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    • Adding a Safety Observation Record

      Add a Safety Observation Record

      1. Click ‘Add’ at the bottom of the ‘Safety Observations’ browse screen.
      2. A blank ‘Safety Observations’ record window will appear. Fill in the appropriate information.
      3. If the ‘Individual’ or ‘Team Members’ list contains many names, use the “type ahead” feature to jump through the employee list. Highlight the first name on the list and type in the first letter of the employee’s last name to move down the list to last names starting with that letter.

      To note ‘Team Members’ or ‘Persons Observed’:

      1. Click the appropriate tab to add ‘Team Members’ who took part in the safety observation process, or to note the ‘Person(s) Observed’ during the process.
      2. Click to select the appropriate name(s) from the ‘Select Individual’ list, then click the right-facing arrow key to move the name to the ‘Team Members’ or ‘Person(s) Observed’ list, as appropriate.
      3. To select multiple names at the same time, hold down the CTRL key while clicking the relevant names.
      4. Move through the other tabs on the record to list any relevant task details involved in the safety observation, to note any unsafe acts or conditions observed, and to track corrective action items related to the safety observation.
      5. See the following sections for more specific instructions on the ‘Task Details’ and Unsafe Act/Condition’ tabs.
      6. To connect a related corrective action item to the safety observation record, click the ‘Add Action Item’ button at the bottom of the browse screen. See the instructions on how to “Add Corrective Action Items to a Safety Observation Record” later in this section for more information.
      7. Click ‘Save’ when complete. The safety observation record will be saved both in this sub-module and on the ‘Reviews’ tab of the employee’s personnel record in the People > People sub-module.

      Task Details Tab

      Use the ‘Task Details’ tab to describe the tasks that the employee is performing during the safety observation process, noting descriptions of expected positive interactions, issues for improvement and related actions taken as a result of the observation.

       To populate the ‘Task Details’ tab:

      1. First, determine ‘Descriptions of Expected Positive Interactions’ for the task being observed. To do so, double-click within the ‘Task Description’ field to bring up a blank ‘Safety Observation Task’ data form.
      2. Click ‘Add’ to bring up a blank form.
      3. Enter the appropriate task name and the relevant description of expected positive interactions that should be employed as the task is carried out.
      4. Click ‘Save’ when complete. Repeat as required to add additional task details.
      5. When you select the task from the ‘Task Description’ drop-down, the ‘Descriptions of Expected Positive Interactions’ field will automatically populate with the data that was entered on the data form.
      6. Move through the rest of the tab, noting ‘Issues for Improvement’ and describing ‘Related Actions Taken’.
      7. Click ‘Save’ when complete.

      NOTE: Items can also be added to the ‘Task Description’ field via the ‘Setup Pick Lists’ tab in the Setup > Setup sub-module. See the earlier section on the ‘Setup Pick Lists’ tab for instructions.

      Unsafe Act/Condition Tab

      Use the ‘Unsafe Act/Condition’ tab to track any unsafe acts that the employee is performing or unsafe conditions that exist in the workplace. The root causes for such acts and conditions can be noted, and then relevant corrective action items can be linked to each root cause.

       To populate the ‘Unsafe Act/Condition’ tab:

      1. Select the relevant ‘Act/Condition’ from the drop-down on the left, then the appropriate ‘Root Cause’ from the drop-down on the right.
      2. Once a root cause has been selected, the ‘+Action’ button will appear to allow for corrective actions to be connected to each root cause.
      3. To connect a corrective action item to a specific unsafe act or condition, click the ‘+Action’ button to the right of the ‘Root Cause’ drop-down. See the instructions on how to “Add Corrective Action Items to a Safety Observation Record” later in this section. The corrective action record will be saved both on the ‘Actions’ tab of the safety observation record, and in the Workplace > Corrective Actions sub-module.
      4. Add any relevant ‘Notes’ to the corresponding field at the bottom of the ‘Unsafe Act/Condition’ tab.

      Add Corrective Action Items to Safety Observation Records

      NOTE: You can also connect corrective action items to the unsafe acts or conditions that are noted during the safety observation process. To do so, click the ‘+Action’ button to the right of the ‘Root Cause’ field and refer to the pervious instructions on the ‘Unsafe Act/Condition’ tab.

      1. Click the ‘Add Action Item’ button on the bottom of the ‘Safety Observations’ record window.
      2. The ‘Corrective Action Item’ screen will appear. Fill in the appropriate information.

      To include the corrective action item on future Meeting records:

      NOTE: Corrective action items are only included on future meeting records for the Region and Site to which the corrective action applies.

      1. Click the ‘Record in Safety Minutes’ checkbox on the ‘Corrective Action Item’ record window.
      2. Populate the ‘Date Added to Safety Minutes’ field to determine which safety meeting minutes the items will appear in.
      3. The corrective action item will appear on the ‘Actions’ tab of each new Meeting record for the Region and Site for which the corrective action item was created.
      4. To stop the corrective action item from appearing on future Meeting records, open the relevant corrective action record and populate the ‘Don’t Display in Minutes After’ date field. If this field is left blank, the action item will appear indefinitely in new ‘Meeting’ records for the related Region and Site.
      5. A record of the corrective action item will be saved both in the Workplace > Corrective Actions sub-module and on the ‘Actions’ tab of the ‘Safety Observations’ record window.
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    • Editing a Safety Observation Record

      Edit a Safety Observation Record

      Records can be edited both from this sub-module and the ‘Reviews’ tab in the ‘People > People’ sub-module, and changes will be reflected in both places.

      1. Double-click the appropriate record, or select it and click ‘Edit’.
      2. The ‘Safety Observations’ record window will appear. Make the appropriate changes.
      3. Click ‘Save’ when complete.
      NOTE: If the ‘Actions’ tab is underlined in red, then a related corrective action item is outstanding and requires attention.

      Edit Safety Observation-related Corrective Action Items

      1. Click the ‘Actions’ tab on the ‘Safety Observations’ record window.
      2. Double-click the appropriate record from the browse list, or select the record and click ‘Edit.’
      3. The ‘Edit an Action Item’ window will appear. Make the appropriate changes.
      4. Click ‘Save’ when complete.
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    • Print or Email a Safety Observation Record

      Print an Individual Safety Observation Record

      1. Open the appropriate record on the ‘Safety Observations’ browse screen.
      2. Click the ‘Printer’ icon at the bottom of the record window.
      3. A print preview window appears. Double-check the information.
      4. Click the ‘Print’ icon on the ‘Print Options’ toolbar.
      5. If the ‘Print Options’ toolbar is not visible on the print preview screen, right-click on the report to view the print options menu.

      Print a Company Safety Observation Report

      1. Choose a filter, if applicable.
      2. To print a list of all safety observations that have been performed, click the ‘Printer’ icon at the top of the ‘Safety Observations’ browse screen.
      3. A print preview window appears. Double-check the information.
      4. Click the ‘Print’ icon on the ‘Print Options’ toolbar.
      5. If the ‘Print Options’ toolbar is not visible on the print preview screen, right-click on the report to view the print options menu.

      E-mail Safety Observation Records

      1. Open the appropriate record.
      2. Click the 'E-mail' icon at the bottom of the record window.
      3. In the ‘To’, ‘CC’ and ‘BCC’ fields, choose the appropriate recipient(s) from the drop-down list, or type the address(es) into the field. Use the ‘BCC’ option if you have multiple recipients and you wish to maintain privacy.
      4. In the ‘Subject’ and 'Message' fields, some information that has been entered into Simply Safety will automatically appear. Modify the ‘Subject’ field as required.
      5. To edit the ‘Message’ field, close the ‘Send E-mail’ window and modify the appropriate fields on the record window.
      6. Add any relevant ‘Comments’ to the appropriate field.
      7. In the ‘Sender’ field, choose from the drop-down list, or type a name into the field.
      8. Click ‘Send’.
      9. Simply Safety! will advise when the message has been sent successfully.
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