Health and Safety
Glossary of Terms found in the Health and Safety Module
1. Accident Reasons: The underlying causes or factors leading to an incident, including unsafe conditions, human error, or equipment failure.
2. Body Part: Refers to the specific area of the body affected by an injury, such as head, arm, or back
3. Company Claim: A report or documentation submitted by an employee or employer to their company's human resources or insurance department regarding an incident or injury that occurred in the workplace.
4. Equipment: Tools, machinery, or devices used by employees to perform job tasks.
5. Exposure: Refers to contact or potential contact with hazardous substances, conditions, or environments during work duties.
6.HSE (Health, Safety, and Environment): Refers to the management system focused on ensuring health, safety, and environmental compliance within the workplace.
7. HSE Incident Document Type: Classifies the incident based on its nature or purpose, such as incident reports, investigation findings, or corrective action plans.
8. HSE Incentive Awards: Recognition programs designed to reward and encourage employees who demonstrate outstanding commitment to promoting health, safety, and environmental practices in the workplace.
9. HSE Programs: Comprehensive initiatives aimed at promoting health, safety, and environmental practices within the workplace through training, protocols, and resources.
10. Injury Severity: The level of severity of the injury, ranging from minor to critical, indicating the extent of harm or damage.
11. Injury Type: The categorization of the type of injury sustained, such as cuts, bruises, fractures, or strains.
12. Incident Reporting: The systematic process of documenting and reporting any health, safety, or environmental incidents that occur within the workplace, including accidents, injuries, near misses, and hazardous material spills.
13. Job Equipment: Tools, machinery, or devices utilized within each job role, including specifications on usage, maintenance requirements, and associated hazards.
14. Job Exposures: Potential hazards or risks associated with specific job roles or tasks within the organization, such as chemical exposures, ergonomic strains, or environmental conditions.
15. Job Tasks: Specific duties, responsibilities, and activities associated with each job role within the organization, including details such as sequence of tasks, tools and equipment used, and potential hazards.
16. OSHA Claim: A report filed with the Occupational Safety and Health Administration (OSHA) regarding a workplace incident or injury that meets certain criteria outlined by OSHA regulations, typically filed by employers and subject to investigation by OSHA authorities.
17. Safety Violation: Any breach of safety protocols, regulations, or procedures that may contribute to an incident or injury.
Health and Safety Module Updates: What's New?
This article provides a summary of recent updates to the HRplus Health and Safety module, focusing on key enhancements. These updates include new features, fixes and improvements designed to improve both user experience and the effectiveness of the module.
December 4th – December 14th, 2020
1. Health and Safety Audit: New audit tools to track compliance and safety protocols within the organization. Read more here.
September 25th – October 17th, 2020
1.Audits: Enhanced audit functionalities for safety processes and risk assessments. Read more here.
August 2nd – August 21st, 2020
1.Health and Safety: Added safety management tools to streamline the tracking of safety incidents and preventive measures. Read more here.
April 30th – May 26th, 2020
1.Health and Safety Enhancements: Updates to health and safety workflows, including better reporting on safety events. Read more here.
July 7th – August 2nd, 2020
1.Health and Safety Tools: Introduced tools for better managing safety compliance and ensuring incident tracking. Read more here.
November 13th – November 19th, 2020
1.HSE Setup: Added new features for setting up health, safety, and environmental compliance systems. Read more here.
How to add a new 'Body Part' record?
The Health & Safety Module allows you to keep a record of all accidents that took place within your company or involving company assets (such as company vehicles). Identify the part if the body affected by the accident is necessary for addressing all medical concerns.
Navigation: Employee Relations>>Health & Safety>>HSE Setup>>Body Parts
•Click on New Record
•Enter the Body Part Code and Body Part
•Save the record by clicking on the ‘diskette’ icon
•Repeat as needed
Your next step is to enter the Injury Types you need to record as part of your company's HSE policies.
How to add a new 'Injury Type'?
An injury type is a listing of all forms of damage an employee can potentially receive in an incident. An injury is known as any physical trauma due to an external force. Examples of injuries are sprains, fractures, dislocations, burns, etc.
The classification of injuries are to be based off of your company's HSE policy
Navigation: Employee Relations>>Health & Safety>>HSE Setup>>Injury Types
•Click on New Record
•Enter the Injury Code and Injury Description
•Save the record by clicking on the ‘diskette’ icon
•Repeat as needed
How to add a new 'Injury Severity' record?
The severity of an injury should be recorded as well as this affects the urgency of treatment and response time. Using your companies Injury Severity Score you can manage your company's response to accident based on type of injury, injury site (body part) and severity.
Navigation: Employee Relations>>Health & Safety>>HSE Setup>>Injury Severity
•Click on New Record
•Enter the Injury Code and Injury Description
•Save the record by clicking on the ‘diskette’ icon
•Repeat as needed
How to enter a new 'Safety Violation' record?
A safety violation refers to the violation of a particular workplace safety standard, regulation, policy, or rule. Safety violations include both the violation of safety policies created by an individual workplace and violations of the regulatory standards that are enforced within a given jurisdiction.
Within your workspace, your HSE team will provide the requirements to remain safe while conducting a job function. This would include wearing of Personal Protective Equipment (PPE) such as Safety Helmets, Safety Gloves, Safety Harness.
Navigation: Employee Relations>>Health & Safety>>HSE Setup>>Injury Severity
•Click on New Record
•Enter your user defined Safety Violation Code and Safety Violation Description
•Save the record by clicking on the ‘diskette’ icon
•Repeat as needed
How to add a new 'Accident Reason' record?
An accident is defined as unfortunate incident that happens unexpectedly and unintentionally, typically resulting in damage or injury. An accident tends to be as of a result of a pre-accident event. In this screen enter reasons why an accident can occur in your company(ies).
Accident reasons should be based off of the company's HSE policy.
Navigation: Employee Relations>>Health & Safety>>HSE Setup>>Accident Reason
•Click on New Record
•Enter your user defined Reason Code and Reason Description
•Save the record by clicking on the ‘diskette’ icon
•Repeat as needed
How to add a new 'Exposure'?
Here, you can identify under what conditions an employee is expected to perform his/her role in the company. For example, employees in a manufacturing industry may be exposed to Chemicals, Electrical Wires or Heat.
Navigation: Employee Relations>>Health & Safety>>HSE Setup>>Exposure
•Click on New Record
•Enter your user defined Exposure Code and Exposure Description
•Save the record by clicking on the ‘diskette’ icon
•Repeat as needed
How to add a new 'Equipment' record?
Employees would be expected to use company provided equipment to be able to carry out their role in the organization. Example of equipment used by employees are Forklifts, Panel Vans, Syringes.
Navigation: Employee Relations>>Health & Safety>>HSE Setup>>Equipment
•Click on New Record
•Enter your user defined Equipment Code and Equipment Description
•Save the record by clicking on the ‘diskette’ icon
•Repeat as needed
How to categorize a HSE Incident Document Type?
When an incident occurs within or affecting the company, a record should be taken. your company may choose to have different types of reports of the incident. For example, Accident Report, Equipment Damage Report, Medical Report, Incident Financial Impact report.
Navigation: Employee Relations>>Health & Safety>>HSE Setup>>HSE Incident Document Type
•Click on New Record
•Enter the Document Code and Document Description
•Save the record by clicking on the ‘diskette’ icon
•Repeat as needed
How to enter a new Job Exposure Record?
Here, you can connect the which Exposures the employee will encountered based on the Job the employee holds. In the example below, the Craft Beer Specialist is exposed is Heat.
Navigation: Employee Relations>>Health & Safety>>Job Safety>>Job Exposure
•To enter a new Job Exposure, click on the New Record hyperlink.
•Select the Company Code, Company Name, Job Code and the Job Name.
•Select what an employee will be exposed to when acting in the job selected above.
•Save the record and repeat to add new Job Exposure links.
How to enter a new Job Task?
Before you can enter a new Job Task please ensure you have entered and flagged the Primary Responsibilities of a job as an HSE-related task.
To review, please refer to the How to add a Primary Responsibility to a Job?
Once the job(s) have the appropriate Job Tasks flagged, return to the Health and Safety Module to continue.
Navigation: Employee Relations>>Health & Safety>>Job Safety>>Job Tasks
In this window, will be a list of all of the jobs with tasks that are flagged as HSE related tasks. In our example, the task linked to HSE for the Craft Beer Specialist is available in this window as it was original entered in the Primary Responsibility screen in the Personnel module.
•To have another Job Task record, click on the New Record hyperlink
•Select the Company Code, Company Name, Job Code and Job Name
•Only the tasks that were linked to the job selected will be listed in the Task dropdown box.
•Select another task from the list.
•Enter a From Date and To Date which indicates the validity of the job task record.
•Save the record and repeat as needed.
How to enter a new Job Equipment record?
In this screen, you can link Jobs to specific equipment the employee will use to complete their task. For example, a 'Warehouse Attendant' may need to use a 'forklift' as the equipment required to do their job.
Navigation: Employee Relations>>Health & Safety>>Job Safety>>Job Equipment
•In this screen we can link the Job to the equipment an employee will commonly interact with while undertaking a specific job task.
•To enter a new Job Equipment record, click on the New Record hyperlink
•Select the Company Code, Company Name, Job Code & Job Name.
•Select the Equipment Code and Equipment Description.
•Save the record and repeat as needed.
Where can I record employee Safety Training Attendance?
In HRplus, keep a record of your HSE related training programs and training attendees listing.
Navigation: Employee Relations>>Health & Safety>>HSE Training Awards>>Safety Program
•To enter a new safety program that is available to your company, click on the New Record hyperlink.
•Enter your company’s user-defined Program Code and Program Description.
•If the safety program included Equipment Training, check the radio icon; if no, leave the box unchecked
•If the safety program included Hazard Training, check the radio icon; if no, leave the box unchecked
•Enter Date From and Date to indicate the period of time in which this program is available.
•Save the record and repeat as needed.
Once the program details are entered, we can list the employees who attended the program.
•To do so, expand on the name of the safety program, and click on the New Record hyperlink.
•Select the Company Code, Company Name, Badge Number, Last Name & First Name.
•The Program Code and Program Description will auto populate based on the safety program that the employee is being recorded under.
•Check the Completed radio icon only if the employee has completed the safety program
•Enter the number of hours the employee has completed in the Contact Hrs field.
•Finally enter the Date Started and Date Completed
•Save and repeat as needed.
How to record an accident in my company?
If an incident occurs, you can keep a record of:
1. The employee(s) involved
2. The Medical and Down-Time costs
3. Equipment involved
4. Date & Time
Navigation: Employee Relations>>Health & Safety>>HSE Incident
•Click on the New Record hyperlink. It will open to the Incident tab.
•Select the Company Code and Company Name.
•Enter Incident Details:
•Incident Number (how your company identifies each incident record)
•Incident Date – date incident took place
•Reported Date – date incident was reported (example to Health & Safety Inspector)
•Time of Incident – time incident took place
•Incident Description – enter details of the incident
•NB: The Name and Badge No is auto populated based on who is logged into the application and cannot be edited.
• Next click on the Accident Reason tab and select the reason for the accident
•Next click on the Safety Violation tab and select the relevant safety violation. Several can be selected by clicking on the radio icons.
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