2 Setting Up the JD Edwards EnterpriseOne Health and Safety Incident Management System

This chapter contains the following topics:

2.1 Understanding the JD Edwards EnterpriseOne Health and Safety Incident Management System

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.

2.1.1 Incident Tracking

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.

(Release 9.2 Update) You can also use user defined incident data to create templates that enable you to track additional incident information that is specific to your organization. For example, you may use the incident master to capture reportable incidents and define Record Type as Reportable Incidents and then use user defined incident data to capture additional information about the incident such as risk assessment information.

You use the Report an Incident program (P54HS30 or the mobile applications) and Manage Incidents 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 Manage Incidents 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.

2.1.2 Investigation, Cost, Follow-Up Actions Items, and Incident Task Inquiry (Release 9.2 Update)

Typically, after the 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.

2.1.3 Injury or Illness Case Information

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.

Note:

The terms 'incident' and 'case' are used in the JD Edwards EnterpriseOne Health and Safety Incident Management system. An incident refers to a single occupational health or safety event at an organization. A case refers specifically to an injury or illness to an employee as a result of an incident. An incident can have several employees who are injured and therefore result in several cases. A single injured employee can have several injuries related to the same incident, but only the most severe injury is recorded as a case. The system allows you to record information about the additional injuries. However, the most severe injury is typically the one reported, and therefore you can record only one injury or illness as a case per employee per incident. The system tracks non-employees who are injured but cases would not be created for them. You use OSHA and BLS reports to report case information. Tracking all injured people and their injuries is important as you analyze incidents. You use the Incident People table (F54HS02) to record case information, and Incident Injury/ Illness table (F54HS021) to record additional injuries.

2.1.4 Email Notification of Incident

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 Manage Incidents 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. 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

2.1.5 Detailed Incident Report

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.

2.1.6 One View Reporting of Incidents

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:

  • One View Incident Summary Inquiry program (P54HS220).

  • One View Incident People Inquiry program (P54HS230).

  • One View Incident Equipment Inquiry program (P54HS240).

  • One View Environmental Incident Inquiry program (P54HS250).

  • One View Safety Statistics Inquiry program (P54HS260).

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.

2.1.7 Health and Safety OSHA and BLS Reports

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).

  • OSHA Report 301 - Illness Incident Report (R54HS301).

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 the BLS report (R54HS320).

(Release 9.2 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.

2.1.8 Health and Safety EnterpriseOne Pages

The JD Edwards EnterpriseOne Health and Safety Incident Management system supports the user with two EnterpriseOne pages. The Incident Self Service and Health and Safety Incidents EnterpriseOne pages. These EnterpriseOne pages provides 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.

2.1.9 Task Tickler Reminder (Release 9.2 Update)

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.

2.2 Understanding General System Setup

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:

Topic Description
Email Distribution Groups Set up email distribution groups to send an email notification to the interested parties after the incident is recorded.

Section 2.8, "Setting Up Email Distribution Groups"

External Safety Hours Set up external safety hours to calculate the reporting and analytical information unless you retrieve this information from the JD Edwards EnterpriseOne Payroll system tables.

If you are not using the JD Edwards EnterpriseOne Payroll system, you will need to enter external safety hours and the average annual number of employees using the Safety Hours Entry program (P54HS20).

Section 2.7, "Understanding Safety Hours"

Composite Application Framework Set up Composite Application Framework to display a map showing the incident location using either the address fields or the Latitude/Longitude fields.

Section 2.9, "Setting Up Composite Application Framework"

Establishments Set up establishments for OSHA reporting in the address book records. You use the Establishment Condition program (P086011) to enter a condition record for each establishment for each calendar year being reported. To default the establishment, when creating a new incident for each user who enters incidents into the system, you must set up the establishment in the Employee Supplemental Data program

Section 2.12, "Understanding Establishments"

Companies, Business Units, and Projects Set up companies using the Company Master program (P0010). Set up business units and projects using the Business Unit Master program (P0006). You can associate incidents with companies, business units, and projects. This is useful for analyzing incidents by these different organizational units.

See: "Setting Up Companies" in the JD Edwards EnterpriseOne Applications Financial Management Fundamentals Implementation Guide

See: "Setting Up Business Units" in the JD Edwards EnterpriseOne Applications Financial Management Fundamentals Implementation Guide

Home Business Unit and Home Company To default the company and business unit fields, when creating a new incident for each user who enters incidents into the system, set up their home company and home business unit in the Employee Master program (P0801). Then make sure that the Employee Profile Setup program (P20103) is set to use the Employee Master as the Source Table.
Address Book Records Set up address book records using the Address Book Master program (P01012). Address book records are used for establishments, employees, agencies, contractors, distribution lists, and facilities. You do not have to use address book records for employees, but if you do, the system uses the default values of many of the fields related to the employee. There are some fields on the incident record that must have a valid address book record if you want to use them. These fields include Establishment, Distribution List, Individuals to be Notified, Contractor Responsible for Product (on the Environmental Impact record), Originator, Reported By, Investigated By, Incident Handler, Foreman, Mentor, Supervisor, Facility (medical), and Contractor/3rd Party.
Inventory Items For incidents that have an environmental impact, you can associate products or substances spilled or released with the incident. You may want to select this from the Inventory Item Master, although it is optional. You can set up products or substances in the Inventory Item Master program (P4101). The system does not use the item branch record.
Equipment, Property, and Motor Vehicles Many times, incidents involve motor vehicles or result in damage to property or equipment. You can use the information already set up in the Asset Master table for company owned equipment, but it is optional. You use the Work with Equipment Master program (P1701) and the License Information program (P1206) to set up equipment or assets.
Work Orders If you want to use work orders to track remedial actions and related costs for incidents, you must set up work orders in one of the many work order programs. You can then associate the incident with the work order and display the actual and estimated work order costs in the Costs section of the incident master. If a parent work order number is associated with an incident, the costs shown will include the costs of the children work orders.

2.3 Understanding Tables Used by the JD Edwards EnterpriseOne Health and Safety Incident Management System

The tables indicated have an accompanying change history table to record all additions, deletions, 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:

Table Description
Incident Master (F54HS01) Contains detailed information about the company, business unit, establishment, project number, contractor, or third party or party responsible for incidents. This table also contains incident descriptions, date, location, causal details, and other information related to the specific incident.
Incident People (F54HS02) Contains detailed information of the people involved in an incident in any role. This table also includes information of primary injury or illness of injured people with related recordable case details.
Incident Injury/Illness Details (F54HS021) Contains information about any additional injuries or illnesses of an injured person related to an incident.
Incident Equipment (F54HS03) Contains detailed information for any property, equipment, or motor vehicle involved in an incident.
Incident Agencies (F54HS04) Contains information about any agency, department, or group related to an incident.
Incident Notification Members (F54HS05) Contains information about distribution lists or individuals to notify about the incident.
Incident Notifications Sent (F54HS05H) Contains information about any individual or distribution list to which a notification is sent.
Incident Tasks (F54HS06) Contains detailed information about the tasks assigned related to the incident.
Incident Costs (F54HS07) Contains detailed information about any actual or estimated costs related to the incident.
Incident Environmental Impact (F54HS08) Contains detailed information about any environmental impact related to the incident such as the product or substance that was spilled, quantity, and environmental impact.
Safety Hours (F54HS20) Contains both safety hours and average annual number of employees for all establishments, business units, projects, companies, and contractors for each calendar year. The system uses this information when calculating incident rates.
Incident User Defined Data Templates (F54HS15) (Release 9.2 Update) Contains detailed information about the incident user defined data templates that are defined for each data group and incident record type.
Incident User Defined Data (F54HS16) (Release 9.2 Update) Contains the user defined incident data that is added to an incident master record.

2.4 Setting Up User Defined Codes (UDCs)

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.

2.4.1 Incident User Defined Codes

This table lists the user defined codes for incidents.

UDC Code System Usage
Type of Incident Cost Indicates the type of cost related to the incident. The values are stored in the UDC table (54HS/CT).
Drug and Alcohol Result Indicates the drug and alcohol testing results. The values are stored in the UDC table (54HS/DR).
Incident Causal Factor Indicates the causal factor of the incident. The values are stored in the UDC table (54HS/FC).
Incident Frequency Indicates the frequency that an incident of this type might occur or has occurred. This is used as a measure of risk. The values are stored in the UDC table (54HS/FR).
Insurance Claim Status Indicates the status of the insurance claim related to the incident. The values are stored in the UDC table (54HS/IS).
Other Classification Indicates additional information when the Other option is selected in the Incident Classifications form in the Incident Master program. For example, you might use this UDC to specify that a fire or explosion occurred, that unsafe conditions are observed, or that a safety inspection or audit occurred. The values are stored in the UDC table (54HS/OC).
Potential Recurrence Indicates the type of potential recurrence for an incident. The values are stored in the UDC table (54HS/PR).
Party Responsible Code Indicates the type of party responsible for the incident. The values are stored in the UDC table (54HS/RS).
Security Classification Indicates the type of security incident. The values are stored in the UDC table (54HS/SC).
Incident Status Indicates the current status of the incident. The values are stored in the UDC table (54HS/ST).

Note: You can use the Special Handling Code for the Incident Status UDC (54HS/ST) to lock the incident. Locking the incident will prevent users from making further edits. A value of ”L” in the Special Handling Code column will always lock an incident when the incident is set to that status, regardless of the processing option for conditional locking. A value of ”X” or ”A” will conditionally lock the incident from further edits if the corresponding processing option is turned on. ”X” will lock the incident and activities from further edits, and ”A” will lock the incident but allow edits for the activities.

Incident Severity Indicates the severity of the incident. The values are stored in the UDC table (54HS/SV). The values for this UDC are color-coded.
Incident Task Type Indicates the type of task assigned to the incident. The values are stored in the UDC table (54HS/TT).
Safety Metric Basis Indicates the basis for the safety metrics for the incident. The value Hours is hard-coded but other values can be added. OSHA requires safety metrics, such as incident rate, to be based on hours. The values are stored in the UDC table (54HS/MB).
Record Type Indicates the type of incident record, such as safety observation, safety inspection, near miss, or reportable incident. The values are stored in the UDC table (54HS/RT).

2.4.2 Incident People User Defined Codes

This table lists the user defined codes for people involved in the incidents.

UDC Code System Usage
Age Group Identifies the age group for a person involved in the incident. The values are stored in the UDC table (54HS/AG).
Primary Causal Factor Indicates the primary cause of the illness or injury. The values are stored in the UDC table (54HS/CF).
Employee Type Indicates the type of employee such as full-time, part-time, seasonal, or temporary. The values are stored in the UDC table (54HS/ET).
Injury Classification Indicates the injury or illness classification of incidents used by OSHA and the Bureau of Labor Statistics. These hard-coded values include First Aid, Days Away From Work, Restricted Work, and so on. The values are stored in the UDC table (54HS/IC).
Insurance Claim Reason Indicates the reason for an insurance claim related to the incident for an illness or injury. The values are stored in the UDC table (54HS/IR).
OIICS Code 1 - Nature of illness Indicates the principal physical characteristics of the overall work related injury or illness, such as traumatic injuries, disorders, and diseases. This code represents a code from the Occupational Illness and Injury Classification System (OIICS, Bureau of Labor Statistics) publication. This code is reserved for future use in anticipation of adoption of the OIICS codes. It does not appear on any forms but is in the database. The values are stored in the UDC table (54HS/O1).
OIICS Code 2 - Part of Body Indicates the part of the body directly affected by the nature of the illness or injury. This code represents a code from the Occupational Illness and Injury Classification System (OIICS, Bureau of Labor Statistics) publication. This code is reserved for future use in anticipation of adoption of the OIICS codes. It does not appear on any forms but is in the database. The values are stored in the UDC table (54HS/O2).
OIICS Code 3 - Source of Inquiry Indicates the objects, substances, equipment, and other factors responsible for the worker's overall injury or illness incurred, or that precipitated the event or exposure. This code represents a code from the Occupational Illness and Injury Classification System (OIICS, Bureau of Labor Statistics) publication. This code is reserved for future use in anticipation of adoption of the OIICS codes. It does not appear on any forms but is in the database. The values are stored in the UDC table (54HS/O3).
OIICS Code 4 - Event/Exposure Indicates the manner in which the injury or illness is produced or inflicted by the source of injury or illness. This code represents a code from the Occupational Illness and Injury Classification System (OIICS, Bureau of Labor Statistics) publication. This code is reserved for future use in anticipation of adoption of the OIICS codes. It does not appear on any forms but is in the database. The values are stored in the UDC table (54HS/O4).
Occupational Injury/Illness Defines the exact nature of an occupational illness. The sequence of the illness codes corresponds exactly to the sequence on the OSHA 300 Summary report. If you want to print the OSHA 300 Summary report and send it to the US Department of Labor, do not change the sequence of the codes. The values are stored in the UDC table (54HS/OI).
Occurrence Location Indicates the exact physical location where the event (injury or illness) occurred, such as the computer room, the loading dock, and so on. The values are stored in the UDC table (54HS/OL).
Incident Role Indicates the role of the person in the incident. The values are stored in the UDC table (54HS/RL).
Case Status Indicates the status of the OSHA case for an incident. The values are stored in the UDC table (08/CS).
Injury/Illness Related Indicates whether a person suffered an illness or injury. The values are stored in the UDC table (08H/IR).
BLS Job Category Indicates which category best describes the employee's regular type of job or work. These hard-coded values are used for the Bureau of Labor Statistics Survey of Occupational Injuries and Illnesses report. The values are stored in the UDC table (54HS/BJ).
BLS Service Length Indicates the employee's length of service at the establishment when the incident occurred. These hard-coded values are used for the Bureau of Labor Statistics Survey of Occupational Injuries and Illnesses report. The values are stored in the UDC table (54HS/BL).
BLS Work Shift Indicates when the incident occurred in relation to the employee's work shift. These hard-coded values are used for the Bureau of Labor Statistics Survey of Occupational Injuries and Illnesses report. The values are stored in the UDC table (54HS/BW).

2.4.3 Incident Injury or Illness User Defined Codes

This table lists the user defined codes for injuries or illness caused by an incident.

UDC Code System Usage
Part of Body Identifies the part of the body injured or affected as a result of the incident. The values are stored in the UDC table (54HS/BP).
Current Status of Injury Indicates the current status of the illness or injury. The values are stored in the UDC table (54HS/CS).
Event/Exposure Indicates the manner in which the injury or illness was produced or inflicted by the source of injury or illness. The values are stored in the UDC table (54HS/EV).
Nature of Injury/Illness Indicates principal physical characteristics of the specific injury or illness. The values are stored in the UDC table (54HS/NI).
Side of Body Indicates the side of the body where the injury is located. The values are stored in the UDC table (54HS/SB).
Severity of Injury Indicates the severity of a specific illness or injury. The values are stored in the UDC table (54HS/SI).
Sources of Injury/Illness Indicates the object, substance, equipment, or other factor responsible for the worker's specific injury or illness or that precipitated the event or exposure. The values are stored in the UDC table (54HS/SR).

2.4.4 Incident Equipment User Defined Codes

This table lists the user defined codes for equipment involved in the incidents.

UDC Code System Usage
Equipment Classification Indicates the type of action or event related to the incident for the equipment, motor vehicle, or property. The values are stored in the UDC table (54HS/MC).
Road/Surface Conditions Indicates the condition of the road or surface at the time of the incident. The values are stored in the UDC table (54HS/MR).
Visibility Conditions Indicates the visibility condition of the driver or an operator at the time of the incident. The values are stored in the UDC table (54HS/MV).
Equipment Status Indicates the status of the equipment as a result of the incident. The values are stored in the UDC table (54HS/QS).
Severity of Equipment Damage Indicates the severity of the equipment, motor vehicle, or property damage. The values are stored in the UDC table (54HS/SD).
Equipment Year Indicates the year related to the equipment. The values are stored in the UDC table (54HS/YR).

2.4.5 Incident Environment User Defined Codes

This table lists user defined codes for incident environment.

UDC Code System Usage
Environmental Classification Classifies the type of an environmental impact. The values are stored in the UDC table (54HS/EC).
Environment Status Indicates the status of a specific environmental impact. The values are stored in the UDC table (54HS/ES).
Product / Substance Indicates the type of product or substance spilled or released. The values are stored in the UDC table (54HS/PS).
Environmental Severity Indicates the severity of the environmental impact related to a specific product or substance. The values are stored in the UDC table (54HS/SE).

2.4.6 User Defined Codes for User Defined Incident Data (Release 9.2 Update)

This table lists the user defined codes for user defined incident data.

UDC Code System Usage
Data Group Indicates the group of user defined data fields meeting a common purpose. A data group can contain up to 25 fields and is related to the incident record type. The values are stored in the UDC table (54HS/DG).
Incident User Defined Data Several UDC tables are available for you to customize and use as needed. These UDC tables are 54HS/U1 through 54HS/U0 and 54HS/D1 through 54HS/D0. You can define the name of the UDC table and enter valid values to meet your data requirements.

2.5 Setting Up Category Codes

Category codes are a type of UDC that you customize to better suit the unique requirements of your business.

Category Code Description
Incident Category Codes You can use up to 20 category codes in the UDC table (54HS/C1 through C0 and 54HS/11 through 20). Use these category codes to organize additional incident information.
People Category Codes You can use up to 10 category codes in the UDC table (54HS/P1 through P0). Use these category codes to organize additional information for people related to an incident.
Equipment Category Codes You can use up to ten category codes in the UDC table (54HS/E1 through E0). Use these category codes to organize additional information for equipment that is related to an incident. Equipment category codes 6 through 10 are ten digits in length and display both description 1 and description 2 when you search for equipment that is related to an incident.
Environment Category Codes You can use up to five category codes in the UDC table (54HS/V1 through V5). Use these category codes to organize additional information for environmental impact and events related to an incident.
Task Category Codes You can use up to 10 category codes in the UDC table (54HS/T1 through T0). Use these category codes to organize additional information for tasks related to an incident. Task category codes 6 through 10 are ten digits in length, and display both description 1 and description 2 when you search for tasks related to an incidents.
Cost Category Codes You can use up to five category codes in the UDC table (54HS/S1 through S5). Use these category codes to organize additional information for costs related to an incident.
Injury/Illness Category Codes You can use up to five category codes in the UDC table (54HS/I1 through I5). Use these category codes to organize information for additional injuries or illnesses for a person related to an incident.

2.6 Setting Up User Defined Incident Data (Release 9.2 Update)

Tracking information for health and safety incidents can be complicated. Each incident requires you to enter the right information to comply with regulations, and to ensure that you have a complete and accurate record of the incident. The information that is required for each incident can vary widely between organizations, and also between different incident types within an organization.

To enable you to track the information you need, you can use User Defined Data to define the fields you need to record for each incident type your organization uses.

To begin, you must set up user defined data, which includes:

  • Setting up data groups.

  • Setting up UDC values for fields you will access in user defined data.

  • Creating user defined data templates.

Once user defined incident data is set up, users can select an existing incident record and add user defined data that is specific to the incident record type.

To set up user defined incident data, you should first define a plan for the data you will need. You should identify the data groups that you want to use for each incident record type, and the fields that you want to associate with each of those data groups. A data group is a collection of user defined data fields that are related to each other for a common purpose. Incident record type is a field available to use to classify or organize incident records into high level types. Different record types might have different user defined incident data needs. For example, you might create a data group to store information about risk assessments, safety inspections, or safety audits.

When defining your user defined data plan, use these guidelines:

  • Each data group can contain up to 25 fields.

    If you need more than 25 fields for a single topic, consider creating 2 data groups for the topic. For example, if you need to create 40 user defined fields for a safety audit, you might create data groups AUDIT_PG1 and AUDIT_PG2.

  • Fields 01 through 20 on each data group have a maximum character length (data size) of 50, depending on the data type used to define the field. Fields 21 through 25 have a fixed length of 200, and these 5 fields must be alphanumeric.

  • Fields 01 through 10 are displayed in the first group box on the Incident User Defined Data Revisions form, fields 11 through 20 in a second group box, and fields 21 through 25 in a third group box. Consider using these groupings when determining the field number for similar or related fields.

  • Fields do not need to be added sequentially. For example, you might set up fields 01, 02, 05, and 21 for a data group.

    Be aware that if you skip field numbers, by default the Incident User Defined Data Revisions form will display blank spaces where the ”skipped” numbers would be. For example, if you create a data group template using field numbers 01, 02, and 05, there will be two lines of blank space between field 02 and 05. You can use form personalization to update the appearance of the form.

  • You can associate multiple data groups with a single incident record type.

  • Twenty UDC tables have been created for use with user defined incident data. Those UDC tables are 54HS/U0 through 54HS/U9 and 54HS/D1 through 54HS/D9.

    You can customize these UDC tables to meet your needs. Additionally, you can use any existing UDC table when setting up user defined incident data.

This table illustrates an example of a user defined data plan for a safety observation that uses 5 fields:

Incident Record Type Data Group Field Number Field Name Field Type Field Length Required?
Recordable Incident SAFETY 1 Observation Date Date 6 Y
Recordable Incident SAFETY 2 Observer Numeric - validate against Address Book 8 Y
Recordable Incident SAFETY 3 Shift Alphanumeric - validate against Shift UDC (00/SH) 1  
Recordable Incident SAFETY 4 Time of Observation Time 8  
Recordable Incident SAFETY 21 Observation Findings Alphanumeric 200  

Once you understand your data needs, you then add all of your data groups in UDC table 54HS/DG, and add any necessary values to other UDC tables you will use.

Once your UDC tables are complete, you use the Incident User Defined Data Templates program (P54HS115) to build your templates.

Note:

A data group can be used for more than one incident record type but the fields need to be defined separately for each data group/record type combination. Consider using the copy function in the Work With Incident User Defined Data Templates program for this.

2.6.1 Setting Up UDC Values for User Defined Incident Data

  1. Enter UDC in the Fast Path field and hit Enter.

  2. On the Work With User Defined Codes form, complete the following fields as directed, and then click Search:

    • Product Code: 54HS

    • User Defined Codes: DG

  3. The system displays all existing data group codes. To add additional data groups, click Add.

  4. In the detail area of the form, enter all data group codes needed for user defined incident data, and then click OK.

  5. The system returns you to the Work With User Defined Codes form. From here, access any additional UDC tables you need to set up to support user defined incident data.

2.6.2 Setting Up Incident User Defined Data Templates

  1. From the Health and Safety Incident Setup menu (G54HS41), select Incident User Defined Data Templates.

  2. On the Work With Incident User Defined Data Templates form, click Add.

    On the Incident User Defined Data Template Revisions form, you will create a record for each user defined field in a data group. These fields will be accessible and editable from the Incident Master. To begin, enter a unique combination of values in these required fields:

    • Incident Record Type

      Note:

      Note that if the incident record type field is left blank when defining a data group, the data group will only be available to use with incidents where the record type is left undefined or blank.
    • Data Group

    • Field Number

      Note that the field number is used as the default display sequence on the Incident User Defined Data Revisions form, where users will add user defined data to an incident.

  3. If you are creating a field that is similar to an existing data dictionary item, complete the Data Dictionary Item field in the Copy Data Dictionary Details section of the form.

    When you exit out of this field, the system automatically populates the values in your record with values from the specified data dictionary item. You can override these values if necessary.

    Note:

    Note that the data dictionary field is not stored but is available on the form to help default in the desired field attributes when defining a field.
  4. Complete these fields, and then click OK:

    • Data Description

      The value you enter in this field appears as the field label on the Incident User Defined Data Revisions form.

    • Field Type

      The system populates and/or disables fields that must be set a certain way for the selected field type. For example, if you are setting up an alphanumeric field type, the system disables the Display Decimals field, as you cannot define display decimals for an alphanumeric field. Fields 21 through 25 must be alphanumeric.

    • Data Size

      Note that records associated with Field Number 01 through 20 have a maximum data size as follows: alphanumeric (50 characters), date (6 characters), time (8 characters), numeric (15 characters), UDC fields (1-10 characters depending on the UDC), and table validated (8 characters). Field Number 21 through 25 have a fixed data size of 200. If you attempt to enter a value larger than the maximum allowed data size, the system displays an error.

    • Display Decimals

      This field is used only for numeric field types.

    • Justify - Left or Right

      This field is only used for alphanumeric field types. Date fields are always left justified, numeric fields are always right justified, time fields are always left justified, UDC fields are always left justified, and table-validated fields are always right justified.

    • Product Code

      Complete this field if you want this user defined field to be associated with a UDC table.

    • User Defined Codes

      Complete this field if you want this user defined field to be associated with a UDC table.

    • Table Name

      Complete this field if you want the system to validate the data that will be entered in this incident user defined field against a specified table and data item. For example, if you want to add a field that enables users to enter an address book number, you can select the F0101. The system will validate that the value the user enters in this field is a valid value in the F0101. This field is only available for numeric field types.

      The following tables can be selected to validate against, and the data item that is validated is listed with each table:

      • Address Book Master (F0101), Address Book Number field (AN8)

      • Work Order Master (F4801), Work Order Number field (DOCO)

      • Incident Master (F54HS01), Incident Number field (HSINO)

      • Incident People Details* (F54HS02), Address Book Number field (AN8)

      • Incident Equipment Details* (F54HS03), Asset Number field (NUMB)

      • Incident Agency Details* (F54HS04), Agency Number field (HSIAN)

      • Incident Task Details* (F54HS06), Assigned To field (ANP)

      • Incident Environmental Details* (F54HS08), Item Number field (ITM)

      * When you use these tables, the system validates that data exists in the table for the selected incident.

    • Required Field

  5. Complete these steps for each user defined field that you want to be available from the Incident Master.

2.7 Understanding Safety Hours

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

2.8 Setting Up Email Distribution Groups

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.

2.8.1 Forms Used to Set up Email Distribution Groups

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.


2.9 Setting Up Composite Application Framework

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:

  1. Add mapping URL to the MO Queue program (P98MOQUE), (Type 10).

  2. Create a publication list in the Publication List program (P952336).

  3. Add users to the publication list.

  4. Add the Incident Master program to the RIAF Administration program (P952332).

  5. Add map tabs in Related Information Application Framework (RIAF) for both street address and Latitude/Longitude from the Incident Master program.

2.10 Understanding Next Numbers

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 & 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.

2.11 Understanding Failure Analysis

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.

2.12 Understanding Establishments

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:

  1. 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 & 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.

  2. Add the establishments to the address book with the defined search type.

  3. 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:

    1. In the Work With Supplemental Data form, enter the employee number in the Employee Address Book Number field and click the Find button.

    2. Select the Data Type EN in the grid and click the Select button.

    3. In the General Description Entry form, enter the establishment number in the Est. No. field.

    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.
  4. 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 9.2 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.