Manager/Supervisor & OHS Consultant User Guide

Transcription

1 Self Insurance Management System Hazard and Incident Reporting Module (HIRM) Manager/Supervisor & OHS Consultant User Guide Version_4.0 September 2013

2 Self Insurance Management System Page: 2 of 40 Version Control Version No. Date Released Updates Made /04/2010 First Release /04/2010 Update Help Desk Contact /8/2010 Changes to Hazard/Incident Investigation /11/2010 Changes as per CR09, 10, 11, /03/2013 Updated to incorporate Legislative updates from 1 Jan /09/2013 Updated to incorporate CR05/2013 and updates to s

3 Self Insurance Management System Page: 3 of 40 Table of Contents 1 OVERVIEW What is an Incident? Incident/Hazard Form Overview Purpose of this User Guide Help Desk Contact Assumptions Conventions Image Conventions Mouse Conventions Button and Icon Conventions Keyboard Conventions Reference Definitions Tips for using the Incident/Hazard Form General Form Page Layout Report Status Indicator Form Pages Context Sensitive Information Incident/Hazard Form Fields Standard Fields Combo Boxes Check Boxes Radio Buttons Validated Fields Date Fields Time Fields Suburb, State and Postcode Saving Form Pages Navigating between Form Pages Conducting Searches Conducting a Search Clearing Search Criteria Advanced Search Techniques Selecting From the Search Results Page Validation, Error and Other Messages Page Validation HOW DO I ACCESS MANAGE INCIDENTS FORM PAGE? Step 1 Click on the Manage Incident hyperlink from the Incident/Hazard Form Page HOW DO I READ THE INCIDENT SUMMARY SCREEN? Incident Summary How do I Open an Incident from the Incidents List section? HOW DO I COMPLETE THE HAZARD INVESTIGATION DETAILS? Hazard Investigation Are you ready to commence the Investigation? How do I Complete the Hazard Investigation section? How do I Complete the OHS Representative section?... 22

4 Self Insurance Management System Page: 4 of How do I Complete the Hazard Assessment section? How do I Complete the Hazard Resolution section? HOW DO I COMPLETE THE INCIDENT INVESTIGATION DETAILS? Incident Investigation Are you ready to commence the Investigation? How do I Complete the Incident Investigation Section? How do I Complete the Contributing Factors section? How do I Complete the Recommendations/Controls section? How do I Complete the Notifiable / Dangerous Incident section? How do I Complete the Reported to Safework SA section section? HOW DO I COMPLETE THE RISK ASSESSMENT & CORRECTIVE ACTION DETAILS? Risk Assessment & Corrective Action How do I Complete the Risk Assessment Matrix section? How do I Complete the Corrective Action section? HOW DO I COMPLETE THE REVIEW AND COMMENTS FOR A MANAGER/SUPERVISOR OR OHS CONSULTANT? Review and Comments (Hazard / Near Miss / Injury) Review and Comments (Injury) How do I Complete the Injury Details Coding Confirmation section? (OHS Consultant Only) This screen only populates if the report type is selected as Injury Review Summary section? How do I View the PDF of the web form? HOW WILL I KNOW THE FORM SAVED MY INCIDENT? What is the Incident Number? What is the Incident PDF? How do I Create another Incident?... 40

5 Self Insurance Management System Page: 5 of 40 1 OVERVIEW SAPS are responsible for the administration of incidents and hazards and for the reporting of incident data to a number of internal and external parties. 1.1 What is an Incident? An Incident is an event that could or does cause bodily harm and/or other damage to SAPS, SAPS employees or other parties somehow related to SAPS. The damage may include damage to people, property, security incidents, the environment or near misses and hazards. An incident happens through human or mechanical error: the impact of these errors may be an accident, near miss, and breach in security and/or loss in production. 1.2 Incident/Hazard Form Overview The Incident/Hazard Form will support SAPS by providing an efficient and effective method of supporting the incident management process and will do so by: 1. Minimising SAPS s reliance on paper files. 2. Ensuring that all incidents entered into the IMS are accountable and auditable. 3. Enable timely response of incidents. 4. Facilitate management of risks associated to incidents. 1.3 Purpose of this User Guide This User Guide has been developed to assist the user with the steps required for reporting incidents into the IMS via the Incident/ Hazard Form. 1.4 Help Desk Contact If you are having any problems completing the Supervisor/Manager/OHS Consultant Investigation, please contact your respective OHS Consultant in the first instance. If the problem cannot be resolved locally, please contact the SIMS Help Desk. If the problem relates to system errors, please contact the SIMS Help Desk immediately so that the problem can be resolved. SIMS Help Desk Public Sector Workforce Relations Department of the Premier and Cabinet simshelpdesk@sa.gov.au

6 Self Insurance Management System Page: 6 of Assumptions It is assumed that users of Incident / Hazard Form web form will have a general understanding of the Windows environments and the standard functions available in that environment. 1.6 Conventions Throughout this User Guide there will be a number of different conventions referred to. We have outlined them here for your reference Image Conventions Indicates that there are some notes for using the Incident /Hazard Form. This image appears next to Step-by-Step instructions for completing a specific section of the Incident / Hazard form. Indicates Mandatory fields which must be completed before saving the form page or using a function (such as Employee Search) Mouse Conventions The following list details the definition of particular mouse actions: Mouse Action Point Click Right Click Definition Move the mouse until the tip of the mouse pointer is resting on the required item. Press and release the left mouse button once. Press and release the right mouse button once. Note: These instructions relate to users that use a right-handed mouse. For lefthanded users, the instructions would be reversed Button and Icon Conventions When the notes refer to a button or icon on the toolbar, a button on a form page, or a node in the tree control, it is displayed in capitals with bold text. E.g. SAVE refers to the button Keyboard Conventions When one of the steps to completing a task requires the use of a key, that key appears in square brackets e.g. Press [Delete]

7 Self Insurance Management System Page: 7 of Reference Definitions Throughout this manual the following terms are used. Below is a list of terms and their definitions: Reference Search Screen Tab Form Pages Section Dialog Definition There are four different searches availible in the Form, Employee Search, Student Search, Supervisor Search and Person Responsible search. A screen within the IMS Management Module (IMS) A section of the screen within the IMS Management Module which relates to a subset of details on the screen. The Form has been split into pages to minimise scrolling. Refers to a sub heading within a Incident Type form page. A dialog box is an element of the Incident/Hazard Form which appears in a new window upon being selected. An example of the dialog box is the Suburb Search which appears after the user enters a Suburb into the Suburb field. 1.7 Tips for using the Incident/Hazard Form Note It is not necessary at any time to use the Internet Explorer s navigation buttons. These actions may cause unexpected outcomes within the Incident Hazard Form when used. 1.8 General Form Page Layout It is important to always attempt to fill out as much detail as possible when entering an incident. An example of the General Form Page is displayed as follows;

8 Self Insurance Management System Page: 8 of Report Status Indicator The Report Status Indicator displays the status of the report: which forms remain to be completed, which forms need attention and which forms have been completed. In the example to the left, there are four form pages to be completed: The icons next to the form page name means that the page is incomplete and needs to be filled out before the report can be lodged. There are other icons that may appear in the Report Status Indicator, they are detailed in the table below: Icon Definition Form page is incomplete and needs to be filled out before the report can be lodged. Form page has been completed. No more attention is required. Form page contains an error that needs to be rectified before the Form can be lodged. Using the above table as a reference, you can now interpret the Report Status Indicator given to the left. In this example the Incident Security and Corrective Actions form pages have been completed and requires no more attention from the user. The Incident Details page has been filled in by the user, but requires more attention because the data entered contains error(s). Also, there one form page to be completed before the Form can be lodged: Incident Type Form Pages These tabs allow the user to enter details relating to the incident. Form page Mandatory Definition Person Involved Yes The details of the person involved and associated organsiation structure is defined on this TAB. Incident Type Yes The details about the type of incident, desciption and other mandatoary information are recorded ont his TAB for all incidents. Injury Details Yes The details of the injury, a desrcirption of the injury/illness, and details of how injury/disease was sustained.

9 Self Insurance Management System Page: 9 of 40 Incident Question Yes The Incident Question form page will determine what other TABS are required. Based on the questions answered by the users will enable and disable all optional TABS Exposure Details No The details of the exposure. This form will have different sections available, depending on whether the Unit is a Health Unit. Exposure Management Psychological Details Details of Aggression/Violenc e Muscular Stress/Manual Handling Falls, Trips, and Slips Incident Investigation Hazard Investigation Risk Assessment & Corrective Action Review and Comments No No No No No No No No Yes This Form Page is only available if the user selects Yes to the first of the Exposure Questions on the Incident Questions Form Page. This Form Page is only available if the user selects Yes to the Psychological Question on the Incident Questions Form Page. This Form Page is only available if the user selects Yes to the Aggression/Violence Question on the Incident Questions Form Page. This Form Page is only available if the user selects Yes to the Muscular Stress/Manual Handling on the Incident Questions Form Page. This Form Page is available if Yes is selected for the Falls, Trips and Slips section from the Incident Questions Form. The details of the investigation. This Form Page is only available when Injury is selected as the Incident Type on the Incident Type Form. Only a Supervisor can edit this Form, whilst conducting their investigation. This Form Page is only available when Hazard is selected as the Incident Type on the Incident Type Form. Only a Supervisor can edit this screen whilst investigating the hazard. This Form Page is available for supervisors whilst investigating an incident or a hazard. This TAB provides a history of the incident, for new incidents allows the user to submit for approval. 1.9 Context Sensitive Information When form pages are being completed, context sensitive information is provided via icons that appear throughout the form pages. Clicking on these icons will display useful information in the context sensitive information area of the Incident /Hazard Form.

10 Self Insurance Management System Page: 10 of Incident/Hazard Form Fields Standard Fields There are a number of standard fields throughout the Incident/Hazard Form with which you should be familiar. These fields operate in the same way on any form page. To enter data into a field, the field must first be selected. This can be done by clicking on the field with the mouse, or by pressing the [Tab] key until the desired field is selected. You can also use [Shift] [Tab] to go backward through the fields if you missed the desired field. Fields that are not available for selection are greyed out. After selecting a field, data can then be entered Combo Boxes Combo boxes are a special type of field that do not require the user to explicitly enter data. The combo box instead provides the user with a list of options from which to select. There are a number of ways to select an option from a combo box: Check Boxes Click on the down arrow on the right-hand side of the box and scroll through the list of options. Click on the required option. The selected option will then display in the combo box. Navigate to the combo box clicking on the combo box and then use the up and down arrows to select the required option. Type the first letter of the option you wish to select. For example, if I knew that I wanted to select Caulfield, however I wasn t sure how to spell it, but didn t want to scroll through all the options until I got to it, I could navigate to the combo box and then type C to bring the options to the beginning of those options starting with C. It is then easy to scroll through using either the mouse or the arrow keys to select the correct option. Check boxes, like combo boxes are a special type of field that do not require the user to explicitly enter data. Check boxes allow users to check the box to specify true value or uncheck the box to specify a false value. In the above example from the Incident Type form page, the check box is unchecked, meaning that the incident is not considered to have resulted in injury or damage. To check a check box, simply click on the empty ( click on the ticked ( ) check box. ) checkbox. To uncheck a check box,

11 Self Insurance Management System Page: 11 of Radio Buttons Radio Buttons, like check boxes are a special type of field that do not require the user to explicitly enter data. Unlike Check boxes, groups of radio buttons are mutually exclusive. This means that if one radio button is selected within a group of radio buttons, the rest will be deselected. In the above example, if No is selected, Yes will be deselected automatically Validated Fields There are a number of fields within Incident/Hazard Form that look like standard fields, but are validated after data is entered in them. These fields are Date Fields, Time Fields, Money Fields and Suburb Fields. Validation occurs after the data is entered in the field and the user moves out of the field or saves details. If the entered is invalid or needs to be amended an error message will be displayed. These value error messages are described in the following sections of this guide Date Fields Dates must be entered into Date Fields in a specific format. If the correct format is not entered a message will display to the user. As specified in the above message, the following date formats are acceptable: Format Example Format Example DD/MM/YYYY 01/01/2007 DDMMYYYY DD/MM/YY 01/01/07 DD MM YYYY DDMMYY D M YYYY The Incident/Hazard Form will automatically format the date to the format DD/MM/YYYY if one of the above date formats is entered.

12 Self Insurance Management System Page: 12 of Time Fields Time fields will only accept a specific format. If the correct format is not entered, a message will display to the user: The following are examples of correct times: Format Example Format Example H:MMa 8:00a HH:MM (24hr) 14:00 H:MMam 8:00am HHMM (24hr) 2000 H:MMp 8:00p HHMM (24hr) 0800 If 2:00 is entered, the system will automatically convert the time to 24-hour time and assume the time entered is 02:00 (2am). Likewise, if 14:00 (2pm) is entered, the Incident/Hazard Form will accept it without changing the format. In the above example, only lower case letters have been used however both upper and lower case letters may be used for AM and PM Suburb, State and Postcode The Suburb, State and Postcode fields always appear together: The Suburb field allows the user to enter the suburb of the address. The list of suburbs is uploaded from Australia Post and includes residential postcodes along with mail centres. The user must complete this field to save the address details. If the user enters a Suburb name that exists for more than one valid Australian suburb, the Suburb Select tab will be displayed, as follows;

13 Self Insurance Management System Page: 13 of 40 From this form page the user may select the desired suburb. Once a valid suburb has been entered or selected, the State and Postcode fields will automatically be populated with the corresponding State and Postcode for the Suburb entered/selected. The user is unable to modify the State and Postcode fields if a valid Australian suburb is displayed in the Suburb field State The State field displays the state of the suburb displayed in the Suburb field. This field is automatically populated on entering/selecting an Australian Suburb and cannot be modified by the user Postcode The State field displays the state of the suburb displayed in the Suburb field. This field is automatically populated on entering/selecting an Australian Suburb and cannot be modified by the user Saving Form Pages It is recommended that as each form page is completed, the form page is saved by pressing the Next button. Pressing the button will validate the page before saving before displaying the next page to be completed. Refer to section Page Validation, Error and Other Messages for further details of this guide Navigating between Form Pages It is recommended that form pages be completed sequentially, starting from the Incident Type form page, then proceeding to the next (Incident Details) that is automatically displayed as each form page is saved. However if you wish to complete form pages in a non- sequential manner, form pages can be accessed by clicking on the page name in the Report Status Indicator as illustrated below. As you complete the report additional sections of the report will appear in the Report Status Indicator. You can switch between the different sections of the report using this menu. As you fill out the different sections the icon beside the section in the menu will indicate the status of that section Conducting Searches There are two search features within the Incident /Hazard Form, the Employee Search, the Student Search, the Supervisor Search and the Person Responsible Search. To demonstrate search techniques, the Employee Search form page will be used. To display the Employee Search form page, select open the Incident Type form page by clicking on the Report Status Indicator, as discussed in the section of this guide titled Navigating between form pages. Once this is done, the dialog will be displayed:

14 Self Insurance Management System Page: 14 of Conducting a Search The following instructions are general and may be applied to any kind of search. To conduct a search: Step 1 Step 2 Enter any number of search criteria into the available fields (at least one must be entered). Press the OK button For example, enter Smith into the Family Name field and John into the Given Name(s) field. Only those records that satisfy ALL search criteria will be returned. If a criteria field is left blank, it does not mean that the corresponding field in the records returned must also be blank; rather it means that the corresponding field in the records returned does not have to be of any specific value. For the above example, only Employees whose surname is Smith and given name are John will be returned. The values of all other fields for these records can take on any value. Employees whose surnames are Smith and given names not John and Employees whose given names are John and not Smith will not be included in the search results. Results returned by searches need not be an exact match. For example if nn was entered into the Given Name(s) search criteria field, Employees whose given names are Anne, Annie or Vinnie could potentially be returned. The search dialog is designed this way to allow searches based on limited knowledge. This is similar to a Like search see the section titled Advanced Search Techniques for more information on Like searches Employee Search The EMPLOYEE SEARCH allows the user to search for a SAPS Employee and populate associated details into the Person Completing the Form, Injured Person, or Person of Interest details as required.

15 Self Insurance Management System Page: 15 of OHS Consultant Search The OHS Consultant Search (OHS Unit Search) box allows the user to search for a nominated OHS Consultant within their Agency. Only registered OHS Consultants within the respective agency will appear on the list. Note: If you do not know the name of your OHS Consultant leave both the Surname and Given Name blank and click the search button and the entire list for the Agency will appear Clearing Search Criteria Once you have conducted a search or made entries in the search fields, you may wish to change the criteria entered. As some fields, such as combo boxes, don t allow you to remove an entry once an entry has been made, there is a CLEAR button available, and when selected, search criteria fields will be cleared. If a search has been conducted, selecting the CLEAR search results Advanced Search Techniques button will clear both search criteria and The search functionality available in the Incident/Hazard Form allows for searches based on limited knowledge (e.g. knowing only the first three characters of the surname of a Person Involved). The % sign is used to indicate that the field is not complete and that an exact match is not required. This is known as a like search because the Incident/Hazard Form will search for results that are Like the details entered. This functionality is particularly useful if you don t quite know how to spell something or it may have been entered into the Incident/Hazard Form with the incorrect spelling. Like searches are generally used when searching for a person s name or when entering a suburb. The % symbol acts as a wildcard and may be used in place of any characters (e.g. a search for Sou%h will return South).

16 Self Insurance Management System Page: 16 of Selecting From the Search Results If there are multiple results for a search, the search results are displayed in the bottom section of the window as follows: To select the desired record: Step 1 Note Select the employee number from the Employee No. column of the search results. This is a Hyperlink which will automatically perform an action. The details of the Employee / OHS/ Supervisor / selected will be populated in to the relevant Person Details fields on the Incident Type form page Page Validation, Error and Other Messages Throughout the Incident/Hazard Form entry process, messages may be displayed to you. The details of these messages and page validation are described in this section Page Validation Page validation is the process of checking that the contents of all the fields entered on a form page are valid with respect to the business rules of SAPS. This validation occurs when the user presses the SAVE page. button or when you navigate to another form If, during the validation process, invalid data was found, error messages will be displayed. These messages will need to be dismissed by pressing the OK button and the error fixed before proceeding.

17 Self Insurance Management System Page: 17 of Empty Mandatory Fields If the user attempts to save a form page without entering valid data mandatory fields, an error message will be displayed. The message will be: The <form section> section is incomplete where form section is the name of section of the form where data was not entered. For example, for the Incident Type form page, if the user attempts to save without entering the Employee Number of the Person Completing the Form, the following message will be displayed: Critical Messages A critical message informs the user of a problem that requires user intervention or correction before work can continue. For example, the following message relates to a search form page: it means that at least one field on the search form page must have a value in it before a search can be conducted:

18 Self Insurance Management System Page: 18 of 40 2 HOW DO I ACCESS MANAGE INCIDENTS FORM PAGE? Step 1 Click on the Manage Incident hyperlink from the Incident/Hazard Form Page. Step 2 The Manage Incidents Form Page will be displayed on the screen, as follows; Step 3 Note: Enter your Username and Password and click on the Login button. Supervisor login: Username = your Payroll ID, Password = your DOB (8 digits ddmmyyyy format) You will then be asked to change your password OHS Login: Username and password are your unique login details provided by PSWR e.g. SMITHED01.

19 Self Insurance Management System Page: 19 of 40 3 HOW DO I READ THE INCIDENT SUMMARY SCREEN? The Incident Listing page allows a user to view any incidents they are assigned to investigate. It also includes a list of Corrective Actions assigned to the user. A user with OHS Consultant access will be able to view all Hazards/Incidents for their Agency and the current status of those reports e.g. Investigate, Corrective actions to be completed, Review and sign off etc. 3.1 Incident Summary The following is an example of the Incident Summary Screen;

20 Self Insurance Management System Page: 20 of How do I Open an Incident from the Incidents List section? Step 1 Select the Incident Number hyperlink of the Incident you wish to review. Step 2 Note This Incident will then open for investigation or review. The Incident List section displays a list of the incidents assigned to the logged user. Date Occurred This is the date that the hazard/incident/injury occurred. Incidents Assigned To The Incidents Assigned to textbox displays the name of the user logged in. Ref. No This column displays the unique reference number of the incident. This field is also a hyperlink, and clicking on the hyperlink allows a user to navigate to the Web Form to complete the incident. The length of this field is 10 digits. The first two digits will be the year (YY) e.g. 09. The last 8 digits will be automatically assigned e.g , Date Occurred From: This column allows you to put in a date and search for incidents which occurred after a certain date e.g. after 01/08/2010. Action This column displays the action that needs to be taken. The available actions are available for a Supervisor and OHS Unit member. Description This column displays first 100 characters of the What Happened? field from the Incident Type Form. Originator This field displays the name of the person who entered the incident report. Cost Centre This field displays the Cost Centre for this incident.

21 Self Insurance Management System Page: 21 of 40 4 HOW DO I COMPLETE THE HAZARD INVESTIGATION DETAILS? This Form Page becomes available after the first two main screens are saved. This page is only available when Hazard is selected as the Incident Type on the Incident Type Form. Only a Manager/Supervisor or OHS Consultant can edit this screen whilst investigating the hazard. 4.1 Hazard Investigation The form page will be displayed, as follows; Are you ready to commence the Investigation? A Supervisor/Manager/OHS Consultant can make a change to any record prior to the commencement of an investigation e.g. change manager details, update hazard description etc. To do this, modify details on the Person Involved or Incident/Hazard Type pages, then click No to the Are you ready to commence the Investigation question. The remaining screens will be greyed out and do not have to be filled in. You must click through to the Review & Comments page and add a comment re changes made e.g. updated Manager details and then click submit. If you are ready to commence the Investigation, click Yes How do I Complete the Hazard Investigation section? Step 1 Select a value from the Hazard Type box.

22 Self Insurance Management System Page: 22 of 40 Step 2 Select the Yes, No or N/A button to the question: Has the OHS Representative been consulted? Note If Yes button is selected then an additional section OHS Representative will be displayed, as is shown below; How do I Complete the OHS Representative section? Step 1 Select the Search button to add a representative in the OHS Representative field. Step 2 The Employee Details search function will be displayed on the screen. Enter the name or a partial surname of the OHS Rep and click search. Select the person s employee number (blue hyperlink). Step 3 Enter the date the OHS representative was consulted in the Date Consulted field. This field is mandatory How do I Complete the Hazard Assessment section? Step 1 Select Yes or No button to the question: Does the hazard require reassessment? Note If Yes is selected then an additional Person conducting Assessment search and Date Due fields will be displayed, as is shown below;

23 Self Insurance Management System Page: 23 of 40 Step 2 Click on the Search button, the OHS/Supervisor Search dialog box will be displayed. Step 3 Step 4 Step 5 Search for an OHS representative or supervisor. For more details for to provide the search please refer to the following section: How do I Search for an OHS/Supervisor? Enter the date the hazard assessment is due in to the Date Due field. This field allows a future date to be entered. Select Yes or No button to the question: Feedback provided to person reporting hazard? Note If Yes is selected then the Date Provided field will be enabled. Enter a date in the Date Provided field. This field is mandatory if enabled. Note If No is selected then the Date Provided field will be disabled and an additional field Explain why the feedback has not been provided will be displayed on the section. Enter the details in the field, as applicable; How do I Complete the Hazard Resolution section? Step 1 Select Yes or No button to the question: Has the Hazard been resolved/contained? Note If Yes is selected then the What the hazard been resolved/contained? combo box and Details field will be enabled. Select a value form the combo box and enter the details, as applicable;

24 Self Insurance Management System Page: 24 of 40 Note If No is selected then the If No, describe what immediate action has been taken? free text field will be enabled. Enter the details, as applicable;

25 Self Insurance Management System Page: 25 of 40 5 HOW DO I COMPLETE THE INCIDENT INVESTIGATION DETAILS? The person nominated as a Manager/Supervisor or OHS Consultant can conduct the investigation for a Hazard or Incident. This page will populate upon Manage Incident login. Only the persons nominated in the notification fields can edit this form. 5.1 Incident Investigation The form page will be displayed, as follows; Are you ready to commence the Investigation? A Supervisor/Manager/OHS Consultant can make a change to any record prior to the commencement of an investigation e.g. change manager details, update hazard description etc. To do this, modify details on the Person Involved or Incident/Hazard Type pages, then click No to the Are you ready to commence the Investigation question. The remaining screens will be greyed out and do not have to be filled in. You must click through to the Review & Comments page and add a comment re changes made e.g. updated Manager details and then click submit. If you are ready to commence the Investigation, click Yes How do I Complete the Incident Investigation Section? Step 1 Enter the supervisor s phone number in the Phone Number field. Note: the supervisor s name will automatically populate by the system when you log in.

26 Self Insurance Management System Page: 26 of 40 Step 2 Select Yes or No buttons to the following question: Are You the Employee s Usual Line Manager? Step 3 Select Yes or No buttons to the following question: Was the Employee Undertaken their substantive duties? Step 4 Select Yes, No or Uncertain buttons to the following question: Have/will medical costs been/be incurred? Step 5 Select Yes or No buttons to the following question: Is there likely to be a Workers Compensation Claim as a result of the incident? Step 6 Select Yes or No buttons to the following question: Has the WorkerCover paperwork been submitted? This field became mandatory only if the answer to the Is there likely to be a Workers Compensation Claim as a result of the incident? question is Yes How do I Complete the Contributing Factors section? Step 1 If there are any procedures to be added then click on the Add Procedure Factor(s) hyperlink. Step 2 The following dialog box will be displayed on the screen, as is shown below. Make the required selections and click on the Close button. The details will be populated in the Procedural field. Multiple selections can be made. Step 3 If any equipment was used or involved this can be added by clicking on the Add Equipment Factor(s) hyperlink.

27 Self Insurance Management System Page: 27 of 40 Step 4 The following dialog box will be displayed on the screen, as is shown below. Make the required selections and click on the Close button. The details will be populated in the Equipment field. Multiple selections can be made. Step 5 If there are any environmental factors to be added then click on the Add Environment Factor(s) hyperlink. Step 6 The following dialog box will be displayed on the screen, as is shown below. Make the required selections and click on the Close button. The details will be populated in the Environment field. Multiple selections can be made. Step 7 If there are any Individual factors to be added then click on the Add Individual Factor(s) hyperlink. Step 8 The following dialog box will be displayed on the screen, as is shown below. Make the required selections and click on the Close button. The details will be populated in the Individual field. Multiple selections can be made. Step 9 If Other is selected then the please specify field is enabled and must be completed.

28 Self Insurance Management System Page: 28 of How do I Complete the Recommendations/Controls section? Note The user can select one or multiple Recommendation/Controls, or tick the No Change Proposed box if applicable. At least one option must be selected. If No Change Proposed is ticked, you will be asked to enter details of any action taken or proposed to take to prevent the incident occurring again and will become mandatory. Note When Proposed or Taken is selected, a Date must be entered in to the field. The Date field is mandatory How do I Complete the Notifiable / Dangerous Incident section? NOTE: Step 1 The Is this injury a Notifiable Incident will be a mandatory question and automatically checked if the report Injury Type = Death. Select Yes or No button to the question: Is this Injury a Notifiable Incident? It is mandatory to make a selection.

29 Self Insurance Management System Page: 29 of 40 Step 2 Click on the Add Reasons hyperlink, if applicable. Step 3 The following dialog box will be displayed; Step 4 Make the required selection, the selected reasons will be auto populate the Reason field. Step 5 Select Yes or No button to the following Dangerous Incident? question. It is mandatory to make a selection. Step 6 Select a value from the Type combo box, as applicable.

30 Self Insurance Management System Page: 30 of How do I Complete the Reported to Safework SA section? NOTE: The Reported to Safework SA fields become Mandatory if Yes is checked to either the Notifiable or Dangerous Incident questions. Step 1 Step 2 Step 3 Step 4 Enter Date Reported (date you contacted Safework SA to report Incident) This field is Mandatory if Y is selected to either Notifiable or Dangerous Incident questions. Enter Time Reported (time you contacted Safework SA to report Incident) This field is Mandatory if Y is selected to either Notifiable or Dangerous Incident questions. Enter ID Number: (Safework SA will provide you with an ID number when you report a Notifiable or Dangerous Incident). Enter File Number: (Safework SA will provide you with an ID number when you report a Notifiable or Dangerous Incident).

31 Self Insurance Management System Page: 31 of 40 6 HOW DO I COMPLETE THE RISK ASSESSMENT & CORRECTIVE ACTION DETAILS? This page is available for the supervisors whilst investigating a Hazard or Incident. 6.1 Risk Assessment & Corrective Action The form page will be displayed, as follows; How do I Complete the Risk Assessment Matrix section? Note We understand that Agencies use different Risk assessment Matrixes, however, the Consequence and Likelihood fields must be completed, in most cases these results will be the same.

32 Self Insurance Management System Page: 32 of 40 Step 1 Select a value from the Consequence box, as applicable. This field is mandatory. Step 2 Select a value from the Likelihood box, as applicable. Note The Risk Rating field is a read only field, and is populated upon the user selects values in the Consequence and Likelihood fields. A warning message will display dependent on the Risk Rating e.g. E = Extreme = STOP the task! Take immediate action to eliminate or reduce the risk/s. Immediately notify Executive Management How do I Complete the Corrective Action section? Step 1 Click on the Add New Action hyperlink. Step 2 The following dialog box will be displayed on the screen. Step 3 Note: Step 4 Enter the details in to the Action Description field. The person receiving an with details of this Corrective Action does not receive a copy of the PDF and is not privy to further details contained in the report. Please ensure your description has enough detail for the person to complete the corrective action. Enter the target completion date in the Target Completion Date field. It is mandatory to enter a value.

33 Self Insurance Management System Page: 33 of 40 Step 5 Step 6 If a corrective action has been completed, enter the date that the corrective action was completed in the Actual Completion Date field. If the corrective action has not been completed, leave this field blank. Select a person responsible by clicking on the Person Responsible Search icon. Select a person from the Employee Search dialog box. Step 7 Click on the Save icon. Step 8 The details will be saved on the Corrective Action table. Note If the user needs to modify the details, click on the Modify icon, the Corrective Action dialog box will be displayed and enabled to make the required changes. E.g. if the OHS Consultant is updating the Actual Completion Date for the corrective action, click modify and enter a date and then save. Note If the action is entered in error, click the Remove icon. Step 9 Enter comments in the Comments free text field, if applicable. Step 10 Select a person who was consulted in regards to the action to be taken, by clicking on the Consulted check box. Step 11 Note Select Yes or No radio button to the question: Feedback Provided? If the No is selected than an additional field will be displayed on the section to enter the details of why the feedback has not been provided e.g. worker has gone on AL for 6 weeks;

34 Self Insurance Management System Page: 34 of 40 7 HOW DO I COMPLETE THE REVIEW AND COMMENTS FOR A MANAGER/SUPERVISOR OR OHS CONSULTANT? The Review and Comments page must have an entry in the Comments field. This comments field can be used to enter any details as necessary e.g. manager changed, injury details updated or just to say Supervisor Investigation complete etc. The details entered in this field will appear in the review summary. When the investigation is completed, and all corrective actions marked as completed, an OHS Unit member is able to review and sign off on the Review and Comments form page. 7.1 Review and Comments (Hazard / Near Miss / Injury) This form page will be displayed as follows, for a Manager/Supervisor or OHS Consultant, when the Incident Type of Hazard or Near Miss has been selected. Step 1 Select the I confirm this is the correct cost centre for this employee check box, if the details are correct in the field. This is mandatory to select. Step 2 Enter the comments to this Web Form in to the Comments free text field. The comments entered will be saved in the Review Summary History. This field is mandatory.

35 Self Insurance Management System Page: 35 of 40 Step 3 Click the Submit button to submit the incident. Note: If a Manager/Supervisor is completing the Review and Comments tab, the report will be saved and will then go to the status of Review and Sign Off by the OHS Consultant. If the OHS Consultant is conducting the investigation and is completing this screen, when clicking Submit at this point, the report will be completed and signed off. Once this has been done, the report can be reviewed but cannot be changed. 7.2 Review and Comments (Injury) This form page will be displayed as follows, for a Manager/Supervisor or OHS Consultant, when the Incident Type of Injury has been selected.

36 Self Insurance Management System Page: 36 of 40 8 OHS CONSULTANT ONLY How do I Complete the Injury Details Coding Confirmation section? (OHS Consultant Only) This screen only populates if the report type is selected as Injury Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 5 Step 5 Progress through the report to the Injury Details tab select Nature of Injury/Disease Level 1 is Mandatory select Nature of Injury/Disease Level 2 is optional Select Mechanism of Injury/Disease Level 1 is Mandatory select Mechanism of Injury/Disease Level 2 is optional Select Agency of Injury/Disease Level 1 is Mandatory Select Agency of Injury/Disease Level 2 is optional Continue to progress through the screens to the Review and Comments tab. on the Review & Comments tab, Select the I confirm this is the correct Injury Details coding check box, if the details are correct in the table. This is mandatory to select.

37 Self Insurance Management System Page: 37 of 40 Step 6 Select the I confirm this is the correct cost centre for this employee check box, if the details are correct in the field. This is mandatory to select. Step 7 Enter the comments to this Web Form in to the Comments field. The comments entered will be saved in the Review Summary History. This field is mandatory.

38 Self Insurance Management System Page: 38 of Review Summary section? Note The Review Summary section will automatically populate with the details of the Reviewer, Comments, and Date. Step 1 To submit the incident the user must click on Submit button. The incident record will be saved. Note: Reviewer field will be populated with the person submitting or editing the form. Comments field will be populated with the first 100 characters entered as per the comments field from the Review & Comments page at the Investigation and Review & Sign off steps. Date field will be populated with the date the form was edited. notifications the system will also log in the review summary who the notifications were delivered to How do I View the PDF of the web form? Step 1 Click on the View button from the Review Summary table. Step 2 Note The following dialog box will be open; A PDF document is generated for each stage eg. Originator, investigation and Sign off as a audit tracking functionality. Step 3 Click on the Open button or Save button if you want to save the PDF document.

39 Self Insurance Management System Page: 39 of 40 Step 4 The PDF of the web form will be open; an example is displayed below;

40 Self Insurance Management System Page: 40 of 40 9 HOW WILL I KNOW THE FORM SAVED MY INCIDENT? When you click on the SUBMIT hyperlink (on the Review and Comments page), the incident will be submitted to the SIMS database. The following will be displayed as a confirmation that the incident has been lodged: 9.1 What is the Incident Number? The unique Incident Number is automatically allocated to the Incident when the Incident is submitted via the Incident Entry Form or directly into the Incident Management System (IMS). This number can be used to recall the incident in IMS. 9.2 What is the Incident PDF? When you save the form into the Incident Management System, a PDF copy of the form which you have just completed will be generated. Use the link: This will open the PDF in a new window and you can view, print or the document. This PDF is also saved against the Incident in the Incident Management System (IMS). For further information about IMS, refer to the Incident Management Module User Guide. 9.3 How do I Create another Incident? To create another incident, use the link shown below: Internet Explorer will now open a new Incident/Hazard form.