Digital Safety System Overview: Tools and Procedures for Risk Management

1. Safety System WebEx Digital Measures

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

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

4. Safety Program Implications • Examples of things gone Wrong • UCLA Lab death case • Recent USGS accident investigations • Everglades Air boat • Desert southwest • Motorcycle accident with USGS van • Examples of things gone Right • Desert southwest • AK aviation accident

5. Overview of DM Process

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

7. User Management Digital Measures

8. Adding students/staff • Two step process: • Add new User to Digital Measures (DM) (or have existing User assigned to your unit) • Create position for the user • Under CRU Positions Held

9. Add a NEW user to DM • new to CRU Program • Users and Security

10. Add a NEW user to DM • new to CRU Program • Users and Security • ADD A NEW USER

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

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

13. Add Position • CRU Positions Held • Federal • Acting Unit Leader • Student/Post Doc • University Staff

14. Add Position • For all positions other than Student/Post Doc • manage data as the person • For Student/Post Doc positions • manage data as the federal scientist (easier this way)

15. WHEN Someone leaves your UNIT • “End” their position • CRU Positions Held • Select position • Enter an end date • Update Status for Students/Post Docs

16. WHEN Someone leaves your UNIT • Disable their account • Thru Users and Security • Unless you know they are going to another unit • Note: disabling an account also prevents that person from logging in or requesting a password

17. WHEN Someone leaves your UNIT • Disable their account • Thru Users and Security • Find user • Search by Last Name or just scroll thru list • Select user • For example, we’ll select Ian Abernathy by clicking on the pencil icon 1 2

18. WHEN Someone leaves your UNIT • Disable their account • Thru Users and Security • Find and select user • Click “DISABLE USER” button

19. Accessing DM the first time Two Ways: • User requests password from DM login screen • Reminder: Link to login screen is always available from our home page! • You request password for user thru DM

20. Accessing DM the first time • User requests password from DM login screen • Click “Request Your Password” link

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

22. Accessing DM the First Time • You request password for user thru DM • Thru Users and Security

23. ACCESSING DM the first time • You request password for user thru DM • Thru Users and Security • Find user • Search by Last Name or just scroll thru list • Select user • For example, we’ll select Ian Abernathy by clicking on the pencil icon 1 2

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

25. CRU Safety System Digital Measures

26. 1) My Safety Worksheet • My Safety Worksheet

27. 1) My Safety Worksheet • Position • determines safety orientation course needed • Questions 1-12 • just check what activities you do • Each selection reflects either training needed or additional language in the Job Hazard Analysis • Note: no form level validation 1 2 3

28. 2) Safety Training RECORDS • Safety Training Records

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

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

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

32. 3) Generating the JHA • Run Custom Reports method • Select Job Hazard Analysis • Click SELECT REPORT button • Set date range as Oct 01 2000 to Sep 30 2012 • Click to select your unit or specific individuals • Click BUILD REPORT button 2 1 3 4 5

33. 3) Generating the JHA • Rapid Reports method • Click on Rapid Reports tab (bottom right) • Select Job Hazard Analysis • Dates shouldn’t matter, but set date range as Oct 1 2000 to Sep 30 2012 to ensure completeness • Click RUN REPORT button • Click on Hide tab to minimize Rapid Report interface 5 1 2 3 4

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

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

36. 3) Reviewing the JHA • Every section of the My Safety Worksheet returns something • No ambiguity • You said you don’t do this • You do this, here are the important, definitive USGS Handbook references 1 2

37. 3) Reviewing the JHA • No form level Validation • Validation handled thru the JHA • If you see this, you need to edit the My Safety Worksheet and regenerate JHA 1

38. 3) Reviewing the JHA • Training table at bottom of JHA • Allows supervisor and employee to see what training is needed when they review the JHA • Categories match the choices from the My Safety Worksheet • Training records retrieved from Safety Training Records

39. 3) Reviewing the JHA • Examples: • Defensive Driving • Yes indicates training is required (based on My Safety Worksheet) • Most recent (based on expiration date) training record is retrieved from Safety Training Records • Electrofishing • Yes indicates training is required • Blank indicates no electrofishing training records have been entered in Safety Training Records 1 2

40. 3) Reviewing the JHA • After reviewing final version of JHA together, employee and supervisor sign and date • Printed copy • Digital signature 1

41. 4) Unit Safety Summary YOUR SAFETY • Three Components • Summary compliance table for entire unit • List of Non-compliance by Activity • List of non-compliance by person

42. 4) Generating the Unit Safety Summary • Run Custom Reports 1

43. 4) Generating the Unit Safety Summary • Select Unit Safety Summary • Click SELECT REPORT button • Set date range as Oct 01 2000 to Sep 30 2012 • Click to select your unit • Click BUILD REPORT button 2 1 3 4 5

44. 4) Reviewing the Unit Safety Summary • Summary Table • To date, 27 users have entered a My Safety Worksheet record, 47 have not • 26 of those 27 have a safety orientation training record • 10 of the 27 indicated they work in the lab, of these, only 1 has a current lab safety training record in their Safety Training Records 1 2 3

45. 4) Reviewing the Unit Safety Summary • Summary Table cont’ • 21 of the 27 indicated they work in the field • All 21 are required to have CPR and 14 of them are current in CPR • 19 need Basic First Aid (14 are current) and 2 need Advanced First Aid (1 is current) 1 2 3

46. 4) Reviewing the Unit Safety Summary • Summary Table cont’ • 20 of the 27 indicated they operate vehicles • 18 (of the 20) operate passenger vehicles and 7 of them are current with defensive driving • 4 (of the 20) operate OHV’s (2 are current with training) 1 2 3

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

48. 4) Reviewing the Unit Safety Summary • Non-compliance by Activity • Lists all individuals needing training by Activity/Category

49. 4) Reviewing the Unit Safety Summary • Non-compliance by Person • Lists all activity specific training needed for each individual