Glossary

This glossary describes the fields and tabs of the two main screens of the module: Participation and Meeting/talk.

«Participation» Screen

Category: type of participation (usually Risk communication, Non-conformity, Opportunity, Proposal, Suggestion). More types can be added.
Title: identifies the participation.
Date: day the record is created. In Smart OSH it is mandatory and entered manually. On the anonymous page, App and Viewer app it is not shown: it is automatically transferred with the day of submission.
Description: free text with the description of the participation.
Location description: free text about the location to which the participation refers.
Observations and proposed improvements: free text with any notes or proposed improvements.
Status: phase in which the participation is. When created, the program indicates Pending review; other statuses are assigned manually.
Approval date: entered manually when the participation is approved.
Closing date: entered manually when the participation is closed.
Responsible: person in charge of managing the participation. Only allows selecting people linked in the Responsibles tab.

Notifier data: filled in automatically when the participation is created.
Responsibles: allows linking responsibles to the participation. It is not recommended to assign them manually: if they are defined in Organisation, the program assigns them automatically.
Attachments: shows any document added to the participation, either by the notifier or by the responsible person.
SmartStatus: shows alerts automatically generated by the application for this participation.

Report: generates a report that is shown only on screen at the moment. It is not saved in any section of the program.

Title: identifies the meeting or talk.
Category: categorises the meeting/talk. If the category is marked as Is talk, the Type field is hidden; otherwise, it is shown.
Type: indicates if the meeting is Ordinary or Extraordinary. Only appears for categories not configured as Is talk.
Status: phase in which the meeting/talk is. When created, the program indicates Not started; other statuses are assigned manually.
Responsible: person in charge of managing the event.
Date: day of the event. Appears in the minutes and in emails.
From time / To time: start and end time of the meeting. Appear in the minutes and in emails.
Place: free text with the venue. Appears in the minutes and in emails.
Description: relevant free text for the meeting. Appears in the minutes and in emails.
Observations: additional free text. Does not appear in the minutes or emails.
Generation frequency: numeric value indicating how often the next meeting/talk should be generated.
Interval: time unit of the frequency (days, weeks, months, etc.).
Next meeting/talk date: calculated automatically when Date, Generation frequency and Interval are filled in.
Reminder advance (in hours): within the Configuration options tab, indicates how many hours in advance to send the reminder email.

Scope: scope to which the meeting/talk belongs. Not mandatory, but recommended to fill in.
Attendees: those invited to the meeting and, if applicable, those who did not attend.
Agenda: recording and management of points to be discussed.
Agreements: recording and management of agreements reached, associated with each agenda item.
Actions: allows linking other records (tasks, risk factors, non-conformities, opportunities, participations, accident investigations and other alerts).
Attachments: documents added to the meeting/talk. Also includes the generated minutes document.
Reports: reports generated or linked corresponding to the scope.
Configuration options: contains the field Reminder advance (in hours).
SmartStatus: alerts automatically generated for this meeting/talk.

Source: M-SO-20-12-01 «User manual – Leadership and employee participation», version 1, 08/09/2020.