Croner Simplify. Croner Simplify. ~ Health & Safety Training Workbook ~ Version 4.0. P a g e 1

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1 ~ Health & Safety Training Workbook ~ Version 4.0 P a g e 1

2 Contents Health and Safety Support... 3 Health and Safety Overview... 3 Policies... 5 Organisation & Responsibilities... 7 Planning & Implementation Monitoring & Review Communications Accident Reporting Tool Document Information Health & Safety Document Locations P a g e 2

3 Health and Safety Support This section will cover the optional Health and Safety Support element which features within including H&S Policies, Procedures, Risk Assessments and assigning H&S Responsibilities to nominated individuals. It also covers important record keeping such as review of H&S Policy, Communication, Monitoring and Training. The sections are laid out in line with the Health and Safety Executive s standard for H&S Management Systems HSG 65: Successful Health and Safety Management. Health and Safety Overview This area provides access to a list of H&S processes, the Accident Reporting Tool and the H&S Audit Tool. It is the default screen that appears when the Health & Safety tab is selected. There are a number of standard processes relating to Health and Safety such as Display Screen Equipment, Manual Handling and Pregnancy Risk Assessment. A new Process can be started by clicking the Go To Processes button. P a g e 3

4 Clicking the Audit Tool button will launch the H&S Audit Tool. The Audit Tool will allow the user to create H&S Audit s examining different areas and issues within them e.g. an audit covering only Display Screen Equipment issues within an office can be completed or a comprehensive audit on the whole premises covering a number of H&S issues can also be undertaken. Once launched, the H&S Audit Tool includes a comprehensive User Guide accessible as shown below: Clicking the Accident Reporting Tool button from the Overview tab will launch Croner s Accident Reporting and Recording Tool. P a g e 4

5 Policies This area provides access to H&S Policies as supplied by your Consultant and also allows you to upload your own Policies. The documents will be accessible via the folders on the left hand side of the page, with options to Delete, check who has viewed the document, download a copy of the Policy or simply View the document. P a g e 5

6 Clicking the Upload New Document button will open the document upload screen as shown below. The settings within this area allow you to restrict access to the document by User Profile type and location. If you create your own Policies you will also need to create a related Procedure. This will help you to demonstrate how you actually fulfil the requirements of your Policy. P a g e 6

7 Organisation & Responsibilities This area allows you to designate H&S Responsibilities to key members of staff which will automatically populate your H&S Organisation Chart. It is important to be able to demonstrate that you have designated H&S Responsibilities to individuals and, more specifically, what those Responsibilities are. provides you with a number of preset templates with which you can create your own Responsibilities. P a g e 7

8 Clicking the Add New Responsibility button will open a screen which allows you to assign H&S Responsibilities to an individual, based on their level of authority: The Responsibility drop-down box allows you to choose from a number of preset, representative Responsibilities, based on level of seniority. The presets are: Managing Director. This is a top level responsibility and is normally the most senior person e.g. Managing Director, CEO etc. This Responsibility covers senior management issues such as H&S planning and strategy, resources, insurance, communication, consultation and contingency planning. It is recommended that this Responsibility be assigned to only one person. Director. This is a senior management position, reporting directly to the top level. This Responsibility is concerned with implementing H&S strategy, e.g. risk assessments, safe systems of work, training etc. Supervisor. A lower level management position which covers shop floor issues such as supervision of employees, completing H&S checklists, providing personal protective equipment etc. H&S Officer. This responsibility should be used when you have identified competent person(s) for Health and Safety. Covers the more technical aspects e.g. advising management on changes to legislation, arranging H&S meetings, accident investigation etc. The Employee drop-down box will allow you to assign the responsibility to the selected individual. To be able to select an individual you need to have created an employee record using the New Starter Wizard in the Employee area of. If you are using Simplify exclusively for Health and Safety management then you only need to complete the mandatory fields to be able to set up each employee. The Report To field will be present (unless assigning a responsibility to Managing Director level, who doesn t report to anyone else!) and will allow you to specify to whom the selected P a g e 8

9 person reports to. This field is important as it will dictate where the Responsibility appears in the H&S Organisation Chart. Once you have completed the Date Assigned and Description fields, click Save. This will then populate the details into the Responsibilities table: When you create a Responsibilities entry, an example Responsibility document will be created which you can edit to reflect your organisation. When you click on the Responsibility entry, it will expand to include the Manage Document link (highlighted above). Clicking this link will open up the following screen: P a g e 9

10 You can use the Actions buttons on the right to either edit (pen and paper icon) or delete the document ( no entry icon). Clicking the edit button will launch the editable Responsibility document, which will look like the following: You can then personalise and save the document as needed, reflecting the individual s Responsibilities for Health and Safety. Furthermore by clicking on the Upload Document button you can upload your own documents relating to that individual s responsibility. Providing you have completed the preceding screens correctly, the H&S Organisation Chart should be automatically populated with the selected individuals. To access the chart just click on the H&S Organisation Chart button: P a g e 10

11 You can also get to the chart by going to the My Organisation tab and selecting by H&S Responsibility as the Chart Type: If you need to make detailed changes to your H&S Organisation Chart then contact your H&S Consultant as they will be able to help you. P a g e 11

12 Planning & Implementation This area gives you access to the Company Procedures and Risk Assessments. These documents help demonstrate that you manage H&S issues in a planned and systematic way. As with the Policies section you can access your Procedures and also upload your own using the Upload New Procedure Document button. Risk Assessments however are slightly different in that they behave in a similar way to documents in the Template Library area. When you select a document from the folders on the left you have the option to Preview, which opens a copy of the document, or Use Template, which opens an editable version of the document. P a g e 12

13 Once you choose to Use Template, your copy of the risk assessment will appear in the Risk Assessment Documents table. This then allows you to edit (pen and paper icon) or delete the assessment ( no entry icon). You can also upload your own Risk Assessment templates using the Upload New Risk Assessment Document button. P a g e 13

14 Monitoring & Review This area allows you to record your actions such as H&S Training, Review and Monitoring and provides important evidence that you are being proactive in your management of Health and Safety issues. Clicking the Add New Training button will open the Create Training Record screen. Here you can select the Employee Name, the name of the training given, the date of the training and a description: P a g e 14

15 Once you Save the record it will then create an entry onto the Training table. Here you can upload a document using the Manage Document link, edit or delete the entry. Examples of H&S training records include H&S specific inductions, toolbox talks, fire marshal training and H&S qualifications e.g. NEBOSH/IOSH/BSC/CIEH courses and CSCS cards. The Health and Safety Review Log allows you to keep a record of when you have reviewed your H&S Policy, Procedures, Risk Assessments or other documents. This serves to provide a valuable record and evidence that you are proactively keeping your documents up to date and that they properly reflect your working practices. P a g e 15

16 Clicking the Add New Review Log button will open the Create Review Log screen: This allows you to assign a Location, Department, name of reviewer and review date plus a description of the review. Click Save to place the entry in the Health and Safety Review Log table. A document can be uploaded using the Manage Document link or you can edit or delete the entry. It is recommended that you review your overall H&S Policy at least yearly including individual Policies, Procedures and Risk Assessments to ensure that they remain relevant to your working practices. You should also perform a review of relevant documents following an accident, case of work related illness/absence or near miss. The Health and Safety Monitoring Log allows you to record when you have undertaken H&S Monitoring e.g. following a workplace inspection, if you have had inspection or maintenance work carried out by a competent person or air/noise/vibration monitoring. Furthermore your Croner H&S Consultant will prepare Monitoring Checklists for you as part of the ongoing implementation of your H&S service. P a g e 16

17 Clicking Add New Monitoring Log will open the Create Monitoring Log screen: This screen allows you to allocate a Location, Department, name of reviewer, date of review and a description of the monitoring being carried out. Clicking Save will make an entry into the Health and Safety Monitoring Log table, with the same functionality as the Training and H&S Review Log areas. Your Consultant-prepared Monitoring Checklists should be completed and uploaded to Simplify at agreed frequencies. This is important as it shows that you are being proactive with your H&S management. P a g e 17

18 Communications This area allows you to record communications to employees and others on Health and Safety issues, providing evidence that you are not only providing H&S information but also demonstrating that you have a positive H&S culture. Clicking the Create Communication button opens the following screen: P a g e 18

19 Here you can define a subject and make notes about the type of communication. You also have the option to Mark as important, which when selected will flag the communication as being of high importance. You can also Create Task, which adds a task to the To-Do list in the Day to Day area. Once you click Save an entry is made to the Communications table. You will be able to upload a document using the Manage Document link. You can also edit or delete using the relevant buttons under Actions. P a g e 19

20 Accident Reporting Tool This tab contains useful information and advice on matters relating to health and safety. Some of the information is for subscribed users only however the Accident Reporting tool is available for everyone. The Accident Reporting tool can assist in the reporting of accidents, dangerous occurrences, diseases and near misses in the workplace. By guiding you through a series of questions, it will help you identify what is reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). Click on H&S Overview tab Click on the Accident Reporting Tool button A separate window opens up Click on Create a new report button P a g e 20

21 The report needs to be completed step by step Complete the appropriate options and click Next to proceed to the next screen P a g e 21

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23 After completing the various screens click on Save/Finish Click on the Print icon to print the report off in pdf format and send it to the appropriate authorities Alternatively click on the icon to the report P a g e 23

24 An example of what a report will look like is shown below To modify your report click on the User Reference number P a g e 24

25 Document Information The following information shows where specific Health & Safety documents can be located within Simplify. Health & Safety Document Locations To help you with your record keeping the following tables give examples of where you can find Croner templates in Simplify and also gives recommendations on where to upload your own completed or bespoke documents. Please note that in order to provide evidence of compliance certain company specific documents and completed templates will need to be obtained or completed and uploaded by you. These are documents that would be created in-house or supplied by external providers e.g. first aid training certificates. If you cannot find your Croner templates then contact your H&S Consultant to discuss. : Core Product Document PPE records Occupational Health Records H&S Information/Guidance Croner Document/ Template/ Tool?* Location My Employees>(Employee Name)>Health & Safety>PPE (click on Add New PPE Item to create record) My Employees>(Employee Name)>Health & Safety>Occupational Health Croner-i>Business Essentials>Health and Safety Essentials P a g e 25

26 Document Accident Recording & Reporting Tool Croner Document/ Template/ Tool?* Location Health & Safety>H&S Overview>Accident Reporting Tool (click Accident Reporting Tool button to launch) : H&S Support Service Only H&S Audit Tool Document Legacy H&S Management System/ CHEFFS System/Handbook H&S Policy Statement H&S Policy Handbook Bespoke H&S Policies Employee Handbook Croner Document/ Template/ Tool?* Location Health & Safety>H&S Overview>Audit Tool (click Audit Tool button to launch) Health & Safety>Policies>Company Documents Health & Safety>Policies>Health & Safety Management>Health & Safety Arrangements Health & Safety>Policies> Handbook AND Documents>Guidelines & Policies (allows non-h&s users to view Policies) Health & Safety>Policies (click Upload New Document to upload this will allow you to select which folder the Policy appears in) Health & Safety>Policies> Handbook P a g e 26

27 Document H&S Management Structure H&S Responsibilities/Duties H&S Procedures Bespoke H&S Procedures Risk Assessment Templates Completed Risk Assessments Risk Manager Croner Document/ Template/ Tool?* Location Health & Safety>Organisation & Responsibilities (Click H&S Organisation Chart button to launch Org Chart tool) Health & Safety>Organisation & Responsibilities>Responsibilities (click Add New Responsibility if you want to create your own) Health & Safety>Planning & Implementation>Procedure Documents Health & Safety>Planning & Implementation>Procedure Documents (click Upload New Procedure to upload this will allow you to select which folder the Procedure appears in) Health & Safety>Planning & Implementation>Risk Assessments>Risk Assessment Templates Health & Safety>Planning & Implementation>Risk Assessments>Risk Assessment Documents Health & Safety>Planning & Implementation>Risk Assessments>Risk Assessment Documents OR Health & Safety>Monitoring & Review>H&S Review P a g e 27

28 Document H&S training records: H&S specific inductions, toolbox talks, fire marshal training, first aider training and H&S qualifications e.g. NEBOSH/IOSH/ BSC/CIEH courses and CSCS cards Croner H&S Reviews e.g. inspection reports, audits, document reviews H&S Reviews e.g. inspections, reports, audits, amendments to documents, HSE/EHO visit communications and actions, insurance inspections H&S Monitoring Checklists Monitoring Documents e.g. completed H&S Monitoring Checklists and other monitoring records such as noise, vibration, hazardous substance, temperature etc. H&S Generic Forms/Records Croner Document/ Template/ Tool?* Location Health & Safety>Monitoring & Review>Training Health & Safety>Monitoring & Review>Health & Safety Review Log Health & Safety>Monitoring & Review>Health & Safety Review Log Health & Safety>Monitoring & Review>Health & Safety Monitoring Log Health & Safety>Monitoring & Review>Health & Safety Monitoring Log Documents>Guidelines & Policies P a g e 28