Working With Health Safety Management

This chapter provides an overview of health safety management and discusses how to:

Work with injury and illness information.
(USA) Report Injury and Illness Information to OSHA (Occupational Safety and Health Administration).

Understanding Health Safety Management

Most employers are required to maintain information about injuries and illnesses sustained by employees as a result of performing their job duties.

(USA) In the United States the Occupational Safety and Health Administration (OSHA) requires most employers to maintain information about injuries and illnesses sustained by employees as a result of performing their job duties. OSHA requires employers to record all occupational illnesses, regardless of severity, and occupational injuries that result in death, loss of one or more workdays, restriction of work or motion, loss of consciousness, transfer to another job, or medical treatment other than first aid.

To satisfy government reporting requirements, you can perform these tasks with Human Resources:

Track detailed information about any injuries or illnesses suffered by employees while performing their jobs.
Enter supplemental data that includes any additional information that you want to track about injuries or illnesses, regardless of whether you must report this information to the government.
Use the reports provided by the system to satisfy all governmental reporting requirements.

Working With Injury and Illness Information

This section provides an overview of injury and illness information and discusses how to:

Open an injury or illness case.
(USA) Open an injury or illness case for the United States.

Understanding Injury and Illness Information

To satisfy many governmental health safety management requirements, you can track detailed information about any injuries or illnesses that the employees suffer during the performance of their jobs within the organization. This information includes:

Date of incident
Time of incident
Description of incident
Employee name
Employee occupation
Employee department
Part of body affected
Action taken
Lost or restricted time

You use this information to create and print health safety management reports. Reviewing these reports can help you to identify potential safety hazards.

You begin tracking health safety management information by opening an injury or illness case and entering the information that many governmental health safety management organizations require.

After you enter the required information for an injury or illness, you can enter supplemental data. Supplemental data includes any additional information that you want to track about injuries and illnesses, regardless of whether you need to report the case to governmental health safety management organizations.

After you have resolved an injury or illness case, you close the case. To analyze and verify injury and illness information, you can review information online.

Opening an Injury or Illness Case

When a work related injury or illness occurs, you open a case to begin tracking information about it. You use this information to create and run the reports, which are required by governmental compliance regulations.

In addition to the information that is required by the government, you can track injury and illness statistics that the organization can use to:

Identify hazards
Increase safety awareness
Evaluate safety procedures

Reviewing Injury and Illness Cases by Establishment

An establishment is any single location where the organization conducts business or performs services. To determine the relative safety of each of the organization establishments, you can review the number and types of incidents that occur at one establishment, such as a branch office. You can narrow the search to incidents that occur at a specific home business unit or to one employee.

To determine which cases are resolved and which are still open, you can also review cases by case status.

Entering Supplemental Data for Injury and Illness Cases

Supplemental data is any additional information that you want to track, such as:

Employees
Applicants
Jobs
Dependents
Beneficiaries
Requisitions
Health safety management cases

When you set up Human Resources, you specify the types of supplemental data (data types) that you want to track. Supplemental data is not required by the system.

For health safety management cases, you might track these types of supplemental data:

How the injury occurred
Medical expenses
Hazardous materials involved
Hospital
Attending physician

Use the same method to enter supplemental data for health safety management as you use for any type of supplemental data that you track.

See Working with Supplemental Data.

Reviewing Supplemental Data for Injury and Illness Cases

After you enter supplemental data for injury and illness cases, you can review that information by case or by data type. Use this information to identify unsafe conditions and develop solutions for them. You can review supplemental data for each injury or illness, including those that you do not need to report to the government.

Because you define the types of data that you want to track for injury and illness cases, the specific type of data that you can review depends on the supplemental data that you defined.

You use the same procedure to review supplemental data for injury and illness cases that you use to review supplemental data for employees.

See Working with Supplemental Data.

Prerequisites

Before you complete the tasks in this section:

Set up the defined code list for establishment search types (08H/ES).

Establishments are the places in the organization where the employees report for work or perform their duties, or are the business units from which they are paid.

See JD Edwards EnterpriseOne Tools 8.98 Foundation Guide
Set up the defined code list for establishment conditions (05/CO).

Establishment conditions note whether unusual occurrences, such as a strike or lockout, occurred at the establishment.

See JD Edwards EnterpriseOne Tools 8.98 Foundation Guide
(USA) Verify that the system is set up to track supplemental data for establishment number, as follows:
Display Mode: C
Type Data: EN
Description: Establishment Number

Column Headings should appear as follows:
Quantity = Est. No.
Effective From = Beginning
Effective Thru = Ending

See Working with Supplemental Data.
(USA) Verify that each employee has been added to an establishment.

You track this information through supplemental data to provide the Average Number of Employees and Total Hours Worked information on the OSHA 300 report.

See Understanding Supplemental Data.

Forms Used to Work With Injury and Illness Information

Form Name	FormID	Navigation	Usage
Injury/Illness Case	W08601A	Daily Processing (G08BH1), Injury/Illness Case Information On the Work With Injury/Illness Cases form, click Add.	Open an injury or illness case.
Injury/Illness Case	W08601A	Daily Processing (G08BH1), Injury/Illness Case Information On the Work With Injury/Illness Cases form, select the case that you want to close. On the Injury/Illness Case form, complete the Case Status and Date Closed fields, and then click OK.	Close an injury or illness case.
Injury/Illness Case	W08601A	Daily Processing (G08BH1), Injury/Illness Case Information On the Work With Injury/Illness Cases form, complete the Establishment field and click Find.	Review injury/illness cases by establishment.

Opening an Injury or Illness Case

Access the Injury/Illness Case form.

Case Number/Description

Enter a unique number assigned to identify the injury or illness case. You can enter a number or let the system assign one. If you leave this field blank, the system assigns the next available number.

Case Description

Enter a brief description of the occupational injury or illness, including the part or parts of the employee body that are affected.

Individual

Enter the employee number, TAX ID (Tax Identification), or Alternate number, depending on the employee number mode that is set up in the Payroll Constants for company 00000.

Case Status

Enter a code that indicates the current status of the occupational injury or illness case. You define this code using defined code table 08/CS. When you set up this table, you can enter more than one code that indicates that a case is closed. For each closed code, you must enter the letter X in the Description-2 field.

Case Information

Select the Case Information tab

Government Reportable	Enter a code that indicates whether this case must be recorded for the OSHA 200 Log. Valid codes are: Y: Yes, this case must be recorded. N: No, do not record this case. You are required to record information about every occupational death, every non fatal occupational illness, and those non fatal occupational injuries that involve loss of consciousness, restriction of work or motion, transfer to another job, or medical treatment.
Date Reported	Enter the date that the occupational injury or illness was reported.
Involved Days Away from Work	Enter a code that specifies whether the employee lost any days of work as a result of the injury or illness. This field is required when reporting OSHA 200 incidents. Values are: Y: Yes, the employee lost days of work N: No, the employee did not lose days of work This field is required for OSHA 200 reporting.
No. Days Away from Work (Number of Days Away from Work)	Enter the number of workdays (consecutive or not) on which the employee would have worked but could not because of occupational injury or illness. Note. The number of lost workdays should not include the day of injury or onset of illness or any days on which the employee would not have normally worked. This field is required when reporting OSHA 200 incidents.
Involved Restricted Work	Enter a code that indicates whether the injury or illness involves any days of restricted work activity. Valid codes are: Y: Yes, the employee has work restrictions N: No, the employee does not have work restrictions Work restrictions include: Being assigned to another job on a temporary basis. Working at a permanent job less than full time. Working at a permanently assigned job but not being able to perform all the duties normally connected to it. This field is required when reporting OSHA 200 incidents.
No. Days Restricted Work Activity (Number of Days of Restricted Work Activity)	Enter the number of workdays (consecutive or not) on which the employee has work restrictions as a result of the injury or illness. Work restrictions include: Assignment to another job on a temporary basis. Working at a permanent job less than full time. Working at a permanently assigned job but not being able to perform all the duties normally connected to it.
Date Closed	Enter the date all matters concerning the occupational injury or illness case are settled and the case is closed.
Date Returned to Work	Enter the date that the employee returned to work if the injury or illness resulted in days away from work. Use this field in conjunction with the Away from Work field.
Date Deceased	Enter the date of the employee death.

Injury/Illness Information

Select the Injury/Illness Information tab

Injury or Illness	Enter a defined code (08/IR) that indicates whether the case is an injury or an illness. Valid codes are: IN: Injury: Injuries are caused by immediate events in the work environment. You must record an injury when it requires medical treatment (other than first aid), or if it involves loss of consciousness, restriction of work or motion, or transfer to another job. IL: Illness: Illnesses are any abnormal condition or disorder, other than one resulting from an occupational injury, caused by exposure to environmental factors associated with employment. You must record all work related illnesses.
Time of Accident	Enter the time of day the occupational injury or illness occurred.
Time Employee Began Work	Enter the computer clock in hours:minutes:seconds.
Injury/Illness Date	Enter the date the injury or illness occurred. For occupational injuries, enter the date of the work accident which resulted in injury. For occupational illnesses, enter the date of initial diagnosis of illness, or, if absence from work occurred before diagnosis, enter the first day of the absence attributed to the illness.
Part of Body	Enter a code that indicates the part of body affected by the injury or illness. You can define this code using defined code table 08/H4.
Injury or Illness Type	Enter a defined code (UDC 08/H5) that defines the exact nature of an occupational illness. The sequence of the illness codes that Human Resources provides corresponds exactly to the sequence on the OSHA 200 Summary report. If you plan to print the OSHA 200 Summary report that Human Resources provides and send it to the US Department of Labor, you should not change the sequence of the codes. For example, you can change defined code A, Skin Disease or Disorder, to code R (Rash), if that description better meets the needs. However, the corresponding column on the OSHA 200 Summary report always refers to Occupational Skin Diseases or Disorder. If you are not sending the report to the Department of Labor, then changing the codes, descriptions, and sequence does not produce a conflict between the system description and the OSHA 200 Summary report.
Occurrence Type	Enter a further explanation of the occurrence. You can define this code using defined code table 08/H3.
Establishment	Enter the establishment where the accident or illness occurred.
Occurrence Location	Enter the exact physical location where the event (injury or illness) occurred, such as the computer room, the loading dock, and so forth. You can define this code using defined code table 08/H2.
Country of Occurrence	Enter a defined code (00/CN) that identifies a country. The country code has no effect on currency conversion. Address Book uses the country code for data selection and address formatting.
Facility	Enter a number that identifies the facility where the employee was treated for an Injury/Illness case.
Incident Occurred on Employer Premises	Enter a value that indicates whether the incident occurred on the employer premises. Values are: 1: Yes, the incident occurred on the premises. 0: No, the incident did not occur on the premises.
Hospitalized Overnight	Select this option to indicate that the employee was hospitalized overnight as an inpatient.
Emergency Room	Select this option to indicate that the employee was treated in an emergency room.

Individual Information

Select the Individual Information Tab

Job Type/Step	Enter a defined code (07/G) that defines the jobs within the organization. You can associate pay and benefit information with a job type and apply that information to the employees who are linked to that job type.
Workers Comp (workers compensation)	Enter a defined code (00/W) that represents a workers compensation insurance (WCI) code. This code should correspond to the classifications on the periodic workers compensation insurance reports.
Home Company	Enter the company number where the employee records generally reside.
Home Business Unit	Enter the number of the business unit in which the employee generally resides.
Supervisor	Enter the address book number of the supervisor.
Foreman	Enter the address book number of the employee foreman, if applicable.

Category Codes

Select the Category Codes tab

Term/Transfer	Enter a code that defines whether the employee was terminated or permanently transferred as the result of an occupational illness. Do not change the codes that Human Resources provides. This information prints on the OSHA 200 Log report if the case is an illness. If the occupational illness did not result in termination or permanent transfer, you must leave this field blank.
Safety Group	Enter a code that identifies the safety group, if any, to which the employee belongs. You can define this code using defined code table 08/H1.
H & S Category Code 07 (Health and Safety Category Code 07)	Enter a defined code (table 08/H8) available for you to define according to the needs of the organization.
H & S Category Code 08 (Health and Safety Category Code 08)	Enter a defined code (table 08/H8) available for you to define according to the needs of the organization.
H & S Category Code 09 (Health and Safety Category Code 09)	Enter a defined code (table 08/H9) available for you to define according to the needs of the organization.
H & S Category Code 10 (Health and Safety Category Code 10)	Enter a defined code (table 08/H0) available for you to define according to the needs of the organization.

Additional Category Codes

Select the Additional Category Codes tab

H & S Category Code 11(Health and Safety Category Code 11)	A defined code (08/HA) available for you to define according to the needs of the organization.
H & S Category Code 12(Health and Safety Category Code 12)	A defined code (08/HB) available for you to define according to the needs of the organization.
H & S Category Code 13(Health and Safety Category Code 13)	A defined code (08/HC) available for you to define according to the needs of the organization.
H & S Category Code 14(Health and Safety Category Code 14)	A defined code (08/HD) available for you to define according to the needs of the organization.
H & S Category Code 15(Health and Safety Category Code 15)	A defined code (08/HE) available for you to define according to the needs of the organization.

(USA) Opening an Injury or Illness Case for the United States

Access the Injury/Illness Case form.

(USA) To open an injury or illness case for the United States:

Complete the Case Number/Description field.

If you leave this field blank, the system assigns the next available number.
Complete these fields:
- Individual
- Case Status
Select Case Informationand select these options, if necessary:
- Government Reportable
- Involved Days Away from Work
- Involved Restricted Work
If you select the Involved Days Away From Work option, complete the No. Days Away from Work field.

Additionally, if you select the Involved Restricted Work option, complete the No. Days Restricted Work Activity field.
Complete these fields, if necessary:
- Date Reported
- Date Closed
- Date Returned to Work
- Date Deceased
Select Injury/Illness Information and complete these fields:
- Injury or Illness
- Injury/Illness Date
  
  Note. Steps 7 through 10 indicate the various methods that you need to use when completing the Injury or Illness Type field in order to comply with changes in OSHA regulations and retain history for a five year period.
If you are entering an injury that occurred prior to January 1, 2002, leave the Injury or Illness Type field blank.
If you are entering an illness that occurred prior to January 1, 2002, complete the Injury or Illness Type field using codes A through G.
If you are entering an illness that occurred on or after January 1, 2002 and before January 1, 2004, complete the Injury or Illness Type field using codes 01 through 05.
If you are entering an illness that occurred after January 1, 2004, complete the Injury or Illness Type field using codes 01, 02, 03, 04, 05A, or 06.
Complete these fields, if necessary:
- Time of Accident
- Part of Body
- Occurrence Type
- Establishment
- Occurrence Location
- Country of Occurrence
Select the Incident Occurred on Employer Premises option, if necessary.
Complete these fields or select the option to retain additional information required by legislative changes to OSHA:
- Time Employee Began Work
- Facility
- Hospitalized Overnight
- Emergency Room
Select Individual Information and complete this information:
- Home Company
- Home Business Unit
Complete these fields, if necessary:
- Job Type/Step
- Workers Comp
- Supervisor
- Foreman
Select Category Codes and complete any of the optional fields.
Click OK.

(USA) Reporting Injury and Illness Information to OSHA

This section provides an overview of OSHA reporting requirements and discusses how to generate OSHA 200 and 300 reports.

Understanding OSHA Injury and Illness Reporting

The Occupational Safety and Health Administration (OSHA) requires that certain establishments in the United States report injury and illness information. If the organization must report injury and illness statistics to OSHA, you can use the reports that Human Resources provides to satisfy all of the OSHA reporting requirements. Human Resources provides the OSHA 200 Log and Summary reports, OSHA 300 Summary and Log reports, and the OSHA101 Occupation Illness/Injury report (R086415) to meet these requirements. All of the Human Resources OSHA reports meet OSHA requirements and can be used in place of government issued paperwork to satisfy reporting requirements.

OSHA requires that injury and illness information be reported for establishments that meet certain criteria. To ensure that the reports meet OSHA guidelines, you must set up establishment information before you can generate OSHA reports. You must also identify each employee who works in an OSHA reportable establishment. An establishment is considered any physical location where employees work.

Note. OSHA reporting requirements changed as of January 1, 2002. To report injuries or illnesses that occurred before January 1, 2002, you must use the OSHA 200 Log or the OSHA 200 Summary report. To report injuries and illnesses that occur on or after January 1, 2002, use the OSHA 300 Log or the OSHA 300A Summary report along with the OSHA101 Occupation Illness/Injury report.

The detailed or log versions of the OSHA 200 and 300 reports include both case information and employee information. You can also use these reports to track company injury and illness statistics. These versions list the employees who suffered a government reportable injury or illness, a short description of the injury or illness, and the extent or outcome of the incident.

If you do not want the detailed format, you can generate the summary versions of the OSHA 200 and 300 reports. The summary versions list each type of injury or illness, and the number of occurrences for each type. Generally, you use the summary format to meet the OSHA requirements to post the reportable illness and injuries that annually occurred at each physical location.

You generate the OSHA101 Occupation Illness/Injury report to satisfy OSHA record keeping requirements. When you generate this report, the system retrieves the information that you entered in the Injury/Illness Case Information program (P08601). This report includes only those cases that have been defined as government reportable; that is, cases for which the Government Reportable option on the Injury/Illness Case form is turned on.

You can use Human Resources to satisfy all OSHA 200 and OSHA 300 reporting requirements.

Generating OSHA 200 and 300 Reports

You generate the OSHA 200 and OSHA 300 reports to satisfy government requirements for injury and illness reporting. You can create these reports in detail or summary mode.

The detailed or summary versions of the OSHA 200 and 300 reports include both case information and employee information. You can also use these reports to track company injury and illness statistics. The detailed report versions list the employees who suffered a government reportable injury or illness, a short description of the injury or illness, and the extent or outcome of the incident.

If you do not want the detailed format that includes a log of each injury or illness, you can generate the summary versions of the OSHA 200 and 300 reports. The summary versions list each type of injury or illness, and the number of occurrences for each type. Generally, you use the summary format to meet the OSHA requirements to post reportable illnesses and annual injuries that occurred at each physical location.

Note. To comply with OSHA changes, you must use the OSHA 300 reports to report any injuries or illnesses that occur on or after January 1, 2002. All injuries and illnesses that occur before that date should be reported using the OSHA 200 reports.

See JD Edwards EnterpriseOne Human Resources Reports.

Prerequisites

Before you complete the tasks in this section:

Set up UDC table 08H/ES to define all of the physical locations that you want to use as establishments for OSHA reporting.
(USA) Verify that Privacy Case has been added to UDC table 08/H4 and contains this information:
- Codes: PRI
- Description 01: Privacy Case
- Special Handling: Y
  
  You must verify that the Special Handling value is set to Y to ensure that the employee name does not appear in the log.
- Hard Coded: Y
  
  See JD Edwards EnterpriseOne Tools 8.98 Foundation Guide
Set up establishment information for employees.

See (USA) Setting up OSHA Reporting Information.
Map the OSHA reports to run in the local environment.

See JD Edwards EnterpriseOne Tools 8.98 Configurable Network Computing Implementation Guide

Forms Used to Generate OSHA 200 and 300 Reports

Form Name	FormID	Navigation	Usage
OSHA Establishment Reporting	W086400A	Governmental Reporting (G05BG), OSHA Reporting On the Work With Establishment Groups form, click Add.	Generate OSHA 200 and 300 reports.

Form Name

FormID

Navigation

Usage

OSHA Establishment Reporting

W086400A

Governmental Reporting (G05BG), OSHA Reporting

On the Work With Establishment Groups form, click Add.

Generate OSHA 200 and 300 reports.

Generating OSHA 200 and 300 Reports

Access the OSHA Establishment Reporting form.

To generate OSHA 200 and 300 reports:

Complete these fields to identify the date range that you want to report:
- Effective From Date
- Effective Thru Date
To report injuries and illnesses that occurred before January 1, 2002, select either one of these options:
- 200 Log
- 200 Summary
To report injuries and illnesses that occurred on or after January 1, 2002, select any of these options:
- 300 Log
- 300A Summary
Complete the Establishment field to identify each physical location that you want to include in the reports, and then click OK.

You can include more than one location, or establishment, on the report.

Case Number/Description	Enter a unique number assigned to identify the injury or illness case. You can enter a number or let the system assign one. If you leave this field blank, the system assigns the next available number.
Case Description	Enter a brief description of the occupational injury or illness, including the part or parts of the employee body that are affected.
Individual	Enter the employee number, TAX ID (Tax Identification), or Alternate number, depending on the employee number mode that is set up in the Payroll Constants for company 00000.
Case Status	Enter a code that indicates the current status of the occupational injury or illness case. You define this code using defined code table 08/CS. When you set up this table, you can enter more than one code that indicates that a case is closed. For each closed code, you must enter the letter X in the Description-2 field.