This chapter contains the following topics:
Effective workplace health and safety programs help to save the lives of workers by reducing hazards and their consequences. They can have positive effects on both worker morale and productivity, and can save employers a great deal of money. Workplace incidents cost an organization large amounts of money, lost productivity, and decreased competitiveness. The JD Edwards EnterpriseOne Health and Safety Incident Management system provides features that you can use to track and report incidents, such as:
Incident tracking.
Investigation, cost, and follow-up action items.
Injury or illness case information.
Email notification of incident.
Detailed incident report.
One View Reporting of incidents.
Health and Safety OSHA and BLS reports (OSHA - Occupational Safety and Health Administration and BLS - Bureau of Labor Statistics).
Health and Safety EnterpriseOne pages.
Most employers are required to maintain information about incidents that involve illness or injuries sustained by the employees as a result of performing their job duties. Incidents may involve people, equipment, property damage, motor vehicles, environmental factors, agencies, security incidents, unsafe conditions and so on. The JD Edwards EnterpriseOne Health and Safety Incident Management system enables you to track all types of incidents and their details and send an email notification to the interested parties.
You use the Report an Incident program (P54HS30 or the mobile applications) and Incident Master program (P54HS00) for entering and tracking incidents in the JD Edwards EnterpriseOne Health and Safety Incident Management system. The Report an Incident program is a quick add program that is customized to use on a tablet device. Any employee can use this program to enter the initial details of an incident such as what, when, who, and where. The Incident Master program is a comprehensive program. The incident handler and safety officer use this program to enter detail information of the incident and enter and track costs and assign tasks.
Typically, after an incident is recorded in the JD Edwards EnterpriseOne Health and Safety Incident Management system, it is investigated. In the process of investigating an incident, you determine further details and the extent of the incident, direct and root cause of an incident, and take preventive or remedial actions. During the investigation, you also record information about who is investigating, who is handling the incident, and the information determined from the investigation. You capture any estimated or actual costs related to the incident. You can also associate an incident with a work order and display the estimated and actual work order costs. Tasks can be assigned to and viewed by individuals related to an incident. You will also be reminded of tasks that are due or are overdue via an email or a Work Center message.
You can track occupational injuries and illnesses by entering an injury or illness case along with the information that many governmental health and safety management organizations require.
You can track detailed information about any injuries or illnesses that the employees suffer during the performance of their jobs within the organization. This information includes the following, but it is not limited to:
Date of incident
Time of incident
Description of incident
Employee name
Description of the injury or illness
Part of body affected
You use the injury or illness case information to create and print regulatory health and safety reports.
After you enter the required information for an injury or illness, you can enter information about any additional injuries or illnesses for the person related to the same incident. Additional data includes any information that you want to track about injuries and illnesses, regardless of whether you need to report the case to governmental health and safety organizations.
To support the OSHA requirements to give all employees access to the information recorded for an injury or illness case, the JD Edwards EnterpriseOne Health and Safety Incident Management system provides a special view-only program, the Incident Case Inquiry program (P54HS210). This program provides a view of the data recorded on the OSHA 300 Log Report of the Work-Related Injuries and Illnesses and the OSHA 301 Injury/Illness Report, in the Tell us about your case section.
When you record an incident, the system automatically notifies the interested parties. In addition to the email address of the incident's originator, you can provide an additional individual's email address by completing a processing option. You can also use an email distribution list. You add the additional email addresses to the incident using the Incident Master program (P54HS00). The system retrieves email addresses from the Address Book Who's Who Email/Internet Information program (P01111). When the incident is entered, emails are sent to the interested parties. If the system cannot locate an email address, it sends a message to the work center using a send message command. (Release 9.1 Update) A link is embedded in the email that points to the incident record. When you click the link, the system uses the version of the application used at the time the email was generated.
The Detailed Incident Report program (R54HS00) displays the details for a single incident such as incident number, date and time, description of the incident, incident type classifications, location or organization, third party or contractor responsible for an incident, associated costs, investigation, agencies, people involved, additional injuries/illnesses and so on.
You use the One View Reporting programs to analyze and summarize health and safety incidents. The JD Edwards EnterpriseOne Health and Safety Incident Management system includes five One View Reporting programs:
Each of these One View Reporting programs enables you to analyze incidents and their various aspects and attributes, and determine your incident rates and safety metrics.
The Occupational Safety and Health Administration (OSHA) record-keeping rules require employers in higher-hazard industries with more than ten employees to keep accurate and complete records of work-related injuries and illnesses. OSHA requires employers to track and report health and safety incidents for each calendar year. To report injury and illness statistics to OSHA, you use the health and safety reports provided by OSHA. The JD Edwards EnterpriseOne Health and Safety Incident Management system produces three reports for each establishment for each year:
OSHA Form 300 - Log of Work-Related Injuries and Illnesses (R54HS300).
OSHA 300A Summary of Work-Related Injuries and Illnesses (R54HS300A).
Additionally, employers may be requested by the Bureau of Labor Statistics (BLS) to complete and submit a Survey of Occupational Injuries and Illnesses form (BLS-9300 N06). The JD Edwards EnterpriseOne Health and Safety Incident Management system also produces this BLS report (R54HS320).
(Release 9.1 update) You can submit the OSHA 300A report electronically through the OSHA Injury Tracking Application (ITA). You can create a CSV file to be used to submit the 300A electronically via OSHA's Injury Tracking Application.
The JD Edwards EnterpriseOne Health and Safety Incident Management system provides two JD Edwards EnterpriseOne pages, which are the Incident Self Service page and the Health and Safety Incidents EnterpriseOne page. These two pages provide a Safety Scoreboard. This portlet displays the number of days since the last incident, and the number of days since the last recordable incident. The Incident Self Service EnterpriseOne page enables your employees to access the Report an Incident, and Incident Case Inquiry programs, whereas the Health and Safety Incidents EnterpriseOne page enables your safety officers to access all the essential functions that a corporate safety officer needs.
You use the Task Tickler Reminder program (R54HS420) to send reminder messages to people associated with incident tasks. Processing options enable you to define the number of days in advance of or after the Task Ending Date to identify tasks that are due or are overdue. You also select who will be reminded: Task Assignee, Task Assignee's Supervisor, Incident Handler, Incident Investigator, Incident Reported By, or Incident Originator. You can print a report showing which tasks were selected and where messages were sent as reminders.
Before using any features in the JD Edwards EnterpriseOne Health and Safety Incident Management system, you need to define critical information that the system uses for processing. You also need to define information that you will use to enter data throughout the system. This table describes the information that you must set up before you begin using the JD Edwards EnterpriseOne Health and Safety Incident Management system:
The tables indicated have an accompanying change history table to record all add, delete, and updates to the base table. This list includes the primary tables in the JD Edwards EnterpriseOne Health and Safety Incident Management system used to record incident information:
Many programs in the JD Edwards EnterpriseOne Health and Safety Incident Management system use user-defined codes (UDCs). Most of the UDCs for the JD Edwards EnterpriseOne Health and Safety Incident Management system are shipped with predefined data. To meet your business needs, you can add, change, or delete predefined data that is not hard-coded.
This table lists the user-defined codes for incidents.
This table lists the user-defined codes for people involved in the incidents.
This table lists the user-defined codes for injuries or illness caused by an incident.
This table lists the user-defined codes for equipment involved in the incidents.
This table lists user-defined codes for incident environment.
Category codes are a type of UDC that you customize to better suit the unique requirements of your business.
Safety hours are the hours that an employee was available to work and has worked, and hence, exposed to occupational risk. It excludes time for vacation, sick or medical leave, or other leave time.
You use safety hours to calculate safety statistics, such as incident frequency rates. You can specify to retrieve safety hours from the Safety Hours table (F54HS20) or from the JD Edwards EnterpriseOne Payroll system tables. If you enter safety hours in the Safety Hours table, you can enter them by month and year for these fields:
Establishment
Company
Project
Business Unit
Contractor
When you record an incident, the system automatically notifies interested parties. In addition to the originator of the incident, the system uses the default information specified in the processing options of the Incident Master program (P54HS00), an individual email address, as well as an email group address. You can add additional email addresses to the incident so that all interested parties are notified. You can use the information in the Address Book - Who's Who table (F0111) to record the individual email addresses. Use the Email/Internet program (P0111) to set Electronic Address Type equal to Email and Message Indicator equal to 1 - primary for the email address that you want to use for notifications. To add employees to email groups, you need to set up email groups in advance as address book records. You must set up email addresses in the JD Edwards EnterpriseOne Address Book system. If the email address is not set up for the address book record, the system sends a message to the work center for notifications. You create a search type such as DL for your distribution lists.
You can set up email distribution groups using the Distribution Group Revisions program (P02150), which is available on the Health and Safety Setup menu. You need to first create an address book record for the distribution group before adding employees to the group using this application. You need to create a structure type in the UDC table 01/TS to identify the distribution groups. You can use the value of EML for the distribution list structure type. After you create the distribution group, you can then add members to the group.
| Form Name | Form ID | Navigation | Usage |
|---|---|---|---|
| Work With Distribution Lists | W021508A | Health & Safety Incident Setup (G54HS41), Distribution Group Revisions (P02150) | Access the Work With Distribution Lists form to add an email distribution group. |
| Address Parent/Child Revisions | W0150A | On the Work with Distribution Lists form, click Add. | Add a new email distribution group.
Add a person ID to the distribution group. |
If you want to display a map showing the incident location using either the address fields or the Latitude/Longitude fields, you can use the Composite Application Framework feature. To configure the Composite Application Framework feature to use with JD Edwards EnterpriseOne Health and Safety Incident Management system, follow these steps:
Add mapping URL to the MO Queue program (P98MOQUE), (Type 10).
Create a publication list in the Publication List program (P952336).
Add users to the publication list.
Add the Incident Master program to the Related Information Application Framework (RIAF) program (P952332).
Add map tabs in CafeOne for both street address and Latitude/Longitude from the Incident Master program.
The JD Edwards EnterpriseOne Health and Safety Incident Management system uses a standard next number for Incident Number. You need to set the starting incident number prior to using the system. Use the Work With Next Number program (P0002 or enter NN in the Fast Path field) to set up the incident number for system 54HS - Health and Safety Incident Management. You should not select the Check Digit Used option.
Next numbers is an automatic numbering utility. The Next Numbers program assigns numbers to documents using one or both of these:
Standard next numbers.
The system finds the next available number in the Next Numbers - Automatic table (F0002) and assigns that number to the document.
Next numbers by company and fiscal year.
The system finds the next available number by company and fiscal year or by company only in the Next Numbers by Company/Fiscal Year - Automatic table (F00021).
Next numbers work in conjunction with the data dictionary. Each data dictionary item that uses next numbers contains a next-numbering index value that corresponds to the line number that contains the next number value for that data item.
Failure Analysis is a database in JD Edwards EnterpriseOne that allows you to associate failures, analyses, and resolutions with work orders, cases, or health and safety incidents. You need to set up failure analysis codes if you use codes to define a unit of failure. The codes are the building blocks of the Failure Analysis tree, but it is not required to set up trees to use failure analysis codes. You can use these codes with failures, analyses, and resolutions.
Set up your failure analysis codes so that they can be used in the Failure Analysis Search and Select grid on the Investigation subform in the Incident Details tab in the Incident Master program. Oracle recommends that you categorize the health and safety failure codes using one of the Failure Analysis category codes. Configure the Failure Analysis Search and Select grid with a custom grid to see the category code when the search and select appears. If you are also using Failure Analysis for Capital Asset Management, you need to distinguish your health and safety failure codes from the maintenance failure codes. Categorizing your codes enable you to search failure codes by using the Query By Example (QBE) with a custom grid to quickly find the appropriate health and safety failure code.
Establishments are OSHA's name for an organization that is involved in the same work activity, therefore exposed to the same risk. An organization may have several establishments. OSHA requires reporting on each establishment separately. You must report OSHA information for each establishment in the organization that meets OSHA reporting criteria. An establishment for OSHA reporting purposes is defined as a single physical location where like business is conducted or where services or industrial operations are performed. To do this reporting, you must both set up and identify each employee who works in an OSHA reportable establishment. You identify the establishment in which an employee works by using supplemental data.
To set up establishments, follow these steps:
You set up values in the Establishment Search Types UDC table (08H/ES UDC) to define establishments in the JD Edwards EnterpriseOne system. This is located on the Health and Safety Incident Setup menu G54HS41. If you create a new search type, for example, EST for Establishment, you will need to add it to the Address Book Search Type UDC table (01/ST). The system will validate the establishment search type when an establishment is entered for an incident.
Add the establishments to the address book with the defined search type.
You can use the JD Edwards EnterpriseOne Payroll system to determine the safety hours and average annual number of employees. You must first associate each employee with the OSHA reportable establishment using the Employee Supplemental Data program (P00092). To create the association:
In the Work With Supplemental Data form, enter the employee number in the Employee Address Book Number field and click the Find button.
Select the Data Type EN in the grid and click the Select button.
In the General Description Entry form, enter the establishment number in the Est. No. field.
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Note: You do not need this step if you are using the Safety Hours Entry program (P54HS20) for safety hours and average annual number of employees. |
Use the Establishment Condition program (P086011) from the Health & Safety Incident Setup menu to enter a condition record for each establishment for each calendar year being reported. The JD Edwards EnterpriseOne Health and Safety Incident Management system uses establishment information for OSHA and Bureau of Labor Statistics reporting. To produce the OSHA and BLS reports you need a condition record for each establishment and year combination, even if nothing unusual happened that year.
(Release 9.1 update) You can associate a company with the establishment in the P086011 program. This association of company and establishment can be leveraged in the Incident Master program (P54HS00) to default in the company based on the establishment using this relationship. Use the P086011 program to record a change reason if you are re-submitting the electronic version of the 300A to OSHA. The program will use the most recent change reason recorded.
Use the Establishment Condition program (P086011) to enter the following additional information about an establishment:
Maximum Size
Enter a code that represents the maximum number of employees that have worked at an establishment at any point in the reporting year.
Form Exit Establishment Information
Use this form exit to associate a company with an establishment and to define the establishment type. This information is used when submitting an electronic file to OSHA for the 300A report.
Row Exit Change Reason
Use this row exit to record a reason why you are re-submitting an electronic file to OSHA. If there is more than one change reason given for the same establishment/year/report type combination, the re-submitted electronic file will use the one with the highest sequence number.