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

Overview Reporting an incident Feedback Managing Reports 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

Safety Worklet Modifier order fixed…changes in ALL CAPS

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 Modifier order fixed…changes in ALL CAPS

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

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

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

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

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?

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 Others?

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 Animal/Insect Potential/Known Biological Exposure Potential/Known Chemical Exposure Sharps Injury Others? Equipment?

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

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 Thoughts? Suggestions?

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

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

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

Editing Incident - Demonstration Click ‘Actions’

Generating Reports - Demonstration Safety Incident Drill-Down

Generating Reports - Demonstration Safety Incident Involved Parties by Location

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

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

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

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

Questions? Modifier order fixed…changes in ALL CAPS