EAST GIPPSLAND SHIRE COUNCIL Presentation to Life Saving Victoria Pool Safety Summit Risk Management Technology October 2018

Process Review 2017 During mid 2017 the following gaps were identified in our in-house systems: No formal method of incident notification to management; Lack of clarity over overdue action escalation; Difficulty linking corrective actions to incidents; A disconnect between incident reports and associated insurance claims including: WorkCover Injury Management WorkCover Payments and calculations Public Liability Claims and payouts Difficulty in accurately recording incidents; Difficulty in producing WorkCover claims costs Difficultly in calculating Lost Time Hours for each incident; and Difficulty in generating analysis/reporting on workplace and public injury/incident trends and WorkCover claims.

The initial challenge for Council’s Recreation Centres The major focus for Council’s Recreation Centres were Recording reviewing and accessing our Risk assessments Incidents Actioning Storing associated documents such as Staff training Inductions Associated data such as chemical storage through to SWIMS External and internal audits Reviews and close outs Notifying and updating the organisation

Sourcing the technology

An off the shelf solution Elumina Quicksafe What was implemented An off the shelf solution Elumina Quicksafe Offered an opportunity to manage multiple risk factors across a diverse organisation including Hazard and incident management Chemical management Audits and inspections Training records Contractor management Hazard and incident management including not only those reported by staff but public liability incidents too Chemical management allows for the quick and easy access to information and manifests across the organisation

How was this rolled out across our Recreation Centres Initially moved from paper based incident reporting to online reporting through Elumina Centralised chemical management registers Recording of audits and allocating/tracking following up actions Staff training records

Hazard and Incident Reporting Online reporting portal accessible to all staff Instant email notification via pre-set notification pathways

Hazard and Incident Report Follow Up Two step review process Identifies causal factors Ability to upload and attach documentation relating to the incident Allocates and tracks follow up actions Escalates overdue tasks Reporting features allows for the historical tracking of incidents to identify trends

Centralised electronic register across the organisation Chemical Management Centralised electronic register across the organisation Reduces the double handling of information across multiple facilities and sites Ability to download site specific registers so a paper copy can still be maintained on site Once a chemical has been added to Elumina it can be allocated to any work site within Council by the click of a button. The new site just needs to update its specific details ie quanities, storage location and method etc. SDS’s are also attached to the electronic record so that information is available.

Chemical Management

Audits and Inspections Utilise iAuditor for regular inspections and audits PDF reports uploaded as inspections into Elumina Corrective actions identified in the audit are then allocated and their close out tracked through Elumina Closes the loop in terms of recording risk identification and treatment

Commenced using Elumina to track lifeguard in service training Staff Training Commenced using Elumina to track lifeguard in service training No more Excel spreadsheets! Ability to set training calendars and easily identify mandatory sessions for staff Ability to track and report on staff attendance Able to upload documents relating to the training – think sign in sheets, copies of presentations, photos of the training – very handy come Pool Safety Assessment time! A new area for us which we are trialling at the moment.

Did it meet our initial brief Overall Yes! Our use and range of application has grown the more we have become familiar with the product Further applications to come both for the Recreation Centres and Council Still to come – contractor management to provide a single point of risk information when engaging a contractor – storage of prequalification information, licenses, insurances

Can we measure how it met our initial challenge Provides a secure, central location for our risk management data Efficiency savings Ability to track and identify trends in incidents and hazards moving forward