Incident Reporting and Disability Management System (IRDMS)

Outline History Current state of hazard/incident reporting What is IRDMS? What is the scope and how will the process work?

History Mid-00s 2013-2014 2015 2016 Paper based T4009 Electronic T4009 Lessons learned ESDC talks about fines Initial analysis (MDP intern) Informed VADE sunset OHS and LR begin work with business analyst

Current state of hazard/incident reporting Managers need to know: Minor or disabling Near miss or Potential Hazard T4009 or Worker’s Compensation Form Tombstone data is manually copied on multiple forms Current accident/incident and disability management systems do not communicate with each other

Current state of hazard/incident reporting These issues result in: Errors Frustrations when repairing errors Inacurate data Delays in reporting

What is IRDMS? Incident Reporting and Disability Management System Starting point towards full injury/illness case management system Benefits Give users an intuitive system that drives the process Improved Data Reporting times

Initial scope HOIR PHIR WCB IDMRS IRDMS

System functionality Fill as much tombstone data as possible Reporting and tracking capability will be improved Various systems will be linked for better tracking of action items Ability to upload documents Investigation reports Qualified person reports (e.g. indoor air quality reports) Photos Signed copies of reports Smaller drop-down menus, with sub-menus as required

Opening a case The following questions, as needed: Employee or supervisor? Hazard or an injury/illness? Workplace violence between CRA employees? Employee’s actions at time of the injury for the purpose of your business? The incident occured on CRA premises or an authorized worksite? The incident happened during employee's normal work hours? Modified duties/hours/other accommodation? Level of care? Lost time? Employer’s record of injury (ERI)?

IRDMS Injury process Agents will be assigned to assist managers based on case: OHS officer Labour relations advisor EIRTW coordinator The manager will be: guided through the process advised of action items provided deadlines for completing items Screening questions will help determine if the event: is work-related or non-work related is a minor or disabling injury requires a compensation form (ERI) Signed copies of reports will be reviewed by agents as required and then sent to the appropriate people

Potential hazard process Employee Manager HSC OHS Officer T4009

If unresolved, issue moves to next level in IRDMS. IRDMS Hazard process Employee reports hazard to manager Manager resolves hazard and responds to employee Unit level Matter raised to health and safety committee/representative (HSC/HSR) Investigation and recommendations Local level Matter raised to National OHS Section and Unions National level HSC/HSR will have information on unit level complaints for trend analysis. They will complete the “complaints” portion of the OHSR monthly reports If unresolved, issue moves to next level in IRDMS.

HSC member role: HSI Health and safety investigator Assigned in IRDMS by co-chairs How: waiting on IT Should follow local processes

IRDMS Hazard process Employee Manager HSC OHS Officer Are you satisfied? Yes! No National IRDMS Go to ESDC. Closed

IRDMS OHSR Other features #injuries (minor/ disabling) #hazards (partial) OHSR Locations HSI lists

Future scope for OHS Integration of functionality between various health and safety systems: HSC/HSR inspection reports and recommendations Ergonomics Coach adjustment reports

Project plan / Timelines Action Item Target Date Develop data dictionary and use cases 12 forms [T4009 (HOIR and PHIR) and 10 provincial forms] 600+ fields 30+ use cases Complete Write Detailed Business Requirements Ending IT assessment Started Programming December 2018 Testing December 2018 to March 2019 Write user manual January 2019 Launch March 2019