Keeping track of hazards, near misses, and incidents at work is everyone's responsibility. You can submit reports of all three types using the Incidents & Hazards component.
When you first open the Incidents & Hazards component, you may see a list of previously submitted reports. Your admin can effect the settings for their visibility, so you may not see anything here too!
To submit a new report, click the Add New button in the top right corner of the screen and choose the type you want to create.
As a reminder, the different types denote different nature of events or situations.
Hazard: an object or situation with the potential to cause harm to a person, damage to the environment, or damage to property
Near Miss: an unexpected event that occurred with the potential to cause injury, illness, or damage but no injury, illness, or damage resulted
Incident: an occurrence, condition, or situation that resulted in injury, illness, fatality, or damage
The fields in the report will vary based on the type you choose.
After creating a report,
you will not be able to change the report type to another.
Please be sure you select the appropriate type when creating your report!
Submitting a Report
After choosing which Type of report you want to submit, you can fill in the needed details.
In the page, enter a Description of Events in the top field. This description should outline all the conditions and information relating to the hazard.
The page will default to show the current date and time of the hazard, so be sure to make changes to those fields if the hazard was identified on another day or another time during the day.
Location
A bar of options appears below the date and time selector. The options include:
Workhub Location
Address
Coordinates
LSD (legal subdivision)
Choosing one of those options will affect the next step.
If you chose Workhub Location, then:
you can choose a location listed in your Workhub account as created by your administrator(s)
If you chose Address, then:
you can enter the address of the hazard
If you chose Coordinates, then:
you can enter the latitude and longitude of the hazard
If you chose LSD, then:
you can enter the quarter, section, township and range roads, and meridian of the hazard
After entering the Location, you can enter additional information about the hazard, including any relevant photos, any people involved, any assets involved, any environmental effects, any root causes, and action items.
Photos
Adding photos can help add visual context to a report, allowing folks to see more detail than can be easily or accurately described. To add photos, click the Upload Photo button. You can then use the Browse Computer option to find the relevant photo file you want to include.
The file types currently supported for this upload include .jpg, .jpeg, and .png.
You can upload up to five (5) images at one time.
To add more than five images, or to add photos you've forgotten, you can click the + button to re-open the blue upload box.
People
You can include information for the people who were involved in the Hazard ID/Near Miss/Incident. To add people, click the Add People button. A pop-up will appear for you:
You first need to select the type of person involved. The type choices include:
Worker (someone who works with your organization)
External Contractor (someone who workers with a different organization but is involved with yours)
Member of Public (someone who isn't with your organization or a contractor)
After selecting the type, you can enter or select the necessary information for the individual. The choices will vary based on the type of person you selected.
for Workers, you can choose a worker from the account:
for External Contractors and Members of the Public, you can enter the details for them and the organization they work with (if relevant):
After adding the information for the person, select their involvement from the list of options presented.
You can add as many people as necessary to each report.
The next step in the pop-up allows you to either add the individual to the report as-is, without extra details, or to add more detail to their involvement. If you choose to Add and fill in details, a new page will open for you to fill out additional fields including whether their involvement is reportable, if they have any injuries and what those injuries are, and any recovery metrics associated with their injuries.
All the people involved will appear within the People section and include the added details.
Assets
If any of the organization's assets were involved in the report, you can include them in the Assets field. Click Add Asset and use the steps to include information:
After choosing your asset, click Continue to select the State of the asset involved:
Once the state is chosen, you can add details to the asset involvement.
All the assets and involvements will be shown in the Assets section. Clicking the + button allows you to add more assets to the report.
Environments
Sometimes incidents involve material that can be detrimental to the environment can occur. Adding Environment(s) allows you to outline any environmental impacts related to the incident.
You can also use the Reportable toggle if the environmental impact is reportable.
Root Cause
As an admin, you can add a Root Cause to a report. Because root cause analysis is something that is generally conducted by administrators, this tool is not available to workers when creating or viewing reports but admins can add them when creating or reviewing reports.
To add a Root Cause, click Add Root Cause and use the list presented to select a root cause. If needed, you can use the search bar to find a cause.
If needed, at the top of the pop-up is a link to a downloadable Root Cause Analysis Chart. You can also use the filters to reduce the choices on the list for easier decision-making.
Action Items
If you need to add an Action Item, you can click the Add Action Item button to create an assignable Action Item to address any identified deficiencies. For an in-depth walkthrough of how to best create Action Items, check out our help article on the subject.
Additional Details
On the right side of the page, you'll see a box for additional details to add to the report.
The Tag option allows you to enter details for your administrators to track the reports more easily. Generally speaking, your admins will let you know what information to enter here if necessary.
The Reporter option will always default to your name. However, if you need to change this, you can do so by deleting the information in this field and typing in another name. When the system volunteers a name from the system, click or tap on it to select it.
The Vehicle Incident toggle allows you to indicate if the incident being reported involves a vehicle. We include this toggle because Workhub won't be able to tell for each Asset you may choose to include if it's a vehicle or non-vehicle Asset.
Submission
After filling out the details you need in the report, you can click the Save button in the top right corner of the screen.
After submission, you'll potentially be prompted to notify other members of your team about the report. Some folks may automatically receive notifications that a report has been submitted, while others may have a checkbox next to their name. You can optionally include them as recipients of notifications if you so choose.
Need Help?
Those are the steps for submitting a report within the Incidents & Hazards component. If you run into any trouble or if you have any questions, our Support team is always happy to help! You can click the orange question mark Help Chat button in the bottom left corner of your Workhub screen for support.
You can also email our Support team at [email protected] for assistance.