Spreadsheet for Health and Safety Reporting - Template

6thsense

Involved In Discussions
Hi covers,

I have been tasked with developing a reporting spreadsheet for Health and Safety reporting - to include First aid case rates. LTIs, motor vehicle etc. And would be happy for an example or guidance.
 

Steve Prevette

Deming Disciple
Leader
Super Moderator
I do a lot of work with that data, and one of my internal customers uses a simple spreadsheet to track their cases.

For the most part, a single spreadsheet page can handle most needs, of course, there are a lot of commercial relational database products out there.

Generally, you are going to do a one line per event listing. Date of injury/event, Description, Classification (such as First Aid, Medical Treatment), Owning Organization are basics. If you are going to use your spreadsheet to support OSHA reporting you'll need no. of days away, restricted, cause, and other descriptive fields on the OSHA 300 form.

An important thing is to set up data validation pick lists in Excel, so that there is a standard set of body parts, causes, injury types to choose from for the appropriate fields.

One limitation of a single page file is some fields may need multiple entries, such as multiple body parts may be affected in some injuries. If you intend to chart the data, working with the data analyst for how to handle that structure (Multiple body part columns, or separating the entries with commas) is needed. One of the most time consuming parts of analyzing the spreadsheet I get is programming the logic in for new body part combinations, and mispelled items, so they will count into the proper charts.
 
B

batman1056

Hi - I have developed many H&S reports from SharePoint (lists) and excel spreedsheets. It would be difficult in sharing what we produce as its a differnt industry.

Firstly ask yourself will reproting on the indcator help manage that risk?

In producing a KPI,PI,SPI (or whatever you calling them) remember that your data needs to be presented in a way that allows managment to make a judgement call on what you are producing. Showing Month 5 data and not showing any trends or historic referencing will provide little help to managers when trying to understand if they are doing well or not.

Some of the things I report on are:
RIDDOR
LTA
Non-LTA
Close Calls
RTA (where staff are injured)

From investigations: cause of accident and type of accident (e.g. manual handling, and the cause being "poor applicaion of procedures etc)

I have historically used an "injured man" which showed the body part areas in a picture.

I would also consider splitting data in to contactor accidents and then the production of an AFR or AAFR (accident frequency rate based on hours worked and RIDDORS and All accident frequency rate)

Split the report into laggin and leading indicators - negative lagging - postive are leading (e.g. safety tours, inspections, audits etc)

If you are a front facing business (e.g. working with the public) - then assuaults etc are useful to record which can be used then to train and adjust Risk Assessments on the level of risk working in a specific area.

Hope this helps
 

Ettore

Quite Involved in Discussions
Years ago when i worked like quality controller I usuallly wrote down the production control on Attribute control charts.
Today I have to do a continuous control in production of Conformity of safety rules (for safety department), Controls of use where required of Personal protective equipment (PPE) clothing, helmets, goggles, or other garments or equipment designed to protect the wearer's body from injury, Control of use of safety norms, etc.
Somewhere anybody use attribute control charts for report this controls? Any example?
Could you suggested other kind of spreadsheets where writing my controls ?
 

Jen Kirley

Quality and Auditing Expert
Leader
Admin
Years ago when i worked like quality controller I usuallly wrote down the production control on Attribute control charts.
Today I have to do a continuous control in production of Conformity of safety rules (for safety department), Controls of use where required of Personal protective equipment (PPE) clothing, helmets, goggles, or other garments or equipment designed to protect the wearer's body from injury, Control of use of safety norms, etc.
Somewhere anybody use attribute control charts for report this controls? Any example?
Could you suggested other kind of spreadsheets where writing my controls ?

Control charts are for processes that are in control. Your case does not seem to be in a state of control, or why have this request? In addition, points on a control chart don't provide detail beyond the extent to which something conforms or not. Try recording with a series of stacked bar charts instead. In this way you can show categories and compare the proportions of all good versus counts of x, y and z attributes (PPE type not being used, machine guarding removed, etc.)
 

Ettore

Quite Involved in Discussions
Thank you very much for your suggestion. I'm new in this field.
I was been in this company quality system coordinator since 1991. The management have change my location from quality system coordinator to safety department. Now after two year of back office recording report about safety course my new boss just say to me to travel around the plant all the day and reporting him in the evening what I have seen using a mail. He said to me to travel around all the plant, but the plant is so big..But this is not a problem.
I would like write to him a mail of I have seen whith attached spreadsheet whit all the control that i have done. a relationed spreadsheet where the column of father row reporting the date and time of control. department, machine, position of worker, name of worker, instruction controĺled, conformity or not. and in the children row the "defect" that i have seen. And eventually a near miss report referring.
I wouldn't give to my boss and probably to the direction any occasion to leave me home.
I'm working every day from seven on the morning to seven in the evening whit no extra payment...
Any sample please? I wouldn't give to my boss and probably to the direction any occasion to leave me home.
 
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Steve Prevette

Deming Disciple
Leader
Super Moderator
My job for 28 years included analyzing safety recordable injuries, first aid cases, near misses (or more appropriately close calls), reportable operational occurrences, management observations, employee safety survey results, and behavior based safety observations. The commonality was I used Statistical Process Control as supported by Pareto charts to do this work. All was done in Excel. The "Hanford Trending Primer" materials are here on the Cove which document what I did. Now I did plot at least 25 months of data on any chart (as long as there were 25 data points available). I have quite a few presentations out there on the internet, including from Voluntary Protection Program conferences.

As an example, see https://www.srs.gov/general/ism2010/webcast/pdfs/T08-05.pdf
 
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