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

2. 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.

3. 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

4. Sourcing the technology

5. 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

6. 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

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

8. 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

9. 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.

10. Chemical Management

11. 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

12. 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.

13. 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

14. 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