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									       SHIPS
Safety and Health Information Portal
             System




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                                       i
SHIPS


                                       Table Of Contents
Introduction to SHIPS ....................................................................................... 7
     The connnectHR Dashboard ............................................................................ 7
     Forest Service Structure ................................................................................. 8
       What do Company, Division, and Facility mean? ............................................. 8
       Structural Organizational Chart .................................................................... 8
FAQs for SHIPS Add Incident ............................................................................. 9
     SHIPS - An evolving system ............................................................................ 9
       Is the SHIPS system a finalized system? ........................................................ 9
     Help for SHIPS .............................................................................................. 9
       What if I have further question about SHIPS?................................................. 9
     Errors ........................................................................................................ 10
       What should I do if I receive an error when I'm in SHIPS or have other
       difficulties? .............................................................................................. 10
     Gaining Access to the SHIPS System ............................................................. 10
       How do I gain access to the SHIPS System? ................................................ 10
       Why can I access the connectHR Dashboard, but not SHIPS? ......................... 11
     Data Entry Questions ................................................................................... 11
       Why do I need to add more data into the system than is required for the CA-
       1/CA-2?................................................................................................... 11
       If I am filling out a paper copy of the CA-1/CA-2, how do I record SHIPS required
       information that is not found on those forms? .............................................. 11
       Why did I lose information when I went back? .............................................. 11
       What if the employee information in the system is incorrect? ......................... 12
       How should Job Corp employees and students be handled? ............................ 12
       What if I would like to add an incident for fun? ............................................. 12
       Why is there no data in my department pull-down menu? .............................. 12
       How should I complete a CA-1/CA-2 for an incident that occurs on a fire? ....... 12
       What if I added the incident to the wrong organizational code? ...................... 12
     Fire Questions ............................................................................................. 12
       What does fire code mean? ........................................................................ 12
       What is a “Wildland Fire Phase?” ................................................................. 12
       What is a “Fireline Level of Engagement?” ................................................... 12
       Do I need to complete Qualifying Time Period data on non-Fire related incidents?
       .............................................................................................................. 13
     Supervisor E-mail Directions ......................................................................... 13
       What if I don't know my supervisor's e-mail address? ................................... 13
       What if I typed in the wrong e-mail address for my supervisor? ...................... 13
       As an OWCP Manager, how do I change the supervisors e-mail address when the
       incorrect address has been entered? ........................................................... 13


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                                                                                          Table Of Contents


Department of Labor Data Transfer................................................................ 13
  Does SHIPS transfer the CA-1/CA-2 to the Department of Labor electronically? 13
Witness Statements ..................................................................................... 13
  How does the witness statement get into the SHIPS system? ......................... 13
SHIPS - An evolving system .......................................................................... 14
  Is the SHIPS system a finalized system? ...................................................... 14
Help for SHIPS ............................................................................................ 14
  What if I have further question about SHIPS?............................................... 14
Gaining Access to the SHIPS System ............................................................. 14
  How do I gain access to the SHIPS System? ................................................ 14
  Why can I access the connectHR Dashboard, but not SHIPS? ......................... 15
Forest Service Structure ............................................................................... 16
  What do Company, Division, and Facility mean? ........................................... 16
  Structural Organizational Chart .................................................................. 16
Looking at Some or All Records ..................................................................... 16
  I seem to be missing records. Where are they hiding? .................................. 16
Supervisor E-mail Directions ......................................................................... 17
  What if I don't know my supervisor's e-mail address? ................................... 17
  What if I typed in the wrong e-mail address for my supervisor? ...................... 17
  As an OWCP Manager, how do I change the supervisors e-mail address when the
  incorrect address has been entered? ........................................................... 17
First Aid versus Medical Treatment ................................................................ 17
  How do I define a First Aid case? ................................................................ 17
Department of Labor Incident Preparation ...................................................... 18
  Does SHIPS transfer the CA-1/CA-2 to the Department of Labor electronically? 18
  How does an OWCP Manager enter n/a into a field? ...................................... 18
  How does an incident receive approval for transfer to the Department of Labor?
  .............................................................................................................. 18
Code Meanings - Fire/Fund/Override .............................................................. 18
  What does fund code/fire code mean? ......................................................... 18
  What does override code mean? ................................................................. 18
Supervisor CA-1/CA-2 Preliminary Investigation Completion ............................. 19
Frequency Rates.......................................................................................... 21
  How are employees hours populated? ......................................................... 21
  How are frequency rates determined? ......................................................... 21
  What is "Recordable" and where is the term reportable? ................................ 21
Witness Statements ..................................................................................... 22
  How does the witness statement get into the SHIPS system? ......................... 22
Part I: Employee Incident Entry .................................................................... 23



                                                                                                                iii
SHIPS


     Part II: Supervisor CA-1/CA-2 Completion ...................................................... 25
       Investigation Modification .......................................................................... 26
       Complete Investigation.............................................................................. 26
       Supervisor Corrective Action Completion ..................................................... 26
       Completing Corrective Actions .................................................................... 27
     Part III: OWCP Manager Incident Responsibilities ............................................ 27
     Part IV: Safety Manager Incident Responsibilities ............................................ 30
     Once the Safety Manager receives an email with the notification of the incidents,
     he/she can login to the connectHR Dashboard and click 'SHIPS Manage Data'.
      Based on the Case #, he/she will be able to search for the incident record. The
     Safety Manager will perform the function listed below on the Case: ................... 30
"SHIPS Manage Data" Features ........................................................................ 31
     "SHIPS Manage Data" Overview .................................................................... 31
     Find a Record .............................................................................................. 32
       The Scroll Buttons .................................................................................... 32
       The Sleuth Button ..................................................................................... 32
       The Master List ......................................................................................... 33
     View a Single Facility ................................................................................... 33
     Modify a Current Record ............................................................................... 34
     Dates and Times ......................................................................................... 34
     Documents Folders ...................................................................................... 35
     Image Folders ............................................................................................. 35
     Notes Fields/Folders..................................................................................... 36
OWCP Manager Tools ...................................................................................... 37
     CA-1/CA-2 Completion ................................................................................. 37
     Check OSHA Recordability ............................................................................ 37
     Recordability Tree........................................................................................ 40
     First Aid versus Medical Treatment ................................................................ 41
       How do I define a First Aid case? ................................................................ 41
     Medical History Notes ................................................................................... 41
     Lost/Restricted Time .................................................................................... 42
     Multiple Sets of Lost Days ............................................................................. 42
     Estimating Lost and Restricted Time .............................................................. 43
     Track Open Cases ........................................................................................ 44
     Safety Manager Tools ................................................................................... 44
     Incident and Action Noteboxes ...................................................................... 44
     Supervisor CA-1/CA-2 Preliminary Investigation Completion ............................. 45
Master List - the "Best" Feature ....................................................................... 49
     Master List.................................................................................................. 49




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                                                                                        Table Of Contents


Finding a Record Set .................................................................................... 50
Create Groups ............................................................................................. 50
Save a Group .............................................................................................. 51
Delete a Saved Group .................................................................................. 51
Query Search Options .................................................................................. 51
Compound Groups ....................................................................................... 52
When should you use 'Or'? ........................................................................... 52
Master List Custom Reports .......................................................................... 53
Incident Groups .......................................................................................... 53
  Viewing Open Cases .................................................................................. 54
  Viewing Estimated Lost/Restricted Cases ..................................................... 54
  Viewing Recordable Cases.......................................................................... 54
  Viewing Incidents Since a Particular Date .................................................... 54
  Viewing Incidents in a Date Range .............................................................. 55
Reports ...................................................................................................... 56
Print Individual Incident Reports ................................................................... 56
Run a Report .............................................................................................. 57
Export a Report ........................................................................................... 58
  Export a Report to your Computer .............................................................. 58
Sleuth a Report ........................................................................................... 59
A Sleuth Example ........................................................................................ 59
Monthly Incident Indices .............................................................................. 59
Incident Reports and Graphs ......................................................................... 60




                                                                                                               v
Introduction to SHIPS
Welcome to SHIPS, your Safety and Health Information Portal System.

What is SHIPS?
SHIPS is an on-line system for recording and managing safety incidents. SHIPS will
hold records on injuries, illnesses, and near misses. SHIPS produces the CA-1 for
reportable injuries and the CA-2 for reportable illnesses. It also provides valuable
statistical information on incident records.

How do you access SHIPS?
SHIPS is accessed via the connectHR Dashboard. The connectHR Dashboard
provides "one stop shopping" to many tools needed by Forest Service employees,
including Employee Express, the NFC Personal Page, TSP, the TIPS website, the
Retirement Calculator, and now, SHIPS! For more information on the connectHR
Dashboard, see the following topics.

Who has access to SHIPS?
There are two links on the connectHR Dashboard that relate to SHIPS. Each link
serves a different set of users, as follows:
      SHIPS Add Incident - This link is provided to ALL Forest Service employees.
        It allows employees to enter an incident into the system and allows
       supervisors to complete their portion of the CA-1/CA-2.
      SHIPS Manage Data - This link is provided to all OWCP Managers, Safety
       Managers, and Fire Operations Safety Managers, allowing them to manage
       data. Using this portion of the system, OWCP Managers can perform claim
       management. Safety Managers can perform incident investigations and
       produce their needed report.

Who should you contact with questions?
The Critigen Help Desk will provide you with answers to any questions you may have
about the SHIPS system. The phone number is 877-215-4764
The connnectHR Dashboard
The Forest Service connectHR Dashboard provides "one stop shopping" to many tools
needed by Forest Service employees. Login to the connectHR Dashboard for
immediate access to Employee Express, the NFC Personal Page, TSP, SHIPS, the
TIPS website, and the Retirement Calculator. There is no need to remember a
password for each of these programs because once you've logged into the connectHR
Dashboard, it does that work for you.


How to Access the connectHR Dashboard
You can access the connectHR Dashboard by going to the following website:
www.fs.fed.us/connecthr. We do not recommend saving the connectHR Dashboard
to your favorites list because you may not see the updates. However, for easy
access, you can create a Desktop icon as follows:
Place your cursor in the center of your computer Desktop (the main screen).
Right click on your mouse and New - Shortcut.
Type www.fs.fed.us/hrconnect into the window as shown:



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SHIPS




Click 'Next'.
Give your new Shortcut a name, such as 'FS Dashboard'.
Click 'Finish'. You will have a new icon on your desktop labelled 'FS Dashboard'.
 Simply double click the icon to access the connectHR Dashboard.
Login to the Dashboard:
Click on the icon you created on your Desktop and login using EAuthentication. If
this time is your first time in the connectHR Dashboard, you will need to request a
pin number. The pin number will then be sent to you via mail.
Forest Service Structure

What do Company, Division, and Facility mean?
The SHIPS system is based on an "off-the-shelf, vanilla" software product that uses
standard terminology for organizational structure. The Forest Service has fit our
structure into the structure of the standard system. Therefore, Company is the
equivalent of Region or Station, Division is the equivalent of Forest or Lab, and
Facility is the equivalent of Ranger Station or Project.


The USDA Forest Service chose to start with "off-the-shelf, vanilla" software and
"flavor it green" in order to benefit from the regular regulatory updates and excellent
standard reporting functions that automatically come with the product.

Structural Organizational Chart
Region/Research Station - A Forest Service Region or Research Station will be
referred to as Company in SHIPS.
Forest/Lab - A Forest or Lab will be referred to as a Division in SHIPS.



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                                                              Life of a Safety Incident


Ranger Station/Project - A Ranger Station or Project will be referred to as a
Facility in SHIPS.


 Software       National      State and     Job Corps      IITF Terms     Research
  Terms          Forest        Private        Terms                        Terms
                System        Forestry
                 Terms          Terms
  Company        Region     Northeastern WO, Business         IITF        Research
                                Area        Ops.                           Station
   Division       Forest        Office         Staff       Directorate       Lab
   Facility      Ranger          Staff      Field Office     Group         Project
                                            and Center




FAQs for SHIPS Add Incident
These Frequently Asked Questions are designed to provide you with the information
you need in order to operate effectively in the SHIPS Add Incident portion of SHIPS.
 All Forest Service Employees have access to this portion of SHIPS in order to add
incidents into the system. Therefore, this information should be beneficial to
everyone. If you are a Safety Manager or OWCP Manager that has questions related
to the SHIPS Manage Data portion of the system, please consult those FAQs.
If the answers you require are not found in these FAQs, please contact the Critigen
help desk at 877-215-4764.


SHIPS - An evolving system

Is the SHIPS system a finalized system?
The version of SHIPS that is currently accessed via the connectHR Dashboard is
Version 2. Version 2 provides Forest Service employees with the ability to complete
a CA-1/CA-2 online, provide Safety Managers with some additional data that will be
used for statistical purposes in the process and the tracking of motor vehicle
accidents. The future needs for the next version of SHIPS have already been
outlined and will include hours driven data to calculate personal injury frequency
rates, and more.
Help for SHIPS

What if I have further question about SHIPS?
On the SHIPS Manage Data side of the system, you can access Help for further
information. You can download complete SHIPS Documentation at
www.ComplianceSuite.com/ForestService. If you would like to speak with someone,
please contact the Critigen help desk at 877-215-4764. Critigen will provide 24 hour
Connectivity and Printer Support 7 days per week. If a Critigen representative
cannot provide the answer, they will begin a ticket with the contractor or Forest
Service representative to answer your question.




                                                                                      9
SHIPS




Errors

What should I do if I receive an error when I'm in SHIPS or have other difficulties?
Upon receiving an error or having other challenges, please contact the Critigen help
desk at 877-215-4764. It's important to contact Critigen immediately in order that
they can receive exact information on the problem. If Critigen cannot fix the issue,
they will immediately send a ticket onto the contractor who will contact you directly
with a response.




Gaining Access to the SHIPS System

How do I gain access to the SHIPS System?


In order to access the SHIPS system, you must first have access to the connectHR
Dashboard. You can access the connectHR Dashboard at www.fs.fed.us/connecthr.
 If you are a first time user of the connectHR Dashboard, simply enter your SSN,
select New User, and click Continue. The system will prompt you to have a
temporary password sent to you via ground mail. This password should arrive in 7
to 10 days. Once you have access to the connectHR Dashboard, the Add Safety
Incident link will be available to you.


Once a password is obtained, you can login to the connecHR Dashboard using
eAuthentication. Click the button to log in with eAuthentication. You will be
transferred to a page where you must provide credentials. When acknowledged by
eAuthentication, you will be transferred to connectHR. You also have the ability to
update your account. If you experience issues with eAuthentication please click on
the Help icon at the top of the page.




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                                                               Life of a Safety Incident




If you are a Safety or OWCP Manager, you will also need access to the SHIPS
Manage Data side of the system. In order have the SHIPS Manage Data button
placed on the Dashboard, you will need to be given extra security rights. If you are
a Safety Manager, please contact your Regional Safety Manager to gain these rights.
 If you are an OWCP Manager, please contact your OWCP Manager to gain these
rights.

Why can I access the connectHR Dashboard, but not SHIPS?
You are experiencing technical difficulties. It might be associated with a pop-up
blocker or other technical issues. Please contact the Critigen help desk at 877-215-
4764.


Data Entry Questions

Why do I need to add more data into the system than is required for the CA-1/CA-
2?
While the SHIPS program seeks to replace the manual completion of CA-1/CA-2
records, it also provides valuable statistical information on incident records. In order
to analyze our incident occurrences as effectively as possible, we are seeking to gain
the most complete information on an incident as possible. Therefore, we request
that you provide more data than is required on the CA-1/CA-2.

If I am filling out a paper copy of the CA-1/CA-2, how do I record SHIPS required
information that is not found on those forms?
A form that supplements the CA-1/CA-2, entitled Supervisors Report of Injury/Illness
can be found at www.ComplianceSuite.com/ForestService.

Why did I lose information when I went back?




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SHIPS


The system has not saved your information until you "Finish" the incident at the end.
 Therefore, going 'back' will cause you to lose your data. Please check your data
carefully before clicking 'Next' in order to avoid re-entry of data.

What if the employee information in the system is incorrect?
If any details are incorrect, call ASC at 1-877-372-7248 and select option 2 to create
a case for correction.

How should Job Corp employees and students be handled?
Incident for Job Corp employees should be entered into the SHIPS system just as all
other Forest Service employee are. However, incidents for Job Corp students should
be entered into the SHIMS system.

What if I would like to add an incident for fun?
You can begin the process for adding an incident and go through all the screens.
 However, at the end, you can click 'Cancel' instead of 'Finish' and the record will not
be sent to the database.

Why is there no data in my department pull-down menu?
There is currently no department data being tracked. Please leave this field blank.

How should I complete a CA-1/CA-2 for an incident that occurs on a fire?
You should continue to complete CA-1s and CA-2s for a fire as you normally do.
 Simply complete a hard copy CA-1 or CA-2 and a hard copy of the Supervisors
Report of Injury/Illness and send back to the Home Unit.

What if I added the incident to the wrong organizational code?
Please contact your OWCP Manager and let them know in order that they can fix it.




Fire Questions

What does fire code mean?
This is an 8 digit code where the first 6 characters are the appropriate job
code/incident code used for payroll purposes; the second 2 characters are the
corresponding fiscal year. You can gather this information from your OWCP
Manager.

What is a “Wildland Fire Phase?”
This is an expression of the overall time-in-place of the fire. Accidents occurring
during “initial attack,” “extended attack,” “large fire,” “transfer of command,” or
“post control” (mop-up / rehab) activities should be so noted. “NA” refers to
accidents which occur while in travel status to or from the incident, not while
assigned to it.

What is a “Fireline Level of Engagement?”



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                                                               Life of a Safety Incident


Every activity, every action on the fireline is a level of engagement. Each requires a
decision and action based on current and expected fire behavior and other conditions
affecting tactics and strategy. Identify during which level the accident occurred
based upon the following definitions: Defend - holding and improving the line,
Reinforce – adding resources necessary to advance or defend, Advance – direct or
indirect attack or active burnout operations, Withdraw – abandonment of constructed
line or an established position in response to fire behavior or other influences
adversely affecting the ability to advance or defend (This may or may not include
travel along safety routes to safety zones), and Delay – the accident occurs while
waiting for conditions to meet pre-identified triggers necessary to advance or defend.

Do I need to complete Qualifying Time Period data on non-Fire related incidents?
Yes. Qualifying Time Period data is valuable data for all incident records.
Supervisor E-mail Directions

What if I don't know my supervisor's e-mail address?
The Supervisor's e-mail address is important to the process of completing the CA-
1/CA-2. If you do not know your supervisor's e-mail, please attain the correct
address prior to entering your incident.

What if I typed in the wrong e-mail address for my supervisor?
If you typed in the wrong e-mail address for your supervisor, please contact your
OWCP Manager to have them correct it.

As an OWCP Manager, how do I change the supervisors e-mail address when the
incorrect address has been entered?
Begin by opening the Incident screen and finding the incident. You can find the
incident by scrolling through the Master List, or using the Case # and the Find
Record button. Once you've found the correct incident record, simply go to the
Custom folder, highlight the Supervisor's e-mail address and type in the correct e-
mail address. You will then want to e-mail or call the correct supervisor to let them
know that they have a pending incident that they need to go complete.


Department of Labor Data Transfer

Does SHIPS transfer the CA-1/CA-2 to the Department of Labor electronically?
In the future, SHIPS will electronically transfer CA-1/CA-2 data to the Department of
Labor. At this time, while we test this process with the Department of Labor, CA-1
and CA-2 forms will be printed out from SHIPS and sent to the Department of Labor
via mail.


Witness Statements

How does the witness statement get into the SHIPS system?
After completing the incident, the employee should have the witness complete their
statement and sign the hard copy that the employee prints out. The employee
needs to provide that hard copy to his/her supervisor who will enter the statement


                                                                                     13
SHIPS


into SHIPS and send the hard copy onto the OWCP manager with all other
paperwork.


FAQs for SHIPS Manage Data
These Frequently Asked Questions are designed to provide you with the information
you need in order to operate effectively in the SHIPS Manage Data portion of SHIPS.
 Only Safety Managers and OWCP Managers have access to this portion of the SHIPS
system. If you are an employee in need of information on adding an incident into
the SHIPS system, please consult the FAQs entitled FAQs for "SHIPS Add Incident".
For a complete outline on how to add an incident into the system, you can download
the Desk Guide from www.ComplianceSuite.com/ForestService.


If the answers you require are not found, please contact the Critigen help desk at
877-215-4764.
SHIPS - An evolving system

Is the SHIPS system a finalized system?
The version of SHIPS that is currently accessed via the connectHR Dashboard is
Version 2. Version 2 provides Forest Service employees with the ability to complete
a CA-1/CA-2 online, provide Safety Managers with some additional data that will be
used for statistical purposes in the process and the tracking of motor vehicle
accidents. The future needs for the next version of SHIPS have already been
outlined and will include hours driven data to calculate personal injury frequency
rates, and more.
Help for SHIPS

What if I have further question about SHIPS?
On the SHIPS Manage Data side of the system, you can access Help for further
information. You can download complete SHIPS Documentation at
www.ComplianceSuite.com/ForestService. If you would like to speak with someone,
please contact the Critigen help desk at 877-215-4764. Critigen will provide 24 hour
Connectivity and Printer Support 7 days per week. If a Critigen representative
cannot provide the answer, they will begin a ticket with the contractor or Forest
Service representative to answer your question.




Gaining Access to the SHIPS System

How do I gain access to the SHIPS System?


In order to access the SHIPS system, you must first have access to the connectHR
Dashboard. You can access the connectHR Dashboard at www.fs.fed.us/connecthr.
 If you are a first time user of the connectHR Dashboard, simply enter your SSN,
select New User, and click Continue. The system will prompt you to have a
temporary password sent to you via ground mail. This password should arrive in 7




14
                                                             Life of a Safety Incident


to 10 days. Once you have access to the connectHR Dashboard, the Add Safety
Incident link will be available to you.


Once a password is obtained, you can login to the connecHR Dashboard using
eAuthentication. Click the button to log in with eAuthentication. You will be
transferred to a page where you must provide credentials. When acknowledged by
eAuthentication, you will be transferred to connectHR. You also have the ability to
update your account. If you experience issues with eAuthentication please click on
the Help icon at the top of the page.




If you are a Safety or OWCP Manager, you will also need access to the SHIPS
Manage Data side of the system. In order have the SHIPS Manage Data button
placed on the Dashboard, you will need to be given extra security rights. If you are
a Safety Manager, please contact your Regional Safety Manager to gain these rights.
 If you are an OWCP Manager, please contact your OWCP Manager to gain these
rights.

Why can I access the connectHR Dashboard, but not SHIPS?
You are experiencing technical difficulties. It might be associated with a pop-up
blocker or other technical issues. Please contact the Critigen help desk at 877-215-
4764.




                                                                                   15
SHIPS


Forest Service Structure

What do Company, Division, and Facility mean?
The SHIPS system is based on an "off-the-shelf, vanilla" software product that uses
standard terminology for organizational structure. The Forest Service has fit our
structure into the structure of the standard system. Therefore, Company is the
equivalent of Region or Station, Division is the equivalent of Forest or Lab, and
Facility is the equivalent of Ranger Station or Project.


The USDA Forest Service chose to start with "off-the-shelf, vanilla" software and
"flavor it green" in order to benefit from the regular regulatory updates and excellent
standard reporting functions that automatically come with the product.

Structural Organizational Chart
Region/Research Station - A Forest Service Region or Research Station will be
referred to as Company in SHIPS.
Forest/Lab - A Forest or Lab will be referred to as a Division in SHIPS.
Ranger Station/Project - A Ranger Station or Project will be referred to as a
Facility in SHIPS.


  Software          National          State and   Job Corps      IITF Terms    Research
   Terms             Forest            Private      Terms                       Terms
                    System            Forestry
                     Terms              Terms
  Company            Region       Northeastern WO, Business         IITF        Research
                                      Area        Ops.                           Station
     Division         Forest            Office       Staff       Directorate       Lab
     Facility        Ranger             Staff     Field Office     Group         Project
                                                  and Center



Looking at Some or All Records

I seem to be missing records. Where are they hiding?
When working in the SHIPS Manage Data system, you may find it helpful to look at a
particular facility of employees or to look at all the records you have access to. The
information below tells you how to select a single facility or view all records that you
have access to.
The All Facilities button, found at the top center of your screen, allows you to view
records for all the facilities (ranger districts) you have access to or for a single
facility.
By default, the button will be set to 'All Facilities'. You can select a single facility as
follows:
        Click the 'All Facilities'




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                                                                    Life of a Safety Incident


                                        button. A window will appear.

       Select the facility you would like to view from the appropriate pull-down
        menu.
       Click 'OK'. Your 'All Facilities' button will now read with the name of the
        facility you have chosen. This setting will allow you to see the chosen facility
        only, limiting the records in the Master List and in the main screen.
To return to a screen view of All Facilities, proceed as follows:
       Click on the button that is set to a particular facility.
       Click on the radio button next to 'All Facilities'.
       Click 'OK'.
Supervisor E-mail Directions

What if I don't know my supervisor's e-mail address?
The Supervisor's e-mail address is important to the process of completing the CA-
1/CA-2. If you do not know your supervisor's e-mail, please attain the correct
address prior to entering your incident.

What if I typed in the wrong e-mail address for my supervisor?
If you typed in the wrong e-mail address for your supervisor, please contact your
OWCP Manager to have them correct it.

As an OWCP Manager, how do I change the supervisors e-mail address when the
incorrect address has been entered?
Begin by opening the Incident screen and finding the incident. You can find the
incident by scrolling through the Master List, or using the Case # and the Find
Record button. Once you've found the correct incident record, simply go to the
Custom folder, highlight the Supervisor's e-mail address and type in the correct e-
mail address. You will then want to e-mail or call the correct supervisor to let them
know that they have a pending incident that they need to go complete.


First Aid versus Medical Treatment

How do I define a First Aid case?
The OSHA Recordability Tree asks the user to define whether the employee received
Medical Treatment or First Aid. Therefore, more concrete definition of First Aid and
Medical Treatment are needed. The following definitions are based on OSHA
standards.
Medical Treatment includes “managing and caring for a patient for the purpose of
combating disease or disorder”. It does not include:
       Visits to doctor for observation or counseling only
       Diagnostic procedures
       Anything considered first aid
First aid is:




                                                                                          17
SHIPS


        Non-scrip drugs
        Tetanus shots
        Bandages/wound coverings
        Rehydration for heat stress
        Temporary splints
        Etc.
First Aid cases do not automatically fall outside of the OSHA standard for
recordability. Therefore, you will find that if you respond to treatment with 'First
Aid', the Recordability Tree will ask you three qualifying questions:
     1. Did the case involve loss of consciousness?
     2. Did the case involve restriction of work or motion?
     3. Did the case involve transfer to another job?
An affirmative answer to any of the above questions will make the case OSHA
Recordable.
Department of Labor Incident Preparation

Does SHIPS transfer the CA-1/CA-2 to the Department of Labor electronically?
In the future, SHIPS will electronically transfer CA-1/CA-2 data to the Department of
Labor. At this time, while we test this process with the Department of Labor, CA-1
and CA-2 forms will be printed out from SHIPS and sent to the Department of Labor
via mail.

How does an OWCP Manager enter n/a into a field?
In the electronic format, no n/a entries will apply. If there is no applicable data,
please leave the field blank.

How does an incident receive approval for transfer to the Department of Labor?
The OWCP Manager will determine if a case should be reported to the department of
labor. By selecting "Approved" in the Custom folder of the Incident record, the
SHIPS system will know to transfer the incident to Department Of Labor.
Code Meanings - Fire/Fund/Override

What does fund code/fire code mean?
This is an 8 digit code where the first 6 characters are the appropriate job
code/incident code used for payroll purposes; the second 2 characters are the
corresponding fiscal year. It's important for the OWCP Manager to complete this
information.

What does override code mean?
This is a 4 digit code for the region/unit associated with the fund/fire code. Example
0901 for Region 09, unit 01. It's important for the OWCP Manager to complete this
information.




18
                                                                   Life of a Safety Incident


Supervisor CA-1/CA-2 Preliminary Investigation Completion


Should SHIPS allow the primary supervisor to complete the causal questions?
The primary supervisor will complete the questions on the 'SHIPS Add Incident'
portion of the system.

Completion of incident investigation by the immediate supervisor

Once an employee completes the front of the CA-1/CA-2, the supervisor should
receive an e-mail. If you are a supervisor who just received such an e-mail,
complete your portion of the CA-1/CA-2 and preliminary investigation questions as
follows:


       Login to the connectHR Dashboard.
       Open internet explorer and enter www.fs.fed.us/connecthr.
       Login to the dashboard using eAuthentication as you normally do.
       Note: If this is the first time you have used the connectHR Dashboard, you will
       need to request a pin number which will be mailed to you (see topic entitled
       'Gaining Access to the SHIPS system). You cannot enter SHIPS until you have
       the ability to enter the connectHR Dashboard.
       Click 'SHIPS Add Incident'.
       The 'SHIPS Add Incident' button is on the menu found on the left-hand side of
        the main Dashboard screen.
       Click the red „Supervisor Complete‟ button on the left-hand side bar and you
        will be presented with a list of your pending incidents.
       If you do not see a „Supervisor Complete‟ button, contact your OWCP
        Manager.
       Click the red 'Complete CA-1/CA-2' button found to the left of the incident
        record you wish to complete.
       Complete the incident data as accurately as possible.


Please type in the written statement that the Witness manually entered on the hard
copy, provided by the employee. Include the original hard copy when you send this
data on to your OWCP manager.


If you do not have the information needed for a required field, you can use the „Save
and Close‟ option to save your entry to that point and come back later to complete
the entry. Confirm accuracy and Submit.


When you have completed the fields of the CA-1/CA-2, you will be presented with an
outline showing you what you've entered. Check the data carefully! If any data is
incorrect, click the red 'Back' button to return to previous pages and make
corrections.




                                                                                         19
SHIPS


Once you confirm that all the data is correct, click the check box at the top of the
screen indicating that you agree the data is correct. (see below)




Once the CA1/CA2 data has been entered and you have confirmed the data is correct
you can choose to click “Save and Close” - this will finish the CA1/CA2 entry portion
and allow you to return at a later date to complete the investigation portion. (See
section titled “Complete Investigation” on how to access these incidents).
By clicking „Next‟ the investigation question portion will begin.
Once you have completed the CA-1/CA-2 and investigation questions, SHIPS will
provide a preview of the completed CA-1/CA-2. Click the 'Print' icon to print out the
form.
Once printed, both the supervisor and the employee should sign the form and the
employee should receive the third page.
Each paper copy of the CA-1/CA-2 should be mailed to the OWCP Manager for your
organizational code.
Upon clicking the „Next‟ button you will be presented with multiple yes/no questions.
Complete the investigation questions.
After you have completed all the investigation questions you will have seven (7) days
from the date of the incident to log back into the Dashboard to modify your answers.
 (See section titled “Investigation Modification” on how to access these incidents).

Investigation Modification
Click the red „Supervisor Complete‟ button on the left-hand side bar and you will be
presented with a list of your pending incidents.
Click the „Show Completed Incidents‟ option along the top of the frame.
If the current date is within seven (7) days of the incident date you will have a red
„Modify Investigation‟ button to the left of the incident record you wish to modify.
Click the „Modify Investigation‟ button.
This will allow you to continue through the investigation questions making any
necessary modifications.

Complete Investigation
Click the red „Supervisor Complete‟ button on the left-hand side bar and you will be
presented with a list of your pending incidents.
Click the „Show Pending Incidents‟ option along the top of the frame.
Click the „Complete Investigation‟ button and continue through the pages answering
the investigation questions.

Supervisor Corrective Action Completion
Once the preliminary investigation portion has been completed you will be assigned
as the responsible party for completion of Corrective Actions. Access the Corrective
Actions as follows:



20
                                                                 Life of a Safety Incident


      Login to the connectHR Dashboard.
      Open internet explorer and enter www.fs.fed.us/connecthr.
      Login to the dashboard with your SSN and password as you normally do.
Note: If this is the first time you have used the connectHR Dashboard, you will need
to request a pin number which will be mailed to you. You cannot enter SHIPS until
you have the ability to enter the Dashboard.
Click 'SHIPS Add Incident'.
This button is on the menu found on the left-hand side of the main Dashboard
screen.
Click „Complete Corrective Actions‟.
Click the red „Complete Corrective Actions‟ button on the left-hand side bar and you
will be presented with a list of your incidents.
Click the radio button found to the left of the incident or audit record you wish to
view corrective actions for.

Completing Corrective Actions
You will be presented with a list of all corrective actions associated either to the
incident or audit you selected.
Using the drop down option in the far right column you can choose a status for each
corrective action. If you choose to change the status to „complete‟ you will then be
completing that corrective action and will not need to complete any additional
functions for that particular corrective action.
If you click on the radio button found to the left of the corrective action you will be
taken to a more detailed screen where you can change the status as well as add
additional notes regarding the corrective action.


Frequency Rates

How are employees hours populated?
Currently, employee hours can be gathered and populated by you in the Facility
screen. You will need to enter total hours for each organizational code for each
month in order to produce an indices report. In the second version of SHIPS, hours
will be downloaded from the National Finance Center and combined with additional
hours (Volunteer Hours, Casual Hours, etc.) that you gather and submit in order that
the technical staff can enter appropriate monthly totals for you.

How are frequency rates determined?
Frequency rates are calculated on OSHA Recordable cases. The following equation is
used for calculating the basic frequency rate: # of OSHA Recordable Incidents X
200,000 / Hours Worked.

What is "Recordable" and where is the term reportable?
The SHIPS system uses the OSHA definition to define incidents as recordable or non-
recordable. The Recordability tree, designed by the National Safety Council assists
OWCP Managers in determining if an incident is OSHA recordable. The term
reportable will no longer apply.



                                                                                          21
SHIPS


Witness Statements

How does the witness statement get into the SHIPS system?
After completing the incident, the employee should have the witness complete their
statement and sign the hard copy that the employee prints out. The employee
needs to provide that hard copy to his/her supervisor who will enter the statement
into SHIPS and send the hard copy onto the OWCP manager with all other
paperwork.


Life of a Safety Incident
This topic outlines the Life of a Safety Incident. Each highlighted section represents
the main step with a little more detail for each.

Part I: Employee Incident Entry


The employee will login to the connectHR Dashboard and click 'Add a Safety
Incident'. ConnectHR Dashboard will login to SHIPS and the employee can enter the
information needed to report his/her injury, illness, or near miss. The employee will
complete the incident by entering their supervisor's email.


When the employee submits their incident, SHIPS sends an email to the employee's
supervisor and the OWCP manager responsible for the employee.



Part II: Supervisor CA-1/CA-2 Completion


The supervisor will login to the connectHR Dashboard and click 'Add Safety Incident'.
ConnectHR Dashboard will enter SHIPS and, after confirming his/her e-mail address,
the supervisor will see all incident records they need to complete.
Once the supervisor has completed the second side of the CA-1/CA-2, e-mails will
always be sent to the following people:
Safety Manager for the employee's home organizational code.
OWCP Manager for the employee's home organizational code.
If the incident occurred outside of the employee's home facility, e-mails will also be
sent to the following people:
Safety Manager for the Incident organizational code.
OWCP Manager for the Incident organizational code.
If the incident is fire related, e-mails will also be sent to the following people:
Fire Operations Safety Manager for the Incident organizational code.
Fire Operations Safety Manager for the employee's home organizational code.

Part III: OWCP Manager Incident Responsibilities




22
                                                              Life of a Safety Incident


When the OWCP Manager receives an email regarding an incident that occurred to
one of their employees, he/she will want to enter the connectHR Dashboard and click
'Manage Safety Data'. Based on the Case # provided in the email, he/she will be
able to search for the incident. The OWCP Manager will then complete two functions
on the incident:
Check and complete all yellow fields, thereby completing the CA-1/CA-2 record.
Determine if the incident is DOL reportable and define reportability in the Custom
folder.
Note: Since the Department of Labor is currently performing 'acceptance testing' on
SHIPS also, the Case records will also be sent to the DOL with a hard copy CA-1/CA-
2 for the time being.


Part IV: Safety Manager Incident Responsibilities


Once the Safety Manager receives an email with the notification of the incidents,
he/she can login to the connecHR Dashboard and click 'Manage Safety Data'. Based
on the Case #, he/she will be able to search for the incident record. The Safety
Manager will preform two functions on the Case:
Check OSHA Recordability with the Recordability button.
Perform Incident Investigation through the Causal folder.
Part I: Employee Incident Entry
The employee will login to the connectHR Dashboard and click 'SHIPS Add Incident'.
 Dashboard will login to SHIPS and the employee can enter the information needed
to report his/her injury, illness, or near miss. The employee will complete the
incident by entering their supervisor's email.
When the employee submits their incident, SHIPS sends an email to the employee's
supervisor and the OWCP manager responsible for the employee.


This topic will outline the process to take if you wish to complete the employee
portion of the CA-1/CA-2. Proceed as follows:


Login to the connectHR Dashboard
      Open Internet Explorer and enter www.fs.fed.us/connecthr.
      Login to the connectHR Dashboard using eAuthentication.
Note: For more information on connectHR Dashboard, see the introductory section of
this documentation.


Click 'SHIPS Add Incident'
The 'SHIPS Add Incident' button is on menu found on the left-hand side of the main
connectHR Dashboard screen.




                                                                                     23
SHIPS


Choose WHO you are entering an incident for
        Click the radio button to the left of your name if you're entering an incident
         for yourself.
        Click the radio button to the left of 'Another Individual' if you're entering an
         incident for another Forest Service employee.
        Click the radio button to the left of 'Previously Saved Incident' if you wish to
         access an incident you entered and saved before clicking 'Finish'.
Note: If you are entering an incident for someone other than yourself, they must
entrust you with their SSN.


Confirm personal data
        SHIPS will present you with information on yourself or the other employee.
          This data comes directly from the National Finance Center. If any details are
         incorrect, please call ASC at 1-877-372-7248 and select option 2 to create a
         case for correction.
        Choose the employee's job title from the list provided.
        Click 'Next'.


Enter Incident data
        Complete each field that requests information about the incident you were
         involved in.
        If you are unsure what information is being asked for, click the question mark
         for an explanation.
        When using pull-down menus, please choose the option that best applies.
         You can use your own words in the fields that do not have pull-down menus.
        When you have completed each page, check the accuracy prior to clicking
         'Next'.
        When you have completed the full entry, you will be presented with a page
         showing the data that you entered. Check the record for accuracy.
        If you need to make changes, click the red 'Back' button.
        Note: For security reasons, clicking the red 'Back' button will result in some
         data loss.


'Finish' the Incident
        When you have completed the incident entry, review the data you have
         entered.
        Click 'Finish' to complete your entry.


Print your CA-1/CA-2 Receipt
        When you have 'Finished' your incident entry, you will receive a prompt to
         print the CA-1/CA-2. We recommend that you print the report so you have a
         record of your entry.




24
                                                                 Life of a Safety Incident


Part II: Supervisor CA-1/CA-2 Completion

The supervisor will login to the connectHR Dashboard and click 'SHIPS Add Incident'.
 Dashboard will enter SHIPS and, after confirming his/her email address, the
supervisor will see all incident records they need to complete. Once the employee
completes their portion of the CA-1/CA-2, their supervisor should receive an email.
 If you are a supervisor who just received such an email, complete your portion of
the CA-1/CA-2 as follows:


Login to the connectHR Dashboard
      Open Internet Explorer and enter www.fs.fed.us/connecthr.
      Login to the connectHR Dashboard using eAuthentication.
Note: For more information on connectHR Dashboard, see the introductory section of
this documentation.


Click 'Supervisor Complete'
      The red Supervisor Complete button on the left hand side bar will take you to
       a list of pending CA-1/CA-2s.
      If no records are available for completion, please contact your OWCP Manager
       for assistance.
      Click the 'Complete CA-1/CA-2' button for the incident record you wish to
       complete and complete each page as accurately as possible.


Confirm accuracy and Submit
      When you have complete the fields of the CA-1/CA-2, you will be presented
       with an outline showing you what you've entered. Check the data carefully!
      If any data is incorrect, click the red 'Back' button to return to previous pages
       and make corrections.
      Once you are sure that all the data is correct, click 'Finish'.


Print the CA-1/CA-2
      Once you have completed the CA-1/CA-2, SHIPS will provide a preview of the
       completed CA-1/CA-2. Click the 'Print' icon to print out the form.
      Once printed, both the supervisor and the employee should sign the form and
       the employee should receive the third page.


Send CA-1/CA-2 hard copy to OWCP Manager
      Each paper copy of the CA-1/CA-2 should be mailed to the OWCP Manager for
       the employee's home organizational code.


Complete Incident Investigation
Once the CA1/CA2 data has been entered and you have confirmed the data is correct
you can choose to click “Save and Close” - this will finish the CA1/CA2 entry portion


                                                                                       25
SHIPS


and allow you to return at a later date to complete the investigation portion.   (See
section titled “Complete Investigation” on how to access these incidents).
By clicking „Next‟ the investigation question portion will begin.
Once you have completed the CA-1/CA-2 and investigation questions, SHIPS will
provide a preview of the completed CA-1/CA-2. Click the 'Print' icon to print out the
form.
Upon clicking the „Next‟ button you will be presented with multiple yes/no questions.
Complete the investigation questions.
After you have completed all the investigation questions you will have seven (7) days
from the date of the incident to log back into the Dashboard to modify your answers.
 (See section titled “Investigation Modification” on how to access these incidents).

Investigation Modification
Click the red „Supervisor Complete‟ button on the left-hand side bar and you will be
presented with a list of your pending incidents.
Click the „Show Completed Incidents‟ option along the top of the frame.
If the current date is within seven (7) days of the incident date you will have a red
„Modify Investigation‟ button to the left of the incident record you wish to modify.
Click the „Modify Investigation‟ button.
This will allow you to continue through the investigation questions making any
necessary modifications.

Complete Investigation
Click the red „Supervisor Complete‟ button on the left-hand side bar and you will be
presented with a list of your pending incidents.
Click the „Show Pending Incidents‟ option along the top of the frame.
Click the „Complete Investigation‟ button and continue through the pages answering
the investigation questions.

Supervisor Corrective Action Completion
Once the preliminary investigation portion has been completed you will be assigned
as the responsible party for completion of Corrective Actions. Access the Corrective
Actions as follows:
        Login to the connectHR Dashboard.
        Open internet explorer and enter www.fs.fed.us/connecthr.
        Login to the dashboard using eAuthentication as you normally do.
Note: If this is the first time you have used the connectHR Dashboard, you will need
to request a pin number which will be mailed to you. You cannot enter SHIPS until
you have the ability to enter the connectHR Dashboard.
Click 'SHIPS Add Incident'.
This button is on the menu found on the left-hand side of the main Dashboard
screen.
Click „Complete Corrective Actions‟.




26
                                                                  Life of a Safety Incident


Click the red „Complete Corrective Actions‟ button on the left-hand side bar and you
will be presented with a list of your incidents.
Click the radio button found to the left of the incident or audit record you wish to
view corrective actions for.

Completing Corrective Actions
You will be presented with a list of all corrective actions associated either to the
incident or audit you selected.
Using the drop down option in the far right column you can choose a status for each
corrective action. If you choose to change the status to „complete‟ you will then be
completing that corrective action and will not need to complete any additional
functions for that particular corrective action.
If you click on the radio button found to the left of the corrective action you will be
taken to a more detailed screen where you can change the status as well as add
additional notes regarding the corrective action.



Once the supervisor has completed the second side of the CA-1/CA-2, e-mails will
always be sent to the following people:
      Safety Manager for the employee's home organizational code.
      OWCP Manager for the employee's home organizational code.
If the incident occurred outside of the employee's home facility, e-mails will also be
sent to the following people:
      Safety Manager for the Incident organizational code.
      OWCP Manager for the Incident organizational code.
If the incident is fire related, e-mails will also be sent to the following people:
      Fire Operations Safety Manager for the Incident organizational code.
      Fire Operations Safety Manager for the employee's home organizational code.




Part III: OWCP Manager Incident Responsibilities

When the OWCP Manager receives an email regarding an incident that occurred to
one of their employees, he/she will want to enter the Dashboard and click 'SHIPS
Manage Data'. Based on the Case # provided in the email, he/she will be able to
search for the incident. The OWCP Manager will then complete two functions on the
incident:
Check and complete all yellow fields, thereby completing the CA-1/CA-2 record.
Determine if the incident is DOL reportable and define reportability in the Custom
folder.




                                                                                          27
SHIPS


Note: Since the Department of Labor is currently performing 'acceptance testing' on
SHIPS also, the Case records will also be sent to the DOL with a hard copy CA-1/CA-
2 for the time being.
To complete OWCP responsibilities, login to the Dashboard and click 'SHIPS Manage
Data'. Complete the incident record as follows:


Find the Incident




        Click the 'Incident'         button.

        Click the 'Find Record'     button.
        Select 'Case #'.
        Enter the case number provided in the email into the window.
        Click 'Find'. The incident record should appear on your screen


Check OSHA Recordability with the Recordability Tree
        Click the 'Recordable' button.
        The Tree will present you with a series of questions. Answer each question
         appropriately.
        When you have completed the Tree, you will be presented with a decision on
         recordability. Accept the decision by clicking on the 'Mark this Incident'
         button.


Confirm accuracy of header fields
Incident Date - Appears in box 10 on the CA-1.
Time of Incident - Appears in box 10 on the CA-1.
Facility - Completes box 18 on the CA-1 and box 20 on the CA-2


Confirm accuracy of Incident folder fields
        Employee - Appears in box 1 of the CA-1/CA-2.
        Job Title - Appears in box 12 of the CA-1 and box 9 of the CA-2.
        Place Where Injury Occurred - Appear in box 9 of the CA-1
        Location (address) where you worked when disease or illness
         occurred - appears in box 10 of the CA-2


Confirm accuracy of Injury folder fields
        Injury/Illness Description - Appears in box 14 of the CA-1.
        Body Part, Side of Body, and Nature of... - Appear in box 14 of the CA-1
         and CA-2.
        Doctor - Appears in box 32 of the CA-1 and box 23 of the CA-2



28
                                                                 Life of a Safety Incident



Confirm accuracy of Lost/Restricted Day folder field
      Returned to Work - Appears in box 27 of the CA-1 and box 30 of the CA-2.


Confirm accuracy of State folder fields
      All State folder fields relate to the CA-1/CA-2 and are numbered in
       accordance with the boxes on the CA-1/CA-2.
      There is more than one part to each form. Therefore, make sure to complete
       all parts.
      The State folder opens to the first page of the CA-1. If you are completing a
       CA-2, be sure to move to that part of the State folder


Confirm accuracy of Employee Info folder fields
      Address, City, State, and Zip - Appear in box 7 of the CA-1 and CA-2.
      Male/Female - Appears in box 4 of the CA-1 and CA-2.
      Date of Birth - Appears in box 3 of the CA-1 and CA-2.


Confirm accuracy of the Claims folder
      Witness Information - Appears in box 16 of the CA-1.


DOL Approval
The Custom file folder holds the Department of Labor Transfer Approval box. When
a CA-1/CA-2 record is initiated by the employee and supervisor entry, it will be
marked as 'Pending'. As an OWCP Manager, you will need to move the incident from
Pending to Filed OR Approved as follows:
      Filed (Do NOT send to DOL) - Select this option to complete management
       on a case that will not be sent to the Department of Labor. This option will
       generally be used for precautionary incidents, but includes all cases that are
       not DOL reportable.
      Approved - Select this radio button when a DOL reportable incident is
       complete and ready to be send to DOL electronically. DOL reportable includes
       any cases with lost time and/or medical costs, including APMC.


Print the CA-1/CA-2
      Once you have completed all yellow fields, you may print the CA-1/CA-2 by
       going to the State file folder and clicking the 'Print' button at the top of your
       screen.
      If you are printing a CA-2, you will need to scroll to that form in the State file
       folder prior to clicking the 'Print' button.




                                                                                       29
SHIPS


Part IV: Safety Manager Incident Responsibilities
Once the Safety Manager receives an email with the notification
of the incidents, he/she can login to the connectHR Dashboard
and click 'SHIPS Manage Data'. Based on the Case #, he/she
will be able to search for the incident record. The Safety
Manager will perform the function listed below on the Case:
        Check OSHA Recordability with the Recordability button.
Once the Safety Manager receives an email with the notification of an incident,
he/she will login to the connectHR Dashboard and click 'SHIPS Manage Data'. To
complete the incident record, proceed as follows:


Find the Incident
Use the Case number provided to you in the email to find the correct incident record
as follows:




        Click the 'Incident'         button.

        Click the 'Find Record'     button.
        Select 'Case #'.
        Enter the case number provided in the email into the window.
        Click 'Find'. The incident record should appear on your screen


Check OSHA Recordability
        Click the 'Recordable' button.
        The Tree will present you with a series of questions. Answer each question
         appropriately.
        When you have completed the Tree, you will be presented with a decision on
         recordability. Accept the decision by clicking on the 'Mark this Incident'
         button.




30
"SHIPS Manage Data" Features
"SHIPS Manage Data" Overview
The Main Screen of the "Manage Safety Data" portion of SHIPS is shown below:




There are three main screens of interest on the left-hand side bar:
      Employee Screen - This screen will hold all the employee records you have
       access to.
      Incident Screen - This screen will hold all the incident records you have
       access to.
      Reports Screen - You will use the tools in this screen to run reports.
Once you have opened the Employee screen or the Incident screen Side Bar, you will
be able to use the Top Bar buttons to navigate in the screen you have opened. The
Top Bar includes the following tools:

Scroll Buttons
The Scroll buttons allow you to move to the beginning or end of the record set you
are currently looking at and they allow you to move through the records one by one.
 The functionality of the Scroll Buttons is outlined in the topic entitled Find a Record.

Sleuth Button
The Sleuth button allows you to find an individual record contained in the screen you
are currently in. The functionality of the Sleuth button is outlined in the topic
entitled Find a Record.

Quick Print
The Quick Print provides you with an instant report of the information you are
currently looking at. The functionality of the Quick Print button is outlined in the
topic entitled Print the Current Record.

Master List



                                                                                       31
SHIPS


The Master List provides you with a listing of all the records for the screen you are
currently in. The Master List is one of the most valuable tools of the software. Basic
functionality of the Master List is outlined in the topic entitled Find a Record. More
detailed information on the Master List is found in the section entitled Master List -
The "Best" Feature.

All Facilities
The All Facilities button allows you to filter records if you are a multi-facility user.
 The functionality of the Facilities button is outlined in the topic entitled View a Single
Facility.

Sort Button
The Sort button is connected to the Scroll buttons and determines how the record set
is organized. The functionality of the Sort button is outlined in the topic entitled Find
a Record.
Find a Record
There are essentially three ways to find a record in the Compliance Suite™: the
Scroll buttons, the Sleuth button, and the Master List.

The Scroll Buttons
The Scroll buttons allow you to move through the records in a screen one by one.
 The scroll buttons are generally not the most efficient way to find a record.
 However, they are very useful if you need to move through the records of a screen
one-by-one to view and/or modify data.
To start at the beginning of a set of records, click the 'First Record' button.
Then, click the 'Next Record' button to "turn the pages" in the screen.
The Sort button will determine the order you move through the records.
The Scroll buttons are also useful for finding the last record you entered in a screen.
 To find the last record you entered in a particular screen:
Open the screen in which the record exists.



Sort by 'ID'                                         ,which means the order of entry.

Click the 'Last Record' button.



The Sleuth Button
The Sleuth Button is a very good way to find an individual record. It allows you to
find an individual record by searching for a unique criterion. If you are searching for
a group of records, you should use the Create Groups feature. Find a record using
the Sleuth button as follows:
Open the screen in which the record exists.
Click the 'Sleuth' button.
Select the search criterion from the Quick Find list. A second window appears.




32
                                                           "SHIPS Manage Data" Features


Define the criterion as "equal to" the record for which you are searching.
Click 'Find'. The record will appear on your screen.
Let's look at an example. You are looking for an employee with the SSN 555-55-
5555. Proceed as follows:
Click the 'Employee' button.
Click the 'Sleuth' button.
Select 'Social Sec. #' from the Quick Find list.
Define the window with 'SSN equal to 555-55-5555' as shown:




Click 'Find'. The employee with that SSN will appear on your screen.

The Master List
The Master List provides a listing of all the records in the screen you have open and
is often the most efficient way to find a record. To find a record via the Master List:
Open the screen in which the record exists.
Click the 'Master List'.
Click the lightning bolt to the left of the record you want to access, and it will appear
on your screen.
Please refer to the Master List section for a more detailed description.
View a Single Facility
The All Facilities button, found at the top center of your screen, allows you to view
records for all the facilities (ranger districts) you have access to or for a single
facility.
By default, the button will be set to 'All Facilities'. You can select a single facility as
follows:


      Click the 'All Facilities'                                            button. A
       window will appear.
      Select the facility you would like to view from the appropriate pull-down
       menu.
      Click 'OK'. Your 'All Facilities' button will now read with the name of the
       facility you have chosen. This setting will allow you to see the chosen facility
       only, limiting the records in the Master List and in the main screen.
To return to a screen view of All Facilities, proceed as follows:
      Click on the button that is set to a particular facility.
      Click on the radio button marked "All Facilities" and click OK.



                                                                                          33
SHIPS


Modify a Current Record
Modifying a current record works the same way in all screens of the Compliance
Suite™. When modifying a record, you could be making an addition to that record,
or be removing information from the record, or be changing information.
Let's walk through a particular example. Say that you would like to add a doctor's
name to incident number 20401004. Proceed as follows:




Click the 'Incident'        button to open the Incident screen.

Click the 'Find Record'    button.
Select 'Case #'.
Define the equation "Case # equal to 20401004" and click 'OK'.
Incident record 20401004 will appear on your screen. Select a Doctor's name in the
Injury/Illness folder.
Click 'Close' and answer 'Yes' to saving your changes.
Dates and Times
All date fields have pull-down calendars as shown:




Dates may be selected from the pull-down calendar or may be typed. Manually
entered dates should be entered numerically in the month, day, and year sequence.
(09/17/2003). Use a leading zero (0) for single digit months and days. Don't worry
about typing the slashes; they will appear for you.
Times are based on the 12-hour clock. 24-hour time is not available.
For example, 8 in the morning will appear as 08:00 AM one in the afternoon will
appear as 01:00 PM, as shown:




34
                                                         "SHIPS Manage Data" Features


If the hour is less than 10, you will need to enter a leading zero (0). For all times,
you will need to enter the "A" or "P" to complete AM or PM.
Documents Folders
Documents folders provide a place to link to documents associated with the record
you have in view. Document folders function consistently throughout the
Compliance Suite™. The paper clip allows you to attach a document and the open
envelope will let you open the document in its native program. Notice that the
program is simply providing you with a link to the document, meaning that updated
documents will always appear correct.




Before attaching documents, it is a good idea for network users to create a folder on
the server to hold documents for Compliance Suite™ programs. By placing
documents in that file folder, each end-user will have equal access, based on the
path created in the steps for attaching below.
Attach a document as follows:
      Place the document in the folder you have created for documents on the
       server.
      Click the paper clip. A Windows® Open window appears.
      Select or create the path to the location of the document.
      Click 'Open'. The path to the document will appear in the screen.
      If you wish to open the document later, simply click on the file folder to the
       left.
Note: If you delete the file, the link you created here will no longer exist.
Image Folders
Image folders provides a place to import images associated with the record you have
in view. Image folders function consistently throughout the Compliance Suite™. You
can scan in images or import jpeg, bmp, and other picture files. Keep in mind that
images take up space in your database and thus, should be used sparingly.
 Definitions for the buttons on the image page are as follows:
Page - Click this button to select a page of the image to view.
Previous/Next Page - Click these buttons to move to the previous page of the
image or the next page of the image.
Magnifications - Click the magnifying glass to select the percent magnification at
which you wish to view the document.
More Magnification - Click the magnifying glass with the plus sign on it to increase
the viewing size.
Less Magnification - Click the magnifying glass with the minus sign on it to
decrease the viewing size.
Import Image - Click this button to import an image.




                                                                                         35
SHIPS


Delete Image - Click this button to show the image in its own window, allowing you
to maximize the image and view more of it at once.
Show Image in Window - Click this button to show the image in its own window,
allowing you to maximize the image and view more of it at once.
Notes Fields/Folders
Notes folders and fields appear in most screens in the program and allow you to
write unlimited notes regarding the record you have in view. There are many useful
things you should know about the Notes fields:
     1. These fields may appear already opened in a folder format OR may appear as
        a yellow note box that you need to click to open. In either case, these fields
        are essentially unlimited in length, allowing you to type over 14 pages worth
        of text.
     2. Notes fields that appear as yellow note box will have two looks. Empty note
        boxes will be solid yellow. Note boxes that have text in them will have black
        lines on them, as shown:

     3.             - Empty                - Contains data
     4. Information may be entered manually, or copied and pasted from Microsoft®
        Word. To paste, simply copy the information from word, right click in the
        Compliance Suite™ notes field and select paste.
     5. You can time and date stamp the note you make by clicking F12 on your
        keyboard. By clicking F12, you will be placing your latest note at the top and
        providing a stamp that includes the time, date, and note takers user name.
     6. If you use keywords consistently, you can search on the contents of a notes
        folder for a particular keyword. For example, if you wanted to place the word
        "important" in notes you definitely want to return to in the future, you can
        search for the records in a particular screen that contain the keyword as
        follows:
                Open the screen that contains the notes field you would like to search.
                Click on the 'Master List'.
                Click 'Create Group'.
                Click 'New Query'.
          You can search on a particular notes field (see below):
          Doing before Incident notes box - field name Doing Before Accident
          Injury/Illness description notes box - field name Injury/Illness Memo
          Employee desc. of bodily injury/illness notes box - field name Verbal
          Description of Bodily Injury
                Enter the keyword you are searching for in the blank box. (Notice that
                 the filtering word used to search by is 'Contains'.)
                Click 'Group'. You will see a listing of all the records that have the key
                 work you are searching by in their notes folder.




36
OWCP Manager Tools
As an OWCP Manager, you will benefit from a number of tools provided to you on the
Manage Safety Data side of SHIPS. These tools will assist you with the completion of
CA-1/CA-2 data and case management.
This section will look at the following details of incident entry and maintenance:


Completing the CA-1/CA-2
Checking OSHA Recordability
Recording Lost and Restricted Time
Recording Confidential Medical Notes
Tracking Open Cases
CA-1/CA-2 Completion
The State folder in allows you to automatically produce your CA-1/CA-2 To produce
a CA-1/CA-2 proceed as follows:
Find the Incident record you would like a CA-1/CA-2 for.
Complete all the fields that are highlighted in yellow. These fields will span multiple
yellow file folders.
Click on the 'State' folder and then, click the 'Print' button as shown:




If you are printing the CA-2, you will need to scroll to the CA-2 using the red arrow
found inside the State folder.
Once the CA-1/CA-2 preview appears on your screen, click the 'Print' button to print
the CA-1/CA-2 and send the hard copy onto Department of Labor.
Check OSHA Recordability
The Recordability Tree will walk you through the National Safety Council standards
for determining if a safety incident is OSHA recordable. The Recordability Tree is not
something you need to study. It's designed to answer the question of recordability
for you. However, for interest sake, you can view the Recordability Tree in the
following topic. In order to check an incident for its OSHA Recordability, proceed as
follows:




                                                                                     37
SHIPS


Find the Incident
Use the Case number provided to you in the e-mail to find the correct incident record
as follows:




        In the Incident screen         , click the 'Find Record'   button.
        Select 'Case #'.
        Enter the case number provided in the e-mail into the window.
        Click 'Find'. The incident record should appear on your screen.


Click the 'Recordable' button

The Recordable button                  is found at the upper right-hand corner of the
Incident screen.


Answer each Question
The Tree will present you with a series of questions, like the one shown below:




Answer each question appropriately.


Accept the Decision of the tree
When you have completed the Tree, you will be presented with a decision on
recordability such as shown below:




38
                                                                 Safety Manager Tools




Accept the decision by clicking on the 'Mark this Incident' button.




                                                                                  39
SHIPS


Recordability Tree




40
                                                                  Safety Manager Tools


First Aid versus Medical Treatment

How do I define a First Aid case?
The OSHA Recordability Tree asks the user to define whether the employee received
Medical Treatment or First Aid. Therefore, more concrete definition of First Aid and
Medical Treatment are needed. The following definitions are based on OSHA
standards.
Medical Treatment includes “managing and caring for a patient for the purpose of
combating disease or disorder”. It does not include:
       Visits to doctor for observation or counseling only
       Diagnostic procedures
       Anything considered first aid
First aid is:
       Non-scrip drugs
       Tetanus shots
       Bandages/wound coverings
       Rehydration for heat stress
       Temporary splints
       Etc.
First Aid cases do not automatically fall outside of the OSHA standard for
recordability. Therefore, you will find that if you respond to treatment with 'First
Aid', the Recordability Tree will ask you three qualifying questions:
    1. Did the case involve loss of consciousness?
    2. Did the case involve restriction of work or motion?
    3. Did the case involve transfer to another job?
An affirmative answer to any of the above questions will make the case OSHA
Recordable.
Medical History Notes
As OWCP Managers, it's important to have a place to write confidential medical
notes. The Injury/Illness Memo, shown circled below, can be accessed by OWCP
Mangers only and is the place that you should record confidential medical
information:




                                                                                       41
SHIPS


Things to know:
        Simply click on the yellow note box to open the unlimited memo field and
         record notes.
        These note boxes will essentially hold unlimited text.
        It might be valuable to time and date stamp each entry you make by clicking
         F12 on your keyboard.
        If you need to make more general, non-confidential notes about an incident,
         you can place those notes in the Incident Memo which is shown to the right of
         the Describe Incident field in the picture above.
        Right click in a note box and select 'Paste' to insert text that you have copied
         from another source.




Lost/Restricted Time
The Lost/Restricted folder calculates lost and restricted time for you with the
AutoCalc feature. Simply enter the First Day Lost and the Last Day Lost and click
'Auto Calc' button as shown:




Safety Management Software will calculate Restricted Days in the same way when
you complete the Restricted Day History grid.
Multiple Sets of Lost Days
You may have some cases with multiple sets of lost days. For example, with a back
injury, the employee may return to work and then, restrain their back, requiring
them to take additional lost days. You would simple complete the second row of the
grid as shown:




42
                                                                  Safety Manager Tools




Restricted Day calculation works in the same manner as Lost Day calculation.
Estimating Lost and Restricted Time
At times, you will not know the exact return date for lost and/or restricted time, but
you will want to estimate the number for tracking purposes. When you estimate lost
time or restricted time, check the appropriate Estimate box as shown circled below:




Search for all cases that have 'Estimated' lost of restricted time as follows:

      From the Incident screen, click the 'Master List' .
      Click 'Create Group'. (found at that top center of the Master List)
      Click 'New Query'.
      Select 'Estimate (Returned to Work)' from the list of fields and check the box.
      Click 'OR'.
      Select 'Estimate (Last Restricted Day)' from the list of fields and check the
       box.
      A list of all "Open" cases (cases without a Date Closed) will appear in your
       Master List.



                                                                                       43
SHIPS


Track Open Cases
Maintaining the Date Closed field is an important component of Case management.
 Not only will this date allow you to see when you closed the case, but it will allow
you to search for all cases you have left open. The Date Closed field is circled in the
picture below:




Make sure you enter a date into the field each time you close a case by sending it to
DOL or placing in a Medical Folder. For more information on filing a case or sending
it to DOL, see the topic entitled DOL Approval.
To search for cases that do not have a Closed Date, proceed as follows:




From the Incident screen             , click the 'Master List' .
Click 'Create Group'. (found at that top center of the Master List)
Click 'New Query'.
Select 'Date Closed' from the list of fields.
An equation will appear. Leave the date field blank and click 'Group'.
A list of all "Open" cases (cases without a Date Closed) will appear in your Master
List.




Safety Manager Tools
As Safety Manager, you will benefit from a number of tools provided to you on the
Manage Safety Data side of SHIPS. These tools will assist you with recording results
of incident investigations and defining corrective actions.
This section will look at the following details of incident entry and maintenance:
     1. Recording incident notes and corrective actions
     2. Performing a basic incident investigation
Incident and Action Noteboxes
There is a note box in the Incident screen that should prove valuable to Safety
Managers: the Incident Memo box.
The Incident Memo is useful for providing all details on how the incident occurred.




44
                                                                   Safety Manager Tools




Things to know:
       Simply click on a yellow note box to open the field and record notes.
       These note boxes will essentially hold unlimited text.
       It might be valuable to time and date stamp each entry you make by clicking
        F12 on your keyboard.
       Right click in a note box and select 'Paste' to insert text that you have copied
        from another source.
Supervisor CA-1/CA-2 Preliminary Investigation Completion


Should SHIPS allow the primary supervisor to complete the causal questions?
The primary supervisor will complete the questions on the 'SHIPS Add Incident'
portion of the system.

Completion of incident investigation by the immediate supervisor

Once an employee completes the front of the CA-1/CA-2, the supervisor should
receive an e-mail. If you are a supervisor who just received such an e-mail,
complete your portion of the CA-1/CA-2 and preliminary investigation questions as
follows:


       Login to the connectHR Dashboard.
       Open internet explorer and enter www.fs.fed.us/connecthr.
       Login to the dashboard using eAuthentication as you normally do.
       Note: If this is the first time you have used the connectHR Dashboard, you will
       need to request a pin number which will be mailed to you (see topic entitled
       'Gaining Access to the SHIPS system). You cannot enter SHIPS until you have
       the ability to enter the connectHR Dashboard.
       Click 'SHIPS Add Incident'.
       The 'SHIPS Add Incident' button is on the menu found on the left-hand side of
        the main Dashboard screen.
       Click the red „Supervisor Complete‟ button on the left-hand side bar and you
        will be presented with a list of your pending incidents.




                                                                                      45
SHIPS


        If you do not see a „Supervisor Complete‟ button, contact your OWCP
         Manager.
        Click the red 'Complete CA-1/CA-2' button found to the left of the incident
         record you wish to complete.
        Complete the incident data as accurately as possible.


Please type in the written statement that the Witness manually entered on the hard
copy, provided by the employee. Include the original hard copy when you send this
data on to your OWCP manager.


If you do not have the information needed for a required field, you can use the „Save
and Close‟ option to save your entry to that point and come back later to complete
the entry. Confirm accuracy and Submit.


When you have completed the fields of the CA-1/CA-2, you will be presented with an
outline showing you what you've entered. Check the data carefully! If any data is
incorrect, click the red 'Back' button to return to previous pages and make
corrections.


Once you confirm that all the data is correct, click the check box at the top of the
screen indicating that you agree the data is correct. (see below)




Once the CA1/CA2 data has been entered and you have confirmed the data is correct
you can choose to click “Save and Close” - this will finish the CA1/CA2 entry portion
and allow you to return at a later date to complete the investigation portion. (See
section titled “Complete Investigation” on how to access these incidents).
By clicking „Next‟ the investigation question portion will begin.
Once you have completed the CA-1/CA-2 and investigation questions, SHIPS will
provide a preview of the completed CA-1/CA-2. Click the 'Print' icon to print out the
form.
Once printed, both the supervisor and the employee should sign the form and the
employee should receive the third page.
Each paper copy of the CA-1/CA-2 should be mailed to the OWCP Manager for your
organizational code.
Upon clicking the „Next‟ button you will be presented with multiple yes/no questions.
Complete the investigation questions.
After you have completed all the investigation questions you will have seven (7) days
from the date of the incident to log back into the Dashboard to modify your answers.
 (See section titled “Investigation Modification” on how to access these incidents).

Investigation Modification



46
                                                                   Safety Manager Tools


Click the red „Supervisor Complete‟ button on the left-hand side bar and you will be
presented with a list of your pending incidents.
Click the „Show Completed Incidents‟ option along the top of the frame.
If the current date is within seven (7) days of the incident date you will have a red
„Modify Investigation‟ button to the left of the incident record you wish to modify.
Click the „Modify Investigation‟ button.
This will allow you to continue through the investigation questions making any
necessary modifications.

Complete Investigation
Click the red „Supervisor Complete‟ button on the left-hand side bar and you will be
presented with a list of your pending incidents.
Click the „Show Pending Incidents‟ option along the top of the frame.
Click the „Complete Investigation‟ button and continue through the pages answering
the investigation questions.

Supervisor Corrective Action Completion
Once the preliminary investigation portion has been completed you will be assigned
as the responsible party for completion of Corrective Actions. Access the Corrective
Actions as follows:
      Login to the connectHR Dashboard.
      Open internet explorer and enter www.fs.fed.us/connecthr.
      Login to the dashboard with your SSN and password as you normally do.
Note: If this is the first time you have used the connectHR Dashboard, you will need
to request a pin number which will be mailed to you. You cannot enter SHIPS until
you have the ability to enter the Dashboard.
Click 'SHIPS Add Incident'.
This button is on the menu found on the left-hand side of the main Dashboard
screen.
Click „Complete Corrective Actions‟.
Click the red „Complete Corrective Actions‟ button on the left-hand side bar and you
will be presented with a list of your incidents.
Click the radio button found to the left of the incident or audit record you wish to
view corrective actions for.

Completing Corrective Actions
You will be presented with a list of all corrective actions associated either to the
incident or audit you selected.
Using the drop down option in the far right column you can choose a status for each
corrective action. If you choose to change the status to „complete‟ you will then be
completing that corrective action and will not need to complete any additional
functions for that particular corrective action.
If you click on the radio button found to the left of the corrective action you will be
taken to a more detailed screen where you can change the status as well as add
additional notes regarding the corrective action.




                                                                                          47
Master List - the "Best" Feature
Master List
The Master List provides a list of all the records for the screen you are in and instant
access to an individual record in the list by clicking on the lightning bolt to the left of
the record. Let's use the Employee screen to demonstrate the tools of the Master
List.
If you click on the 'Employee' button, the Employee screen will open to an individual
employee record. To see a list of all the employees in the screen, click the 'Master
List' button and the Master List will appear:




You may want to reorganize the fields of your Master List by selecting a different
primary or secondary sort. You might also want to add or remove fields from the
Master List. Let's say you would like to have your employee master list include the
employee's Last Name, First Name, Job Title, Department, and Phone Number.
 Proceed as follows:
      Click the 'Select Fields' button at the top right-hand side of the Master List.
      A window will appear. The fields that are currently in the Master List are
       listed on the right-hand side. The fields that are available to be moved into
       the Master List appear on the left-hand side.
      Begin by removing the fields you do not want from the list on the right-hand
       side by highlighting them and clicking the arrows that point to the left.
      Next, move the fields you want in from the left-hand side by highlighting
       them and clicking the arrows that point to the right.
      When you are done with the process, you should have the fields you would
       like in your Master List on the left hand side. In this example, we would see
       Last Name, First Name, Job Title, Department, and Phone Number listed on
       the right-hand side in that order.
      If the order on the right hand side is incorrect, highlight the field you want to
       move and use the up or down arrows to rearrange its position.
      Click 'OK' and your Master List will be reorganized to include the fields you
       selected.


                                                                                         49
SHIPS


The Create Group feature is another extremely valuable tool of the Master List. Take
time to read the topic on Creating Groups found in the Functions section of this
documentation.
Finding a Record Set
In order to find a set of records in the Compliance Suite, you will use the Create
Group feature. Keep the following in mind:


The Create Group                      button is the best feature for finding a record set.
Using the Master List with the create group feature makes it most powerful.
The Reports sleuths have all the same functionality that the Create Group function
does.
This section will outline the following topics:
Basic Groups
Query Search Options
Compound Groups
Create Groups
The Create Group feature allows you to see a set of data that has a certain quality or
set of qualities. Creating a group generally works the same way in all screens of the
Compliance Suite™. It is a very powerful tool, especially when used in conjunction
with the Master List. By creating a group, you can limit the number of records in
your Master List and the number of records you scroll through. As a sample, let's
say you would like to see all the employees in the Human Resources department.
 Proceed as follows:
In the Employee screen, click the 'Master List'.


        Click the 'Create Group'                  button.
        Since you want to see people in a certain department only, select
         'Department' from the Quick Find list.




        Define the window as follows: Department Equal To Human Resources.
        Click 'Group'. Your Master List now includes employees from Human
         Resources only.
        Alternately, you might exclude everyone with a particular quality from your
         Master List by using the Not Equal function. These details are described
         further in Query Search Options.




50
                                                                                  Reports


Save a Group
If you plan on using a group regularly, you can save it as follows:
      Create a group as described above, but click 'Save' as your last step in place
       of Group.
      Title the group appropriately and click 'OK'.
Run your saved group as follows:
      Click 'Create Group'.
      Select your saved group from the Saved Queries list and click enter on your
       keyboard.
Delete a Saved Group
If you no longer use a saved group and would like to delete it, proceed as follows:

      Click the 'Sleuth'      button.
      Select your saved group from the Saved Queries list.
      Click 'Delete'.
      Confirm that you would like to delete your group.
Query Search Options
When you use the Create Group feature, many different formula options are
provided. For example, you can choose to include records with 'equal to' or exclude
records with 'not equal'. This table provides you with a list of the options and an
example of their uses.


Function        Description                    Example
Equal To        The search will only           Date: Equal To – 12/31/2005 will
                return exact matches to        only return records that meet that
                the criteria listed.           one specific date. All others will be
                                               ignored.
Greater         Returns all records with a     Greater Than Date: Greater Than -
Than            value larger than the          12/31/2005 will return all records
                specified value. Returned      starting with those on January 1,
                records will NOT include       2006
                records that meet the
                specified value.
Less Than       Returns all records with a     Date: Less Than - 12/31/2005 will
                value smaller than the         return all records before December
                specified value. Returned      31, 2005 but will NOT include the last
                records will NOT include       day of the year.
                records that meet the
                specified value.
Equal or        This search will include all   Pay Rate: Equal or Greater - 16
Greater         records containing the         (hourly rate) will return all employees
                specified value and any        who earn at least $16.00 an hour.
                value greater than the
                specified value.



                                                                                         51
SHIPS


Equal or          This search will include all      Pay Rate: Equal or Less - 16 (hourly
Less              records containing the            rate) will return all employees who
                  specified value and any           earn $16.00 an hour along with those
                  value less than that              who make less per hour.
                  specified value.
Not Equal         Returns all values that do        Primary Language: Not Equal –
                  NOT equal or contained in         English will return all employees who
                  the specified value.              do not consider English as their
                                                    primary language.
Contains          Returns all records that          Course Title: Contains – Safety will
                  have the word or number           return a list of all courses with the
                  in the field you are              word “Safety” anywhere in their title.
                  searching on.
Starts            All returned records have         Job Title: Starts With – Vice will
With              the specified value at the        return the records for all employees
                  beginning of the record.          that have the term “Vice” in the
                                                    beginning of their job title. e.g.: Vice
                                                    President of …




Compound Groups
When you are creating groups, you may need to base your search on more than one
criteria. If so, you will need to use the 'New Query' function. When using this
function, you will be able to use the 'And' function or the 'Or' function.
When should you use 'And'?
Use 'And' whenever you are searching for records that have ALL the qualities you
choose. For example, if you are looking for employees in the Warehouse who were
hired since the beginning of 2003, you would create your group as follows:


        In the Employee Master List, click 'Create Group'

        Click 'New Query'                       at the bottom right-hand side of the
         window.
        Select Department and define it Equal To Warehouse.
        Click 'And'.
        Select Hire Date and define it Equal or Greater than 01/01/2003.
        Click 'Group'. Only employees with both those qualities will appear.
When should you use 'Or'?
Use 'Or' whenever you are searching for records that have ANY of the qualities you
choose. For example, if you are looking for a list of employees that includes
everyone in the Warehouse department and includes everyone from the Assembly
department, you are actually looking for employees that have either quality and
would create your group as follows:


        In the Employee Master List, click 'Create Group'                        .


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                                                                                   Reports



      Click 'New Query'                    at the bottom right-hand side of the
       window.
      Select Department and define it Equal To Warehouse.
      Click 'Or'.
      Select Department and define it Equal To Assembly.
      Click 'Group'. Employees that belong to either department will appear.
Master List Custom Reports
The Master List is the best way to create single table custom reports. It allows you
to see what you are creating as you go along. Create a Custom Report in the Master
List:
      Open the screen that holds the data you would like to report on.
      Click the 'Master List' button.

      Click the 'Select Field'               button found in the top right-hand
       corner of the Master List. If you cannot see this icon, you need to maximize
       your Master List.
      Modify the 'Master List Fields' list found on the right-hand side of the window
       to reflect the fields you would like to have in your report. The list of Available
       fields on the left-hand side will include all fields in the screen you've chosen.
       Highlight a field and click the appropriate button in the center to move it up,
       down, in, or out of the Master List fields.
      Click 'OK' when you have the correct list in the correct order showing under
       Master List fields. (Keep in mind that your report can hold a maximum of 10
       fields at 1 inch each.) Your Master List will be reorganized to include those
       fields.

      Click the 'Print'    button. A preview will appear. If you do not wish to use
       this same report in the future, simply click 'Print' to send the report to the
       printer.
Incident Groups
You will want to form most groups in the Incident Master List. Creating groups in the
Incident Master List will allow you to see a set of incidents with a certain quality.
 Access the Master List of Incidents as follows:




      Click the 'Incident'           button.
      Click the 'Master List' button.
The Master List will initially present you with a list of all the incident records you
have access to. You can then choose to see a group of incidents based on a
particular criteria. Common groupings of Incident records are listed below.




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Viewing Open Cases
There is a Date Closed field found in the Claims folder of the Incident record. It is a
good idea to complete this field each time a case is closed. You will then be able to
search for cases that remain open as follows:


        In the Incident Master List, click 'Create Group'                  .
        Click 'New Query' at the bottom right of the window.
        Select 'Date Closed' from the list of fields.
        Leave the window that appears to read Date Closed equal to blank.
        Click 'Group'. All "Open" cases (cases without a Date Closed) will appear in
         the Master List

Viewing Estimated Lost/Restricted Cases
There is an Estimated (Returned to Work) and an Estimated (Last Restricted Day)
field in the Lost/Restricted folder of the Incident record. It is a good idea to check
the appropriate box(es) when estimating a date. You will then be able to search for
cases where you have estimated either lost or restricted time as follows:


        In the Incident Master List, click 'Create Group'                  .
        Click 'New Query' at the bottom right of the window.
        Select 'Estimated (Returned to Work)' from the list of fields.
        Check the box.
        Click 'OR'.
        Click 'Estimated (Last Restricted Day)' from the list of fields.
        Check the box.
        Click 'Group'. Remember! You can save this type of query for easy access
         later.

Viewing Recordable Cases
The 'Yes/No' Recordable button found in the header of the screen allows you to
distinguish between cases that are OSHA Recordable and those that are not. You
can search for all OSHA Recordable cases as follows:


        In the Incident Master List, click 'Create Group'                  .
        Click 'New Query' at the bottom right of the window.
        Select 'OSHA Recordable' from the list of fields.
        Define the equation as OSHA Recordable equal to Yes.
        Click 'Group'.

Viewing Incidents Since a Particular Date
Once you have incidents in your database for an extended time period, you will want
to look at incidents that have occurred since a particular date, such as the beginning




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of the year. As an example, if you would like to look at incidents that have occurred
since the beginning of the year 2003, proceed as follows:


      In the Incident Master List, click 'Create Group'                .
      Select 'Incident Date' from the list of fields.
      Define the equation as Incident Date equal or greater 01/01/2003.
      Click 'Group'.

Viewing Incidents in a Date Range
At times, you will want to view incidents that have occurred between two dates. As
an example, if you would like to view incidents that occurred in the first quarter of
2003, proceed as follows:


      In the Incident Master List, click 'Create Group'                .
      Click 'New Query' at the bottom right of the window.
      Select 'Incident Date' from the list of fields.
      Define the equation as Incident Date equal or greater 01/01/2003.
      Click 'And'.
      Select 'Incident Date' from the list of fields.
      Define the equation as Incident Date equal or less 03/31/2003.




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Reports
If you wish to explore the reports of Safety Management Software, we recommend
looking at the reports found in the Forest Service and Pre-set Forest Service
categories, shown circled below:




Of course, the Incident Reports - OSHA category will provide your regulatory reports
and the Incident Reports and Graphs in the Charts and Graphs section of the reports
is the most powerful tool for creating statistical reports and graphs. This section will
cover the following regarding Safety Management Software reports:
Printing Individual Incident Reports
Report Basics
Report Sleuthing
The Monthly Incident Indices Report
Incident Reports and Graphs
Print Individual Incident Reports
If you wish to print reports on an individual incident, you will generally want to print
them directly from the record in the Incident screen. The Quick Print button will
print a report associated with the yellow file folder you are viewing. In the picture
show below, the user will receive a Incident Summary Report because he/she is
viewing the Incident folder:




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The following Quick Print reports can be generated from the Incident screen:
Incident Summary Report - Click the 'Quick Print' from the Incident,
Injury/Illness, or Lost/Restricted folder to receive this report.
Case Profile Report- Click the 'Quick Print' from the Additional Info or Employee
Info folder to receive this report.
CA-1/CA-2 Report - Click the 'Quick Print' from the State (US) folder to receive this
report.
Claim Profile Report - Click the 'Quick Print' from the Claims folder to receive this
report.
Causal Report - Click the 'Quick Print' from the Causal folder to receive this report.


Run a Report
Let's begin our exploration of the Compliance Suite™ reporting function by looking at
the basic process for running a report:


      Click the 'Reports' button on the Side Bar.

       The Select Report Window appears and defaults to the All Reports list,
       containing every report in the program.
      Click the appropriate 'Category' button.

       In general, you'll want to choose the category that corresponds to the screen
       you're reporting on. For example, if you are reporting on information that
       comes out of the employee record, click the 'Employee' category to find the
       report you want more easily.
      Highlight the title of the report you would like to run and click 'Print

       to Screen'.

       You could also print the report directly to the printer. However, we
       recommend printing the report to screen for previewing first.
       Type your drop-down text here.
      Click 'Reset'



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         Clicking reset clears previous selections, allowing you to start fresh.
        Define the records you would like in the report

         The sleuth window filters records out of the report. Therefore, if you would
         like the report to include ALL the records in the database, DO NOT make any
         selections. Also, if you would like all the records in a particular date range,
         simply fill in the date range only.
        Click 'OK'

         A preview of the report will appear on your screen. Use the black arrows at
         the top to move from one page of the report to another. Use the percentage
         pull-down menu to increase the viewing size.
        Print or Export the report

         Click the 'Print' button to the print the report, or click 'Export' to export the
         report to another file and/or send it out via e-mail. For more information on
         exporting a report, see the topic entitled Export a Report.
Export a Report
When you export a report, you are saving it to a different file type such as
Microsoft® Word. At the time you export, you will be able to create a standard file
in your Documents folder.

Export a Report to your Computer
The process for exporting a report as a document is as follows:
Run the report so that a preview of the report appears on your screen.

Click the 'Export'       button.
Select the format in which you would like to export the report. Popular formats
include: Acrobat Format (PDF), MS Excel 97-2000 (Data only), MS Word, and Rich
Text Format. Since each document is different, you might need to try different
formats to get just what you are looking for.
Select 'Disk File' from the Destination pull-down menu.
Click 'OK'. The system will prompt you to select the folder you would like to save the
report to.
From the Save In pull-down menu, select 'C$ on Client (V:)'. This will allow the
system to access your computer drive and you will be able to search for your
desktop as outlined in the following steps.
Double click on Documents and Settings.
Double click on the file that holds your "Desktop" folder. Generally, this file has your
name on it.
Double click on the Desktop folder.
Name the file in the File Name field at the bottom of the window.
Click the 'Save' button. The file will be exported to the Desktop of your computer.




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Sleuth a Report
Each report in the Compliance Suite can be run for the specific set of records you
need. Each time you highlight a report and click 'Print to Screen', you will be
presented with a sleuth window. In the sleuth window, you will want to do the
following:
      Click 'Reset'. Since the window defaults to your previous selections, you will
       want to clear the window before beginning.
      Make selections to define the set of records you would like to see. You should
       know the following:
           o   If you make NO selection, you will receive ALL applicable data.
           o   You can make selections through the pull-down menus and checkbox
               provided for your ease.
           o   Additional Sleuths, like this one, allow you to define the report by
               applicable fields that are not in the pull-down menus or checkboxes.
                Some reports may have multiple additional sleuths. If so, they will be
               labeled with the screen name they are associated with. Note: All
               Query functionality applies to the Additional Sleuths.
A Sleuth Example
Let's say that you would like to only see 'Fire Related' incidents from a Basic Incident
Listing Report. Proceed as follows:
      Click the 'Reports' button.
      Click the 'Forest Service' category.
      Highlight 'Basic Incident Listing' and click 'Print to Screen'.
      Click 'Reset'.
      Click the 'Sleuth +' button and select 'Fire Related' from the list.
      Check the box to the left of 'Fire Related'
      Click 'OK'.
      Add a date range, if appropriate.
      Check 'Recordable', if appropriate.
      Click 'OK'. A preview of your report will appear on the screen.
Monthly Incident Indices
The Monthly Incident Indices report provides you OSHA rates, including the DART
Index, the OSHA Recordable Index, the Non-Lost Work Day Index, the Lost Work
Day Index, and the Severity Index. In order to create the Monthly Incident Indices
report, proceed as follows:


Complete the Hours information for your Facilities.
The Hours needed for the Monthly Incident Indices can be completed in the Facility
screen as follows:
      Click the 'Facility' button to open the Facility screen.
      Find the facility you wish to place hours in using the Master List.
      Click the 'Hours' folder.



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        Select the 'Facility' radio button.
        Complete the Hours worked and number of employees for each month that
         has occurred this year.
        Repeat the process for each facility you wish to report on, saving changes as
         you go.
        When you've completed all hours needed, click 'Close' and save your changes.


Run the Report for the Facility and month of interest.
Once hours have been entered, run the Monthly Incident Indices report as follows:
        Click the 'Reports' button.
        Click the 'Incident Reports - Statistics' category.
        Highlight 'Monthly Incident Indices Report' and click 'Print to Screen'.
        Select a Facility, Year, and Month for your report and click 'OK'.


Incident Reports and Graphs
This one powerful graphing system provides you with many options for reporting
safety trends. Once you understand how it functions, you can create graphs or
reports without graphs for any trend information present in the Incident screen. The
Basics for creating a graph are as follows:
Choose Incident Reports and Graphs
Click the 'Reports' button and click the 'Charts and Graphs' category. Highlight
'Incident Reports and Graphs' and click Print to screen.


Define your Graph
When you run a graph, you will receive the following window:




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                                                                                   Reports



The two most important settings are in the picture above:
      Group By - Sets your x-axis.
      Graph - Sets your y-axis.
Other settings are as follows:
      Break By - Creates a second x-axis if you also have 'One Graph' selected.
       OR, creates separate graphs if you also have 'Graph Each Break' selected.
       Use this option carefully. It's often best to 'Break By: None'.
      Top 5 - Shows all or a portion of your Group by choice.
      Show Detail/Hide Details - Showing details give a detailed listing of
       incidents to accompany the report section statistics. Hiding details removes
       them.
      Sleuth - Filters records, allowing you to include one year of incidents in your
       graph, or recordables only, etc.


Click 'OK'
A preview of the report will appear on your screen.


View the preview
Use the black arrows at the top to move from one page of the report to another.


Print or Export the report
Click the 'Print' button to the print the report, or click 'Export' to export the report to
another file and/or send it out via e-mail.
Note: If you export a graph into a Microsoft® Word document, you will have a
picture that you can easily paste in a Power Point presentation.




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