Creating and tracking incidents & hazards can be done through your Admin dash or your Worker dash, but Admins have the capability to add a bit more detail to a report than Workers. Here's a guide for creating reports from your Admin dash.
Submitting a Report
To create a report for any of those three options from your Admin dash, click into the Incidents & Hazards component on your Admin dash and click the Add New button in the component's top right corner.
Choose the report type that you would like to submit from the dropdown list. The page will populate with the same options for each, so what you choose to include is in your hands! The choice of report type is intended to allow you to track the different report types after they've been submitted.
The report screen will have the fields displayed below for you to fill and use.
The first fillable field is the Description of Events. Here you can record the events that occurred for the incident or near miss, or a description of the identified hazard. Beneath the description field, you'll see a Date and Time field, and beneath that a set of Location drop-down options.
Locations
For Location, you can choose:
Workhub Location: this will allow you to choose a Location that exists within your Workhub Location component
LSD: standing for Legal Subdivisions, LSD allows you to enter the quarter, section, township and range roads, and meridian that match your location
Coordinates: this will allow you to enter a latitude and longitude to specify where the reported incident occurred
Address: this will allow you to enter an address for the location where the incident occurred
The next fillable portion of the page is the Photos panel. You can use the plus icon to add any photos that are relevant to the report. The file types accepted for these photo uploads include .jpg, .jpeg, and .png.
Workhub is currently limited to one file per upload and we do not recommend selecting more than one file for upload at a time.
You CAN still upload multiple photos, they just need to be added one by one.
We're very sorry for the inconvenience!
Below the Photos option, you'll see three buttons: Add People, Add Assets, and Add Environments. These options will allow you to include information for any people, items/assets, and any environmental affect related to the report.
People
Adding People provides several options:
Type: allows you to choose whether the person was an Employee, a Contractor, or a member of the public, and add their name
Involvement: this dropdown will populate with many options to choose from for how the individual listed was involved in the report. These options will change depending on the type of report you've chosen.
Eg. you will not be able to choose Fatality as an involvement for a Hazard ID.
Restricted Work: allows you to enter the number of days that individual was on restricted duties at their workplace
Lost Time: allows you to enter the number of days that individual was away from their workplace due to the incident reported
Injuries: the Injuries option allows you to select from a pop-up the body part(s) that were effected by the incident
Reportable?: this toggle allows you to flag this report as having a reportable involvement for the person listed.
You can add as many people as necessary to each report.
Assets
Adding Assets provides several options:
Choose Asset: this option allows you to select an Asset from your organization's Asset list. You can choose to include Inactive Assets here as well using the Include inactive checkbox.
Status: this allows you to choose the status of the Asset involved in the report.
Cost: this allows you to enter a monetary value for any damage/loss sustained involving the Asset
Reportable?: this toggle allows you to flag this report as having a reportable involvement for the asset listed.
Environments
Adding Environment(s) allows you to outline any environmental impacts related to the incident. Options include:
Liquid Spill/Leak
Fire/Explosion
Gas Release/Leak
Fuel Mix
You can also use the Reportable toggle if the environmental impact is reportable.
Root Cause
Beneath those options you'll see a bar for Root Causes. This portion of the reporting process is only available to administrators and will not appear for Workers using the component. The Root Cause portion provides a Root Cause Analysis Chart for you as an administrator to use in determining the cause of the incident/near miss/hazard ID. Clicking on the small "i" icon next to Root Causes will provide a pop-up Root Cause Analysis Chart, which is downloadable from the pop-up.
You can then use the Type, Category, Action/Condition/Factor, and Cause dropdown options to identify a cause. You also have a Note field to include any additional information.
Additional Details
On the right side of the page, you'll see several fields and options to fill as an Administrator for tracking/auditing the reports.
The Open/Closed dropdown option at the top of that panel allows you to indicate if this report is for an ongoing investigation or uninvestigated report, or if the report has been closed. Workers will not be able to change this, but Admins will. You can use this option to indicate when a report has been successfully resolved.
The Hazard/Near Miss/Incident Tag option is a space to enter a tag that you can use filters in the main report list to find again. That field will be named differently depending on which report type you've created, but they will all populate the Tag column in the main report list.
Reporter allows you to identify who created the report. If another individual has created the report, their name will be listed there.
Lead Investigator can be used to identify who within your organization is investigating the report.
Finally, Admin Notes allows you to add any important information to the report for administrative purposes.
Submission
When you're ready to submit the report, click the Save button in the top right corner of the page.
Need Help?
Those are the steps for submitting a report within the Incidents & Hazards component from your Admin dash. 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.