health & safety management system (hsms)

REACTIVE MAINTENANCE PROCEDURE

IWK SAP EAM USER MANUAL

IWK USER MANUAL FOR ENTERPRISE ASSET MANAGEMENT

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SAP-Enterprise Asset Management User Manual










HEALTH & SAFETY MANAGEMENT SYSTEM (HSMS)

HEALTH & SAFETY MANAGEMENT SYSTEM

IWK USER MANUAL

IWK USER MANUAL FOR HEALTH & SAFETY MANAGEMENT SYSTEM

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Change History

Update the following table as necessary when this document is changed:

Date Name Change Description

1 Jun 2018 Noorshahida New


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Table of Contents 1.0 Introduction ........................................................................................................................... 4

1.1 System Process Flow .............................................................................................................. 4

2.0 Procedure ......................................................................................................................... 5-67

2.1 New Incident (Applicable for All Role) ....................................................................................................... 7

2.2 Search Incident (Applicable for All Role) .................................................................................................. 10

2.3 New Investigation (Applicable for All Role) ............................................................................................. 11

2.4 Outstanding Task (Applicable for All Role) .............................................................................................. 19

2.5 Search Investigation (Applicable for All Role) .......................................................................................... 20

2.6 Approve, Edit, Reject or Void (Applicable for Manager Role) .................................................................. 21


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1.0 Introduction

Purpose

Use this as a guide to create new incident, investigation and other details related.

Task

Action by Health & Safety Officer (HSO), Health & Safety Manager (HSM), Health & Safety Focal

Attention

All field with “*” need to fill up.

Error will pop up to ask user field up mandatory field if skip that field.


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Log On Screen The user name will provide to user by ITD and role will apply based on Unit Office.

Home Screen Menu path:- 1. Outstanding Task – List all outstanding investigation (Status: Submitted, Reject, Resubmit) 2. Home – Containts of Graft/Chart of Incident by category and Unit Office. 3. New Incident – To Create new Incident report 4. Search Icident – Search List of Incident by year 5. New Investigation – To create New Investigation 6. Search Investigation –To search list of closed investigation report.


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1.1 System Process Flow

Responsibility

1 HSO/HQ

Submit

2 HQ

Void

3 Yes

HSO/HQ

4 Submit

HQ

5 Rejected

HQ/HSO

Yes

4. HQ will approve the investigation and

case considered closed.

5. If Investigation Rejected by HQ, user

need to resubmit Investigation

System Flow Description

1. Create New Incident & Submit to

Notify HQ

3. User Proceed to create Investigation

and submit for approval

2. HQ will review all new incident report

if no need to create Investigate HQ will

void that Incident Report with remaks,

User will get email notification for void

status.

New Incident

Create Investigation

Investigate

END

Approval

Case Closed


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2.0 Procedure

2.1 New Incident (Applicable for All Role)

1. Home Screen, Click New Incident

Fill Up info or details under PART A


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Fill Up info or details under PART B a) If Incident happen at STP/NPS user can enter Asset No and Click Search Button, System

will auto display Road Name and Garden Name if applicable, If have any additional

address likes postcode, State and etc. user can add the existing address.

b) If location incident happen at HQ or road user can directly type under Address Incident.

Fill Up info or details under PART C Description of Incident(Mandatory field and need to fill up)

Fill Up info or details under PART D and E


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Save & Save Submit 1. Once all above particular complete click Save as a draft.

2. System will display Notification Status :NEW (As a draft) 3. If ready to submit, Click Save and Submit

4. Notification Status will change from NEW to SUBMITTED


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2.2 Search Incident (Applicable for All Role)

1. Home Screen, Click Search Incident

Can search by enter either one of below value and click > Search Incident a) Inident ID : (ID auto generate once submitted) b) Title: (Title of Incident) c) Year of Incident: d) Status: (Incident status-Submitted/New/Void)


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2. Listing of Incident

1. Status: (Status of Incident – Submitted/Void/New) 2. Incident ID : (Auto generate once save) 3. Name : (Victim name) 4. Incident Title: (Title of incident during create new incident) 5. Date of Incident: (Date of Incident) 6. Time of Incident: (Time for incident happen) 7. LOS : (calculate = Date norifier – Date Incident)

3. To create new incident also can click button and follow step 2.1


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2.3 New Investigation (Applicable for All Role)

1. Home Screen, Click New Investigation

2. Click which incident that need to create investigate


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3. Investigation Report page will open as below.

4. To add 1st victim as an injured person click Add record and fill up those record are missing

before add another injured person

5. To add witness > Click Add Record


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6. Fill up below info :

Name:

Position:

Staff ID: (If witness IWK’s staff)

Department:

7. To add details of incident: Property/Vehicle

Click Add record, fill up all related info and click save


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8. To add info for details of incident – machinery

9. Details of incident – spillage/leaking

10. Description of incident


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11. To add data for analysis :

a) Basic Cause

b) Possible immediate cause > Add record

c) Possible system causes > Add record

d) Corrective preventive Action > Add record

12. To add incident map or any supporting document user can attach


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Click Choose File > Choose file in your folder > Open

If file success to upload, system will display as below :

13. Once all info complete > Save >Save Submit


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14. Investigation Status will change to SUBMITTED

15. To Export list of Investigation List to CSV, XLS or XML

Click which format that need to export

System will auto export the file as below:


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2.4 Outstanding Task (Applicable for All Role)

1. All outstanding tasks will list in the inbox.

2. To edit, approve or reject click > VIEW


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2.5 Search Investigation (Applicable for All Role)

1. Home Screen, Click Search Investigation 2. Select year of Incident > Search

3. List of Investigation with status Closed will display.


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2.6 Approve, Edit, Reject or Void (Applicable for Manager Role)

2.6.1 Approve

1. To approve investigation

2. Click Outstanding Task > View for Investigation that need to approve

3. Click Approve

4. Add remarks or click Confirm


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2.6.2 Reject

1. To Reject investigation

2. Click Outstanding Task > View for Investigation that need to reject.

3. Click Reject

4. Add remarks why the investigation rejected > Click confirm


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2.6.2 Edit

1. To Reject investigation

2. Click Outstanding Task > View for Investigation that need to reject.

3. Click Edit


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4. The Investigation will change to edit mode and allow user to edit the existing investigation report.

5. Once the changes completed click Save > Save Submit


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2.6.3 To Void New Incident

1. Click Search Incident > Select Year > Search Incident 2. Double Click on Incident that need to void.

3. Incident report will display > Void

health & safety management system (hsms)

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