Incident and event management

In PeopleTray, Safety reports are configured as workflows, including:

  • Incident reports
  • Hazard reports
  • Safety meetings
  • Site inspections
  • Pre Starts
  • Take 5’s

Workflows are configured by System Administrators in Settings.

The Workflow Type determines the name of the button to initiate an incident report, inspection or prestart. See image below – ‘Name’ field. The button is displayed in the left menu Submit New… The Submit New… button for any workflow can be assigned to specific workgroups if required. Otherwise it is available to all users.

The Workflow Type also determines the name of the button for viewing the submitted items. See image below – ‘Menu Name’ field. This button is displayed on the left menu in the module that is nominated in the Workflow Type setting. For example you may wish to assign the button for viewing incoming incident reports and safety meetings to the SHETray module. By doing so, only the Safety coordinators assigned to SHETray can view and manage the incoming incident reports.

SHETray Home Page

The main body of the SHETray Home Page includes the same quick links (at the top) for the user as are displayed on the TeamTray home page. This provides single click access to the users Actions and Workflow tasks.

Below the quick links is a table that displays up to 10 of the most recent SHETray Workflows that have been initiated. The orange View all Workflows button at the top right of the grid opens a full page view of the SHETray workflows with additional filters.

Below the grid, a chart showing the total number of Actions that are associated with SHETray workflow, broken into assigned, due and overdue. (Closed actions are not included).

To the right of the Actions chart is a pie chart with the number of open SHETray Workflow of different types.

SHETray Dashboard

The SHETray Dashboard currently displays two charts:

  1. Actions for each Workgroup, including Assigned, Due and Overdue in the form of Bar Chart. IMAGE
  2. Breakdown based on the Cause tree hierarchy. The pie chart provides drill through to the underlying data includes the list of Workflows with links to open the Workflows.

Event Reports

The Event Report workflow class is provided as the Report Details template for Incident and Hazard reporting. It is displayed and completed by users submitting new incident reports, or when reporting hazards and other safety issues. Once the report is submitted, the details are always displayed on the first tab of the workflow as shown in the following image.

View the guide to SHETray Setup for details of the configuration of the default Event Workflow.

Note that, according to the default setting for Event Types (which you can modify) the Injury Event type has sub-types as follows:

Let’s work through each of the available tabs.

Documents Tab

The Documents tab following the same consistent model applied through PeopleTray. Simply select Add Document, then attach or add a link to the document.

Event Documents Tab
Comments Tab

The comments tab allows general communication of issues and a record of notes from participants.

Event Comments Tab
Actions Tab

PeopleTray follows a consistent Actions model throughout. The Actions tab allows correction actions to be assigned and tracked. Actionees are notified by email when actions are assigned (subject to notification settings on Person Profiles). A further email notice is sent each day once an action is overdue.

Assigned actions are also displayed on home page of each person’s PeopleTray home page.

The SHETray home page displays a snap shot of the status of Safety actions. A breakdown of the actions by Workgroup is displayed on the SHETray dashboard (Menu > Dashboard):

Assess Tab

The Assess tab allows the Event to be risk assessed including the actual consequences of the current, and the likelihood and potential consequence of a similar event in the future.

Standard Assess settings are provided by default but can be modified by System Administrators via settings. See SHETray Setup guide.

Causes Tab

The Cause tab allow the Causes to be captured, providing for the reporting and analysis of Causes. Comments entered for selected Causes are included in the Printed Event report.

Standard Cause settings are provided by default but can be modified by System Administrators via settings. See SHETray Setup guide.

An analysis of Causes is provided via a Pie Chart on the SHETray Dashboard, which includes drill through to the list of events included in each category.

Event Printed Report

You can download an Event Report in .PDF or MS Word format at any time by Clicking the Printed Report button on the top right.

Download Event Printed Report Example

Event Transition History and Progress

Click the Transition History and Progress buttons on the top right to view history and progress through the available workflow steps.

Well done completing the guide to Using SHETray. Next we’ll review the Guide to Accessing SHETray.

Guide to Accessing SHETray