1. Using Workforce Health and Safety Incidents
  2. Workforce Health and Safety Setup

Workforce Health and Safety Setup

You need to complete various setup tasks as a part of the implementation.

Setup Tasks

  • Assign the Environmental Health and Safety Manager role to the relevant user

  • Configure target completion dates

  • Configure lookup values

  • Configure profile options

  • Manage questionnaires

  • Configure email alerts for safety incidents

  • Configure events
  • Configure risk assessment
  • Integrate with journeys

You use the Define Environment, Health, and Safety Setup task in the Setup and Maintenance work area. If you're already using Oracle Fusion Global Human Resources (which is required for Workforce Health and Safety Incidents), then you're almost there.

Assign Environmental Health and Safety Manager Role

The implementor must assign the EHS manager role to the user.

  1. Open the Security Console by clicking Navigator > Tools > Security Console.

  2. In the User Accounts tab, search the user that you want to assign the role.

  3. Click the role to open the role details.

  4. Click Edit and then Add Role.

  5. In the Add Role Membership window, search Environment, Health and Safety Manager.

  6. Select the role and click Add Role Membership.

  7. Click Done and then Save and Close.

Optionally, you can designate one or more people as safety coordinators for incidents and inspections. A person who is assigned the safety coordinator role has full access to all aspects including the incident event, investigation, and actions. To act as a safety coordinator, the person must have the HNS_REVIEW_ENVIRONMENT_HEALTH_AND_SAFETY_INCIDENT_PRIV privilege assigned to them. There's no limit on the number of safety coordinators that can be assigned to an incident or inspection.

Configuring Target Completion Dates

In an incident or inpection report, the target completion dates, review dates, approval dates, and preapproval dates are already set to sixty days from the date of the incident or inspection creation. The EHS Manager can update these values.

  1. In the Setup and Maintenance work area go to:

    • Offering: Workforce Deployment

    • Functional Area: Workforce Health and Safety Incidents

    • Task: Manage Environment, Health and Safety Completion Dates

  2. On the Manage Environment, Health and Safety Completion Dates page, edit the target dates as required.

Configuring Lookup Types

You can modify lookups that have the configuration level set to User or Extensible.

  1. In the Setup and Maintenance work area, go to:

    • Offering: Workforce Deployment

    • Functional Area: Workforce Health and Safety Incidents

    • Task: Manage Environment, Health and Safety Configuration Settings

  2. On the Manage Environment, Health and Safety Configuration Settings page, search for the ORA_HNS lookup types. The default lookup types and their descriptions are available.

  3. Update the lookup types as necessary.
    Note: Changing a lookup for either safety incidents or safety inspections will effect the lookup values in the other application.

Configuring Safety Incident Events

You can enable and disable events on the Safety Incidents > Report an Incident page using the corresponding lookup values. You can enable and disable events separately for employees and professional users. You can order the events so that they appear in a set order on the Safety Incidents page for employees and the events list page for professional users. Here’s how you do it:

  1. In the Setup and Maintenance work area, select Tasks in the right pane. Search for and select the Manage Environment, Health and Safety Incident Events task.
  2. On the Manage Incident Events Lookup page, you can see all events listed as lookup values. Select the events you want to enable for employees and professional users.
  3. In the Order column, specify the order in which the events should appear for employees and professional users. Safety and cybersecurity events are separately ordered.

Employees and professional users will be able to see only those events you enable when they access the Report an Incident page.

Configuring Profile Options

You can use these profile options to control how the application operates. To change any profile option value, search for and select the Manage Administrator Profile Values task. In the Application field, select Workforce Health and Safety Incidents and search for the relevant profile option.

Profile Option Name

Description

Profile Value

ORA_HNS_HEALTH_AND_SAFETY_LANDING_PAGE_NAV_ICON_ENABLED If this profile value is set to Y then the Health and Safety icon is enabled under My Client Groups, which opens the Health and Safety Landing page. Set this profile value if you want to create and manage safety inspections in addition to safety incidents. If the profile value is set it N ( the default), the Safety Incidents icon displays under My Client Groups, which launches the Safety Incidents page. N

ORA_HNS_ALLOW_ACCESS_BY_INCIDENT_REPORTER_AND_LOGGEDIN_USER

Enables the incident reporter and the logged in user to access incidents they reported.

Y

Note: The profile value is set to N by default.
HNS_KIOSK_SHOW_EVENTS Enables employees to view the Report an Incident page where they can select the type of event and report an incident. Y
Note: The profile value is set to Y by default.
ORA_HNS_ASSIGNMENT_MANAGER_FOR_RISK_MANAGEMNT_ENABLED Enables assignment manager for risk management. Y
ORA_HNS_INSPECTION_AUTO_CLOSE_ENABLED Enables auto close for safety inspections. Y, for inspection owner to close the inspection where the reviewer and approver have not yet signed off

Configuring Email Alerts

You can use the Alerts Composer to send emails or notifications triggered by an event.

The following table describes the alerts you can use with Workforce Health and Safety:

Alert Name

Description

HNS_Worker_Notification_Appointed

Sends an email when an employee is assigned any of these roles:

  • Incident Owner, Reviewer, or Approver

  • Incident Event Owner

  • Incident Investigation Owner, Reviewer, or Approver

  • Incident Action Owner, Reviewer, or Approver

HNS_Worker_Notification_Removed

Sends an email when an employee is removed from any of these roles:

  • Incident Owner, Reviewer, or Approver

  • Incident Event Owner

  • Incident Investigation Owner, Reviewer, or Approver

  • Incident Action Owner, Reviewer, or Approver

HNS_Worker_Notification_Report_Incident

Sends an email to thank an employee for reporting the incident.
HNS_Hlth_Survey_NotifyEmp
  • Informs logged in user that they submitted a health survey on behalf of an employee or a nonemployee.
  • Informs worker that they have submitted their health survey.
HNS_Injured_or_Ill_Person_Notify_HR_Representative Notifies HR Representative of Virus, Illness or Injury event.
HNS_Safety_Coordinator_Assigned_Safety_Incident Notifies safety coordinator added to the Safety Coordinator Section.
HNS_Safety_Coordinator_Removed_Safety_Incident Notifies Safety Coordinator when they are removed from a safety incident.
HNS_Worker_Notification_Appointed_Security Notifies worker that they have been assigned any of these cybersecurity roles:
  • Incident owner, reviewer or approver
  • Incident event owner
  • Incident investigation owner, preapprover, reviewer, or approver
  • Incident action owner, preapprover, reviewer or approver
    Note: To act as a safety coordinator for safety inspections , the person must have the GTG_HNS_MANAGE_ENVIRONMENT_HEALTH_AND_SAFETY_INSPECTION_PRIV privilege assigned to them."
HNS_Worker_Notification_Appointed_Stakeholder Notifies worker that they have been assigned any of these roles:
  • Incident stakeholder
  • Incident event stakeholder
  • Incident investigation stakeholder
  • Incident action stakeholder
HNS_Worker_Notification_Removed_Stakeholder Notifies worker that they have been removed from these roles:
  • Incident stakeholder
  • Incident event stakeholder
  • Incident investigation stakeholder
  • Incident action stakeholder
HNS_Worker_Notification_Removed_Security Notifies worker that they have been removed from these cybersecurity roles:
  • Incident owner, reviewer or approver
  • Incident event owner
  • Incident investigation owner, preapprover, reviewer, or approver
  • Incident action owner, preapprover, reviewer or approver.
HNS_Worker_Notification_Report_Incident_Security Thanks worker for reporting cybersecurity incident.
HNS_Worker_Notification_Request_An_Ergonomic_Assessment Notifies EHS Manager that the user has requested an ergonomic assessment.

To turn the email alerts on:

  1. Click > Navigator > Tools > Alerts Composer.

  2. Search the required Workforce Health and Safety Incidents alert name.

  3. Click the alert name to open the Edit Event Alert page.

  4. Click the Run Options tab.

  5. Select the Simulate Run value as No.

  6. Click Save and Close.

Manage Questionnaires

Both safety incidents and inspections use questionnaires. Incident investigations use questionnaires to assist investigators during their investigation. It helps the organization ensure consistency and quality of the investigations. Questionnaires also provide flexibility and fit as the investigator can select from a list of questionnaires defined and configured by your administrator. Questionnaires are also used in health surveys and cybersecurity incidents.

You can add a questionnaire and inspection item that's used in a safety inspection. You can either create a basic questionnaire from within the Inspection Items page or create a detailed questionnaire using the Questionnaires page by selecting a questionnaire template as you do for safety incidents.

Workforce Health and Safety Incidents, Cybersecurity Incidents, and Workforce Health and Safety Inspections are three subscribers of Questionnaires. As an administrator, you can define and manage your set of questions, questionnaires, questionnaire templates in the Setup and Maintenance work area Workforce Development offering. You can search for these tasks and use them to define and manage your questionnaires.

  1. Questionnaire Lookups

  2. Questionnaire Templates

  3. Questionnaires

  4. Question Library

To start with, you can find a questionnaire template, Workforce Health and Safety Standard Investigation under the Workforce Health and Safety Incidents subscriber. You can make use of it and create your questionnaire.

  1. In the Setup and Maintenance work area, go to:

    • Offering: Workforce Development

    • Task: Questionnaires

  2. n the Questionnaires page, search for Workforce Health and Safety Incidents subscriber. You can see a Safety Incidents folder and a Health Surveys folder. Use the former to create questionnaires related to safety incidents investigation and latter to create health survey questionnaires. Create the questions in the relevant folder. You can also search for and select the Cybersecurity Incidents subscriber to manage questionnaires in this area. For Safety Inspections, search for the subscriber Workforce Health and Safety Inspections. Add questionnaires to the Safety Inspections Questionnaires folder for these questionnaires to be available for use in the Inspection Item Maintenance page. From the Inspection Item Maintenance page it is also possible to create questionnaires. These questionnaires can be edited from the Questionnaires page.

  3. Click Create.

  4. You need to select a questionnaire template to create a questionnaire. Search for and select Workforce Health and Safety Standard Investigation questionnaire template. This Health and Safety template is provided for you to start with. You administrator can create more templates that are specific to your organization.

  5. Modify the Basic Information and Contents of the questionnaire as per your needs.

  6. Review the questionnaire and click Save and Close.

Integration with Journeys

As a Human Resources (HR) Specialist, these are the two ways in which you can configure safety incidents within journeys:

  • You can include a safety incident related task in the journey (by selecting the task type as Application Task and the value as Safety Incident). For example, you can create a Safe Travels journey and include a safety incident related task Report a safety concern. An employee who's assigned the Safe Travels journey can report a safety incident from within the journey itself. The task includes a button Go to application task which takes the user directly to the incident creation page.

  • You can trigger a journey automatically when a safety incident is created with a specific event type. For example, when an employee reports an incident of the type virus, injury or illness, you may want to assign a journey to the incident reporter to complete these tasks: Create Absence, Inform Payroll, Submit Insurance Claim. You can do this by configuring a Health and Safety- Incident event in the journey and selecting the specific event type Virus, Illness and Injury. Note that you need to set the initiator as the performer for all the tasks. The journey won't be triggered if the initiator is a nonemployee.

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