Setting Up Incident, Injury, and Illness Tracking

This chapter provides an overview on incident, injury, and illness tracking and discusses how to:

• Define injuries and illnesses.

• Define dangerous occurrences and hazardous conditions.

• Define work-related incident details.

• (IND) Set up disablement types.

• Define medical service information.

• Define work restrictions and modified work duties.

Understanding Incident, Injury, and Illness Tracking

Consistent and uniform data collection is an important element of an organization's health and safety program. Standardized records best utilize the information that you use to manage a health and safety program and to meet government and insurer reporting requirements.

Use Monitor Health and Safety to track information specific to health and safety incidents, and to update codes and descriptions as government regulations change. Most of the setup tables are designed so that you can enter multiple occurrences of a code or description.

When you create information in these tables, enter effective dates that are before the effective dates of any incidents that you enter. Otherwise, all the valid codes do not appear in prompt lists on the Monitor Health and Safety pages.

See Also

Getting Started with PeopleSoft HCM

Defining Injuries and Illnesses

To define injury, illness, and accident codes, use the Accident Type Table (ACCIDN_TYPE_TBL), Body Part Table (BODY_PART_TABLE), Injury Nature Table (INJURY_NATURE_TBL), Source of Injury Table (INJURY_SOURCE_TABLE), Unsafe Act Table (UNSAFE_ACT_TBL), Occupational Illness Table (HS_OCC_ILLNESS_TBL), Occupational Illness Table - FRA (OCC_ILLNESS), Diagnosis Table (DIAGNOSIS_TABLE), Allergy Table (HS_ALLERGY_TBL), Immunization Table (HS_IMMUN_TBL), Medication Table (HS_MEDCATN_TBL), Medicare Table Australia (HS_MEDCARE_TBL_AUS), and CID Codes BRA (CID_CODES_BRA) components.

This section provides guidelines for setting up injury, illness, and accident codes that are required by government reporting agencies and discusses how to:

• Enter types of occupational illnesses.

• Define medical diagnoses.

Understanding Injury and Illness Setup

Certain setup codes in the Monitor Health and Safety business process are entered by setID because they can vary by regulatory region. You can establish different sets of codes for each regulatory region in which you have operations.

For example, if you are administering a U.S. workforce, you may choose to use the standard codes the American National Standards Institute (ANSI) has established, or establish new ones. Use the codes required by local authorities in a regulatory region, if a specific set of codes is required.

Whereas occupational injuries are generally thought to result from sudden or one-time incidents, occupational illnesses are generally thought to result from longer-term, repeated exposures. The Occupational Illness code is used on the Injury Details - Description page and the DEU Illness Tracking - Medical Details page.

Pages Used to Define Injuries and Illnesses

Entering Types of Occupational Illnesses

Access the Occupational Illnesses Table page (Set Up HRMS, Product Related, Workforce Monitoring, Health and Safety, Occupational Illnesses Table, Occupational Illnesses Table).

Occupational Illness

You can enter different groups of occupational illness codes for each setID.

(DEU) Germany

Defining Medical Diagnoses

Access the Diagnosis Table page (Set Up HRMS, Product Related, Workforce Monitoring, Health and Safety, Diagnosis Table, Diagnosis Table).

If the organization tracks workplace accommodations for employees with disabilities, then you also use the diagnosis codes that you enter here when you work with the Accommodation Data component, that is part of the various Workforce Monitoring menus.

Note. (GBR) If the organization is implementing the Disability and Discrimination Act of 1995 feature of HR, use the Diagnosis page to enter medical diagnoses for disabilities as well. This page appears in the Meet Regulatory Rqmts UK menu. You can use the page in either menu; it is the same.

(USA) If the organization is implementing the Americans with Disabilities Act (ADA) feature of HR, use the Diagnosis Table to enter medical diagnoses for disabilities as well. This page appears in the Meet Regulatory Rqmts menu. You can use the page in either menu; it is the same.

Defining Dangerous Occurrences and Hazardous Conditions

To define dangerous occurrences and hazardous conditions, use the Dangerous Occurrences Table (HS_DANGER_OCC), Hazardous Conditions/Materials (HAZ_CON_MATRL_TBL), Job Code Hazards Table (JOBCODE_HAZRDS_TBL), and Location Hazards Table (LOCATN_HAZRDS_TBL) components.

Hazard control involves identifying workplace hazards and acting to eliminate or minimize any workplace hazard or exposure that risks the health and safety of personnel.

Use the pages that are listed in this section to set up types of dangerous occurrences and hazardous conditions. Once you establish codes for them, track hazardous materials and conditions by job code and location to identify employees who are at risk.

This section discusses how to:

• Define dangerous occurrences.

• Define hazardous conditions and materials.

• Track hazards by job code.

• Track hazards by location.

Pages Used to Define Dangerous Occurrences and Hazards

Defining Dangerous Occurrences

Access the Dangerous Occurrences Table page (Set Up HRMS, Product Related, Workforce Monitoring, Health and Safety, Dangerous Occurrences Table, Dangerous Occurrences Table).

Note. Remember that dangerous occurrences codes might vary by regulatory region. For example, in the United Kingdom dangerous occurrences are defined by the reporting of injuries, diseases, and dangerous occurrences regulations. In Canada, they are defined by the Worker's Compensation Board (WCB).

Defining Hazardous Conditions and Materials

Access the Haz Condition/Materials Table page (Set Up HRMS, Product Related, Workforce Monitoring, Health and Safety, Haz Condition/Materials Table, Haz Condition/Materials Table).

Hazard ID	You can enter multiple hazard IDs for each setID and maintain different sets of hazard IDs for specific regulatory regions.
Hazard Type	Indicate whether the hazard type is Condition or Material. If you select Material, the Materials Data group box is available for you to specify the hazardous class and hazardous division.

Note. American National Standards Institute (ANSI) standard codes in the United States for both Hazardous Class and Hazardous Division are stored in the Translate Table.

Tracking Hazards by Job Code

Access the Job Code Hazards Table page (Set Up HRMS, Product Related, Workforce Monitoring, Health and Safety, Job Code Hazards Table, Job Code Hazards Table).

Job Code	Because the job code is tied to the setID, you can maintain different hazard data for the same job code in different regulatory regions.
Reg Region (regulatory region)	Enter the regulatory region for the hazard.
Hazard ID	Add data rows to associate multiple hazard IDs with each job code. When you enter a hazard ID, the system populates the Short Description, Hazard Type, Hazardous Class, and Hazardous Division fields.
Date Reported	This is usually today's date, which you can change.
Date Removed	Enter the date when job conditions were changed.

Note. Define hazardous conditions and materials on the Haz Condition/Materials Table page.

Tracking Hazards by Location

Access the Location Hazards Table page (Set Up HRMS, Product Related, Workforce Monitoring, Health and Safety, Location Hazards Table, Location Hazards Table).

Location Code	The location code that you entered appears in this field.
Reg Region (regulatory region)	Enter the regulatory region for the hazard. Because the location code is tied to the setID, you can maintain different hazard data for the same location code in different regulatory regions.
Hazard ID	You can add data rows to associate multiple hazard IDs with each location. When you enter a hazard ID, the system populates the Hazard Type field.
Date Reported	This is usually today's date, which you can change.
Date Removed	Enter the date when location conditions were changed.

Note. Define hazardous conditions and materials in the Haz Condition/Materials Table page.

Defining Work-Related Incident Details

To define related incident details, use the Animal Table (HS_ANIMAL_TBL) and the Transport Table (HS_TRANSPORT_TBL) components.

This section provides an overview of work-related incident details discusses how to:

• Identify animals.

• Identify modes of transportation.

Understanding Work-Related Incident Details

Use the pages that are described in this section to set up codes to identify factors that can relate to a work-related incident, such as animals and transportation type.

Company Property

Use the Company Property Table (COMPANY_PROP_TBL) component to track health and safety incidents that involve heavy equipment, machinery, and computer and electronic equipment. To access the Company Property Table, select Set Up HRMS, Product Related, Workforce Administration, Company Property. The pages in the Company Property component are used to manage company assets in addition to tracking issues involving company property.

Company Cars

You can link cars that are set up in Company Cars to incidents. If you add a company-owned vehicle, you can also access the registration and descriptive data that is entered for the vehicle on the Car Data page.

Note. When you enter a car into the Company Property Table, use the code or number that you used when entering the car into Car Data to avoid maintaining different codes for the same car.

See Also

Handling Company Property

Setting Up Company Car Fleet Information

Pages Used to Define Related Incident Details

Identifying Animals

Access the Animal Table page (Set Up HRMS, Product Related, Workforce Monitoring, Health and Safety, Animal Table).

Enter a code and corresponding description of each type of animal that you can associate with incidents.

Identifying Modes of Transportation

Access the Transport Table page (Set Up HRMS, Product Related, Workforce Monitoring, Health and Safety, Transport Table, Transport Table).

Enter a code and corresponding descriptions for each mode of transport, such as plane, train, car, bus, or taxi or identify transportation companies or services that you can associate with incidents.

(IND) Setting Up Disablement Types

To set up disablement types, use the Disablement Type (HS_DISABL_TYPE_IND) component.

This section discusses how to define the disablement types that you can use to record disability information for employees.

Page Used to Set Up Disablement Types

Defining Disablement Types

Access the Disablement Type IND page (Set Up HRMS, Product Related, Workforce Monitoring, Health and Safety, Disablement Type IND, Disablement Type IND).

Injury Type	Select an injury type: Partial or Total to access this page. The injury type you selected appears in this field.
Disablement Code	The disablement code that you entered to access this page appears in this field.
Pct Loss of Earnings (Percent Loss of Earnings)	Enter the percentage of loss of earnings due to the disablement.

Defining Medical Services Information

To define medical services information, use the Medical Facilities Table (HS_MEDICAL_FAC) and the Physician Table (HS_PHYSICIAN_DATA) components.

This section discusses how to enter physician information.

Pages Used to Define Medical Services Information

Entering Physician Information

Access the Physician Table - Name page (Set Up HRMS, Product Related, Workforce Monitoring, Health and Safety, Physician Table, Name).

Physician ID	The non-employee ID that is assigned to the physician appears in this field. If you choose to have the system automatically assign non-employee IDs, it assigns to the physician the number that immediately follows the one in the Last Non-Employee ID Assigned field in the Installation Table. The number first appears as 00000000000. The actual number appears after you save the information here. The system uses the same number sequence to assign non-employee IDs on both the Administer Training and Monitor Health and Safety pages. Warning! To avoid maintaining two different sets of non-employee IDs, PeopleSoft recommends that you either always assign numbers manually or always let the system do it.
Name Format	Select the country whose name format you want to use for this person. The appropriate fields for the country that you enter appear on the Edit Name page.
Edit Name	Click this link to access the Edit Name page on which you enter name details in the appropriate country format.

See Also

Tracking Personal Data for People Involved in Incidents

Setting Up Implementation Defaults

Defining Work Restrictions and Modified Work Duties

To define work restrictions and modified work duties, use the Work Restrictions Table (WORK_RESTRICT_TBL) and the Modified Work Table (MODIFIED_WORK_TBL) components.

When employees return to work after an injury or illness and are not able to immediately return to their full job duties, you can track rehabilitation plans that are established for them by using the codes that you set up in these tables.

Pages Used to Define Work Restrictions and Duties