Incident Management System

TEMS Online

Incident Management System

October 2007

Table of Contents

Introduction

Business Rules

TEMS web link access

Creating a new Incident/Injury Report

Completing Incident and/or Injury Report

Receiving an email notification & submission of an Incident to the Business – (Level 1 user)

Closing an Incident (Level 1 user)

Viewing an Incident (Level 0 user)

Searching for an Incident/injury

Audit History of Incident/Injuries

Re-opening and incident/injury

Appendix A – TEMS Incident Reporting Process Flow

Appendix B – Incident Report Distribution Matrix

Introduction

Objectives of the TEMS On-line Incident Management System:

To create a centralised database for capturing all incidents and injuries
To have a Web front end to allow CEVA Logistics Business Managers and supervisors to enter new incidents
To Manage and record corrective actions of incidents
To Append documents (pics/Police reports/Worksafe reports)
To comply to CEVA notification requirements

Business Rules

There are four levels of access into TEMS;

-Level 0 – View an incident, comment if required(Director, Region Managers)

-Level 1 – Create, edit and submit for notification(Business Manager or similar)

-Level 2 – Create and edit(Supervisor or similar)

-Level 3 – National Access(Human Resources)

This purpose of this user manual is to describe the steps involved in using the TEMS On-line Incident Management System for CEVA Logistics for users with Level 0, 1 &2 access. Level 2 users will be responsible for completing an incident/injury and submitting the incident/injury to the Level 1 user for review and notification to the business. Level 0 users will be able to view and comment on incidentsas required.

Refer to Appendix A - Process Flow for TEMS Incident Reporting.

TEMS web link access

To access TEMS On-line Incident Management System:

Open Internet Explorer
Type You will then be directed to the login page.
Save this page under your “favourites” as a shortcut for future login.

Login page

In the login page above you will have access to:

Quick Downloads - such as links to incident notification timeframes.
Quick Links – to Workcover websites by state.
Assistance and contact details.
Login field – username & password.

Enter your username & password. (Your username and password is defaulted to your network ID. It is recommended that you change your password after login

Creating a new Incident/InjuryReport

Once you have logged into TEMS successfully,the above screen should be displayed.

This screen will give you the option to:

Create a new event (injury/incident)
Search for an event
Change your password

Select “New Event”

An event (Injury or Incident) is identified with a unique single event ID number every time a new incident/injury is created.

The screen below should now be displayed:

Select “Business Unit” from the drop down list. (Logistics or Pallecons).

Select “Event Type” from drop down list :

-Incident or Injury

Select: “Primary Incident Type” from drop down list

-Injury

-Property Damage

-Dangerous Occurrence

-Criminal

-Environmental

-Motor Vehicle

-Equity Matters

Select: the “Continue” button. You should now see a new Incident Report Form open in a new screen to be completed.

(New incident report in new screen)

Completing Incident and/or Injury Report

Event Types

The first 2 fields shown in the incident report “Event Type”“Primary Incident Type”have already been completed and cannot be altered.

Site Details

All fields must be completed in Section 1 – Site Details. An incident report will have three statuses – NEW, OPEN & CLOSED. “NEW” has already been selected and cannot be altered. Note: The contents of the “Secondary Type” drop down box, will change depending on the Primary Incident Type you have previously selected.

Personal Details

All fields must be completed in Section 2 – Personal Details. Note: If you are reporting an Injury, you will need to complete an Injury Report by selecting “New Report” below and completing the details required in the Injury report, and then select “submit” to save.The injury report will now be linked to the incident report. (All of the common fields will be automatically populated in the injury report when it is opened and visa versa).

Incident Details

All fields must be completed in Section 3 – Incident Details.
Due to confidentiality reasons, in section “Description of Incident” please refrain from using people’s name. Please refer as, employee; forklift driver, casual, contractor etc

Equipment & Property Damage

Complete as much information as possible in Section 3a – Equipment & Property Damage only if damaged to equipment or property has occurred.

Investigation

Complete as much information as possible in Section 4 – Investigation.

Incident Investigation Summary

The Team Coordinator must summarise the root causes and identify corrective actions by a specified timeframe.

After corrective actions have been identified and completed, select the “submit” button at the bottom of the form. Note: you can also attach other files relating to the incident such as photo’s etc by selecting the “Attachment” button before submitting the incident.

After submitting the incident, an email notification will be sent to the relevant Level 1 user e.g.business manager for the site.

Receiving an email notification & submission of an Incident to the Business – (Level 1 user)

When a new incident has been completed, the level 1 user of the site must go into TEMS to complete the incident report and submit it for notification. (Please see an example below of the email notification).

To VIEW the incident, click on the link in the email.
To action, you will need to log into TEMS via the web
Open up the relevant incident by using the search function
Complete section 5 “Corrective Action” (see below).

Select “Save & Notify”. The incident report will now change to an “OPEN” status.
An automatic email will be sent to the Business in accordance with the Notification Matrix (refer to Appendix B to see matrix).

Note: An automatic email will be sent to Level 1 users (Business Managers) and the Sustainability Champion of that state, of any incidents in “NEW” status after 24hours. An automatic weekly email will also be sent to Level 1 users listing all “OPEN” incidents for their site that need to be submitted for notification. (See below for an example of an incident notification automatic email to the Business.

Closing an Incident (Level 1 user)

An incident can only be closed by Level 1 users.
If there are no corrective actions, the incident will automatically go into “CLOSE” status once submitted to the business for notification.
If there are corrective actions, a tick box with notes field option will be provided to mark for completion against each corrective action.

Viewing an Incident (Level 0 user)

After an incident has been submitted to the business for notification by a level 1 user, a level 0 user will receive an email notification and will be able to then view the incident and comment if needed.

Once the Level 0 user has selected the link above, an incident report screen will then be displayed allowing the user to review the incident.

(Example of the incident report to be viewed by the Level 0 user).

If the Level 0 users wished to add a comment to an incident they willneed to log into TEMS via the web

To access TEMS On-line Incident Management System:

Open Internet Explorer
Type You will then be directed to the login page.
Save this page under your “favourites” as a shortcut for future login.
Enter your username and password, select “Login”.

To add a comment select the “Comment” button on the top right of page.

Enter your comments and then select “submit”.

A notepad icon will appear when a comment is added. These details are saved in the Incident Audit History.

Searching for an Incident/injury

Select: “Search Event” in the main home page.

Enter the Incident number into Event ID and select “Search”. The incident number can be found from the email notification.

The search function allows you to search by:

-Name

-Event ID

-Event Type

-Incident Type (Event Sub Type)

-Date range

-Business Unit

-Site/Nationally

-State

-Country

Audit History of Incident/Injuries

All events will have a series of audit records. The audit records will preserve a history of events that relate to the incident. Any change to the form will be logged with details of the operator, date & time and sections changed.

The Business Manager and Originator are automatically notified of any comments.

This is a valuable part of the incident history in the event a Government Authority decides to investigate the incident.

Re-opening and incident/injury

The RE-OPEN function creates a new incident or injury report form that is linked to a previous closed incident. This will also be recorded in the Audit History.

Appendix A – TEMS Incident Reporting Process Flow

Appendix B – Incident Report Distribution Matrix