hs m 2008 user manual

7/30/2019 Hs m 2008 User Manual

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1 Copyright 2005-2008 Donoss Ltd. - All rights Reserved


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Health and Safety Manager Personal EditionUser Manual

Table Of Contents

Chapter 1 Introduction and Installation

Chapter 2 Finding Your Way Around in HSM

Chapter 3 Setting up HSM: Getting Started

Chapter 4 Working With Assessments

Chapter 5 Working With Accidents

Chapter 6 Working With Actions

Chapter 7 Conclusion: Putting it All Together

Copyright 2005-2008 Donoss Ltd. - All Rights Reserved



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Chapter 1 - Introduction and Installation

Health and Safety Manager

Health and Safety Manager (HSM) is a health and safety application based on the Health andSafety Executives '5 steps to Risk Assessment' and BS8800. The application enables users

to record risk assessments, accident reports, including RIDDOR reporting, first aid treatmentrecords, DSE assessments, equipment testing and action plans. The application tracks alloutstanding tasks associated with Health and Safety. Risk assessments are assessedagainst harm to people, asset damage, environmental effect and reputation.

HSM comes with a full reporting capability and an embedded database for easy installation.All reports can be produced in PDF format.

Health and Safety Compliance

Carrying out an "informal" risk assessment will not help your business if anything goes wrong,under the current health and safety regulations and laws, you should be able to show due

diligence. Ensuring that the correct risk assessments were carried out and properlydocumented. Also as a business owner/manager you are responsible to ensure that all yourstaff and sub contractors are properly trained to carry out any task assigned to them.

As a part of this essential record keeping process the Health and Safety Manager also guidesyou through the steps required to fully and accurately document any accidents which happen,together with recording any first aid treatment given, and subsequent RIDDOR Reporting.

Important Links

Donoss Ltd Main Website http://www.donoss.com

For Software Support, please use this manual first. If you have any other issues you cancontact our support department at [email protected] . Other sites that you may want to readover for a better understanding of how and why you need to maintain records of all yoursafety related issues.HSE Health and Safety Executive Website -DSE Regulations - Risk Assessment Examples

- General Guide to Safety For Business Five Steps To Risk Assessment

Getting Started

Thank you for choosing Health and Safety Manager from Donoss. We value your business!

In this manual we will look at the different aspects of our software. We will walk you througheach screen and give an overview of how everything works. Through out the manual we will

be working with some sample data to show you examples of how to use the software.

Let's get started by installing the software. By the end of this manual, you should have a verygood idea of how to use the software. If you have not done so yet, please download theinstaller from our website: http://www.donoss.com

http://www.donoss.com/http://www.donoss.com/mailto:[email protected]://www.hse.gov.uk/http://www.hse.gov.uk/lau/lacs/16-1.htmhttp://www.hse.gov.uk/lau/lacs/16-1.htmhttp://www.hse.gov.uk/risk/examples.htmhttp://www.hse.gov.uk/businesses.htmhttp://www.hse.gov.uk/pubns/indg163.pdfhttp://www.donoss.com/http://www.donoss.com/mailto:[email protected]:[email protected]://www.hse.gov.uk/http://www.hse.gov.uk/lau/lacs/16-1.htmhttp://www.hse.gov.uk/risk/examples.htmhttp://www.hse.gov.uk/businesses.htmhttp://www.hse.gov.uk/pubns/indg163.pdfhttp://www.donoss.com/


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Installing HSM

After you have downloaded the installer, find the file where you saved it and double click it.This will begin installation of HSM.

Note for Vista Users:

If you are running Windows Vista then you may be prompted with a security warning. Just

click the Run button to continue. If you are the prompted with a dialog telling you that theinstaller needs administrator privileges to run, click allow.

Vista Users may be prompted with asecurity warning, and possibly another

prompt. These are common withinWindows Vista whenever you installsoftware.

Just click run (and then allow ifrequired).The second prompt has to dowith User Account Control if UAC is

turned on in Vista you will receive awarning about the installer accessingyour computer. Click Allow if this is thecase.

The main install screen will appear. Ensure that you close all other applications beforepressing the next button to install the software.

The main installerscreen will appear.Click next, and thenfollow the prompts toinstall Health andSafety Manager. Aftereach section, just clicknext to continue.

Once you click nextyou will be run throughcommon setupoptions: location toinstall, shortcuts tosetup, etc. For mostusers just clicking next

at each screen is thebest option.



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Once you have select all of the install options you will be presented with the install screen.

After you have worked throughsetting up the installer theinstall screen appears. Thisscreen shows the tasks thatyou selected for the install tocomplete.

Ensure that the settings are asyou expected, and then clickInstall to finish setting up thesoftware.

Registering Your Software

After installation start the software by clicking the Health and Safety Manager icon on yourdesktop, or from the Windows Start menu. To register the software you must enter the serialnumber that was sent to you when you purchased the program.

On the help menu choose the Registration information option. This will bring up a screenthat allows you to enter a license key and a serial number. Enter the numbers that were sent

to you and then click the Register Product button.

You can also run the software as a free-lite edition by going to the help menu, clicking onregistration information and then clicking Free Lite Edition

This step only needs to be completed once.

Selecting A Database

After the program is started you need to select a database to use the software. On the filemenu click Open Database. When the program was installed a folder was placed in yourMy Documents Folder title Health and Safety Manager Databases. Navigate to that folder

and you can choose a blank database, or a database populated with test data.We now move on to an overview of HSM in chapter 2 of the manual.

Back to Table of Contents



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Chapter 2 Finding Your Way Around in HSM

Navigating Within HSM

You will find the Health and Safety manager interface to be very intuitive and easy tonavigate. Let's look briefly at each section of the main page to learn how to get around the

software. Once you learn your way around the software we will look at getting HSM setup foryour business.

Shortcut Bar

The shortcut bar is one area that you will become familiarwith as you work with HSM. There are four buttons on theshortcut bar: insert, edit, home, and search.

Each button performs a specific function, in order from left to right:

Insert The picture of the page (without the pencil) is the insert button. Insert allowsyou to enter a new record in any section within HSM.

Edit The next button is the edit button. When you have selected a record, within anysection of HSM, this button brings up the item for editing.

Home The home button takes you back to the first page of the HSM program. Thereare many useful shortcuts on the home page, so you may find that you use this buttonoften.

Search The picture of the binoculars is the search button. Clicking this button bringsup to fields on the shortcut bar, one to select an area to search, and another to enterthe text to search for. Another button is also provided (a lighting bolt) to execute thesearch once you have filled in the information.

HSM Main Screen Shortcuts

The main section of HSM contains two lists that include shortcuts to many functions within thesoftware. Under the heading Outstanding Items, there is links to actions, assessments, andmore, that are still marked as outstanding in the database. With each outstanding item on thelist there is a number beside it that shows how many items of that type are actuallyoutstanding. Under Wizards, there are links to step by step walk-throughs for adding the mostcommon assessments and reports within HSM.

Outstanding Items

The outstanding items list on the sidebar provides the same functionalityas the list on the home section. The advantage to the sidebar is that it isavailable from anywhere within the software. Links are provided to:actions, risk assessments, equipments, DSE assessments, andpersonnel skills and qualifications.



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Tasks

The tasks section of the sidebar allows you access to the Actions sectionof HSM.

Assessments

From the assessments section of the sidebar you can access the differenttypes of assessment screens in HSM. Links for Risk assessments, DSEassessments, and Equipment Tests are provided.

Accidents

Different types of accident/incident reporting is accessible from theaccidents section of the sidebar. Accident reporting in HSM includessupport for RIDDOR reporting (Reporting of Injury, Disease andDangerous occurrence Regulations). From this section you can access

Accident Reports, First Aid Reports, and Case of Disease Reports.

Organization

The Organization section of the sidebar allows access to some basicsetup options for your company, and has links to the Personnel andEquipment sections of HSM. In chapter 3 we will look at setting up HSMin detail, including Personnel and Equipment.

Menus In HSM

Along with shortcuts on the home page, and the sidebar, HSMalso has menu's to help you find your way around. The menus

included in HSM are: File, Edit, Maintain, Wizards, and the HelpMenu. Let's look briefly at what functions are available from each menu.

File Menu

Open Database: Allows you to select a database.

Recent Databases: If you use more than one database, you can switch between themost recently opened with this function.

Insert Record: Inserts a new record from any screen within HSM

Edit Record: When you have selected a record from within any section, this allows youto edit that record.

Import/Export Risk Assessments: Export your data to a separate file. The modified datacan also be re-imported with the same function.

Print: The print function allows you to reports, single entries and more within HSM.

Preview: If you wish to preview the report or entry before you print it, Preview allows



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you to do so.

Close: A shortcut to shut down HSM.

Edit Menu

The edit menu provides the same functionality that you are used to in almost any windows

program. Undo: Cancels you most recent changes.

Cut: Cuts the selected text and places it on the windows clipboard.

Copy: Copies the selected text to the windows clipboard.

Paste: Inserts text from the windows clipboard.

Select All: Select all text within a given text area.

Find: Clicking this menu item adds a search function to the navigation bar. The searchfunction can be used from within any screen in HSM.

View Menu

The view menu provides an additional way to get around in HSM. There are menu items thatbring you to each of the different screens within the software.

Outstanding Items: You can view all outstanding issues in HSM by choosing an area tolook at. This menu expands to allow you to see outstanding: Actions, Risk

Assessments, Equipment, DSE Assessments, and Personnel Qualifications that needreview.

Screen Selections (The next 12 menu Items): Another easy way to get around in HSMis with the View menu. The next 12 items on the view menu allow you to navigate to

the appropriate section within the software.

Maintain Menu

Basic set up options are available from the maintain menu. There are lists that need to bemaintained so that they are accessible from other areas of the program. The lists/options tobe maintained from this menu are:

Action Categories: This option allows you to maintain the different categories forActions within the software. Anything you add to the list will be accessible from thedrop down list when you add an action.

Application Options: Different reminder periods can be set up with this menu item.Time frames for Risk assessments, skills and qualifications, and Equipment can bechanged.

DSE Questions: You can add questions that will be accessible when you add a DSEassessment.



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Equipment List: When you add items to this list they will be accessible for selectingEquipment descriptions when you add new Equipment.

Hazards: When performing Risk Assessments, the items that are on the Hazard Listwill be available for selection from the Hazards tab of the assessment.

People At Risk: Another list that will be available for Risk Assessments, the people atrisk list is for categories of people that can be selected when you are performing a riskassessment.

Permits: The permits option allows you to maintain a list of permits that will be used inRisk Assessments

Personal Protection and Equipment: The list of personal protection equipment that ison hand for your personnel should be listed in this section.

Skills and Qualifications: This list is for maintaining skills and qualifications that yourpersonnel may have. The list you add here will be accessible when you add personnelto the program.

In the next chapter we will need to setup some of these lists.

Wizards Menu

The wizards menu provides the same shortcuts available from the home screen of HSM.There are links provided for Risk Assessments, DSE Assessments, Accident Reports, First

Aid Reports, and importing or exporting. Wizards provide a more intuitive way to add any ofthe listed assessments or reports, as they walk you through step by step.

Help Menu

When you need help, the help menu provides links to windows help and this manual. You canalso register the program from this menu, and see current version info with the About HSMmenu item.




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Chapter 3 - Setting Up HSM: Getting Started

In this chapter we will look at setting up HSM. We will walk you through step by step,everything that needs to be set up in the software before you start using it. We will be goingthrough basic company set up, adding and modifying personnel, and adding equipment.

Throughout the rest of this manual we will be setting up a sample vehicle serviceorganization. This information is used as an example only to demonstrate the types of datathat you want to enter in each section. It is expected that you will enter your own informationthat is suitable for your business.

Basic Setup First Steps

To get started we need to setup HSM for your company. The three sections we will look athere are Parent Organization, Departments, and Locations.

Parent Organization

From the sidebar click on Parent Organization. You will be presented with the basic screenthat contains basic information about the company set up in the. The screen you are viewingis a display screen only. Click the edit button on the menu bar to edit company information.

Once you have clicked on the edit buttonthe company information screen will popup. Note the tabs for contact information,web and email, emergency and securityand the notes tab. You will need to enterinformation in all of these sections.

To start fill in an organization name, type

of work and the contact information foryour company. The web and email taballows you to add email addresses andwebsites, if applicable click on the taband add that information.

Emergency and security phone numberscan be added to the Emergency tab.There are fields provided for all of themajor emergency services as well as asecurity phone number if applicable.

Finally if you want to add any otherrelevant information, the notes taballows you to do so. Once you are

finished adding all of your company information, click the okay button to save it.



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Departments

HSM was designed to be versatile for your business. Many businesses have multipledepartments. Even if you only have a single department, at least one must be set up in thesoftware to continue. For our sample department we will be setting up a service department, asales department, and an administration department.

Click on departments from the sidebar.

You are presented with a list ofdepartments in the system. Inyour database the list isprobably empty at the moment.

Selecting a department andclicking the edit button will allow you to change a department. For our purposes click on theinsert button on the shortcut bar.

Much like the organizationscreen, you are presented with

a screen with tabbed sectionsfor adding information.

Enter the name of yourdepartment. At this point do notworry about departmentmanagers. We will addmanagers after we set uppersonnel.

You can enter new contactinformation for the department,or press the copy buttons to usethe main organization addressand phone numbers.

The web and email tab allowsyou to enter department specificemail addresses and web URL.

The department locations tab allows you to view/modifylocations. You do not need to doanything here yet. The locationswill automatically get added in

the next section.

Add any notes about the department and then click the okay button to save the record.Repeat the process for any departments you wish to add to the system.



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Locations

Whether you have one building or more, at least one location needs to be set up in HSM. Forour sample service shop we will be setting up four locations. All of them are at the sameaddress, but risk assessments will be different for the shop than the other departments. Weare also adding a location for our mobile service truck, since again risk assessments will bedifferent in this case.

When you click on locationsfrom the sidebar you arepresented with a list of locationsthat are currently in thedatabase. To edit a location, or

for viewing it's associated risk assessments and actions, select it from the list and click theedit button. For now just click insert.

The location add/edit screen hasa few important tabs: thelocation details in which you

enter details, the notes tab foradding notes, and two tabs forviewing associated assessmentsand actions.

To enter a location, simply fill outa name, select a department,and enter directions and phonenumber. Once you have donethis click okay to save.

Setting Up Important ListsWith the exception of application options, the lists we are about to set up have the the samebasic setup for adding and making changes.

When maintaining lists, clicking on theinsert button will allow you to add anitem. Clicking on edit allows you tochange the selected item. Finallyclicking on the X button will erase theselected item.

All of the lists we are about to set up

work with the same basic functionality.Once you have added an item, if youwant to add another, simply click saveand then insert again.



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Action Categories:

Action Categories are the broader categories under which you may take action. Depending onhow you set up the system, these will often match departmental duties within yourorganization. There may be other set ups that work for your organization.

For our sample service shop we will be setting up four categories: Management, Clerical,

Shop Management, and Mobile Shop Management.

DSE Questions:

You can add questions that will be accessible when you add a DSE assessment. DSE standsfor display screen equipment. For our automotive shop we will make a list of basic questions.Our shop has workstations for the service writers and administration staff, and a servicecomputer that diagnoses vehicle problems.

For length, we will just add a few basic questions here. In reality the DSE question list canbecome quite long if you are doing proper DSE assessments. Here are the basic question wewill add for demonstration purposes. Workstation questions:

Is the the workstation equipment adjustable and ergonomic?

Is the environment suitably lighted?

Is the workstation furniture comfortable?

Are the screens large enough to suit the purposes they are used for?

Equipment List:

When we are adding items to the equipment list we aren't actually adding equipment (we willdo that at the end of this chapter). The information you add into this list is the selectabledescriptions that are available when we do add equipment.

You can maintain this list from the menu or from the button provided when we add equipment.We expect your equipment list to be much more detailed than our sample data, and for thatreason it may be easier to add your descriptions as you add the equipment.

For our sample data in this section we will be adding: A tire machine named by model, adescription for a hoist, and a basic description for a service writers workstation. We will alsoadd a couple more in the last section of this chapter when we are adding equipment.

Hazards:

The hazards list is a basic list of hazards in the work place. These will be available when you

are doing risk assessments. You can maintain your hazard list from the menu, or with thebutton provided in the Risk Assessment screen.

For our sample set up the basic hazards we will at to begin with are: tripping hazards,crushing hazards, and mechanical hazards. These will vary from industry to industry but sincethey can be added as you do your risk assessments, you can always add as you find them.



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People At Risk:

For the people at risk list we add categories of people that may be at risk. These will be fairlystandard for your business. For our sample shop, we will add: service writers, management,administration personnel, shop staff, contractors, and general public.

Permits:

The permits option allows you to maintain a list of permits to work, to include in your riskassessments. These can easily be maintained as you perform risk assessments. For oursample data we will only be adding access permits, and cleaning permits at this point in ourinstruction. If you deal with a lot of outside help this list can become quite long.

Personal Protection and Equipment:

You should maintain a list of all personal protection and safety equipment that you have onhand. This list will be accessible for risk assessments, to show how you are providing thecorrect equipment to protect your staff.

In our service shop our initial setup will include: safety goggles, heavy lifting braces, anti glarescreen protectors (for our service writers PC's), and fire extinguishers. We will add somemore safety equipment later in the manual when we are doing sample risk assessments.

Skills and Qualifications:

In this section of our set up we can add skills and qualifications that our employees may have.The list you add here will be selectable from the personnel section of the software.

For our sample setup we will be adding: journeyman mechanics license, apprenticetechnician license, service sales certification, and shop foreman certification. We can alwaysadd more qualifications if we need to.

Setting Up Personnel

We now have enough data in the system to start adding employees to HSM. You will need toadd all of your staff members to the system. Let's take a look at how we add employees.

Click the personnellink on the sidebar.You will then bepresented with a listof employees

currently in thesystem.

You are given basic information about each employee. To edit an employee you would selectthe one you need to make changes to, and press the edit button on the shortcut bar. In thiscase we want to add an employee, so click new.



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The first screen you are given whenadding an employee is the Person'sDetails tab of the Person screen. Onthis tab we add basic informationabout the employee: number, title,name, DOB, Appointment (title),

department, and basic phone emailinformation.

In the picture to the left we havestarted setting up TimothySampleApprentice for our serviceshop data.

After you have filled out the firstscreen, click the save button and thenmove on to the address tab.

Fill out all relevant information on the

address tab, the next of kin tab, andfinally add any notes about thisemployee on the notes tab.

Click save and then let's take a closerlook at the Skills and Qualificationstab.

From this tab we can add any skillsand qualifications that areassociated with an employee. Thisis especially important with skills

that require re-qualification.As you can see in our pictureTimothy SampleApprentice wascertified as an ApprenticeTechnician on 01/03/2006. He wasdue for re-qualification in March of

2007. The system will now warn us that re-qualification is due every time we log in.

Timothy was just certified with his Level 1 first aid certificate, and we need to add that skill tothe system.

Click the + sign to add a skill. This will enable the drop down list labeled Skill:. If the skill that

you are trying to add is not available from this list, click the tool button on the other side of thedrop down list to modify the list.

After selecting the correct skill, we would then select a qualification date, and if applicable are-qualification date. Once you have done that, select the check mark to save the skill.



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The other tab that you will need to deal with from the Personnel Screen is the actions tab.This tab is provided to both list and add actions associated with this employee. We will look atactions in Chapter 6.

Setting Up Equipment

After you have addedyour employees to HSM itis time to add equipment.

Click on the equipmentlink in the sidebar. A list ofall equipment in thesystem will come up. Youare given some basicinformation about each

piece of equipment from this screen. You can see: ID, serial no, description, status of theequipment, whether the equipment is DSE or not, and which department owns the equipment.

Like the other sections we have looked at so far, you can edit a record by selecting a piece ofequipment and clicking the edit button. In this case we need to add a new tire machine sinceone of our sample shop's machines failed to pass testing. Click new to bring up theequipment screen.

You enter all basic informationabout the new piece of equipmentfrom the Equipment Details tab.

Enter the serial no, choose adescription, select a status (in thiscase in use), and then fill in

department and location. If theequipment you are adding is DSEequipment, ensure that you checkthe check box to indicate this.

Whenever you see the tool buttonin HSM this means you canmaintain the lists from this screen.

From the notes tab, you can alsoadd any relevant notes about the

equipment you are adding. The other tabs available from this are DSE Assessments, Actions,

and if you checked Display Screen Equipment check box there would also be an equipmenttests tab. These are all for displaying and modifying assessments, and actions; all of whichwe will look at in the next few chapters.




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Chapter 4 - Working With Assessments

Introduction

Keeping records of how you manage safety issues in your business is important. It is requiredby law in most countries. In this section we will begin looking at setting up and working with

Assessments. In this chapter we will look at risk assessments, DSE assessments andequipment testing.

HSM provides an easy interface to record all of your Assessments and accident reports. Thisrecord keeping ensures that you protect yourself by being able to show due diligence when itcomes to safety.

We provided some links at the beginning of this manual to some documents on the Healthand Safety Executive website. Here are some useful links pertaining to Risk Assessmentsand DSE Regulations. If you need a better understanding of what we are trying to accomplishbefore we get started, spend some time reading over these sites.

DSE Regulations - Risk Assessment Examples - 5 Steps To Risk Assessment - GeneralGuide to Safety For Business

Risk Assessments

Risk Assessment Wizard

The simplest way to add a risk assessment to HSM is using the Risk Assessment Wizard.Shortcuts are provided on the starting page of HSM and on the Wizards menu. The wizardwalks you step by step through adding a risk assessment to the system. Click on one of thelinks provided and lets get started with the assessment wizard.

Risk Assessment Wizard Step 1

For demonstration purposes our shop manager willbe adding a general risk assessment for the shop tothe system.

The first screen you see when you click on RiskAssessment Wizard allows you to enter some basicinformation about the assessment.

Select the type of assessment that you are about toperform and the begin filling our information. In our

case it is a location assessment since we areassessing general shop safety risks.

The other items you need to fill out here are:

Risk Assessment Name

http://www.hse.gov.uk/lau/lacs/16-1.htmhttp://www.hse.gov.uk/risk/examples.htmhttp://www.hse.gov.uk/risk/examples.htmhttp://www.hse.gov.uk/pubns/indg163.pdfhttp://www.hse.gov.uk/businesses.htmhttp://www.hse.gov.uk/businesses.htmhttp://www.hse.gov.uk/lau/lacs/16-1.htmhttp://www.hse.gov.uk/risk/examples.htmhttp://www.hse.gov.uk/pubns/indg163.pdfhttp://www.hse.gov.uk/businesses.htmhttp://www.hse.gov.uk/businesses.htm


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Scope of the Assessment

Then select: department, location, activity frequency, status (of the assessment), andauthor.

Choose dates for last review, the status date, and the next review date.

Click next to continue


Our next step in adding a risk assessment isactually assessing the different types of risks.

To add the your assessments to the wizard,select the type of risks by clicking theappropriate hazards.(If you need to add ahazard use the new button.) You are thenable to chose the likelihood, and severity ofof this hazard occurring. Also there is a dropdown box for selecting the residual risk

factor. There are four tabs for each hazard.You must asses the risk for:

Harm to People

Asset Damage

Environmental Effects

Reputation.

Click next once you have done this.


In the third step you can choose to add permits to the risk assessment if they are required.You can also manage the permits list by clicking new. If you need to add a permit check theappropriate check box and then press next.


The fourth screen allows you to add safety equipment and protective gear to the riskassessment. If you have equipment to add select it by choosing the appropriate check boxbeside each item you wish associated with this risk assessment. Press next to continue whenyou are done.


The fifth screen allows you to choose the people at risk for this risk assessment. Afterchoosing which groups of people are at risk for the hazards in this assessment, click next.

Risk Assessment Wizard Step 6 and 7

In the 6th and 7th step we are provided with space to write down procedures and any notes ifapplicable. Click next to continue at each screen, once you have added any required



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information.

Adding/Editing Risk Assessments

The other way that we can add a risk assessment (without the wizard) is from the list of riskassessments provided when you click on Risk Assessments (under Assessments) on thesidebar. Clicking new from this screen would add a new Risk Assessment Manually.

This is also how we edit assessments that we are working on. Since we set up a draftassessment last time, let's look briefly at how we can access and edit it now. From the riskassessment list, we find the assessment we just added, select it, and press the edit button.

After you have pressed edit you are presented with a risk assessment screen. This screencan be used to add new assessments and edit assessments that are currently in the system.

There are tabs for: Risk Assessment Details, Hazard and Control Measures, Permits, SafetyEquipment, People At Risk, Procedure, and when you click the arrow to navigate right thereare also tabs for notes and any actions associated with this risk assessment.

For our sample service shop we only needed to change the status to completed.



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DSE Assessments

DSE Assessment Wizard

Much like the Risk Assessment Wizard, the DSE Wizard allows you to quickly add a DSEassessment to the system step by step. You can start the wizard from the wizards menu orfrom the shortcut on the front page of HSM.

DSE Assessment Wizard Step 1

In the first step of the DSE Wizard you simply select a user (who uses this equipment),choose which piece of equipment is being assessed, and then choose next. The rest of thefields will be filled out for you.


The next screen you arepresented with allows you tochoose the assessment date, theassessor, and some otherimportant information.

You must also select whether theassessor has attended DSEtraining and when. The other

questions pertain to online assessments and whether or not you sent the information on theDSE. Once you are finished click next.


In step three it is time to answer the DSE questionsthat we set up in the last chapter. Your list is mostlikely much longer than this one.

Each question must be answered before continuing.Select the question, use the drop down answer boxto select yes or no, and add any commentspertaining to the question.

Once you have repeated this process for allquestions, it is time to move on to the next step.

Click next to continue.



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DSE Assessment Wizard Step 4Once you have filled out answersto all of the questions you arepresented with a screen thatallows you to record where youkept the documents. You can also

select the risk status and choosewhether there are problems thatneed to be dealt with. Once you are finished click next. The last screen allows you to add anyrelevant notes.

Adding/Editing DSE Assessments

The other way we can add DSE assessments is manually. Clicking on DSE Assessments(under the assessments heading) on the sidebar will bring up a list of all DSE assessmentscurrently in the system. You can add an assessment by clicking on the new button. For ourpurposes we will edit one of the DSE assessments that are already in the system.

The Display Screen Equipment

Assessment screen allows you toadd or edit information.

There are tabs correspondingwith: Assessment Detail,

Assessment Questions, andNotes. You can change what youneed and click ok to save theassessment.

A button is also provided to addactions against the person, or theequipment.



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Equipment Tests

Another part of keeping things safe is regular equipment tests. Depending on what type ofequipment you have, at least once a year tests should be performed. Click on equipmenttests on the side bar to bring up the list of equipment in the database.

You can click the edit button on the menu bar to edit any selected item. For our sample shop,we need to test Hoist number 1. Click the add button to start a new equipment test.

Performing equipment tests is fairly simple in HSM.

Select the piece of equipment that you are testing, oradd equipment if you need to. Then fill out the

information on the Equipment test tab. On the notestab add any relevant notes about the equipment test.Clicking save, or ok will add the test to the database.

You can also click the clipboard icon to add anyactions that are required for this equipment test.

Outstanding Assessments and Tests

As you begin adding data to the system you will begin tohave outstanding items that need to be dealt with. Theoutstanding items list allows you quick access to problemsthat need attention.

In the list shown on the left we can see that we have: 1 actionthat needs attention, 3 unfinished risk assessments, 2 DSE

assessments that had issues, 9 pieces of equipment thatneed testing, and 5 employees that need to be recertified.




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Chapter 5 Working With Accidents

Accident Reports

When accidents do occur it important to keep track of all information pertaining to the incident.HSM allows you to quickly and easily report and track as accidents occur. The software

includes functionality for RIDOR reporting as well as basic tracking of accidents.If you need to learn about your responsibilities when it comes to accidents in the workplace,the RIDDOR site provides a wealth of information. RIDDOR stands for - Reporting of Injuries,Diseases and Dangerous Occurrences Regulations. These are HSE regulations, but theyprovide good guidelines for reporting for anyone, even if you are outside of the UK.

Accident Report Wizard

The easiest way to make an accident report is with the Accident Report Wizard. Start thewizard by clicking on the link from the home screen, or from the wizard menu.

Accident Report Wizard Step 1

The first screen of the accidentreport wizard allows you to enterinformation about yourself, andbegin to add basic information aboutthe incident.

You should enter as muchinformation as possible whenmaking accident report. This

ensures good record keeping, andprotection for your business.


The second screen in the wizardasks what type of incident occurred.

A link is provided to HSE guidancefor finding dangerous occurrencenumbers. There is a text box todescibe the incident.

The final information to be filled outdeals with RIDDOR.

http://www.hse.gov.uk/riddor/http://www.hse.gov.uk/riddor/


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In step three you are asked to select theemployee that was injured in the accident.There is also a button to add a person withoutactually saving that person to the database.This is useful when someone other than your

employees were injured. After you haveselected the injured party some tabs come upat the bottom of the screen.

These tabs allow you to enter informationabout the injured party, about the injury,details of the incident, and any additionalinformation. There is also a tab titled Aboutthe Treatment that allows you to associate afirst aid report with the incident.

It is import to be as detailed as possible when

filling out accident reports.

Step fourof the wizard allows you to enter any additional information. Once you are finishedthe report is added to the system.

Adding/Editing Accident Reports

Along with the accidentreport wizard you canalso access and addreports manually.

Click on Accident Reportson the sidebar. You willbe taken to a list of allaccident reports in theHSM database.

Clicking the add buttonon the menu bar allowsyou to add a new report.To edit a report, simplyselect the report and click

edit.

You can also addassociated actions fromthe Accident ReportScreen.



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First Aid Reports

Any type of injury that requires first aid should be tracked as both an accident report, and afirst aid report. Often the first aid report will be created while you are making the accidentreport. For smaller injuries, however, an accident report may not be required. A first aid reportshould still be filled out.

First Aid Report Wizard

The first aid report wizard is fairly simple to use. There are two screens and another for anyadditional information. In the first screen you add basic information about who required firstaid, and when. In the next screen you are to provide basic information about what happened,and what first aid was required. There is also a field to fill in whether an ambulance wasrequired. The last screen in the wizard allows you to enter any additional information.

Adding/Editing First Aid Reports

Click on First Aid Reports on the sidebar. You will be presented with a list of incidents that

required first aid. The list shows the name of the injured party, the name of the care provider,and the time of theincident.

You can also see from thelist to to the left that youcan also see which first aid

reports have an associated accident report.

Clicking add while viewing this screen allows you to add a new first aid report manually.Clicking edit will bring up the selected report for modification. When adding or editing reportsfrom the First Aid Report screen you can add any associated actions to the report.

Case of Disease Reports

HSM also allows you to make Case ofDisease reports. Although these reportswill be used less often than the others, itis important to track anything that doesoccur.

To access Cases of Disease reports,click on the link on the sidebar. You willbe presented with a list of reports in the

system. You can add or edit with therespective buttons if you do need to usethese reports.




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Chapter 6 Actions and Reporting

Actions in HSM

So far we have looked at assessments and incident reports. It is important to track yourassessments and keep good clean records when accidents do happen. It is also important to

track what you are doing to reduce risks, and ensure accidents don't happen.In this section we will look at actions.

Adding Actions

To view actions that are currently in the database click on actions link on the sidebar.

A list of all the actions currently in the system come up. You can filter the list by selecting acategory at the top. In the picture above the list is filtered to show outstanding actions.

You can select any action and click the edit button to work with that action. You can also addan action by clicking on the add button. More often you will add associated actions, but tolearn how to add an action click the add button now.

The action screen is fairly straightforward,but also very important for your safetyrecords.

To add an action, start by typing in anaction description, and then selecting acategory. Then go through the fields below.

Fill out:

Action to be taken

Owner

Status

Priority

Completion Date

The bottom portion of the screen displaysany associated records. There is also anotes tab for applicable notes. Clicking okor the save button will add the action.



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Associated Actions For Good Record Keeping

Most of the time when you are adding actions, you will be adding them from associatedrecords.

Whenever you see this button within HSM, you can add an associated action. Thisbutton is available from most screens within HSM.

There are many reasons that you may want to add associated actions in HSM. Here are afew:

Action Attached To An Employee: When your employees require re-certification,reprimanding, or training, adding an action directly from the personnel screen allowsyou to attach and track these.

Action Attached To A Piece of Equipment: For maintaining, cleaning, or other relatedissues, you should associate an action from the equipment screen.

Assessments(both risk and DSE): It is important to track your assesments. It is also

important to show what you are doing to improve things. Actions can be attached to anassessment or equipment test directly from their respective screens.

Accidents and First Aid: Once you have entered an incedent into HSM, you should alsoattach any associated actions taken. These can be actions directly affecting theincident or action to prevent it from happening again.

Actions attached to A Location: From the location screen actions can also be attachedto a single location.

Printing Reports

From any screen within HSM you can preview and print reports. You can print reports of lists,

actions, assessments, and any other item you need to print. The print functions in HSM canbe accessed by clicking print from the file menu of any screen. You can also print a reportafter you have previewed it with the print button supplied on the preview screen.

Saving To PDF

Just as you can print anyscreen from within HSM, youcan save those same screensto PDF. To save a pdf file, clickprint from the file menu of any

screen. Instead of printing toyour printer, select print to file,and then choose pdf from theType drop down list.




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Chapter 7 Conclusion Putting it All Together

Working With HSM

You now should have a good idea of how all of the functions work within HSM. If you havesetup your own database as you have followed along with this manual, you should be well on

your to proper tracking safety for your business.

Before we finish let's briefly revisit our sample service shop. After going through set up,adding assessments, and accidents; when we now start HSM we are presented with a list ofthings to do.

As you can see our sample shop now has actions to be completed as well as a host of othersafety issues that need to be dealt with. There is equipment to test, outstanding assessments,and five re-certifications to deal with.



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Clicking on any of the outstanding items links provides quick access to deal with these issues.

We can click on action on the outstanding item list to see what actions still need to be dealtwith. Or any other outstanding list to deal with the current problems. By now you should havea good idea of how the software works, and be able to add the appropriate actions and printthe reports you need.

Thank You For Choosing HSM

With HSM you will be able to keep all of your safety records in one place. Besides keeping

you more organized this will ensure that you can show due diligence in all areas of safetymanagement. Whether you run a small business or a multi-tiered organization you need goodrecords pertaining to safety.

Thank you for choosing HSM, and we hope that our software will ease your record keepingand paperwork issues.
