Workstation (DSE) AssessmentAssessor Guide 1 - creating new assessments

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The Workstation Assessment (DSE)module allows organisations of all sizes tomanage employee workstation hazardsand risks.

There are two roles in this process:• The DSE Assessor• The DSE User

This tutorial focuses on the roles of theDSE Assessor, which include creatingand reviewing the DSE assessments.

The process starts with the WorkstationAssessor who creates an Assessment forthe User.

First of all, the Assessor will need to loginto OSHENS and enter the WorkstationAssessments module.

Introduction

Assessor

The Assessor MUST have anOSHENS login.Enter the login details hereand log into OSHENs.

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The first page that you enter isthe search page.

There are various filters youcan use to narrow the searchfor the desired Assessments.

Once you are happy with theselection, click ‘Search’ tosubmit the search criteria andyou will be taken to theSearch Results page with theAssessments that fit yourcriteria.

Search

Click here torun your search.

Assessor

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To create a new Assessment, click on the ‘Create New’ tab.

There are two pieces of information required here:• The User requiring the assessment• The part of the Organisation they belong to.

You are able to select the Person involved from the system by clickingon ‘Find Person’, which opens a pop-up that allows you to select therequired Person.

Create New User Assessment

Assessor

Once you are happy with thesetup, click ‘Create’ to createthe Workstation Assessment.

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Once the Assessment has beencreated you are taken to theScope page.

This page displays backgrounddetails relating to theAssessment.

On creation, most fields areblank as they will be filled in bythe User when they completetheir Self Assessment.

Scope

Assessor Summary information of the DSE Assessmentcan be found by clicking ‘Show Summary’.

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At the same time the assessment iscreated, an email notification issent to the User to inform them ofthe need to complete anassessment.

User Contacted

Assessor

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When the User has completed theirSelf Assessment, the system willsend out an email notification to theAssessor advising them of this.

If there were no issues raised by theUser, the system will also email theperson’s Manager and notify themthat the assessment has beencompleted and validated.

If issues were raised by the User, thesystem will alert the Assessor to this.

Assessment Review

Assessor

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The Assessor will now need to loginto OSHENS and access the DSEModule to locate the relevantAssessment.

Assessment Review

Assessor

Click on the reference number toenter the relevant WorkstationAssessment.

The Assessor can use the search function to check on the progress of eachassessment and the validity period (completed assessments).

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The Assessor accesses theassessment once again but this timethe User will have completed allrequested information.

Assessment Review

Assessor

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The Assessor can review thecompleted User Checklist.

Any answers indicating an issue orproblem are flagged by the systemas requiring further Assessorinvestigation.

User Checklist

Assessor

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The Assessor can use the spaceprovided to comment on the issue andany relevant investigation findings.

When issues have been resolved, theAssessor can click on the Resolvebutton to mark them complete. Allissues have to be resolved before theAssessment is deemed complete.

Issue Resolution

Assessor

Click here to mark the issue as resolved ifno formal additional action is required.

OSHENS Action can becreated if required.

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During the self assessmentprocess, the user will havebeen invited to make specificadditional notes and commentsshould they have concernsthey wish to voice. These willbe displayed in the User Notesarea.

User’s Notes

Assessor

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The Assessor is also able to leavecomments and notes in relation tothe Assessment in the AssessorNotes section.

Assessor Comments

Assessor

Assessor’s notes go inhere.

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Relevant supporting files anddocuments can be uploaded tothe Assessment in theAttachments section.

Clicking on the ‘Add File’ buttonwill allow you to describe thefile you are uploading andattach the file. Click ‘Save’ tocomplete the action.

Attachments

Assessor

Click here to attachyour file.

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Once the Assessment is completeand all actions have been identified,the Assessment can be signed off.

This is done by deciding on thevalidation times: when it will be validfrom and when it will be valid to.

Finally, click on ‘Sign Off’ to completethe Assessment.

An email is sent to the DSE User toconfirm that the Assessment isvalidated and invites the User to viewthe completed Assessment if theywish to. A PDF of the validatedAssessment is also sent with theemail.

Assessment Sign Off

Assessor

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Upon signoff, an email is alsosent to the User’s Manager asidentified by them during the selfassessment process.

A PDF copy of the validatedAssessment is also sent withthe email asking them to ensurethat all the recommendationsare implemented.

Manager Notification

Assessor

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A history of the entire assessmentprocess is contained within theHistory tab.

There are three parts to the History:

Assessment history• The activities that have been

carried out (e.g. completed tutorial)

Version history• Access to copies of all versions of

the Assessments that have beeninitiated, completed and validated.

Email history• A history of all emails sent and the

recipients of them.

History

Assessor

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The End

Thank you for your attention