1. Proactive Incident Reporting
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September 19, 2018

2. Introduction
Reporting hazards seen in the workplace is an essential role of all Exova employees. By reporting hazards before they cause illness, injury, or property damage, corrective actions can be implemented to remove or mitigate risks in the workplace. This presentation will explain your role in proactive incident reporting.
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3. Types of Proactive Incidents
Hazard Identification:
Witnessing an unsafe act or condition that could lead to incident or injury. In general this is considered to be a minor hazard, however, it can range from minor to major.
Example: unguarded machinery, oil leaking from machines, obstructed walkways
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4. Types of Proactive Incidents
Near Miss:
An incident not involving harm, injury, property damage, or environmental damage that, under different circumstances, could have realized the full potential to cause such outcomes. This is considered to be a moderate hazard.
Example: an unmarked container of chemicals is found on a counter, a fire exit door is blocked, an employee slips but has no injuries
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5. Types of Proactive Incidents
Dangerous Occurrence
An event has occurred but has not caused damage or injury. This is considered to be a major hazard.
Example: gas leak without illness or injury, electrical fault, chemical spill
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6. Hazards Hazards usually present themselves in one of two ways:
Unsafe Acts: the performance of a task or other activity that is conducted in a manner that could threaten employee health and/or safety
Example: using defective equipment, lack of/or improper use of PPE, bypass or removal of safety devices
Unsafe Conditions: a condition in the workplace that is likely to cause injury or damage
Example: defective equipment, poor housekeeping, inadequate warning systems
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7. Roles and Responsibilities
Employees
It is a legislated responsibility for all employees to work safely at all times and to report any hazard that may endanger themselves or others.
If a hazard is observed in the workplace it must be immediately reported to your supervisor/manager.
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8. Roles and Responsibilities
Managers are required to:
Encourage all employees to immediately report any observed hazards.
Ensure all reported hazards are recorded in the ExovaNet SHE Application (paper copies are not required).
Ensure appropriate corrective actions are assigned, completed, and verified in a timely manner.
Follow up on actions taken and any required responses.
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9. SHE Reports
It is crucial that reports be detailed so that the root cause is identified and appropriate corrective actions can be implemented.
Where possible, photographs should be included to
facilitate understanding of the issue.
Please note that no personal information (other than the name of the person reporting the incident) should be entered into the SHE Application. Supporting documents naming employees or containing other personal information should be sent via to the HSE Department and NOT uploaded to the SHE Application.
Hazard ID, Near Miss and Dangerous Occurrence SHE Reports may be closed by senior site management or designate once a complete root cause analysis has been conducted and the corrective actions have been identified and implemented. Medical Aid, First Aid and Lost Time SHE reports must be closed by Wayne Robinson or Aurobindo Das.
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10. SHE Reports
All employees have the ability to open SHE reports to report any proactive incident or feedback on health and safety issues. A notification is sent to the appropriate managers automatically when a SHE report is created.
To open a SHE report, login to Exova Care:
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11. SHE Reports From the Exova Care Tools, select the SHE application:
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12. SHE Reports
Select create new incident report:
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13. SHE Reports
Fill in the appropriate details using as much description as possible (If you have any questions about filling out a SHE report please talk to your supervisor, manager or safety rep.) :
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14. SHE Reports
If reporting via the SHE Application is not possible, the Proactive Incident Report Form (E-A-HS-F-063) should be completed and forwarded to the HSE Department.
Please note that paper copies are not required in addition to the SHE Report.
Frequently, hazards are discovered during a health and safety inspection. Any hazards that are found during inspections must also be reported on the ExovaNet SHE Application The inspection report form has been modified to reduce repetition in reporting.
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15. What Happens When a Report is Filed?
All incidents will be investigated and a root cause and corrective action determined. Corrective actions will be followed up by the manager and once completed the SHE report will be closed.
All HSE reports are summarized in the Incident Summary and Proactive Reporting Tracker which are discussed with senior management on a weekly basis.
A summary of the location’s SHE reports will be discussed during the monthly JHSC meeting and the Quarterly Staff Safety Meeting.
If there are repeated incidents in spite of corrective actions being performed, further investigation will be conducted by the HSE Department in order to determine effective corrective actions to control to hazard.
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16. More Information and Resources
For more Exova specific information and training please refer to ExovaNet or DATS.
If you ever have any questions, comments or concerns please do not hesitate to contact your supervisor, manager, JHSC, or the HSE Department.