1 NUI Galway Health and Safety Office PEMAC Care (Safety IT System) – Risk Assessments for Users #1 Introduction

2 NUI Galway Health and Safety Office Contents Objectives3 Risk Assessments - Introduction NUI Galway Terminology -Templates - Logging into PEMAC Care

The Safety IT System - Primary Objectives Efficiently complete the required safety statements/risk assessments online; Instantly report accidents/events to relevant parties; Automatically notify/track safety related actions on a priority basis; Produce management reports for strategic safety improvements. NUI Galway Health and Safety Office

4 Risk Assessments - why ? Prevention/reduction of health + safety risks Identify potential hazards Legal requirement Staff doing the risk assessment to be trained to carry them out (specific course).

5 NUI Galway Health and Safety Office Risk Assessments – NUI Galway Process Area assessed by Unit assessor/trained staff member e.g. Safety Co-ordinator, Other where this has been agreed. Risk assessment entered by assessor/trained staff member. Once put on PEMAC Care the risk assessment is approved by the Unit Head (electronic approval). If remedial action required this will be flagged with the “Action Personnel”.

6 NUI Galway Health and Safety Office The Categories of Staff using PEMAC Care Users The Head and other staff member within each Unit who are the primary users of the system. Permission levels to regulate access. Personnel The other staff assigned actions by PEMAC Care but do not have access to the online records Administrators The people who access the system for set-up, maintenance and reporting purposes. Three categories:- 1.Management Services Office for admin queries e.g. how do I find a room/plant item ? 2.ISS for IT technical queries e.g. my password is not working in PEMAC Care? 3.Safety Office e.g. I cannot see a hazard and control measures listed for X ?

7 NUI Galway Health and Safety Office NUI Galway Glossary for PEMAC Care (A-Z) Control Measures = The measures used to eliminate or reduce the risks. Department = Unit (College, School, Research Institute, Support Services (55)) Hazard = Something with the potential to cause harm. ID Number = Each risk assessment has a unique ID number for tracking purposes. Locations = Buildings Permissions = where User is set-up to allow/prevent certain actions. Owner = This should be the Head of Unit who is assigned the risk assessment and who will receive the alerts associated with it. The owner must also approve the risk assessment

8 NUI Galway Health and Safety Office NUI Galway Glossary for PEMAC Care (A-Z) Personnel = people set-up on the system who may be assigned actions but who do not have access to the systems as Users. Plant Item Types = The categories of rooms (HEA list) “15 Templates done” Plant Items = Rooms Primary Assessor = May be the owner but can be other personnel who assisted in the assessment.

9 NUI Galway Health and Safety Office NUI Galway Glossary for PEMAC Care (A-Z) Remedial Measures = The actions needed to put the required controls in place. They are assigned to a specific “Action Personnel” with a deadline. Risk = The likelihood of the harm or loss, together with the severity/consequence of the harm or loss. The link between hazard and harm. Risk assessment = A careful examination of what could cause harm or loss, so that you can weigh up whether you have taken enough precautions or should do more. Risk assessment types = For each category of room there is a different risk assessment type i.e. one for offices, labs, common areas, etc. Tasks = The breakdown of the work being carried out in each room “plant item”. This becomes the “Activity” in the risk assessment control report. Routine = the main “work” being carried out in each room “plant item” Users = Head and 1 or 2 staff in each Unit who’ll be using the system

10 NUI Galway Health and Safety Office Risk Assessments - Templates For each room type (“plant item type”) a template of typical Tasks, Hazards and Controls has already been created e.g. offices. Using the template you will complete the RA for the particular room you are assessing. Staff doing the risk assessment to be trained to carry them out (specific course).

The Safety IT System – Risk Assessments - To start.... Log in as yourself Test out doing a risk assessment on your own office/room An then try out other rooms NUI Galway Health and Safety Office

Logging onto PEMAC Every Head of Unit and nominated Unit staff member(s) will have access to PEMAC Care. Enter UDS User name and Password. Click OK to login NUI Galway Health and Safety Office

Logging onto PEMAC Front screen = DASHBOARD view of PEMAC Care NUI Galway Health and Safety Office 1.1. Risk assess. to be reviewed 2. Corrective actions due. 3. Remedial action 4. Risk assessment actions due.