As social distancing measures begin to loosen and businesses are permitted to reopen, the responsibility of limiting the spread of COVID-19 falls to all members of society. For business owners and managers who are struggling with normal operations, the added burden of paying close attention to COVID-19 related symptoms in their workforce can be quite taxing on their already limited resources. Therefore, GPetrium has created the Health Check Tracker, an excel solution that monitors voluntarily released information on personnel’s symptoms to help managers and business owners make decisions on sick leave, health risks based on occupation and department.
The information gathered helps organizations to properly manage the allocation of PPE and further organizational policies based on health risks identified. Part of the tool also promotes COVID-19 related information from major sources to assist business owners and managers to keep themselves informed.
Inherently, this tool is not designed to pry on the private lives of employees or to single handily stop the spread of COVID-19. It is meant to assist managers and business owners to reach informed decisions. GPetrium recommends that managers discuss the use of the tool with their teams and reinforce that the information shared is voluntary but of utmost importance to assist businesses’ ability to swiftly combat the spread of the disease and ensure the safety of the entire team.
Proactively monitoring and isolating cases at an organizational level will help decrease the spread and contamination of COVID-19. This will reduce the risk to family members, work colleagues, consumers, unaware by passers, and society at large. Additionally, preventative measures such as monitoring and control can augment an organization’s capacity to take quick action and, therefore, reduce the risk of organizational paralysis posed by a superspreading event or an unaware co-worker who came back to work sick.
When reducing contamination risks becomes an organizational priority, it is important to understand the risks of contamination associated with each department and occupation within the organization, as well as the industry. For example, employees with client facing roles may be at a higher risk than others, therefore closer monitoring, enhanced training and PPE may be necessary to prevent the spread and ensure quicker response times.
When organizations have the tools available to monitor and control, their partnership with relevant authorities will allow for better access to invaluable data that can help determine the actions that need to be taken, allowing for a faster response and quicker return to normal.
GPetrium’s Health Check Tracker is a free excel tool that facilitates the monitoring of personnel symptoms to limit the spread of COVID-19 and fuel data driven decision making. The tool is designed to track voluntarily released information to support the response to health concerns in departments and the organization at large. It features a dashboard to help guide organizational decisions at the executive level.
The tool is divided into 5 key tabs: ‘Home’, ‘Dashboard’, ‘Database’, ‘Risk Classifier’, and ‘Guide’. ‘Home’ is an area where organizations are expected to list COVID-19 related information from trustworthy sources to support the organization’s operations and combat the spread of misinformation. The ‘Dashboard’ tab segment provides insight on key variables impacting the overall organization based on information inputted in the ‘Database’ tab. The ‘Database’ section keeps an itemized control of all the voluntarily reported instances of symptoms by employees. The ‘Risk Classifier’ segment is used to determine the risk exposure level of key occupations and departments to support further insight on the health impact to the organization. Finally, the ‘Guide’ tab covers tips from GPetrium on data error, tool personalization, and how the information on the tool can augment decision making.
The information on this segment can be personalized according to the team’s geographical location.
There are currently 26 columns that can be populated into the database. Three columns are set-up to auto-populate according to the data inputted into other columns. Below we will look at each column:
This tab helps to auto-populate and sometimes configure the drop-down list for the data in the ‘Database Tab’. If you would like to decrease or increase the number of options in the config tab, you will need to change the Data Validation for that column. For more information on how to do it, please refer to the Q&A section.
Double Counting Same Employee/ Patient in Dashboards
There are cases where the same individual may report symptoms for multiple days, leading to additional data being added to the tool. To avoid potentially double counting the same person in the dashboard, GPetrium added a slicer called ‘(14d<) Prior Symp Report’ which is based upon the ‘Symptoms reported in the last 14 days?’ column in the Database. By filling that row with a Yes/ No, Dashboard users will be able to filter out cases coming from the same source within a time period. The number of days to be accounted for can be changed from 14d to whichever metric the organization prefers.
To avoid running the risk of looking at old data even though it may have already been added to the database, it is essential for Dashboard users to always refresh the data by going to ‘Data->Refresh All’.
The Drivers of a Successful Health Check Tracker
The tool’s power comes from 3 major segments: (1) Data Governance, (2) Transparency, and (3) Dashboard Slicers
(1) Good data governance comes from managing the availability, usability, integrity and security of the data in the tool. It ensures that what is in it is truthful to drive better decision making.
(2) Transparency is required from all parties to ensure better decision making fueled by truthful information. Transparency also starts with clear policies for health related issues, sharing of symptoms between individuals and the organizational.
(3) Dashboard slicers provides organizations with the means to dig into segments of the data to gain a better understanding of what may or may not be happening. The dashboards alone may paint a dim picture of the current state of affairs, however, when digging into the current month or into certain departments, it may become clear that prior policy implementations have helped flatten the curve and reduce potential organizational disruption.”
Correlation <> Causation
Don’t forget, correlation DOES NOT imply causation. Even when the tool may be pointing to a certain direction, it is important to remember that it is static and cannot account for other factors you as the stakeholder may be privy to. The tool cannot fully account for changes in behavior that may enhance or inhibit better health outcomes.
A good Health Check Tracker is essential to manage potential contagions in an organization while giving leaders with the necessary data-driven tools to drive insightful decision making. The GPetrium Health Check Tracker in Excel provides a baseline for clients of all sizes to manage the health of its personnel, gain insight on the data and potentially support their respective governments in the fight against a public health crisis that is impacting everyone directly or indirectly. If you have questions or inquiries, please e-mail us at [email protected]
Q: I have updated the dataset, unfortunately the Dashboard did not update. What do I do?
A: To maximize cybersecurity, the team did not use VBA/ macros for the solution. Therefore, in order to update the dashboard, you will need to go to ‘Data->Refresh All’.
Q: I tried to add a new drop-down item to the [Title] Config tab, unfortunately, it does not appear on the Sales Data.
A: The drop-down system is based on the ‘Data Validation’ excel feature, it restricts the entries based on a subset of cells that have been chosen. To recalibrate, you will need to choose all cells in that respective column then on the access toolbar go to ‘Data->Data Validation->Settings’ and change the Source to cover all the items you expect to have on the drop-down.
Q: On the ‘Dashboard’ tab, I have noticed 4 pivots in row 59. What are they for?
A: It is the backbone of all graphs used in the ‘Dashboard’. Do not remove it.
Q: What is the Date format used on the tool?
A: All dates are in DD-MM-YYYY and can be seeing by right-clicking the date and going to ‘Format Cells’