PROACTIVE MANAGEMENT TOOL FOR OCCUPATIONAL SAFETY. essential for ZERO ACCIDENT objective

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1 PROACTIVE MANAGEMENT TOOL FOR OCCUPATIONAL SAFETY essential for ZERO ACCIDENT objective

2 "It helps to get everyone involved in the task of incident and accident prevention in a straightforward, thorough and efficient manner. This tool is not just for the risks prevention department, but rather for the entire organisation" Environmental, Health & Safety Global Director CELSA Group "This safety behaviour management tool simplifies, standardises and facilitates the registering, planning and monitoring for the chain of command" Health & Safety Manager ARCELOR MITTAL "Thanks to its monitoring of actions, we can efficiently manage safety in a straightforward manner. Essential for the zero accidents objective" Head of Technical Division-Prevention Service HC energía

3 PROACTIVE MANAGEMENT TOOL FOR OCCUPATIONAL SAFETY INDEX introduction key features COLLABORATION MONITORING USEFULNESS SCALE solutions ACCIDENT AND INCIDENT INVESTIGATION RISK ASSESSMENT HAZARD REPORTING SAFETY PREVENTIVE OBSERVATIONS SAFETY INSPECTIONS SAFETY AUDITS NON-CONFORMITIES TRAINING RECORDS EMERGENCIES AND DRILLS CONTRACTOR SAFETY DASHBORAD AND REPORTING SAFETY PORTAL TASKS AND ACTIONS MONITORING ROLES AND PERMISSIONS about our company

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5 03 introduction Over recent years huge collective efforts have been put into Occupational Safety, bringing about important changes in the working conditions of thousands of people. Numerous studies confirm that improvements to facilities, machinery and regulations lead to a significant reduction in accidents in the workplace. However, many organisations have also seen how, once this initial stage is complete, accident levels tend to bottom out: although they continue to invest in safety, they reach a point from where it is difficult to further reduce accident levels. Focus on facilities, machinery and regulations Nº OF INCIDENTS Bottoming out Limit Change of approach: safety based on behaviour Time *Source: Published by Ricardo Sheffick, Ana Mª Crespo, Julià Sempere. IQS, Universitat Ramón Llull. Leading safety companies know that a change of approach is required in order to reach excellence in safety and to continue reducing the number of accidents. This new approach would include some of the best practice currently available, such as OHSAS certifiable improvement projects, group work and shared safety practice, behaviour-based safety, projects with ZERO ACCIDENTS objective, etc. The prosafety software application aims to provide an additional element within a global strategy of commitment to and excellence in safety, helping organisations to incorporate and institutionalise good practice and the latest techniques in safety management. Below we present these basic points and strategies, along with a catalogue of solutions which, in accordance with our experience, can help organisations to fulfil their safety improvement goals in a more efficient manner.

6 04 essential for the management of group work prosafety will multiply the efficiency of your process management thanks to the benefits of its special features. COLABORATION It is a collaboration tool which helps involve the entire organisation in safety management. Several employees with different roles can intervene in the workflows, contributing to reinforce the commitment to safety. MONITORING It includes an efficient task and action management system, with people in charge and deadlines. The signature system, and alerts system help ensure that no scheduled task remains undone. USABILITY Its web interface is highly intuitive and minimises the need for user training. It also incorporates essential features such as export to Excel or PDF, search tools, filters and automatic generation of metrics and indicators. SCALABILITY The modular architecture means the different software applications can be implemented independently and configured for your organisation. The system can be installed on servers or offered as a monthly rental which does not need any IT resource to run.

7 key features

8 06 collaboration GROUP WORK AND COLLABORATION TOOL Every day it is shown that group work and shared safety management are key to reducing the level of accidents, making it ESSENTIAL to count on a collaborative tool such as prosafety. prosafety software applications are devised as a workflow with the intervention of a specific number of employees, each with different roles and responsibilities and each providing information to which they individually have access. REGISTRATION OF ACCIDENT INVESTIGATION ACTION PLAN MONITORING ACTIONS CLOSE WORKFLOW MONITORING The accident investigation workflow shows the progress of the different statuses as the investigation stages are completed, with the proposed corrective actions being signed off until they are definitively closed. prosafety takes safety out of the prevention department and actively involves workers. PC-BASED OPERATION Yearly goals CENTRAL DATABASE PLANT 1 PDA-BASED OPERATION Monitoring actions PLANT 2 CORPORATE INTRANET Reports for management

9 07 monitoring TASKS AND ACTIONS MANAGEMENT The management system should facilitate operational discipline within the organisation, enable the monitoring of the proposed actions and help ensure that none of them are left unfinished. For this purpose, prosafety has a system to manage corrective and preventative actions and improvement opportunities, indicating the action to be carried out, the person in charge and the deadline. The actions have their own statuses and can follow a simple flow (outstanding or completed) or a more complex flow (with delegation of actions, approval by a superior, request for postponement, etc.) Pending actions OVERDUE: Expired in the next 7 days: Expired in the next 30 days: Total pending of undertaking S AND ALERTS click here to see all these actions To reinforce the monitoring of the actions, the software application have a panel which shows the alerts and outstanding tasks in each organisation. Moreover, the tool can send an alert whenever there are important events such as the notification of an accident, the assignment of an action or simply a task to be carried out. This quick, straightforward alerts system brings time savings and prevents confusion with regards to responsibility. The can be sent to a person in charge or to a group, and can also include a link to the software application in order for those responsible to fill out the corresponding information. ELECTRONIC DOCUMENT SIGNATURES prosafety includes an innovative signatures system known as "on electronic document" to validate the completion of a task or an assigned action. This system is linked to the user login, thus ensuring that the person logging into the software application with his or her username and password is indeed the person who entered the signature. This system has been validated to replace signatures on paper in certifiable systems such as OSHAS, ISO, etc. Sign as undertaken: Not signed Press to sign

10 08 usability EASY-TO-USE, REPORTS ACCESSIBLE TO EVERYONE prosafety has an innovative system for the presentation of information. Information can be found easily thanks to the organisational trees and chart with filter systems and quick search. Users can quickly learn how to use the tool, since it is highly visual and intuitive. It is an entirely web-based software application which can be accessed from MS Internet Explorer, meaning it can be used from any system without having to install additional software or upgrades. It can also be set up on an intranet or in cloud computing. EXPORTING DATA TO EXCEL / PDF All the tables have a button to export the data displayed to Excel, meaning information can be extracted in a straightforward manner. Moreover, the forms can be exported to PDF format. The system includes many other tools and features which users will already be familiar with. Filter AutoSum Find Sort

11 09 scalability CONFIGURABLE, FLEXIBLE AND SCALABLE SYSTEM The administration module can be used to adapt the software application to your organisation by defining the values which are displayed in the drop-down fields, the documentation to be requested from subcontracted companies, the risk assessment method, the profiles for access by way of a roles system (who can do what), the organisational structure of the company, etc. This modular system means software applications can be implemented progressively, adapting to the changing needs of each organisation. MULTI-LANGUAGE The software applications are multilanguage, allowing users to see the screens in their own language, or to instantly switch languages interactively. EASY SETUP The base technology of the system is highly robust and simple to set up and run, with two basic ways of installing the project: Classic setup: On a client server, for use on corporate and geographically distributed intranets, it can be used solely with Internet Explorer. Cloud Computing model, in which the software application is on our own secure servers, therefore allowing new modalities such as software application rental, pay per use, avoid initial investment, etc.

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14 12 prosafety 's modular architecture can combine up to 14 different software applications in order to flexibly build the most suitable system for each organisation. The 10 vertical software applications cover different aspects and effectively achieve different goals: to promote behaviour-based safety practice and shared safety practice, to intensify commitment through "ZERO ACCIDENTS" objectives, awarding of OHSAS/ISO certificates, etc. Moreover, the 4 transversal software applications provide useful features which can be combined with any of the others to increase the impact and efficiency of the entire system. Each organisation must decide which software applications will help to efficiently achieve its safety improvement targets. Serious consideration of priorities and gradual implementation will undoubtedly lead to the success of the project. Below we invite you to know the details of each of the software applications, in order to help you decide on implementation priorities.

15 applications ACCIDENT AND INCIDENT INVESTIGATION RISK ASSESSMENT HAZARD REPORTING SAFETY PREVENTIVE OBSERVATIONS SAFETY INSPECTIONS SAFETY AUDITS NON-CONFORMITIES TRAINING RECORDS EMERGENCIES AND DRILLS CONTRACTOR SAFETY DASHBOARD AND REPORTING SAFETY PORTAL TASKS AND ACTIONS MONITORING ROLES AND PERMISSIONS

16 14 accident and incident investigation The ultimate goal of a safety system is that there are no more accidents in the organisation. When striving to prevent accidents, exhaustive investigation and the determination of the causes of accidents will provide a magnificent opportunity to reflect on the weakest points of the system. Moreover, getting the production line involved in investigation and the determination of the causes of accidents is one of the most productive strategies in reducing accident levels. However, accidents are only the tip of the iceberg. According to the International Safety Academy, for every accident involving serious injury or death, there are 10 with minor injuries, 30 accidents with losses and 600 incidents. For this reason, the strategy of this software application involves analysing incidents with the same stringency. Attacking the base of Heinrich's pyramid significantly reduces the total number of accidents. MORTALITY MINOR INJURIES DAMAGE TO PROPERTY use This Accident and Incident Investigation application, which includes the best safety practice observed in the companies, will hugely benefit the investigation process by allowing you to: Register an accident or incident for any authorised user. Coordinate the team which will carry out the investigation and determine the causes of the incident. Assign and monitor the proposed corrective actions by . Attach files with related information and facilitate the connection to DELT. INCIDENTS this software application is recommended if... Your goal when investigating accidents is not to merely draw up statistics. The production line heads are trained in investigation techniques and are prepared to get actively involved. You also want to start investigating incidents in order to reduce the total number of new accidents.

17 15 risk assessment Although preventative techniques would ideally minimise all professional hazards, assessment is required in order to consider the size of those hazards which cannot be avoided, defining the preventative measures to be put into place in the event of intolerable risks. This information should be updated dynamically in order to guarantee efficiency, ensuring that the assessments are kept up-to-date with the latest information available, such as the latest accidents or incidents which have occurred in the different divisions or which are related to the different work post operations. use Risk Assessment is an application based on the best practice observed in safety management, allowing you to: Analyse the hazards of a division, operation or work post using different assessment methods. Plan preventative actions, with a deadline and a person in charge, and to monitor them. Attach files with the related information. Link the assessments to the related incidents and accidents. LOW PROBABILITY SEVERITY Slightly Harmful Result TRIVIAL SEVERITY Harmful Result TOLERABLE SEVERITY Extremely Harmful Result MODERATE MEDIUM PROBABILITY Result TOLERABLE Result MODERATE Result IMPORTANT HIGH PROBABILITY Result MODERATE Result IMPORTANT Result INTOLERABLE this software applications is recommended if... You wish to carry out rigorous assessment of the hazards, updated with the latest related accidents. You wish to know at any time which assessments need to be reviewed.

18 16 hazard reporting Implementing a Hazard Reporting application is a very straightforward and efficient way of promoting the culture of distributed safety management in the company. The aim is to institutionalise the fact that each employee should be trained in the responsibility of detecting, communicating and neutralising hazardous situations in his or her working environment. As part of the program, a designated committee will regularly review the communications made, propose corrective actions and give feedback to the organisation. use The Hazard Reporting application includes the best practice on the market and will allow you to: Make reporting the hazard easier, indicating the person and place involved along with the risk and its causes. Record both immediate and proposed corrective actions, along with the people in charge and the deadlines. Inform all personnel involved by and monitor the tasks. this software application is recommended if... You want to take the first step towards behaviour-based and shared safety, encouraging employees to get actively involved. You are going to create a committee entrusted with regularly reviewing the safety communications made and the corrective actions resulting from them. You wish to implement the best safety management practice currently existing on the market.

19 17 safety observations Safety Preventative Observations are undoubtedly the most efficient way of promoting behaviour-based safety in an organisation, contributing at the same time to the consistent use of "safe" attitudes and behaviour. Preventative Safety techniques involve planning the observations of people whilst carrying out their usual tasks, clarifying safety aspects and extending awareness about them, and obtaining commitment to safe practice. When well-designed and executed, they allow high levels of safe behaviour to be achieved in the organisation. use The Preventative Safety Observations application is guided by best practice in safety management and uses behaviour-based safety techniques, allowing you to: Plan the Preventative Safety Observations to be carried out. Implement your own checklist based on the behaviour to be modified. Show the general results of the observation and identify the most common hazardous behaviour. Assign and monitor the proposed corrective actions by . this software application is recommended if... The organisation wants to go one step further and get employees involved in safety. You have staff trained in Preventative Safety Observation techniques. You wish to know the results of the Preventative Safety Observations in order to carry out improvement actions.

20 18 safety inspections Safety Inspections have points in common both with the Safety Observations and with the Safety Audits, with one approach or another being more important in different organisations. In any case, it involves the planned observation of material and technical aspects in the inspected installation, typically using a checklist to ensure the inspection is exhaustive. It is important that the person, who directs the inspection, is competent with regards to the production process, knows and has analysed the latest accidents and incidents which have come about in the division, and is accompanied by the divisional head in order to ensure full involvement in the program. use This Inspections application, along with the recommended practice, will allow you to: Plan safety inspections indicating regularity, area, matter and person in charge. Implement your own checklist based on the items to be inspected. Show the general result of the inspection. Assign and monitor the proposed corrective actions by . this software application is recommended if... Your aim is to reinforce the involvement of all employees in safety management. You have staff trained to carry out regular inspections. You wish to achieve excellence in safety management.

21 19 safety audits It is recommended that companies with their own prevention service should audit their Safety System. Moreover, those companies who wish to achieve certification such as OHSAS or similar should use different types of audits (internal, external, regulatory, etc.) in order to know and objectively assess their management system. These audits involve the auditing team and the heads of the audited divisions, whilst the workers themselves are involved in interviews, the assignation of corrective actions, etc. Other management systems such as ISO 9000 or ISO also require an audit software application, making it essential to count on a tool which can help to organise and systematise both the audits and their deriving actions, and to manage all the related documentation. use This Safety Audits application, along with the recommended practice, will allow you to: Plan the audit, indicating the location and scope and the auditing team in charge of completion. Document the result of the audit and the points audited, and assign a score. Discover the findings (both observations and deviations). Define an action plan which contains the proposed corrective actions to be carried out, with the people in charge and deadlines. Inform the employees involved by or through the safety portal, ensuring they are not forgotten about or left unfinished. this software application is recommended if... You have implemented a certifiable management system such as OHSAS 18000, ISO, etc. The company wants to publicise both the audits made and the corrective actions. You want to drastically reduce bureaucracy and increase efficiency.

22 20 non-conformities A Non-Conformity is a breach of a management system requirement. Prevention management systems such as OHSAS18000, along with quality and environment systems (ISO 9000, ISO 14000) require a register of non-conformities to be kept. The analysis of the causes of each non-conformity will bring about a corrective action plan, to which a person in charge and a deadline must be assigned, and which must be subsequently monitored. use This Non-Conformities application, along with the recommended practice, will allow you to: Register the non-conformities, indicating the location and scope and the team in charge of completion. Classify the non-conformity, indicating the type (non-conformity, deviation, observation), category (safety, environment, quality), character (real, potential), severity (light, serious) and process area (to be defined by the client). the causes and the corrective actions proposed in order to prevent any repeat, with the people in charge and deadlines. Inform employees by or through the corporate safety portal of the tasks assigned, ensuring they are not forgotten about or left unfinished. Attach files with supplementary information. this software application is recommended if... You wish to implement or develop a safety, quality or environmental management system such as OHSAS, ISO, etc. An automated system is required in order to keep all deviations from the rules under control, which can then be used as evidence of fulfilment of the requirements of the management system. The goal of the organisation is to get employees actively involved both in the creation of non-conformities and in the management of the deriving actions, and to fulfil the requirements for certification.

23 21 training records Legislation on safety at work requires workers "to receive sufficient suitable theoretical and practical training in prevention matters", and this training must be "specifically focused on the work post or function of each worker". Keeping records of which workers receive suitable training involves a significant administrative workload, including the planning and registration of the training and the registering of all the corresponding documentation. Having a tool to provide simple, automatic control over safety or any other training is now essential in organisations which believe employee training to be of key importance. use This Training Records application, along with the recommended practice, will allow you to: Define the training to be carried out for each work post and time period. Define training subjects and associated courses, along with the external trainers, goals, training places, etc. Plan the internal and external training actions to be carried out in a specific period, along with their costs. Register the result of the training actions and update the employee's CV. Check the training carried out by employees, absence of training alerts, employees without proper training, etc. Automatically draw up the employee's CV. Attach files with the documentation handed over to employees (attendance documentation, studies, etc). this software application is recommended if... You need complete records of worker training. You want centralised, accessible information on training.

24 22 emergencies and drills All companies need to count on an Emergencies Plan which indicates the procedure to be followed and in the event of an exceptional situation. When an emergency comes about, it is a good opportunity for the company to reflect and implement an improvement program. The same is true of emergency drills, which represent an opportunity to test this program without having to wait for a real emergency situation to come about, therefore providing an opportunity for valuable learning. Counting on records which document the results of the emergencies and drills provides further evidence of the organisation's commitment to safety. use This Emergencies and Drills application, along with the recommended practice, will allow you to: Plan the emergency drills, indicating the location, the scope and the auditing team in charge of completion. Document the sequence of events in each emergency and emergency drill. Describe the proposed improvement opportunities, with people in charge and deadlines. Inform employees by or through the corporate safety portal of the tasks assigned, ensuring they are not forgotten about or left unfinished. Attach files with all supplementary information. this software application is recommended if... You have an emergency drills plan to be carried out. You want to publicise the emergencies and proposed action plans. You need an emergency records tool.

25 23 contractor safety The current situation of the labour market and the ever increasing focus of companies on their core business means it is common for services to be subcontracted to third-party companies. The companies which subcontract these services must ensure that the third-party companies and their workers comply with all established safety rules. In this situation it is necessary to ensure that the workers of the subcontracted company are properly trained in order to carry out their work safely. use This Subcontractor Safety application, along with the recommended practice, will allow you to: Automate the record for subcontracted companies and their employees. Control the documentation required for each company in accordance with its level of risk, along with the expiry date for this documentation. Register the training required for each subcontracted worker. Document the coordination meetings held with subcontracted companies. Know at all times the documentation not handed over or expired, along with training. Immediately identify when a company fails to fulfil the requirements for access. this software application is recommended if... You want to extend good safety practice to the subcontractors. You require a tool which helps control the documentation and training of the subcontracted companies.

26 24 Dashboard and reporting The Dashboard shows the level of fulfilment of the goals established by the company. The safety field helps to express the safety goals by way of indicators, and also to assess the results and take appropriate corrective actions. It is a tool which will allow you to analyse your company's safety system in terms of business strategy, providing an overview of all current actions and their progress. This overview is essential for the proper operation of the business. The reports will let you extract the necessary information from the safety system records in a personalised format. Automatically obtain and calculate all the indicators for different units, divisions and departments in a matter of seconds, allowing you to spend your time analysing the information. You can ask for this information to be published on an intranet portal or for the system to send a report in PDF format on a specific day of the month. Safety portal A Safety Portal is the adaptation of the Employee Portal concept applied to matters of safety at work. Employee portals came about through the need to communicate an ever-increasing amount of information to employees. This is one of the best practices used by leading companies in safety. Since this is the access point for all employees to company information on safety at work, it is important to spend time deciding which information the portal should provide (alerts, news, links) and to update it regularly. The possibilities of the safety portal can be increased by customising it for each employee to see specific information: outstanding tasks, risk assessment, documentation to be reviewed, key indicators of the unit dashboard, etc.

27 25 Tasks and Actions Management One of the strongest points of a management system which is focused on group work is the generation of outstanding tasks (each task has a single person in charge and a deadline). Moreover, each of the functional software applications generate preventative and corrective actions which are assigned to each person in charge. It is important to control all these outstanding actions and tasks in order to ensure the system is effective and used correctly. To this end, the system counts on different mechanisms: sending e- mail reminders, publishing outstanding tasks in the safety portal or displaying alerts windows with summaries of the actions to be completed, the origin of the action, along with its status and whether it is in progress or expired. Roles and Permissions Management A system which involves all or most personnel requires stringent control over which information can be accessed and the level of permissions assigned to each employee. Since the organisation is defined as a hierarchical structure, it is possible to define which part of the hierarchy can be viewed by an employee, who can go down the hierarchy to the required level but can only go up to the level for which he or she is authorised. Different roles mean we can establish what each user can do with the information: check, register or modify it, view personal details, or ensure these remain hidden. Each role comprises a series of actions which can be personalised to include different types of actions for each employee.

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29 27 Espiral MS is a software manufacturer company which was founded in 1998, and specialises in the management of occupational safety. Our competitive strategy is based on the design of highly specialised products, with a high level of innovation and a vocation of excellence. Our high level of specialisation and experience in the sphere of occupational safety has earned us the trust of our customers, mainly medium to large sized national and multinational companies which strive for excellence in safety management and the implementation of the best safety management procedures in the market, such as behaviour-based safety, shared safety, OSHAS certifiable systems or "ZERO accidents" improvement projects. Certification: Espiral MS uses the best market procedures and is committed to providing quality services and products, having obtained the certificates set out below. Espiral MS is certified by AENOR in accordance with ISO 9000 for the "design and implementation of Web software applications for systems management". Our software applications satisfy Level 2 CMMi, in accordance with SCAMPI assessment carried out by the European Software Institute. Espiral MS uses the best market procedures in the management of IT services, and counts on ITIL(r) certified personnel. All our projects comply with the data protection act (LOPD), and we have also been awarded ISO certificate for information security management by AENOR. The central offices of Espiral MS are located in Gijón Science and Technology Park, where our R&D&I certified team continues to design and build new products and services specialised in occupational safety. You can contact us by: Telephone: safety@prosafety.es Further details at

30 PROJECTS PRESENT IN MORE THAN 15 COUNTRIES NORWAY UNITED KINGDOM POLAND USA PUERTO RICO SPAIN PORTUGAL ITALY CHINA MEXICO PANAMA PERU ANGOLA SINGAPORE ARGENTINA CHILE prosafety is an Espiral MS product. Company located in Gijón Science and Technology Park, Asturias, España. design: FÉLIX ORDÁS & CÍA 2010