3Creating Safety Incidents

This chapter contains the following:

Employees can report an incident in Workforce Health and Safety by navigating from Home>Me>Safety Incidents. If you can't find Safety Incidents app, contact your EHS Manager to make the app available for you.

  1. Click Safety Incidents to open the Report an Incident page. Various event tiles appear in a page. You may want to select one or more event types when reporting the incident.

  2. Select one or more Event Type check boxes, for example, Ergonomic, Air Quality, and so on. After submitting the incident, the application creates the relevant events for the incident.

    Note: This events page is displayed based on the Employee Self-Service Events (HNS_KIOSK_SHOW_EVENTS) profile option setting. By default, the option is enabled. If your administrator has decided not to show the events page, then you will not see the event tiles page in employee self-service.
  3. Click Continue.

  4. On the Report an Incident page, Incident Details region, specify details in What's the incident? incident Description, and Actions already taken.

  5. Select Level of Security. Specify where the incident occurred and other details.

  6. Click Continue.

    Note: The Incident Details, Who's reporting this Incident?, Attachments regions open sequentially.
  7. In the Who's reporting This Incident? region, your details appear for Incident Reporter type, reporter name. You can change the details if the default values aren't correct.

  8. Select the name of the person in the Who was notified? field.

  9. Select the notified person name, notifications date and time in the Who was notified? and Notification Time fields.

  10. Click Continue to go to the Attachments region.

    Tip: Click the Edit icon to go back to any region and modify the details, if required.
  11. Add any relevant attachments for the incident.

  12. Click Submit.

Your incident is now on its way to the EHS Manager for resolution.

Professional User's Incidents Work Area

As a professional user, you can manage the incidents in the Incidents work area by navigating from Home>My Client Groups> Safety Incidents. You can search for incidents, modify, and report incidents.

You can search for incidents by:

  • Incident name or number

  • Filters such as:

    • Target Completion Date

    • Level of Security

    • Event Type

    • Location

    • Status

  • Saved Searches: Use the available saved searches and personalize your search by saving your search for yourself or others.

The incidents are listed on the page and sorted by default in this order:

  • Incidents with no owner; sort by earliest target completion first

  • Earliest target completion date of the incident

  • Incident with an owner; sorted by earliest completion date first

Use the Sort By list to order the incidents list by these options:

  • Incident Number (from highest to lowest)

  • Incident Reported Date (from newest to oldest)

  • Target Completion Date of Incident (from oldest to newest)

  • Severity Levels of Incident, (from highest to lowest)

  • Relevance (default sorting pattern that's mentioned earlier)

Each incident in the list appears with key information such as incident name, number, date and time the incident took place, notification time, name of the incident owner, target completion date, and completion status.

The number of events, investigations, and actions are displayed for the incident. You can drill down the links to review and update the details directly in the respective page. Additionally, you can use the incident name link to open the incident page and then go to the respective aspects of the incident. Apart from searching for incidents, you can create incidents and manage them too. Only the EHS manager can review, modify, and delete all the incidents.

Note: Your access to incidents is based on the security privileges and active assignments in the incident.

When employees report incidents, they are routed to the EHS Manager for resolution. Your EHS Manager then assigns an incident owner for your incident, who manages and solves the incident.

In managing the incident, capture additional details such as certain attributes in the Incident Details region, Events, Investigations, Actions, and Attachments for the incident. Let's see the various aspects of an incident and how you can use them and track the details. The Incident page has these tabs in the left pane. Click these tabs to open the respective pages.

  • Details tab: The Incident page with the incident number as the page header starts with Incident Details region followed by Location, Agencies Notified, Related Incidents, Notes, Stakeholders, Incident Reviewers, Incident Approvers, and Incident Owner regions.

  • Events tab: The Events page includes incidents if any events are already added. You may want to add any relevant events to the incident. Click the Add button on the Events page and select the event type to create an event. You can have only one event for an event type.

  • Investigations tab: The Investigation page starts with Investigation Details region followed by the Investigation Questionnaire, Findings, Overall Findings, Notes, Stakeholders, Investigation Preapprovers, Investigation Reviewers, Investigation Approvers, and Investigation Owners regions.

  • Actions tab: The Actions page starts with the Action Details region followed by the Notes, Stakeholders, Action Preapprovers, Action Reviewers, Action Approvers, and Action Owners regions.

  • Attachments tab: You can add attachments and links relevant to the incident on the Attachments page.

Incident Details

The incident Details page lets you record details about your incident, location, notified agencies, related incidents, notes, stakeholders, incident reviewers, approvers, and owner. The incident owner is responsible for acknowledging the completion of an incident report.

  1. In the Incident Details region, specify the information for these attributes:

    1. Summary and Description of the incident

    2. Date and Time

    3. Level of Security

    4. Immediate Actions

    5. Lessons Learned

    6. Incident Reporter person type and name

    7. Person who was notified and the notified time

  2. Click Save and Close.

  3. In the Incident Location region, update the location details, if required. Select the Conditions check boxes and specify the related details.

  4. Click Save.

  5. If you know the agencies that were notified of the incident, select them in the Agencies region.

  6. In the Related Incidents region, click Add to include the related incidents.

    1. After the Incidents work area opens and search for and select the related incidents for reference, if you have a role in that related incident.

    2. Click Save and Close. The selected incidents appear in the Related Incidents region of this incident.

  7. Track notes for the incident in the Notes region. Click Add.

    1. Enter note text for the event.

    2. Click Save. The note is saved and is displayed in the Notes region with name of the person who created the note and the date when it was created.

  8. Assign incident stakeholders, reviewers, and approvers in the respective region of the incident page and specify related details.

  9. Assign an incident owner and update the target completion date. When the incident is complete, you can update the status and mark it complete.

Event Types

You have a number of event types and based on which you can add events to your incident. You specify the Event Details, Notes, Stakeholders, and Event Owner details in the respective regions of the Event page. This apart, you can specify event-specific attributes in the Event Details region and in the specific regions of the Event page.

Let's see the event-specific attributes and regions that can be tracked for an event.

Event Type Event-Specific Regions and Attributes Description

Improvement Type

Event Details region>Improvement Type:

Communication

Environmental

Mechanical

Select a value from the Improvement Type list.

Air Quality

Event Details region>Air Quality Type:

  • Values: Fumes, Mold, Odor, Smoke, Other

  • Employee Name

Select a value from the Air Quality Type list.

Select the Employee Name to report that they were directly impacted by the air quality.

Ergonomic

Event Details region > Ergonomic Type

  • Ambient Temperature

  • Contact Stress

  • Posture

  • Repetitive Task

  • Use of Excessive Force

  • Vibration

Request an ergonomic assessment check box

Employee Name

Select a value from the Ergonomic Type list.

Select the request for an ergonomic assessment to ensure employee's correct posture and reduces the exposure to physical hazards.

Select the name of the employee

Fire or Explosion

Select the one or more relevant check box options:

  • Fire

  • Explosion

  • Replenish Fire Fighting Equipment

Based on the option you select, specify the relevant details for the attributes in the regions.

Virus, Illness, or Injury

Event details include Notified Human Resources check box

When you select the option, specify the date and time of notifying the HR.

Virus, Illness, or Injury

Injured or Ill Person Details region attributes:

  • Person Type

  • Name

  • Event date and time

  • Name of the person who was informed including the date and time

  • Person activity before the incident

  • Source

  • Mechanism

  • Classification

  • Injured Body Part and Injury Type

Specify the Person Type and Name of the injured or ill person. Describe the activity of the injured or ill person before the incident.

If the person has lost time, provide an estimate of lost hours. If the person is absent from work for 1 or more days, mention the details.

If the person returns to work, specify the Return to Work attributes such as date, job transfer or restrictions, if any.

A unique case number is generated for the ill or injured person which is used to track details for the Illness or Injury event.

Virus, Illness, or Injury

Witness Details region attributes:

Person Type

Name

Phone

Email

You can add one or more witnesses to the event and specify the related details in the region.

Issue

Issue Event Details region> Issue Type:

External Non-conformance

Internal Non-conformance

Incident event

Investigation

Permit violation

Other

Select a value from the Issue Type list.

Unsafe Act

Event Details region> Unsafe Act Type

Select a value from the Unsafe Act Type list. For example Incorrect Use of Personal Protective Equipment, Job Safety Analysis Not Followed

Near Miss

Person

Property

Vehicle

Other

Select a value from the Near Miss list.

Property Damage

Event Details region> Property Damage Type

Public

Private

Company

Employee

Contractor

Customer

Supplier

Other

Specify a value from the Property Damage Type list.

Unsafe Condition

Event Details region> Unsafe Condition Type

Biological Hazards

Physical Hazards

Security Hazards

Equipment or Machinery Hazards

Ergonomic Hazards

Chemical or Dust Hazards

Other Unsafe Conditions

Specify a value from the Unsafe Condition Type list.

Spill or Release

Attributes

Spill or Release Type

Total Mass or Volume Released and Recovered

Possible Cause

What was Spilled or Released

Spill Kit Deployed

Cleanup Team or Contractor Notified

Does Spill Kit Need Replenishing?

Specify the values for these attributes and other related attributes for the Spill or Release event.

Notice of Violation

Event Details region> Violation Type

Specify the value for violation type for the event. For example, EPA, OSHA, Police, and so on

Vehicle Incident

Attributes:

Road Condition

Light Conditions

Weather Condition

Traffic

Traffic Controls

Police Report check box

Police Agency Location

Specify the values for these attributes and other related attributes for the vehicle incident event.

Create Incident Events

Record information about the events associated with the incident.

You can go ahead and create multiple incident events at the time of reporting or managing the incident.

  1. From the Events page of the incident, click Add to create an event.

  2. Click the event type. The respective event details page for the event type opens.

  3. In the Incident Details region, enter the Summary, Description, Date and Time of the event, Reported Data and Time, Level of Security, and Lessons Learned.

  4. Click Save. The event is created and appears on the Events page of the incident.

  5. You can track notes for the event in the Notes region. Click Add.

    1. Specify note for the event.

    2. Click Save. The note is saved and is displayed in the Notes region with name of the person who created the note and the date when it was created.

  6. In the Event Owners region assign a person to own the event and set the target completion date.

    Note: When the event is complete, you can close the event by selecting the Completed check box and specifying the completion date.
  7. If any action is required from the event owner, select the Action Required check box.

  8. Click Save. The event is created with a unique event number and displayed in the list of events for the incident.

The application generates a unique identifier for the event and is displayed in the list under the Events page. All the events that are created for the incident are listed here in this page.

Create Investigations

Create and manage investigations to determine the root cause of incidents. The investigator can gather and analyze your data, note investigation findings, and recommend actions to prevent such incidents. You can create multiple investigations.

  1. In the Investigations page of the incident, click Add to create an investigation.

  2. Specify these details in the Investigation Details region:

    1. Date and Time

    2. Summary and Description

    3. Investigation Type and Incident Event

    4. Lessons Learned

    5. Click Save and Close. The investigation is created and appears in the Investigations page of the incident

  3. In the Investigation Questionnaire region, you can add the investigation questionnaire to answer questions related to the incident. Click Edit.

    1. Search for and select Questionnaire Name. The questions appear in the region. You may want to answer the questions now or later too.

    2. Click Save.

  4. In the Findings region, click Add to create findings.

    1. Enter the Finding Summary details and Notes.

    2. Select the Level of Security and specify Finding Response.

    3. Optionally, you can create recommendations for every finding. Click Add Recommendation link and specify your recommendation.

    4. Click OK to save the finding. The finding is created and listed in the page.

  5. In the Overall Findings region, you can specify the Casual Factors, Immediate Cause, Underlying Factors, Root Cause, Contributing Factors, Comments, and Final Response and then click Save.

  6. You can track your Notes for the investigation. Click Add.

    1. Specify notes for the investigation.

    2. Click Save. The note is saved and is displayed in the Notes region with name of the person who created the note and the date when it was created.

  7. In the Stakeholder region, click Add.

    1. Specify the Name, person Type, and Category of the stakeholders.

    2. Click OK.

  8. Optionally, you can assign incident investigation Preapprovers, Approvers, Reviewers, and Owner and specify the related details. In the Investigation Owner region, you can set a Target Completion Date. You can track completion details when done with the investigation.

    The application generates a unique identifier for the investigation and is displayed in the list under the Investigations page. You can add one or more investigations for an incident.

Create Actions

Create one or more actions to find the cause of the incident, discover near misses, or rectify any unsafe conditions.

  1. On the Actions page, click Add.

  2. On the Action Details page:

    1. Enter Summary and Description.

    2. Date and Time defaults to when the action was created. Modify it, if required.

    3. Select Action Type from the list.

    4. Select Resources Required.

    5. Set the Action Priority from the list.

    6. Specify the Estimated Cost and Currency.

    7. Click Save.

  3. Track notes for the Action in the Notes region. Click Add.

    1. Specify notes for the event.

    2. Click Save. The note is saved and is displayed in the Notes region with name of the person who created the note and the date when it was created.

  4. Assign incident action stakeholders, reviewers, preapprovers, and approvers in the respective regions of the incident page and specify related details. Assign an incident owner and update the target completion date. When the action is complete, you can update the status and mark it complete. Specify the incident action Owners and the Target Completion Dates.

  5. Select the action priority.

  6. Click Save.

The application generates a unique identifier for the Action and is displayed in the list under the Actions page. You can add one or more Actions for an incident.

Add Attachments

You can add attachments related to the incident such as photos or documents to help with the incident report.

  1. On the Attachments page, click Add to add attachment or links.

  2. For files, you can drag and drop the files or click Add File to specify the file path.

  3. For links, click Add Link and specify the URL and click Save and Close.

    The file name including the size and the person name who posted the attachment is listed in the Attachments window. You can download the attachments or delete them.

  4. Click Save. The files and links are listed in the Attachments page.