HEALTH AND SAFETY INCIDENT REPORTING

Transcription

1 HEALTH AND SAFETY INCIDENT REPORTING

2 Table of Contents Articles... 3 How to Create a Health and Safety Incident Reports and Responses... 4 How to find a Health and Safety Incident Report using your Dashboard...50 How to find a Health and Safety Incident Report by browsing the Main Menu...55

3 Articles Page 3

4 How to Create a Health and Safety Incident Reports and Responses Overview The System is comprised of 5 distinct "Request and Response" sections as shown below: 1. Incident Report (Request) 2. Information about Medical Care (Response) 3. Information about Workers Compensation (Response) - Optional 4. HSE System Investigation (Response) 5. Incident Investigation Results (Response) After the Incident Report has been created and submitted each of the 2 -> 4 Responses may proceed in Parallel. Each Response may be assigned to a different individual or team of individuals to complete. Page 4

5 At least One (1) Response must be created and completed in each section shown above (HR Responses and Operations Responses) before the Incident Report Request can be Completed and Submitted for Approval. "Information about Medical Care" and "Incident Investigation Results" are considered mandatory. The decision to complete the remaining responses will depend on local regulations as well as the maturity level of the HSE Management system within your specific site. Site management should consult It is the responsibility of the Plant Manager and Local HSE staff to enforce and ensure that the correct responses are both created and completed for incidents that occur within each facility. 1. Health and Safety Incident Report (Request Form) This section is intended for anyone entering a Health and Safety Incident Report. These are typically created by the affected employee's Supervisor, but it may also be created by HSE Compliance staff, the Plant Manager, Human Resources or other designee Creating the Incident Report 1. Click the New Button Page 5

6 Select Org, Document Class, Type, and Layout 1. Select the Site where the incident occurred in the "Select Organization drop-down box" 2. Select "Health and Safety Incident Reports" in the "Select Document Class" dropdown box. 3. Select "Health and Safety Incident Report" in the "Select Document Type" drop-down box. This is the Default Selection 4. Select "Health and Safety Incident Report" in the "Select Document Layout" dropdown box. This is the Default Selection 5. Click the Chevron Icon (>>>) to continue. Page 6

7 1.2. Setting the Incident Report Title 1. Enter the Title in the Box as shown. A suggested Title format is "Date Site" as shown above, but it is not mandatory. Page 7

8 Title Considerations Personally Identifying Information should never be used in the Title. Incident Reports are displayed as shown above when browsing. The Document Title should be created in a way that allows to you to easily identify each Incident Report. Additional Information such as the "Creation Date," who initiated the report ("Requester") and Current Status is displayed next to the Title Effectiveness Review, Requester Info, and Allowance Page 8

9 Effectivess Review is necessary for each Health and Safety Incident. When the Incident is approved, the system will send a notification after a set period of days to assess the long term effectiveness of any corrective actions put into place as a result of the incident. 1. Set the Effectiveness Review period (in Days) 2. The Requester is the person who initially created the incident report. Location Address and Contact Information are option fields to provide more information about the Requester - if necessary. 3. There is only 1 allowance enabled for HSE incident reports. You need to click to highlight it before proceeding Categorization Categories allow you to classify each Incident Report in a number of ways and can be used for searching and reporting within the system. 1. Categories that are mandatory are marked as "Required" 2. Click each categories heading to see the choices underneath. Page 9

10 Business Unit 1. Make the appropriate selection 2. Click the "Chevron" (>>>) icon to confirm 3. Complete the remaining categories as shown above Business Region Page 10

11 Department Health and Safety Incident Type Categories with Checkboxes allow you to select more than 1 box Page 11

12 Health and Safety Injury Type Affected Body Part(s) 1.5. Due Date and Incident Description Page 12

13 Due Date Calendar Pop Up Incident Time Page 13

14 Person Affected (Account Lookup) Person Affected Continued Page 14

15 Person Affected Completed Description of Incident and Immediate Actions Page 15

16 1.6. Incident Details and Attachments 1.7. Submitting for Acceptance Page 16

17 Confirmation of Submission 2. Information about Medical Care (Response Form) Page 17

18 2.1. Select Response Type 2.2. Page 18

19 2.3. Information about the Employee 2.4. Information about Medical Care Page 19

20 2.5. Completing the Response Completion Confirmation Completed Response Page 20

21 3. Information about Workers Compensation (Response Form) 3.1. Page 21

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30 4. HSE System Investigation (Response Form) 4.1. Page 30

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37 5. Incident Investigation Results (Response Form) 5.1. Page 37

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40 Appendix: How to find a Health and Safety Incident Report by browsing the Main Menu This Section applies to any user that wants to locate and browse any/all Incident Reports created in a specific Organization 5.1. Changing Organizations (when applicable) Depending on your Role in the Organization, you may work in one or many different Organizations within Compliant Pro. This step may not apply to you if your work is primarily focused in a single site (CPro Organization) Page 40

41 1. Login to Compliant Pro ( 2. Make Note of the Organization you are currently signed into, located to the right of your name in the upper right hand corner of the webpage. You will need to change your Organization to the one where you wish to Locate/Browse Reports. 3. Click User Settings to change your current organization User Settings Page 41

42 Select the desired Organization in the top drop-down box Save User Settings 1. Click Save Changes and Continue after making an Organization Selection 5.2. Browsing Incident Reports Page 42

43 1. Click the "Bullet List" in the upper left corner to toggle the Main Menu Select Health and Safety Management Note: You may see more or less in this view depending on your individual access rights. Page 43

44 Select Health and Safety Incidents Note: You may see more or less in this view depending on your individual access rights Health and Safety Incidents List There are Multiple "views" that allow you to sort and view the data in various ways. For instance you may select "by Requester" to see All Reports by who created them originally. You may also select "by Expediter" to see All Reports by Who they are assigned to. The "by Status" view will allow you to sort reports by their current status, such as "In Process" or "Closed" Page 44

45 2. When you have located the desired report, click to open it from the list in the Main Window. Appendix: How to find a Health and Safety Incident Report using your Dashboard This article applies to any user who initiated an Incident Report (typically the affected employee's Supervisor) or any user who is an Expediter or Assignee for the Incident Report Responses (Typically the EHS Compliance Manager/Engineer, the Plant Manager, and a member of Human Resources) Page 45

46 5.1. When you are an Expediter or Assignee 1. Click My Tasks Select My Tasks "by Document Class" 1. Click "by Document Class" Page 46

47 Select "Incident Report" 1. Click Incident Report Select the appropriate Incident Report Click on the desired Incident Report to open. Page 47

48 5.2. When you Initiated the Report (Requester) 1. Click My Tracking Select My Tracking "by Document Class" 1. Click "by Document Class" Page 48

49 Select "Incident Report" (Copy) 1. Click Incident Report Select the appropriate Incident Report Click on the desired Incident Report to open. Page 49

50 How to find a Health and Safety Incident Report using your Dashboard This article applies to any user who initiated an Incident Report (typically the affected employee's Supervisor) or any user who is an Expediter or Assignee for the Incident Report Responses (Typically the EHS Compliance Manager/Engineer, the Plant Manager, and a member of Human Resources) 1. When you are an Expediter or Assignee 1. Click My Tasks Page 50

51 1.1. Select My Tasks "by Document Class" 1. Click "by Document Class" 1.2. Select "Incident Report" 1. Click Incident Report Page 51

52 1.3. Select the appropriate Incident Report Click on the desired Incident Report to open. 2. When you Initiated the Report (Requester) Page 52

53 1. Click My Tracking 2.1. Select My Tracking "by Document Class" 1. Click "by Document Class" 2.2. Select "Incident Report" (Copy) Page 53

54 1. Click Incident Report 2.3. Select the appropriate Incident Report Click on the desired Incident Report to open. Page 54

55 How to find a Health and Safety Incident Report by browsing the Main Menu This Article applies to any user that wants to locate and browse any/all Incident Reports created in a specific Organization 1. Changing Organizations (when applicable) Depending on your Role in the Organization, you may work in one or many different Organizations within Compliant Pro. This step may not apply to you if your work is primarily focused in a single site (CPro Organization) 1. Login to Compliant Pro ( 2. Make Note of the Organization you are currently signed into, located to the right of your name in the upper right hand corner of the webpage. You will need to change your Organization to the one where you wish to Locate/Browse Reports. 3. Click User Settings to change your current organization Page 55

56 1.1. User Settings Select the desired Organization in the top drop-down box Save User Settings Page 56

57 1. Click Save Changes and Continue after making an Organization Selection 2. Open the Main Menu 1. Click the "Bullet List" in the upper left corner to toggle the Main Menu Page 57

58 2.1. Select Health and Safety Management Note: You may see more or less in this view depending on your individual access rights. Page 58

59 2.2. Select Health and Safety Incidents Note: You may see more or less in this view depending on your individual access rights Health and Safety Incidents List There are Multiple "views" that allow you to sort and view the data in various ways. For instance you may select "by Requester" to see All Reports by who created them originally. You may also select "by Expediter" to see All Reports by Who they are assigned to. The "by Status" view will allow you to sort reports by their current status, such as "In Process" or "Closed" Page 59

60 2. When you have located the desired report, click to open it from the list in the Main Window. Page 60