TITLE:

ES&H Manual

 

DOCUMENT ID:

3700 Appendix T2

Safety Observation Report Procedure

 

 

1.0          Accessing Safety Observation Reports

 

Step 1:          From the Jefferson Lab Home Page

 

Step 2:          Click on Environment, Safety, Health & Quality – under “JLab at Work” on the left column of the page.

 

Step 3:          Click on Safety Observation – under “Links”

·       You will be directed to a list of your observations within “Safety Observations.”)

 

2.0          Recording a Safety Observation

 

Step 1:          Click on Add New Observation Report

·       You will be directed to a page that identifies you as the person entering the report and allows you to edit the “Report Date.”

 

Step 2:          Report Date – is the date which the report data is being entered. 

·       The form defaults to the today’s date. 

·       If you need to change it, click on the calendar icon, then on the date desired.

 

Step 3:          Click on Add Observation Report

·       You will be taken to a page in which data from the observation is entered.

 

NOTE:  If at any time you wish to return to the main menu without saving your entry, use your browser back button to exit.

 

3.0          Completing the Safety Observation Report

 

Step 1:          Report ID: 

·       The form auto-generates a unique Report ID Number.

o   Each observation, entered under this Safety Observation Report ID, will have this same number and be distinguished by an appended sequence number (e.g., 634-1 for the first observation, 634-2 for the second, etc.)

 

Step 2:          Observers: 

·       Name:

o   The form defaults to the person entering the observations and his/her organization.

§  If the person entering the data did not participate in the observation activities, use the pull-down menu to select the name of the observer who did. 

§  You may add up to two additional names of observers who participated in the activity.

 

Step 3:          Organization: 

·       Typically use “Use Observer Default.”  (When the form is saved it will default to the named observer’s organization.)

o   If an observer performed the activities for an organization other than his own: use the pull-down menu to select the qualifying organization.  

o   If an observer is not represented in the list of qualifying organizations: choose “OTHER” under “Organization” and add the name and organization in the “Notes” section below.

 

Step 4:          Location: 

·       Use the pull-down menu to select the specific location at which the observation was conducted.

o   If you choose “OTHER” or “R&G – Roads and Grounds” as the location: enter a description of the location in the “Notes” section below.

 

Step 5:          Observation Date/Time:

·       Use the calendar icon to select the date which observation activities were actually performed.

·       Use the pull-down menu to select the closest appropriate time.

 

Step 6:          Duration (in minutes):

·       Enter the duration of the observation in minutes.  (E.g. If two observers together conducted a single 20 minute observation, enter 20 minutes, not 40 minutes.)

 

Step 7:          # of people engaged in conversation: 

·       Enter the number of people with whom the observer(s) talked.  (The number does not include the observers.)

o   If any of the people with whom the observer(s) talked is a subcontractor, “click” the radio button: “Subcontractors? ¤ Yes.”  (The form defaults to “No.” so no action is required if no subcontractors were involved)

 

Step 8:          Notes: 

·       Add any Names, Organizations, or Locations if you chose “OTHER” or “R&G – Roads and Grounds” above.

·       Describe the safe and unsafe acts observed or otherwise identified during the observation.  Focus principally on behavior rather than conditions.

·       Use generic terms to identify worker(s) observed. 

 

Step 9:          Category: 

 

IF

THEN

AND THEN

All Safe

·     Leave the checkmark in the “All Safe” box.

·     Go to Save the Safety Observation below.

 

Unsafe Acts were Observed

·     Click the “All Safe” box to remove the checkmark. 

·     Pull down menus and blank boxes will auto-appear so you can input data.

·        Identify the “Category” for each unsafe act observed*. (See Note: 1. below)

·        Use the pull down menu to enter the Risk Code[1] for the act.  (Typically, the Risk Code will be 0, 1, or 2.  Risk Codes of 3 or 4 require a “suspend” or “stop” work intervention (See ES&H Manual Chapter 3330 Stop Work and Re-Start for Safety Program) which would terminate the Safety Observation.) 

·        Use the key pad to enter the “# Observed Events*” (See Note: 2. below)

*Note:

1.      A single Safety Observation may result in multiple category entries.  (E.g. an observation could reveal a failure to use proper PPE for hands and the use of an inappropriate tool.  This would result in entries under two categories: Personal Protective Equipment – Arms and Hands, and Tools and Equipment – Right for the job.)

2.      “# Observed Events” refers to the number of unsafe acts observed.  (E.g. If two people are doing a job and neither has the required personal protective equipment (PPE), then the “# Observed Events” is two.) 

 

What will happened:

 

Each identified “Category” determined to be “Unsafe” will auto-generate a corresponding Corrective Action Tracking System (CATS) entry. 

 

1.        The CATS entry’s Significance Level will equal the Safety Observation’s Risk Code. 

2.        The CATS entry’s “Report Link” will auto-link to the corresponding Safety Observation. 

3.        The CATS entry will be closed immediately by ESH&Q staff if denoted within the Safety Observation’s "Recommended Follow-up” and “Follow-Up Response” entries. 

 

(See the Issues and Action Management Procedure for additional information about CATS entries.) 

 

Step 10:       Risk Code:

·       Select overall risk code for observation event. 

 

Step 11:       Recommended Follow-Up: 

·       Check the boxes of all those who need to follow up on this observation.  They will automatically be notified.  (An “All-Safe” observation does not require follow-up.)

 

Step 12:       Follow-up Response:  

·       This is entered by the ESH&Q Safety Observation Response Coordinator after consultation with the supervisor and/or safety warden as applicable.

 

4.0          Save the Safety Observation Report

 

IF

THEN

You have another observation

Click “Save, add another observation.”*

 

You are finished entering data

Click “Save, Back to Main”*

*Buttons are located at the top and bottom of the Report page.

 

5.0          Edit a Safety Observation Report

 

Step 1:          Access the Safety Observation Reports (see 1.0 Accessing the Safety Observation Reports above).

 

Step 2:          Find the Safety Observation you wish to edit within the list provided. 

·       If an observation can be edited “(Edit)” will appear next to it.  Click this option and you will be taken to a page on which the previously entered details of the observation are displayed.

o   Scroll through the page and make any changes necessary.

 

NOTE: If it was not possible to enter risk codes during entry of the observation, this step is used for adding of the missing risk codes.

 

NOTE:  If at any time you wish to return to the main menu without saving your entry, use your browser back button to exit.

 

Step 3:          Save the new data and enter another observation click “Save, Add another observation” at the top or bottom of the page.

 

Step 4:          Save the new data without entering another observation click “Save, Back to Main” at the top or bottom of the page.

 

6.0          Reviewing a Safety Observation Report

 

Step 1:          Access the Safety Observation Reports (see 1.0 Accessing the Safety Observation Reports above).

 

Step 2:          Click “Reports” under “Menu Items” on the left column of the page.  You will be taken to the “Summary: Statistics based on Observations.” 

·       To change the date range: enter the desired dates in the “Start date” and “End date” boxes and clicking “Submit.”

 

Step 3:             To view other reports: go to the bottom of the page and click on the desired report title:

·       Observations by location

·       Observations by organization (all levels)

·       Observations by observer

·       Unsafe acts per category

·       Observations with subcontractors

 

NOTE:  To change the date range for data in any of these reports enter the new dates in the Start date and End date boxes within the report and click Submit.

 

Step 4:             To return to the Safety Observation main menu from any report click “Main – Safety Observations” under “Menu Items” on the left column of the page.

 

7.0          Printing a Blank Safety Observation Form

 

Step 1:             Access the Safety Observation Reports (see 1.0 Accessing the Safety Observation Reports above).

 

Step 2:             Click Safety Observation Form under “Menu Items” on the left column of the page.

·       This will take you to a blank form.

 

Step 3:             Click the print icon to print the form.

 

Step 4:             Use the back arrow to return to the Safety Observation main menu.

 

8.0          References

 

ISMS Program Description

ES&H Manual Chapter 3700 Safety Observation Program

ES&H Manual Chapter 3700 Appendix T1 Safety Observation Procedure

 

9.0          Revision Summary

 

Revision 0.3 – 08/24/11 – Updated to inform reporter that a CATS entry will be automatically generated if an unsafe observation is reported.

Revision 0.2 – 08/18/11

·       Removed Section 4 and clarified language for observation data entry into a Safety Observation Report: renumbered Sections 3-9

·       Added section describing the generation of CATS entries associated with non-All Safe entries

·       Added instructions for “overall risk code” entry.

Revision 0.1 – 05/25/10

·       Update to clarify process steps and reflect current laboratory operations.

·       Removed the requirement for “overall risk code” determination.

 

 

 

ISSUING AUTHORITY

TECHNICAL

POINT-OF-CONTACT

APPROVAL DATE

EXPIRATION DATE

REV.

 

 

ESH&Q Division

Bob May

08/24/11

08/24/14

0.3

 

This document is controlled as an on line file.  It may be printed but the print copy is not a controlled document.  It is the user’s responsibility to ensure that the document is the same revision as the current on line file.  This copy was printed on 8/24/2011.


[1] NOTE: Currently, some computers do not allow the entry of risk codes.  In this case complete the observation report without risk codes.  The observation must be edited later (see Section 4.0 Editing Safety Observations below).