Safety Management Overview

Safety Management is a new addition to the OCS suite of applications for maintenance, material, and financial control. The fully integrated Safe Job Procedures, Safety and Training, and Accident Reporting modules comprise the complete system which assists to continually improve methods so that employees can work more safely. Analysis of accidents and near misses is combined with the creation of safe working procedures and maintenance of accident-free working conditions. All occurrences of safety training and violations are recorded by employee.

This module is fully integrated Several organizational levels are available which allow the system to be structured to mirror any operation. The categories of company, division, area, occupation, shift, foreman, and employee are available, as appropriate, within individual modules.

Safe Job Procedures

This repository stores information about how to perform jobs safely and efficiently while completing maintenance and internal construction operations. Safe Job Procedures forms the backbone of the Safety Management system. An occupation index of jobs is established and all steps for all jobs for each occupation are then defined. Each step is broken down into individual procedures combined with apparel requirements and hazard information. The final step of the process is review and analysis of job functions via safe job procedure appraisals. This system supports the execution and maintenance of all three parts of this program as well as providing the core information for compliance with federal, state, and local regulations. The module also forms the basis for consistent, documented safe job procedure training throughout an organization. Safe Job is installed in conjunction with the Maintenance Management system. It represents the highest level of safety information support available for a maintenance operation.

Safe Job Procedures Setup

The system is based on a review of key operating and maintenance occupations within the organization. These occupations are then classified and become the foundation for the rest of the system. The job or actual work activities being performed to accomplish the occupation may vary between divisions. The system allows each division to custom design a procedure to fit its needs while giving the overall company the reporting capabilities it needs at the next level above the division. Each occupation’s jobs are reviewed, analyzed, and entered into the system after the Occupation Index has been established and reviewed for completeness. A headquarters job can be created and used as a blueprint at the divisional level or the job may be created from scratch at each division. Each job has provision for, approval, assignment, distribution and review. The foreman establishes the procedure for a particular job after the job has been entered into the system and assigned to a foreman. The foremen break each job into separate steps or elements. These steps are then given a unique key and tied to the occupation and job.

Safe Job Procedures Operation

Input is done through a series of screens. Any one of these screens can be used independently of the others. However, each of the lower level screens is dependent on the higher level data being set up. The lower level job or procedure may be added or changed once an occupation index has been defined. Codes are used to standardize protective apparel and to add to the flexibility of the system. Multiple codes may be chosen for each operation or step in a given job. Additionally, free-text description is provided. Hazard codes have also been standardized. A code plus free-text description can be entered. This code/description combination is displayed on a scrolling area of the Operations Maintenance screen. Multiple codes can be set up for a single operation.

Safe Job Procedures Reports

All reports are produced for a single division if they are being run at the division level. It is also possible to establish a trigger report that is sent outside of the division. The headquarters division can run a report for all divisions or any single division. Two reports are produced automatically, one five working days after inception, and one ten working days after inception, once an inspection is in the system. These reports are directed to the Safety Inspector, the General Manager, the operational unit Superintendent, the General Foreman, and the Area Managers depending on how the division has set up its individual triggering mechanism. The information that can be obtained from a single inquiry or report depends on the selection criteria because of the types and numbers of training activities that can be recorded for any employee. Only two standard reports are provided in the system for this reason. A user can report on training by employee, by foreman, by area, by activity, etc. by using a variety of different selection parameters. There is also a report on safety inspections (the same report that is produced by the five and ten day triggers). The three standard reports are shown below:

• Detail Training. A detail listing of all employees and the type of training they have received, selected by operational unit, area, foreman, shift, and training activity.
• Summary Training. A summary of all training activities, selected by operational unit, area, foreman, shift, date, and training activity.
• Inspection. A listing of safety inspections, selected by operational unit, area, date, and shift. The user can also report on corrected inspections, uncorrected inspections, or all inspections. The report of uncorrected safety inspections is also the trigger that is sent out after five and ten days if a safety violation is not corrected.

Safety & Training

This module keeps track of all activities related to safety and is based on a practical methodology for Principles of Accident Prevention developed by a major U.S. earth resource corporation. The Safety and Training system handles the internal safety inspections that are carried out daily within the operational units of a company, in addition to covering the basics of safety reporting. The Safety and Training system refers to all contacts, observations, meetings (safety), and training activities as training. This simplifies screens and gives a greater degree of ease-of-use and flexibility when data is being entered and retrieved. Safety inspections are an important part of the Safety and Training system. Inspections are performed at the various operating units of the company and are entered into the Safety and Training system for tracking to ensure that a corrective action was taken and for use in later analysis. Various trigger reports are generated if the violation is not soon corrected once an inspection has been entered. The Employee Master file is the key to the entire Safety and Training system. The Safety Manager, Area Manager, and Area Foreman use the information in the Employee Master file to edit all safety transactions as they are logged into the Safety and Training database. This database contains current and historical records of all contacts, observations, and safety training activities for each individual employee and can be grouped by foreman. The user is able to designate training categories to be tracked.

Safety Meetings & Training Classes

The system tracks the content of the meeting or class, whether given by the company or by its agents, and the employees who attend. The employee record is updated by applying time spent in meetings or classes to required hours for training and certification.

Contacts

Contacts are planned, verbal, follow-up training sessions given to an employee by a foreman regarding a Safe Job Procedure. The user defines the number of contacts required per foreman per definable period. The employee safety and training activity record can be reviewed to determine appropriate procedures to be updated.

Observations

Observations are made by the foreman to see if employees are following the SJP guidelines. The user defines the number of observations required per foreman per period. Observations are classified as planned or impromptu and include unsafe acts, unsafe conditions, and safety violations. This information is recorded in the employee file.

Inspections

Inspections are performed and violations entered into the system for tracking and analysis. Once an inspection has been entered, various trigger reports are generated if the violation is not soon corrected. Inspections are grouped by user-defined class codes and have a list of associated problems, for example:

Class Code: Electrical

• Lock-out procedures not established or followed.
• Electrical service equipment (cables, connectors, circuit breakers, etc.) not properly identified.
• Grounding and ground monitoring systems not being maintained.

Class Code: Defective

• Sharp edged.
• Slippery.
• Material strength low.
• Worn or frayed.
• Broken.

Input Data

Transactions are classified into two different types although they are all stored in the same database. The first are transactions which deal directly with classes given. These include new employee training and annual retraining. The second type of transactions include safety contacts, safety observations, and task (Safe Job Procedure) training. The user can record the contacts, observations, and training activities that have taken place for each employee through a single screen. The type of activity is assigned a unique six digit user-defined code. This code and its description are stored in the Safety and Training Master file. Additional activities can be defined as user needs dictate. A second source of activity is the weekly safety meeting. A screen is used to schedule the safety meeting and the subject. The same screen can be used to enter the employee numbers of those who attended the meeting. This provides a record of the safety meeting activity for each employee. Safety inspections are entered via a single input screen. Two files store information that helps inspectors document safety inspection violations. The Class file is used to store up to ninety-nine classes or categories of violations. The Phrase file allows the inspector to further define the violation within the class. The inspector may write custom descriptions for both the class and the phrase if either or both of these files do not contain a standard description of the violation.

Safety & Training Reports

All reports are produced for a single division if they are being run at the division level. It is also possible to establish a trigger report that is sent outside of the division. The headquarters division can run a report for all divisions or any single division. Two reports are produced automatically, one five working days after inception, and one ten working days after inception, once an inspection is in the system. These reports are directed to the Safety Inspector, the General Manager, the operational unit Superintendent, the General Foreman, and the Area Managers depending on how the division has set up its individual triggering mechanism. The information that can be obtained from a single inquiry or report depends on the selection criteria because of the types and numbers of training activities that can be recorded for any employee. Only two standard reports are provided in the system for this reason. A user can report on training by employee, by foreman, by area, by activity, etc. by using a variety of different selection parameters. There is also a report on safety inspections (the same report that is produced by the five and ten day triggers). The three standard reports are shown below:

• Detail Training. A detail listing of all employees and the type of training they have received, selected by operational unit, area, foreman, shift, and training activity.
• Summary Training. A summary of all training activities, selected by operational unit, area, foreman, shift, date, and training activity.
• Inspection. A listing of safety inspections, selected by operational unit, area, date, and shift. The user can also report on corrected inspections, uncorrected inspections, or all inspections. The report of uncorrected safety inspections is also the trigger that is sent out after five and ten days if a safety violation is not corrected.

Accident Reporting

This module provides a computerized gathering point for all accident investigation information. The Foreman Accident Investigation Report is the nucleus of this system and as such is the most important source of information in the Accident Reporting System. After the foreman or manager has completed an accident investigation, the data is gathered and entered into the Accident Reporting System for tracking and subsequent reporting to all federal and state agencies. The information is also analyzed to help prevent similar accidents in the future. All information related to the accident is tracked including the reasons, conditions, training status of the employee, and compliance (or lack of) with the defined Safe Job Procedures. The system also records the actions taken, both corrective and preventive. Once an accident has occurred, the foreman initiates an accident record on a hand-held computer. The system records only that an accident record is open and that more information is needed. A series of events then takes place:

• The accident is reported system-wide to ensure all employees are aware an accident has occurred and to remind them of the importance of safety.
• The foreman is reminded in reports and via the hand-held computer that the accident report must be completed.
• The safety manager for the operating unit is alerted that an accident has occurred.
• Top company management is notified.

The foreman must then complete the accident record. This includes entering all appropriate information gathered about the accident along with any witness statements. The accident is classified, and federal and state reports are completed and sent out.

Accident Reporting Input Data

Accident information can be entered in two ways. The first is through the foreman’s hand-held computer. This allows the foreman to record the minimum amount of information about the accident and at a later time download this information into the Accident Reporting System. The second method is through the Accident Investigation Maintenance screen. Accident Investigation Maintenance is a series of six data entry screens that electronically gathers all information needed to report the accident to federal and state agencies and provides the company with the data needed to investigate and analyze the accident. Where applicable, the data entry fields have been coded with the field number from the federal form that uses this information.

Accident Reports

Nine reports are available in the Accident Reporting System. Six are for company management and have standard report headings. All reports also have a default printer destination and standard number of copies. Because two of the reports are on pre-printed forms, special restrictions have been placed on where they can be printed and by whom. Where appropriate, all reports perform page breaks and summary totaling based on the selection criteria. The nine reports are:

• Report of Accidents. A brief one-page summary of an accident, selectable by nine different criteria.
• MSHA 700 Report. A specialized pre-printed form for the U.S. mining industry, selectable by employee number and/or a date range.
• State Accident Report. A pre-printed form used for reporting an accident to the state Department of Labor (not required by all states), selectable by employee number and/or date range.
• Lost Time Injury Report. A description of the accident and the responsibility decision, selectable by date or accident number.
• A.I.R. Summary Report. Lists accidents classed in the All Incident Report and is selectable by date and operating unit. Totals are provided by operational unit and division.
• Area Manager A.I.R. Report. A summary report giving the total of all A.I.R. accidents by area manager, selectable by date.
• Injuries Report. Lists accidents for a given operating unit within a date range, selectable by seven different criteria.
• Accident Repeaters Report. Lists employees with a specified number of accidents in a date range, selectable by operating unit, date, and number of accidents.
• 4-day Report. Lists all employees who have had an accident classified as a 4-day (serious) accident, selectable by date.

Improve Safety

Improve safety through the analysis of accidents, creation of safe working procedures and maintenance of accident-free working conditions.

• Safe Working Procedures. Identify occupations and the jobs performed. Identify hazards for each job performed. Develop safe work procedures for each identified hazard and job.
• Track Accidents. Record accidents and near misses. Raise and record results of investigations. Analysis accidents, near misses and results of investigations. Use information to update safe work procedures and develop updated training requirements.
• Monitor Safety Training. Develop safety training for employees. Record results of inspections and observations.

Statutory Reporting

• State Accidents
• Lost Time Injury Reporting
• Incident Reporting