table of contents - safety management systems and software · 2. sherm software modules following...

Date of Issue: 14 October 2013 Sherm Software Product Overview Reviewed: 7 February 2014 Version No. 1.4 of 24

Table of Contents

1. Overview ............................................................................................................................ 3

1.1. Design Framework ............................................................................................................. 3

1.2. Software Specifications and Technology ........................................................................... 3

1.3. Industry Users .................................................................................................................... 4

1.4. Example of Current Clients ................................................................................................ 4

2. Sherm Software Modules .................................................................................................. 5

2.1. Home - Dashboard ............................................................................................................. 5

2.2. People Management .......................................................................................................... 6

2.3. Documentation Module ..................................................................................................... 9

2.4. Manage Risk Module ....................................................................................................... 12

2.5. Planning Module .............................................................................................................. 16

2.6. Audit Module ................................................................................................................... 18

2.7. Registers ........................................................................................................................... 20

2.8. Training Module ............................................................................................................... 22

2.9. Reports Module ............................................................................................................... 23

3. Mobile Phone App ........................................................................................................... 24


1. Overview

Sherm (Safety, Health, Employee Risk Management) Software has been specifically designed

as a web-based application management system tool to assist business across all industries to

manage their risk and compliance requirements, improve communications, assign responsibility

and accountability, tracking, performance management, training standards and records

management, just to name a few.

Sherm incorporates flexible reporting capabilities inclusive of automated workflows, notifications

and reminders. Each user has a Dashboard that provides a listing of messages as sent to them

through Sherm and provides a snapshot of the previous 12 months of incidents, hazards and

issues. Sherm is a fully scalable and flexible application designed to address the clients’ needs.

Our Mobile Phone App is provided as an addition for both IOS and Android devices, which are

available for download from both the Apple Store and Google Play stores.

Sherm has been designed and developed based on the industry experience of the Director,

Caroline Kingston, (CPMSIA) to support business operators of all sizes. Improvements within

Sherm have predominately come from both clients and colleagues and as a client of Sherm you

are encouraged to provide your feedback to assist with further improvements to our technology.

1.1. Design Framework

The design framework of Sherm Software is based on functional elements of:

AS/NZ 4801 Occupational Health and Safety Management

AS/NZS ISO 14001 Environmental Management Systems

AS/NZS ISO 9000 Quality Management

AS/NZS ISO 31000 Risk Management

AS 1885.1 Workplace Injury and Disease Recording

At Safety for Life Pty Ltd we recognise the use of paper-based processes as time consuming,

increases efforts for data analysis and can create a bottleneck in sign-offs. It can also hinder

communications and process improvements and it’s known that the tracking of responsibilities

and accountabilities can be overlooked or sometime even lost. So with these considerations in

mind for business operators, Sherm provides a secure service via the clients preferred web

browser with no extra capital or infrastructure and is a complete management system solution.

We manage the IT while the client enjoys the benefits of our solution.

1.2. Software Specifications and Technology

Sherm is a web-based application provided as Software as a Service.

Sherm operates on the following browsers:

• Internet Explorer (IE) 8.0+;

• Chrome 4.0+

• Firefox,

• Mozilla and

• Safari


Operating systems include Windows 2003, Windows XP or later.

Sherm is an application that is developed on JAVA technology and therefore it is the clients’

responsibility to ensure JAVA upgrades are maintained on their Operating Systems.

Database used is My SQL with Spring Security.

Sherm integrates with Microsoft applications. Functions within the application include the ability

to email to mail client i.e. Outlook as well as saving calendar dates in Outlook.

Sherm enables the upload of various file types throughout the Application to a size of 4MB with

the exclusion of the Training Master whereby documents of 250MB can be uploaded.

1.3. Industry Users

Currently the industry groups using Sherm Software include:

- Civil construction

- Geotechnical

- Communications and network providers

- Transport and Logistics

- Property Developers

- Quarrying

- Professional Services

- Education

- Maritime

- Manufacturing

1.4. Example of Current Clients

2. Sherm Software Modules

Following is a snapshot of each of the modules and a brief explanation of the functionalities within.

To obtain a more thorough understanding of the workings of the software, a demonstration can

be organised at a mutually convenient time.

2.1. Home - Dashboard

A Dashboard is available for all users within the system. It provides an up to date view of the

Hazards, Incidents and Issues Types reported in the previous 12-month period. Quicklinks are

provided to go straight to the reporting page for Hazards, Incidents and Issues.

Messages from the system are displayed in Dashboard Messages for the user when they login to

Sherm. Messages from the system are also sent to the users registered email. Each User can

update My Profile in the top right hand corner enabling them to keep their personal details and

emergency contact details. Furthermore, users can update their Password and log Tech Support

ticket.


2.2. People Management

Manage User Roles

Sherm provides the flexibility for the System Administrator to set the access rights and

permissions. The Help button on the top right hand side provides you with our

recommendations for set up.

Help buttons are provided throughout the system to for support and help whilst using Sherm. If

you don’t get the information you require from Help, then contact

[email protected]

People Module

The module for managing employees has various functions.

Once employees are registered into the system, Sherm will send a notification email with their

login and password. Each employee has their unique login to the system and has access to

various modules based upon the given User Role.

Manage Employees provides the following functionalities:

- Licence and certificate management (notifications provided to the persons manager prior

to expiration).

- Training undergone (links to the Training Master during setup so that the Training Register

is kept current with up to date training, then all you have to do is schedule).

- Qualification details (know what expertise and skills is within your business that you draw

upon).

- Health information (enable high security levels as assigned in User Roles to ensure

privacy and confidentiality).

Sherm further provides you with the ability to upload documentation relevant to individual

employees, such as records, notices, correspondence and other documentation. You also have

the functionality to print your employee details.

mailto:[email protected]


Various search functions are provided to enable ease of search for an employee, employee type,

position and status.

You can also Add Others to enable the inclusion of contractors, vendors, suppliers to access

your Sherm Subscription.

Manage Employees

Site Master

Set up multiple sites. There are no limitations on the number of sites that you may register. If a

site is closed down or moved you can edit the details or simply make the site inactive.


Department Master

Set up multiple departments. Features such as editing and making a department inactive comes

completely under your System Administrators control, or to those who have been assigned the

access rights to this part of the module.

Employment Type Masters

Set up multiple employment types that suit your organisational structure. The functions provide

for editing and making particular employment types inactive if and when required.


Manage Positions

Set up multiple position types.

Note: Search Filters

Throughout each page of Sherm, search filters have been provided that provide quick access to

the information that you require. Simply press Go when you have put in the search information

then clear to revert to the listing page.

2.3. Documentation Module

The documentation module enables you to:

- Set up your own Categories. However a substantial list of categories has been provided

for your use. You can make any of these categories inactive, define the parameters of

categories for use and add other Categories, as required.

- Upload your company documentation to the Document Register. In which, the review

and approve process is undertaken.

- Access Approved Documentation. The System Administrator has access to all previous

versions of documents.

The documentation module also has a list of Document Templates that clients can use to modify

to suit their own operational requirements.

Documentation when uploaded to the Document Register is version controlled and you select

the timeframe for review. Prior to documentation being available in Approved Documents, the

document must firstly go through the review and approve process. As such, Document


Handlers (see next section) must firstly be selected to contribute to document development,

and/or review and approve documents that are developed within the system.

Document Owners have overall responsibility for the management of documents. The System

Administrator can over-ride and or reassign documents.

Sherm provides you with a range of Document Templates that can be utilised in the development

of your management system. You are free to download these documents and edit them to suit

your business requirements.

Document Templates

Document Register


Document Handlers

Select the persons to authorise contribution to document development, this includes: uploading

into the Document Register, Reviewers to scrutinise and provide comments and the Approvers

for final approval or rejection of documents for your management system.


2.4. Manage Risk Module

Hazard Risk Management

This is a snapshot of the manage risk module. All users can Add Hazard to the system,

notifications are provided to those pre-set in the system. The person who the hazard is reported

to is responsible for undertaking risk assessment and assigning corrective actions. Viewers can

be assigned so that they can track the progress of the risk assessment process and corrective

actions.

The following functionality is provided for:

- Attach documents / upload photos etc.

- Inherent risk and residual risk assessment

- Corrective Actions Management

- Ability to make comments through out the process and

- Printing out the hazard reports

- Adding Additional Comments to Corrective Actions

- Searching specifically on a Hazard through HAZID number, Site and Hazard Type


Incident Management

All users can input the following details into the Incident Management section of Sherm Software.

Various incidents types are included so as to not restrict the system specifically to the general

WHS incidents.

Incident Management has notifications provided to assigned people as set up within the system

under User Management > Assign Notification. The Incident Management incorporates risk

assessment, corrective actions management, a comprehensive Incident Investigation component

along with ability make comments, upload records, attach witness statements, determine root

causes and printing out of the Incident Report.

Workplace Inspections

Manage all your workplace inspections through this module and track their completion through

the listing page (as shown).

The assigned responsible person is provided with a notification one week prior to the due date.

Inspections can be set up to be automatically rescheduled depending of the frequency in which

they are required. Other features include:

- Ability to upload documents to support inspection e.g. photographs

- Responsible person can request an extension date which is to be approved or rejected by

the assigner

- Inspection comments are recorded throughout the process

- Corrective actions are assigned and clearly traceable

- Ability to download documents


Injury Management

Comprehensive Injury Management is provided, which is aligned with the Incident Management

Module. Therefore any incidents that report an injury will be recorded in this section. Due to

privacy around Injury Management and Rehabilitation, during the configuration of the system only

those assigned persons with relevant responsibilities will be able to access this section.

Within Injury Management all injuries are recorded in the Manage Injury Register listing page, the

following functions are provided:

- Add medical information, including information about treating professionals, medical

certificates and the ability to upload relevant documents

- Case Management notes, which include a record of the date and time of all entries made

- Multiple Rehabilitation Plans can be developed and printed from within the system

- Claim details can be recorded from your insurers and a tracking of the costs included

- Multiple Medical Reviews can be undertaken, for those long duration claims


2.5. Planning Module

Safety Performance

Sherm Software will automatically register and calculate your safety performance targets. These

are based on the present indicators built into this module, which draws the information from the

linked databases within. Through the Manage Employee section, the client is able to input the

hours worked each month to enable the LTIFR to be calculated. It also draws from the Injury

Management module where days lost are recorded. Safety targets for a 12-month duration are

entered into Safety Performance; from this Sherm maintains an up-to-date account of actions

and activities in conjunction with the data inputted into the system. As a result the information is

readily on hand for viewing.

Meetings

Manage and schedule all your meetings. The system will send an invitation to selected attendees

and upon acceptance will put the invitation into the users Calendar. An ICal is sent to the user

and a reminder message will be displayed in the Users Dashboard.

Features for meetings include:

- Ability to edit/reschedule

- Manage attendees

- Cancel the meeting

- Mark off attendees (registers in safety performance)

- Attach minutes

- Set action times

- Accept/reject meeting

- Print out of meeting schedule at agenda that is included when setting up the meeting.


2.6. Audit Module

Within the Audit Module the client can set up various audits and schedule them for completion.

The person responsible for the undertaking of the audit can also allocate / assign a person to

undertake an element of the audit.

Features within the Audit module include:

- Ability to schedule audits

- View audit scores and print out reports that provides the details of the assigned auditor

and their qualifications

- Persons assigned to undertake audit and enter results

- Ability to cancel the audit schedule.

The client is then able to print out results that are displayed in a graph for each element of the

audit.


2.7. Registers

The following registers are provided for and perform the following functions:

- Plant: Enter details for all items of plant; including the attachment of manufacturers

manual, undertaking of risk assessment, a link to safe work procedure from Approved

Documents, assigning items of plant to a person, attachment of multiple files e.g.

maintenance reports, servicing or photographs, technical documents etc., exporting of

plant register to PDF and download relevant attached records.

- Chemicals: Enter details of all chemicals for sites and the locations of storage; including

quantities, risk assessment, uploading of material safety data sheet, downloading of

relevant documents and exporting of Chemical Register to PDF.


- Manual Tasks: Enter details of hazardous manual tasks, risk assessments, uploading of

documents, links to approved safe work procedures and downloading documents.

- Contractors: Enter details of contractors and classify contractors as major, minor,

principal, supplier/vendor or other. Maintain details of contractor licences and insurances,

their expiration dates and limits of liability. Upload contractor documentation WHS

Management Plan, Site Safety Plan, SWMS and maintain records for Contractor

Evaluation, Contractor Monitoring, Contractor Verification and Print out details of each

individual contractor. As a reminder, Notifications are sent by the system to the

contractors registered email when insurances are about to expire for them to send updated

copies.


2.8. Training Module

The training module is comprehensive in that it enables the clients to determine and set up their

own categories of training. This includes the development of the training master of the types of

training to be undertaken and developing the Competency Assessment Test (CAT), which

attaches to Trainings through Manage Training. Furthermore the clients can Schedule CAT

independently of any training.

The Training Needs Analysis is located within the Employee Management Section of Position

Management, where each position is assigned training that is required.

The Training Register maintains all records and a Training Calendar is utilised when training is

scheduled.

The Users can view My Training and My CAT to see what has been assigned for them to

complete.

Users are notified of training by a system generated email which is also recorded in the

Dashboard.


2.9. Reports Module

Sherm Reports are readily accessible through the Reports tab module. There are 14 different

reports that can be extracted quickly and efficiently from Sherm Software. It’s just a matter of

selecting the timeframe for the report.

The various reports are provided for:

- Users

- Licences and Certificates

- Document Review/Approval Reports

- Hazards

- Incidents

- Issues

- Corrective Actions

- Workplace Inspections

- Injury Reports: Injury Types, Agency of Injury, Body Location, Mechanism of Injury, Nature

of Injury

- Investigations

- Contractor Register

- Scheduled Training Report

- Individual Training Report

- Competency Reports

- Training Needs Analysis Report


3. Mobile Phone App

The Mobile Phone App is a mini application that feeds into the main application. It’s used predominately for reporting Incidents and Hazards, accessing company Documentation and provides the ability for Users to maintain their personal profile and emergency contact details.

Mobile phone App is available for clients and their workers from either ITunes or Google Play.

Please contact Graeme Cleary, Director – Completions Pty Ltd for further

information 02 – 80074730 or email [email protected]

https://itunes.apple.com/au/app/sherm/id805536486?mt=8

https://itunes.apple.com/au/app/sherm/id805536486?mt=8

https://play.google.com/store/apps/details?id=com.sherm