Embracing the Workday Safety Incident Reporting Worklet Exploring

Embracing the Workday Safety Incident Reporting Worklet Exploring the safety reporting worklet in Workday and how it can be utilized for your institution/agency Allyson K. Martinez, Ph. D. Health & Safety Manager System Risk Management

Overview • Reporting an incident – Expectations – Demonstration • Feedback – – Incident types Nature of Injury/Illness Source of Injury Body Part Code/Side • Managing Reports – Editing reports demonstration – Genearting reports demonstration • Implementation/Outreach 2

Safety Worklet 3

Report Incident • Any employee can report a safety incident through Workday • Reports should be reported for injuries/incidents involving employees, students, and visitors – Note: Students and visitors cannot report incident; therefore appropriate employee must report incident 4

Workday Safety Incident Report: • can (and should) replace institution/agency specific “paper” incident report forms • cannot replace – DWC Form-001 (Employer’s First Report of Injury or Illness) – stay tuned for possible link with Origami – Texas DSHS Contaminated Sharps Injury Reporting Form – APHIS/CDC Form 4 (Select Agents and Toxins) – NIH Biosafety and Recombinant DNA reporting – IBC- and/or AUP-required reporting – Maintenance request 5

Types of Incidents that must be reported: • Hazardous conditions • Employee Injuries – Occupational injuries (those that occurred during scope of work) – Injury that occurred due to hazardous condition (ex: tripping over loose stone (hazardous condition) and falling and scrapping knee (injury)) • Feedback: 1 incident report or 2? – Vehicle accident that occurred during scope of job duties • Feedback: If vehicle accident caused injuries, 1 incident report or 2? • Student Injuries – Injury that occurred during scope of educational activities/course work (lab accident, mishap with power tool/equipment) – Injury that occurred due to hazardous condition • Visitor Injuries – Injury that occurred due to hazardous condition 6

Injuries that do not need to be reported: • Personal health conditions (seizure, heart attack, fainting, stroke) • Accidents that are really just accidents (not occupational, not during scope of educational activities, not due to hazardous conditions) – Stepping off curb wrong and twisting ankle – Slamming your fingers in a door – Wrecking bike to avoid squirrel that ran in front of you 7

Reporting an Incident - Demonstration https: //impl. workday. com/tamus/d/home. htmld 8

Feedback: Incident Types • Incident types are not comprehensive – Current: Bodily Injury, Hazardous Condition, Near Miss, Vehicle Accident • Challenge: – List should be precise yet concise – Question: How would you report a potential biological exposure? • Suggestions? 9

Feedback: Nature of Injury/Illness • • • • Blister Crushing Injury Abrasion/Scrapes Burn Chest Pain Cut/Laceration No Injury/Undetermined Multiple Injuries Hearing Difficulty Puncture Swelling Broken Bone Dental Injury Nausea/Vomiting Vision Difficulty Amputation • • • Crushing injury Abrasion/Scrapes Burn Cut/Laceration No Injury/Undetermined Multiple Injuries Puncture Swelling Broken Bone Dental Injury Amputation ? s r e h t O 10

Feedback: Source of Injury • • • • Repetitive Trauma Auto Accident Slip/Fall Workplace Violence Strain in pushing Strain in lifting Strain in pulling Struck by moving vehicle Collision Struck by moving object Animal Contact Biosafety Bloodborne Pathogens Exposure • • Repetitive Trauma Auto accident Slip/Fall Workplace Violence • Strain • Collision ? s r e h t O Equipment? • Animal/Insect • Potential/Known Biological Exposure • Potential/Known Chemical Exposure • Sharps Injury 11

Feedback: Body Part Code/Side • • • Abdomen Ankle – Left Ankle- Right Ankles – Both Arm – Left Arm – Right Arms – Both Buttocks Chest Chin Ear – Left Ear – Right • • • Ears – Both Elbow – Left Elbow – Right Elbows – Both Eye – Left Eye – Right Eye – Both Face Feet – Both Foot – Left Foot – Right Forehead • • • Hand – Left Hand – Right Hand – Both Knee – Left Knee – Right Knee – Both Lower leg – Left Lower leg - Right Lower legs – Both Neck None – No Body Part Nose • • • Shoulder – Left Shoulder – Right Shoulders – Both Throat Total Body Upper Leg – Left Upper Leg – Right Upper Legs – Both Wrist – Left Wrist – Right Wrists - Both 12

Body Part Code/Side – Suggested List • • • Abdomen Ankle(s) Arm(s) Buttocks Chest Ear(s) Elbow(s) Eye(s) Face Foot/Feet Hand(s) • • • Head Knee(s) Neck None – No Body Part Nose Shoulder(s) Throat Total Body Wrist(s) Deleted: • Chin • Forehead • Lower Leg • Upper Leg ? s t h g u o ? Th s n o i t s e g g u S 13

Advantages of online reporting • Increase incident reporting • Allows creating and updating incident report • Track report progress and ensure appropriate action taken • Campus/agency community can report things that may otherwise go unnoticed – Fix hazardous conditions before injuries occur • Find trends – Justify resources – Implement and/or revise safety policies 14

Managing reports • Safety Partners receive reports and are tasked with managing and overseeing the response – Recommend 2 Safety Partners – Review incident report • Does it require action? Priority? Input/involvement from other departments? • Completeness and Correctness • Supporting documentation – Track progress/response • Change status: New In Progress Closed 15

Editing Incident - Demonstration https: //impl. workday. com/tamus/d/home. htmld 16

Editing Incident - Demonstration Click ‘Actions’ 17

Generating Reports - Demonstration Safety Incident Drill-Down 18

Generating Reports - Demonstration Safety Incident Involved Parties by Location 19

Safety Incident Involved Party by Location Safety Incident Type Date of injury or onset Involved Party Name 10/5/2018 14: 00 John Jacob Jingleheimer Schmitt Employee Name Job Title Where the event occurred Describe injury / illness, body part, and object / substance SO 3200 MOORECONNALLY BUILDING - SO College Station SO CASE-10410 | New | Bodily Injury 10/05/2018 | College Station SO SO 3205 TEXAS A&M SYSTEM AGENCY OFFICE BUILDING - SO College Station SO CASE-10413 | New | Bodily Injury 10/30/2018 | College Station SO SO 3200 MOORECONNALLY BUILDING - SO College Station SO CASE-10409 | Pending Investigation | 10/05/2018 | College Station SO Hazardous Condition 10/5/2018 14: 00 John Jacob Jingleheimer Schmitt Broken Bone Nose by bucket/bench SO SO OTHER - College Station SO CASE-10414 | Pending Investigation | 09/18/2018 | College Station SO Vehicle Accident 9/18/2018 20: 00 Allyson Martinez Multiple Injuries Face SO SO OTHER - College Station SO CASE-10415 | Pending Investigation | 09/18/2018 | College Station SO Bodily Injury 9/18/2018 20: 00 Allyson Martinez Multiple Injuries Face 10/30/2018 16: 00 Allyson Martinez Party died? Injury or illness type Broken Bone Nose by Bucket/Bench Vision Difficulty Eyes - Both by Ceiling tile 20

Report: Updates • Closed Incidents • Institutions/Agencies with locations in multiple cities 21

Outreach & Policy, Plan, Program Updates • Inform campus/agency community about Workday Safety Incident Reporting • Update: – Websites • Risk Management, EH&S – Policies, plans and programs • Chemical Hygiene Plan, Hazard Communication Program, Bloodborne Pathogen Exposure Control Plan, Laboratory Safety Training 22

Summary • Workday Safety Incident Reports must be used to report safety incidents – – Will modify existing and develop new handouts Outreach and modification of plans/programs/policies Need help? Call or email me. Additional suggestions? Call or email me. • Safety partners are tasked with managing the reports • Please continue to send me Safety Incident Location updates 23

Questions? 24