TELLURIDE, CO: A CUSTOM-BUILT INCIDENT MANAGEMENT SYSTEM
PAIN POINT: NEW TOOL: STAFF IMPACTED: PAYOFF:
Paper-based incident reporting with manual follow-up Custom system integrating ArcGIS Survey123 and Microsoft Power Automate Risk management, ski patrol, HR Automated reporting, better data visibility, fewer missed follow-ups
“We went from using multiple manual and digital processes to one system. It has allowed us to automate and digitalize the entire incident management process.” via QR codes posted around the resort. When a report is submitted, the system automatically emails the employee with details about next steps and alerts Thom- as, who can determine how to proceed from the employer’s standpoint. of key metrics such as the number of incidents, days-away calculations, and days transferred or restricted. Power Automate then sends emails and texts to risk management, the injured employee, and the designated provider, automati- cally adds incidents to the OSHA 300 log, and emails an updated version of the log to risk management every seven days. Employees can access the form Automating the process has changed reporting behavior. “It used to be that we’d only get a paper report if they were injured and going to a doctor,” says Thomas. “Now we get more reports of near misses.” That increase in data has supported broader workplace safety efforts, allowing the resort to identify and mitigate hazards before they lead to repeat incidents. “We’re able to quantify more slips, trips, and falls, and can better stay on top of hazards,” he adds. The system has been rolled out to patrol as well. Patrollers use Dashboard in lieu of a QR code to create and man-
age an incident report, which is collect- ed through Survey123. Power Automate then generates follow-up emails to perti- nent departments, be it the ticket office for a waiver, lift ops, the rental shop, ski school, or risk management. All informa- tion is stored in a single database. The automated response system has saved significant time, says Thomas. “Rather than me trying to notify each department that something happened related to their department, it’s automat- ic, so we can do data collection quickly, and there are less things falling through the cracks.” Telluride has also adapted the same tools to manage camp registration, inter- nal text messaging, lost guest location, and waivers. Building custom systems required time and internal expertise, but the payoff has been flexibility and scale. “In my experience, moving to digital platforms, you end up with four, five, six different vendors, and it gets expensive, so resorts hold back and stay with paper,” Thomas says. “It’s not about convincing resorts to go digital, it’s about helping them take the first step.”
At Telluride Ski & Golf in Colorado, incident reporting was a patchwork of paper forms, emails, and discon- nected digital tools. By integrating ArcGIS’s Survey123 and Dashboard programs with Microsoft Power Auto- mate, “We went from using multiple manual and digital processes to one system,” says risk management di- rector Matt Thomas. “It has allowed us to automate and digitalize the en- tire incident management process.” The snowmaking department had already been using ArcGIS for mapping when Thomas joined the resort six years ago. He was introduced to ArcGIS Sur- vey123, a form-centric data-gathering tool used to collect and analyze infor- mation—similar to Google or Microsoft Forms, but more robust, he says. Looking to move away from paper, Thomas began using Survey123 to collect employee injury reports. While it worked well for gathering information, managing the workflow around workers’ compensa- tion claims remained manual. Enter Power Automate, a cloud-based service that creates automated work- flows between apps and services. It con- nects Microsoft tools such as Outlook, Teams, and SharePoint with third-party applications to automate tasks like data entry, file synchronization, and notifica- tions. Power Automate and ArcGIS can be integrated so that when a survey is submitted in Survey123, a workflow—or “flow”—is triggered in Power Automate. At Telluride, the flow works like this: Survey123 collects an initial inju- ry report and subsequent claim updates. That information feeds into Dashboard, which provides a visual, on-screen view
WHAT CHANGED
• Incident reports are digitalized and centralized. • Automated notifications replaced manual follow-up. • Near-miss reporting has increased safety awareness. • OSHA logs and dashboards are updated automatically.
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