The system tracks incidents and this can be modelled on the existing incident form of the customer, or a generic one can be adopted. This typically includes tracking the type of incident, nature of injury, root cause analysis, people, position, paper and parts evidence. Digital images of the incident can be stored plus any relevant documentation can be scanned. Remedial Actions can then be generated along with input from the relevant Managers.
Inspections can be configured and planned. Essential information such as who is assigned to carry out the inspection, area of inspection and inspection status are entered. All planned inspections are entered into the general workflow for visibility purposes. Any issues uncovered in the inspection are addressed by corrective actions, which are linked to that inspection.
Monitoring is carried out on the following; Blood Leads, Dust, Gas, Noise and Radon. In addition, further tracking is carried out on Medicals, Injections and Sick Leave. This is all done on an employee basis. Additional hygiene tracking can also be accommodated.
All personal protection equipment issued is logged for each employee request. The issue date, item, number of items and reason for issue are typically entered. If the equipment needs to be tracked further, this can be integrated into the stores element of the customer’s main IT systems.
This is typically carried out in a specific work area by the department’s safety team over a period of time. The team monitors the sub-standard acts (list e.g. failure to secure) and sub-standard conditions list e.g. explosion hazard). These are analysed by Immediate Cause & Personal Factors for sub-standard acts and Immediate Cause & Job Factors for sub-standard conditions. Environment factors are also logged. The safety team’s comments are then formally written up along with the number of "safety awards" if appropriative. Employees are given an opportunity for their feedback and all employees who attended are listed.
Another form of inspection are Safety Days. This is where Toolbox Talks, Fire Drills and specific Health & Safety items can be addressed on a relatively informal basis. Safe and unsafe acts observed and can be logged along with the employees’ attendance and actual observations.
Training is an important element of a health & safety system. All courses are created and service providers entered. Courses are then planned, scheduled and target completion dates entered. This forms the core training plan. As courses are run the attendance is also logged, along with grades and trainee satisfaction levels.
These are typically generated after an incident has occurred or an inspection has just been carried out. The status of the corrective action along with the person assigned and due date for completion are also logged. As this is task based, it gets forwarded to the Workflow tool.
All future tasks are logged to the Workflow tool where they are assigned a due date either by the user or by rules generated by the system. On the assignment of a particular task to an individual, an Email can be generated and sent to the assignee. On the due date of the task another email can be sent as a reminder and based on the escalation rules, if deployed, an email can be sent as the issue rises through the escalation process.
The Safety Assets section allows you to log and monitor the condition and location of all your safety assets. A service record can also be generated or each of these. Additionally, the location of the safety assets can be logged via CAD where appropriate.
In the event of a new employee joining it is very valuable to be able to select the appropriate occupation and view the relevant training, activities, hazards exposure, risk exposure, Critical Tasks, PPE requirement and legislation knowledge required. This ensures that the proper induction training carried out is up-to-date. In addition, from viewing the historical activity of a particular occupation, gaps can be identified and suitable training, toolbox talks etc. can be initiated.
Annual Targets can be set for different departments, actions assigned and due dates entered. Objectives can also be set, assigned and due dates entered. All action arising can be monitored through the Workflow tool. The overall performance of the plant can also be monitored through formal tracking of agreed Key Performance Indicators and the current year’s goals and objectives.
A number of essential Reports are available and customised reports are typically developed for the customer on site. This can be done by using SafeBase reporting tool or the customer’s own Reporting/Business Intelligence. Also key performance Indicators can be made available via a dashboard mechanism.
All meeting and minutes of safety related meetings can be logged on the system. Any resultant action items are assigned and due dates given. These actions are then forwarded to the workflow tool.
Key utilities in the solution include a full audit trail of all actions carried by users on the system. Document Management is optional using Microsoft Share Point. Where work is carried out in a close/local environment, CAD (Computer Aided Design) drawings can also be used to visually enhance the solution. In the event of work being carried out in a wider location, GIS (Geographical Information Systems) can be used for location of incidents, inspections etc.
