Hazard Assessments

The hazard assessment section allows administration to help clients to create and record a hazard assessment. Hazard assessments should occur fairly regular basis. Industry standards say hazard assessments when

1. When Conditions Change
2. When a new tasks are introduced
3. When new workers start on a job Site

A hazard is any practice, behavior, substance, condition, or combination of these that can cause injury or illness to people, or damage to property. A Hazard Assessment involves identifying hazards and ranking the risks so that you can develop an action plan to eliminate or control them.

Hazard Assessments in RTPro require

1. Work Order: A work order is the identifying project that the field staff are working on. In RTPro this work order is only for work being done on a single job site. The work order will be identified by the scope of work.
2. Field Staff: Field staff whom will be working on the job site need to be active in the RTPro system. They will need to
1. Enter time card entries for time spent working on work order for the day of the hazard assessment.
2. Each employee working needs to be added to the hazard assessment and sign off that they have reviewed the hazard assessment.*
3. Companies are recommended to built a company task list**, these tasks will be added to hazard assessments when created to cut down the time spent staff need to spend writing out the tasks, task hazards and plans for elimination as part of every hazard assessment.

*While it is possible to add a employee thru the Add Outside Employee feature on the hazard assessment, no safety statistics can be created for the employee"s added this way.

**A Company Task list should consist of the regular on site job tasks field staff normally complete on a regular basis. Along with all of the tasks, each task should have a list of task hazards, the hazards of completing each task and accompanying plans for elimination of each hazard.

Hazard Assessments in RTPro track

1. Safety Details: Safety details about where the work was done on site, what work was done and if any injuries occurred are recorded on a hazard assessment.
2. Employees: Which employees participated in hazard assessments and which days.
3. Tasks completed: Track which tasks they have completed.
4. As part of the hazard assessment field staff can review safe job procedures and safe work practices that relate to the tasks they have completed on their hazard assessment.

R & T Electrics Smartphone application allows field staff to complete hazard assessments in the field and submit them to the system. For information about completing a hazard assessment through the Smartphone click here.

Once a hazard assessment is submitted:

1. An email can be sent to the person in charge of the hazard assessments. (For more information about email alerts check the email alerts section of the manual)
2. Employee Timecard entries will be updated to show that a hazard assessment has been completed for the appropriate job site and day of work.
3. Safety Net Statistics are updated for number of hazard assessments completed for companies, customers, work orders and job sites.

Configuring how often Hazard Assessments are to Occur

How often hazard assessments must occur is a function of your companies policy regarding hazard assessments. To configure Safety Net for how often hazard assessments for job sites should occur can be configured in the company safety settings.

Administration can help clients edit how often hazard assessments should occur in the Company section when they edit the Company Safety settings. For more information about configuring your company safety settings in this manual click here to view the company section.

Configuring Company Task List

Configuring a companies list of tasks, task hazards and plans for elimination and adjusting this list of ever evolving tasks, is one of the main focuses of the RTPro program. To this end RTPro allows management, safety officers and office staff to configure the tasks, task hazards and plans for limitation. For more information about configuring your company task list, check out the Task/Task Hazard/Plans for Elimination in this manual click here to view the Task/Task Hazard/Plans for Elimination section.

Configuring Company Tasks references to Company Safe Work Practices and Safe Job Procedures

Configuring a companies list of tasks and referencing which safe job procedures and safe work practices relate to each task, allows field staff to quickly look up the safe work procedures and safe job practices for each task directly from inside the hazard assessment in the SmartPhone application. For more information about configuring your company task references, check out the Task References in this manual click here to view the Task Reference section.

Creating Work Order

The Work Order section allows companies to create work orders to define and track where employee spend their time working and how many hazard assessments they complete. For more information about managing work orders in this manual click here to view the Work Order section.

Hazard assessments can be searched by a combination of customer, work orders, month and submission status. Users can narrow search results by choosing any combination of the four search criteria.

All search results can be sorted by clicking on the results headings Date, Work Order Number, Customer Name,Job Site Name, and Status. Clicking on the same heading can do switching the results order from ascending to descending.

Deleting hazard assessments may have to be done if the hazard assessment was added to the system incorrectly. Only hazard assessments that have not been reviewed by management can be deleted.

To delete a hazard assessments click the 'Delete' link of the hazard assessment you want to delete.

To get to the edit screen of a hazard assessment, click on the date of the hazard assessment that you would like to edit.

To view the html version hazard assessment report in click on the 'Html view' link of the hazard assessment you would like to view.

From each html view you can also open the PDF version of the report by clicking on the PDF link on the top of the page.

To view a printable document file (PDF) view of the hazard assessment report, click on the 'PDF view' link of the appropriate hazard assessment report.

To add a Hazard Assessment, click on the 'Add Hazard Assessment' link.

On the next screen, under Add Hazard Assessment heading, select:

Fields

Work Order: By selecting a work order from the select box, which loads with a work order number users can choose which work order they want to create a hazard assessment for.

Employee: By selecting a employee from the employee select box, which loads with the employees first name and last name users can choose whom conducted the hazard assessment. On the add hazard assessment section you can choose any active employee from the company.

Then click the 'Add Hazard Assessment' button. The edit hazard assessment screen will load. From here, proceed to edit as per the instructions below.

Once on the hazard assessment edit screen.

Fields

Work Order: By selecting a work order from the select box, which loads with a work order number users can edit which work order the hazard assessment is for.

Date: The hazard assessment date is the day the hazard assessment was carried out. The format of this field is YYYY-MM-DD.

Scope of Work: The Scope of Work field initially displays the scope of work from the work order and, therefore, may need to be refined to reflect the scope of work for the day/shift. The character limit of this field is 250.

Emergency meeting location: The Emergency meeting location field should identify the specific location where all employees will meet in the event of an emergency and a roll called. The character limit of this field is 75.

Large sites may have multiple meeting or muster points and some job sites may not have identified meeting or muster points (in this case, a location must be chosen by the employee responsible for safety on the site) and all employees must know at which specific location they are to gather.

Task Location: The Task Location field should be as specific as possible, as work orders may include tasks in a number of locations at a job site and the Hazard Assessment needs to identify the specific location(s) that were reviewed. The character limit of this field is 75.The Task Location field must be entered or the application will not allow the Hazard Assessment to be submitted

Warning Ribbon Required: The Warning Ribbon Required field should be set to Yes when working around others, either in pedestrian or other high traffic locations or where there are crews working on other tasks, as it may be necessary to temporarily cordon off the area where work is being performed to warn away passersby or restrict access to prevent injury.

Requires Gloves: The Requires Gloves field should be set to Yes if the task(s) present pinching, burning, shock, cutting, slipping, etc. hazards.

Working Alone: The Working Alone field must be set to Yes if one or more employees are working alone at the site and assistance is not readily available if there is an emergency or the worker is injured or ill.

Working Alone Description: The Working Alone Description field should indicate the type of work being performed, the hazards associated with performing that work (working at height, in confined spaces, with electricity, etc.), and the check-in procedure that will be followed (visual or verbal contact, regularity of contact, who is responsible for checking-in, etc.). If the working alone select box is set to Yes, a description is required.

Permit Closed Out: The Permit Closed Out field should be set to yes if you have filled out a permit with a site supervisor, and you have closed out the permit.

Area Cleaned After: The Area Cleaned After field should be set to yes if you have cleaned up your work area after finishing for the day. If you have not you will have to fill in an explanation of why not.

Area Cleaned After Description: The area clean after description is required to be filled in if the slider above is set to no. Field staff must include a description of why their work area was not cleaned up. The character limit of this field is 250.

Incident or Injury: The Incident or Injury field should be set to yes if there had been an incident or injury, including a near miss. Field staff must include a description of the incident or injury if set to yes.

Incident or Injury Description: The incident or injury description is required to be filled in if the slider above is set to yes. Enter description of the incident or injury that has occurred. The character limit of this field is 250.

Hazards Remaining: The hazards remaining field should be set yes if there is Hazards Remaining on the job site. Field staff must include a description of the hazards remaining if they set to yes.

Hazards Remaining Description: The hazard remaining description is required to be filled in if the slider above is set to yes. Enter description of the hazards remaining that has occurred. The character limit of this field is 250.

Site Contact Email: The site contact email field allows field staff to include the email address for a site contact. The character limit of this field is 100.

Procedures Reviewed: The Procedures Reviewed field should only be set to Yes after safe work procedures and safe job practices for every task have been reviewed with all employees.

Employee Responsible: By selecting a employee from the employee responsible select box users can choose which employee on the hazard assessment is responsible. Only employee's who have been added to the hazard assessment can be made responsible.

Click the 'Save Hazard Assessment' button to ensure that any information changed is saved in the system.

Removing a employee may be required if the wrong employee was added to a hazard assessment. If the employee did not participate in the hazard assessment or did not work on the job site on the given day they should not be on the hazard assessment. Once a hazard assessment has been submitted employees can t be removed from the hazard assessment.

Once on the edit hazard assessment screen

Below the Remove Hazard Employee heading

Fields

Hazard Employee: Select from the select box the employee to be removed.

click the 'Remove Employee' button.

Adding employees to the Hazard Assessment is crucial to reporting accurately. In order to have an accurate picture of the job site, adding employees to the Hazard Assessment needed. While the hazard assessment was created, the first employee was added to hazard assessment. Adding other field staff to the hazard assessment allows a group of workers to share the same hazard assessment. Once a hazard assessment is submitted all employee's added to the hazard assessment will have access to the hazard assessment.

Once on the edit hazard assessment screen

Below the Add Employee to Hazard Assessment heading

Fields

Hazard Employee: Select from the select box the employee to be removed.

click the 'Add Employee' button.

Once and a while a person may need to added to a hazard assessment, who is not a employee of your company. A subcontractor, or a customer employee are some examples. Its still important that they review the hazard assessment. SafetyNet allows field staff to add outside employees to a hazard assessment.

IMPORTANT NOTE Its very important that the add temporary employee function is not used to add a new employee to the company to a hazard assessment. Temporary employee statistics are not tracked. So its very important to add a new employee to your company the proper way to SafetyNet. For more information about Employee management click here to view the Employee section of this manual.

Once on the edit hazard assessment screen

Below the Add Temporary Employee to Hazard Assessment heading

Fields

First Name: The First Name field should indicate the legal given name of the employee. The character limit of this field is 25.

Last Name: The Last Name field should indicate the legal surname of the employee. The character limit of this field is 25.

Email: The Email field should indicate the best (i.e., most often used for business purposes) e-mail address for the employee. The character limit of this field is 25.

Phone Number: The Phone Number field should indicate the best (i.e., most often used for business purposes) telephone number (land line or cellular) for the employee. The character limit of this field is 13.

Company: The Company field should indicate the name of the company for which the employee works. The character limit of this field is 75.

click the 'Add Employee' button.

The task section of Hazard Assessment is the most important part of the entire document. The tasks represent the different individual jobs that will be performed on the job site for the given day and the given conditions. The task hazards are the hazards associated with the each of the tasks. The plans for elimination are the plans to eliminate each of the hazards found on the job site. This section of the walk through is broken down into several parts:

When a hazard assessment is created the list of tasks, task hazards and plans for elimination are added automatically to the hazard assessment based on the work type the work order was set up as and the company list of tasks.

While SafetyNet's Hazard Assessment system is created to start field staff with a list of tasks to start every hazard assessment with. Cutting down on the amount of time having staff writing out every task, task hazard and plans for elimination. There will be times field staff will require the ability to add in new tasks to their list of tasks on a hazard assessment.

Tasks being added on a regular basis by field staff to hazard assessments, can be added to companies list of tasks. Saving field staff the time of entering these tasks on a regular basis. A companies list of tasks should be a ever evolving list of tasks, task hazards and plans for elimination. *For more information about Tasks List Management click here.

Once on the edit hazard assessment screen

Below the Add Task heading

Fields

Task Name: Enter the name of the task. The name of the task will be your short description of the task you will be performing. The character limit of this field is 75 characters.

Task Description: Enter the description of the task. The description of the task will be your long description of the task you will be performing. The character limit of this field is 350 characters.

Task Category: The task category field allows field staff to choose from the select box the category the new task falls into. The choices of task categories is dependent on the companies list of task categories based on their business.

click the 'Add Task' button.

To get to the edit screen of a Task, click on the task name of the task that you would like to edit.

Once on the edit task screen

Below the Edit Task heading

Fields

Task Name: Enter the name of the task. The name of the task will be your short description of the task you will be performing. The character limit of this field is 75 characters.

Task Description: Enter the description of the task. The description of the task will be your long description of the task you will be performing. The character limit of this field is 350 characters.

Task Category: The task category field allows field staff to choose from the select box the category the new task falls into. The choices of task categories is dependent on the companies list of task categories based on their business.

click the 'Edit Task' button.

To delete a Task, click on the delete link of the task that you would like to delete.

The task and all related task hazards and plans for elimination will be deleted from the hazard assessment.

While SafetyNet's Hazard Assessment system is created to start field staff with a list of tasks to start every hazard assessment with. Cutting down on the amount of time having staff writing out every task, task hazard and plans for elimination. There will be times field staff will require the ability to add in a new task hazard to their list for a task on a hazard assessment.

Task Hazards being added on a regular basis by field staff to tasks on a hazard assessments, can be added to companies list of tasks. Saving field staff the time of entering these task hazards on a regular basis. A companies list of tasks should be a ever evolving list of tasks, task hazards and plans for elimination. *For more information about Tasks List Management click here.

Once on the edit task screen

Below the Add Task Hazard heading

Fields

Hazard Description: Enter the description of the task. The description of the task will be your long description of the task you will be performing. The character limit of this field is 350 characters.

Pre Control Risk Level: The pre control risk level field also field staff to choose what pre control risk level of the task hazard falls into. The choices of risk levels is dependent on the companies choice of how they determine risk level rankings. Some companies view Risk Level One as High Risk and Risk Level Four as Low Risk, while others view Risk Level One as Low Risk and Risk Level Four as High Risk. In any case the Pre Control Risk Level represents the risk of injury or incident caused by the hazard before a control is implemented lessen the chances of incident or injury.

Post Control Risk Level: The post control risk level field also field staff to choose what post control risk level of the task hazard falls into. The choices of risk levels is dependent on the companies choice of how they determine risk level rankings. Some companies view Risk Level One as High Risk and Risk Level Four as Low Risk, while others view Risk Level One as Low Risk and Risk Level Four as High Risk. In any case the Post Control Risk Level represents the risk of injury or incident caused by the hazard after a control is implemented lessen the chances of incident or injury. A Post Control Risk Level should be lower than Pre Control Risk Level.

click the 'Add Task Hazard' button.

To get to the edit screen of a Task Hazard, click on the task hazard description of the task hazard that you would like to edit.

Once on the edit task hazard screen

Below the Edit Task Hazard heading

Fields

Hazard Description: Enter the description of the task. The description of the task will be your long description of the task you will be performing. The character limit of this field is 350 characters.

Pre Control Risk Level: The pre control risk level field also field staff to choose what pre control risk level of the task hazard falls into. The choices of risk levels is dependent on the companies choice of how they determine risk level rankings. Some companies view Risk Level One as High Risk and Risk Level Four as Low Risk, while others view Risk Level One as Low Risk and Risk Level Four as High Risk. In any case the Pre Control Risk Level represents the risk of injury or incident caused by the hazard before a control is implemented lessen the chances of incident or injury.

Post Control Risk Level: The post control risk level field also field staff to choose what post control risk level of the task hazard falls into. The choices of risk levels is dependent on the companies choice of how they determine risk level rankings. Some companies view Risk Level One as High Risk and Risk Level Four as Low Risk, while others view Risk Level One as Low Risk and Risk Level Four as High Risk. In any case the Post Control Risk Level represents the risk of injury or incident caused by the hazard after a control is implemented lessen the chances of incident or injury. A Post Control Risk Level should be lower than Pre Control Risk Level.

click the 'Edit Task Hazard' button.

To delete a Task Hazard, click on the delete link of the task hazard that you would like to delete.

The task hazards and related plans for elimination will be deleted from the hazard assessment.

While SafetyNet's Hazard Assessment system is created to start field staff with a list of tasks to start every hazard assessment with. Cutting down on the amount of time having staff writing out every task, task hazard and plans for elimination. There will be times field staff will require the ability to add in a new plans for elimination to their list for a task on a hazard assessment.

Plans for Elimination being added on a regular basis by field staff to task hazards on a hazard assessments, can be added to companies list of tasks. Saving field staff the time of entering these plans for Elimination on a regular basis. A companies list of tasks should be a ever evolving list of tasks, task hazards and plans for elimination. *For more information about Tasks List Management click here.

Once on the edit task hazard screen

Below the Add Plan for Elimination heading

Fields

Plan for Elimination: The plan for elimination is a description of the field staffs plan to eliminate a hazard on the job site. Field Staff should enter a plan for elimination for all task hazards; while they must enter a plan for elimination for all task hazards assigned a risk level of Serious Risk or Moderate Risk. The character limit of this field is 250.

Date: The date field will display the date which the Hazard Assessment was added. The date should be set to the date of which the plans for elimination was put into place. The Format of the date field is YYYY-MM-DD.

Employee Responsible: The employee responsible field, allows field staff to assign a employee the responsibility to eliminate the task hazard. Choose from the select box the name of the employee who is responsible for eliminating the task hazard.

Hazard Control Type: The hazard control type field, allows field staff to assign a the type of hazard control type used to eliminate the task hazard. Choose from the select box the name of the hazard control type which applies to your plan form elimination.

click the 'Add Plan for Elimination' button.

To get to the edit screen of a Plan for Elimination, click on the plan for elimination of the plan for elimination that you would like to edit.

Once on the edit plan for elimination screen

Below the Edit Plan for Elimination heading

Fields

Plan for Elimination: The plan for elimination is a description of the field staffs plan to eliminate a hazard on the job site. Field Staff should enter a plan for elimination for all task hazards; while they must enter a plan for elimination for all task hazards assigned a risk level of Serious Risk or Moderate Risk. The character limit of this field is 250.

Date: The date field will display the date which the Hazard Assessment was added. The date should be set to the date of which the plans for elimination was put into place. The Format of the date field is YYYY-MM-DD.

Employee Responsible: The employee responsible field, allows field staff to assign a employee the responsibility to eliminate the task hazard. Choose from the select box the name of the employee who is responsible for eliminating the task hazard.

Hazard Control Type: The hazard control type field, allows field staff to assign a the type of hazard control type used to eliminate the task hazard. Choose from the select box the name of the hazard control type which applies to your plan form elimination.

click the 'Edit Plan for Elimination' button.

To delete a Plan For Elimination, click on the delete link of the plan for elimination that you would like to delete.

Once the Hazard Assessment details have been entered, the employees added, the list of tasks/ task hazards and plans for elimination edited to reflect the work to be preformed, the Hazard Assessment should be submitted.

Once on the edit hazard assessment screen

Click the Submit Hazard Assessment button.

Once the Hazard Assessment details have been entered, the employees added, the list of tasks/ task hazards and plans for elimination edited to reflect the work to be preformed and the work for the given day is completed the Hazard Assessment should be closed out.

Once on the edit hazard assessment screen

Click the Close Out Hazard Assessment button.

Once a hazard assessment has been closed out, management or supervisory staff should review and sign off that the hazard assessment has been completed properly and that issues found can be brought to the attention of the proper personnel. Administration can help clients review hazard assessments.

Once on the edit hazard assessment screen

Click the Review Hazard Assessment button.