Safety System WebEx

 A Job Hazard Analysis (JHA) is required to be on file for all federal staff and the students and university staff they supervise First thing anyone will check if there is an accident investigation  Still lot’s of confusion on what training people need for the activities the do and where to get the training Most common safety question I get Previous attempts to communicate requirements have been very ineffective, in general

 Volume of “stuff” is overwhelming Safety Handbook has 53 Chapters alone  Need a tool for the Units and CRU HQ to: Identify, capture, track and report needed safety training Document compliance and identify training gaps Report to USGS Safety ○ 2010 USGS Safety Program Review ○ Using OUR system as opposed to IAS

 Examples of things gone Wrong UCLA Lab death case Recent USGS accident investigations ○ Everglades Air boat ○ Desert southwest ○ Motorcycle accident with USGS van  Examples of things gone Right Desert southwest AK aviation accident

Get “people” in order ● Add new users/positions ●C lose out users/positions Add “My Safety Worksheet” Record (For all users) Add “Safety Training Records” (For all users) Run “Job Hazard Analysis” Report (For all users) Run “Unit Safety Summary” Report (Unit scientists)

Back to Quick Links  User management Adding students/staff ○ Add user Add user ○ Existing user new to your unit Existing user new to your unit ○ Add position Add position When someone leaves ○ “Ending” their position “Ending” their position ○ Disabling their account Disabling their account Accessing DM the first time Accessing DM the first time  CRU Safety System 1. My Safety Worksheet My Safety Worksheet 2. Safety Training Records Safety Training Records 3. Job Hazard Analysis Job Hazard Analysis ○ Generate Report Generate Report ○ Review Report Review Report 4. Unit Safety Summary Unit Safety Summary ○ Generate Report Generate Report ○ Review Report Review Report

User Management

Back to Quick Links  Two step process: 1. Add new User to Digital Measures (DM) (or have existing User assigned to your unit) 2. Create position for the user ○ Under CRU Positions Held

Back to Quick Links  new to CRU Program Users and Security

Back to Quick Links  new to CRU Program Users and Security ADD A NEW USER

Back to Quick Links  new to CRU Program Users and Security ADD A NEW USER 1. Complete fields ○ Username auto created based on 2. Add user to your unit ○ Yes must be checked ○ Select your unit 3. Select Security role ○ Individual – can only manage their own data ○ Unit - can manage data as anyone at the unit 4. Save (not pictured) 1 2 3

 New person has history with CRU Examples ○ MS at another unit comes to you for PhD ○ PhD from another unit comes to you as Post Doc Should already have a DM user account ○ If so, contact Don to assign them to your unit DO NOT create another user account for the same person

Back to Quick Links  CRU Positions Held Federal Acting Unit Leader Student/Post Doc University Staff

Back to Quick Links  For all positions other than Student/Post Doc manage data as the person  For Student/Post Doc positions manage data as the federal scientist (easier this way)

Back to Quick Links 1. “End” their position CRU Positions Held Select position Enter an end date Update Status for Students/Post Docs

Back to Quick Links 2. Disable their account Thru Users and Security Unless you know they are going to another unit Note: disabling an account also prevents that person from logging in or requesting a password

Back to Quick Links 2. Disable their account Thru Users and Security 1. Find user ○ Search by Last Name or just scroll thru list 2. Select user ○ For example, we’ll select Ian Abernathy by clicking on the pencil icon 1 2

Back to Quick Links 2. Disable their account Thru Users and Security Find and select user Click “DISABLE USER” button

Back to Quick Links Two Ways: 1. User requests password from DM login screen ○ Reminder: Link to login screen is always available from our home page! 2. You request password for user thru DM

Back to Quick Links 1. User requests password from DM login screen Click “Request Your Password” link

Back to Quick Links 1. User requests password from DM login screen Click “Request Your Password” link 1. Enter DM username (as it appears in the Users and Security screen) In most cases, this will be the username portion of the used to create their DM account 2. Click “Submit” They will receive an from DM to create a login password 1 2

Back to Quick Links 2. You request password for user thru DM Thru Users and Security

Back to Quick Links 2. You request password for user thru DM Thru Users and Security 1. Find user ○ Search by Last Name or just scroll thru list 2. Select user ○ For example, we’ll select Ian Abernathy by clicking on the pencil icon 1 2

Back to Quick Links 2. You request password for user thru DM Thru Users and Security Find and select user 1. Click “REQUEST PASSWORD” button They will receive an from DM to create a login password 2. NOTE: DM Username and username can be different. In this case, if the user was requesting their password they would use Iabernethy and not fisher 1 2

CRU Safety System

Back to Quick Links  My Safety Worksheet

Back to Quick Links 1. Position determines safety orientation course needed 2. Questions 1-12 just check what activities you do Each selection reflects either training needed or additional language in the Job Hazard Analysis 3. Note: no form level validation 1 2 3

Back to Quick Links  Safety Training Records

Back to Quick Links  Safety Training Records Same order as My Safety Worksheet Enter all fields for each type of training you’ve received Notes: 1. Click to add additional training records of that type 2. Click for type-specific example formats 3. Allows you to upload training certificate (preferred, not required) 4. Link to previously uploaded certificate ? 1

Back to Quick Links  Signed JHA required to be on file for all unit staff and students  JHA is designed to cover most of the activities that most of our folks do Is not all inclusive, meaning you may need to add additional hazards and controls Example: leaning out of a helicopter that is flying at very low altitude to shoot an animal with a dart tag is not covered!

Back to Quick Links  Two methods 1. Run Custom Reports ○ Allows to produce “batch” reports by specifying individuals or Unit 2. Rapid Reports tab ○ Works only for person you are managing data for ○ Quickest and easiest way to generate reports for the user you are managing data for (esp. yourself) 2 1

Back to Quick Links  Run Custom Reports method 1. Select Job Hazard Analysis 2. Click SELECT REPORT button 3. Set date range as Oct to Sep Click to select your unit or specific individuals 5. Click BUILD REPORT button

Back to Quick Links  Rapid Reports method 1. Click on Rapid Reports tab (bottom right) 2. Select Job Hazard Analysis 3. Dates shouldn’t matter, but set date range as Oct to Sep to ensure completeness 4. Click RUN REPORT button 5. Click on Hide tab to minimize Rapid Report interface

Back to Quick Links  Generated as an rtf document so you can print or save to your computer and edit using MS Word or any other word processor  Saved document can be sent to student/employee for review and comments and to provide links to training 1. Specific courses available to meet training requirements are links that take you directly to the training. 1

Back to Quick Links 1. Note about providing additional hazards and controls when needed 2. Everyone must take a position-specific orientation course (Don can assign orientation courses thru DOI Learning Plans if helpful) a) Title course is a one question form that says you completed all of the modules b) Modules to complete for that orientation course 2a 1 2b

Back to Quick Links  Every section of the My Safety Worksheet returns something 1. No ambiguity ○ You said you don’t do this 2. You do this, here are the important, definitive USGS Handbook references 2 1

Back to Quick Links  No form level Validation 1. Validation handled thru the JHA ○ If you see this, you need to edit the My Safety Worksheet and regenerate JHA 1

Back to Quick Links  Training table at bottom of JHA Allows supervisor and employee to see what training is needed when they review the JHA Categories match the choices from the My Safety Worksheet Training records retrieved from Safety Training Records

Back to Quick Links  Examples: 1. Defensive Driving ○ Yes indicates training is required (based on My Safety Worksheet) ○ Most recent (based on expiration date) training record is retrieved from Safety Training Records 2. Electrofishing ○ Yes indicates training is required ○ Blank indicates no electrofishing training records have been entered in Safety Training Records 1 2

Back to Quick Links 1. After reviewing final version of JHA together, employee and supervisor sign and date Printed copy Digital signature 1

Back to Quick Links  Three Components Summary compliance table for entire unit List of Non-compliance by Activity List of non-compliance by person

Back to Quick Links 1. Run Custom Reports 1

Back to Quick Links 1. Select Unit Safety Summary 2. Click SELECT REPORT button 3. Set date range as Oct to Sep Click to select your unit 5. Click BUILD REPORT button

Back to Quick Links  Summary Table 1. To date, 27 users have entered a My Safety Worksheet record, 47 have not of those 27 have a safety orientation training record of the 27 indicated they work in the lab, of these, only 1 has a current lab safety training record in their Safety Training Records 2 1 3

Back to Quick Links  Summary Table cont’ of the 27 indicated they work in the field 2. All 21 are required to have CPR and 14 of them are current in CPR need Basic First Aid (14 are current) and 2 need Advanced First Aid (1 is current) 2 1 3

Back to Quick Links  Summary Table cont’ of the 27 indicated they operate vehicles (of the 20) operate passenger vehicles and 7 of them are current with defensive driving 3. 4 (of the 20) operate OHV’s (2 are current with training) 2 1 3

Back to Quick Links  Summary Table cont’ 1. None of the 27 users with a My Safety Worksheet participate in aviation, firearms, bear spray, blasting, etc. 2. Five users participate in other field or shop activities. All five use power tools (though none have entered current training) and none of the 5 use chainsaws 2 1

Back to Quick Links  Non-compliance by Activity Lists all individuals needing training by Activity/Category

Back to Quick Links  Non-compliance by Person Lists all activity specific training needed for each individual