driver Checklist cont.

The last column on this screen, marked “Last CL Date” simply shows the last time the new driver checklist has been

updated

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New Driver Checklist cont.

Click on the driver’s name to access details about their qualification status and progress towards completing the

process

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Active Driver Compliance.

Alerts you of Important dates that are close to expiration.

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Active Driver Compliance cont.

The columns are color coded to match the number of days until the expiration

date.

Green = 45+ days until expiration Yellow = 30 days until expiration Orange = 15 days of expiration RED = Expired

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Active Driver Compliance cont.

By clicking on an issue or by selecting “Total Issue” you are able to see a

more detailed summary report.

If an expiration date shows as a “blank”, then there is a problem that

needs to be investigated (A date should be in place for each issue

and for each “active” driver)

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Rank & Rate• This screen is a summary of how many

Active Employees are located in each location. It also gives you a break down

of:

• Employee Accidents.• Vehicle Accidents• Driver Observations

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Rank & Rate• There are four additional columns that

are color coded:• PE – Past Expiration

• 15 Days within Expiration• 30 Days within Expiration• 60 Days within Expiration

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• Safety Activities Report• This Report takes total calculations of all

areas of Safety Activities.

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Safety Competition Data

• This Report summarizes eight (8) Major areas and calculates data Month to

Month or Year to Date.

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Log Report

• In this section of the system you can run your Log Report. Each report is listed by:

• User ID• Log Detail• Date/Time

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Chapter 6

Batch Process

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Batch Process

• In this area of the program you can assign Multiple Training Events

• A the right hand side of the screen select “Add M-Trn Event”

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Chapter 7

Assign Multiple Drivers

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• This brings you to:The Assign Multiple Driver Screen

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• At this screen you can select the Company and Location you want to perform your search and it will bring up that locations employee list only.

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• Once you locate the employee/employees you would like to

assign training you can choose a Date & Time to schedule the training.

• There is also a section to select the Code/Description for the training.

A drop down menu is provided where you can choose from.

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In the window you will notice the list of drivers.

They are listed in alphabetical order and by classification.

When selecting the driver click on the drivers name until the Driver Need

Assign counter registers the number.

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• Once you have selected all the drivers for that event select “Save

Assign”

• If you forgot to add a driver you can always come back and add that driver Once you add the driver then select

“Modify”

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• Other Areas of the program:

Library Of Forms

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Links

Here are several direct links to MARTZ Associates and Suppliers/Vendors.

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• Contact List

Access by authorization only 76

• Profile Update

• At this sceen you are able to change your personal information and password.

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• Users List

• The users list contains all information for all users.

• Unfortunately this screen is for Corporate and Management

ONLY.

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