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Table Of Contents
Chapter 1 Introduction and Installation
Chapter 2 Finding Your Way Around in HSM
Chapter 3 Setting up HSM: Getting Started
Chapter 4 Working With Assessments
Chapter 5 Working With Accidents
Chapter 6 Working With Actions
Chapter 7 Conclusion: Putting it All Together
Getting Started
Thank you for choosing Health and Safety Manager from Donoss. We value your business!
In this manual we will look at the different aspects of our software. We will walk you through
each screen and give an overview of how everything works. Through out the manual we will
be working with some sample data to show you examples of how to use the software.
Let's get started by installing the software. By the end of this manual, you should have a very
good idea of how to use the software. If you have not done so yet, please download the
installer from our website: http://www.donoss.com
Installing HSM
After you have downloaded the installer, find the file where you saved it and double click it.
This will begin installation of HSM.
Note for Vista Users:
If you are running Windows Vista then you may be prompted with a security warning. Just
click the Run button to continue. If you are the prompted with a dialog telling you that the
installer needs administrator privileges to run, click allow.
Vista Users may be prompted with a
security warning, and possibly another
prompt. These are common within
Windows Vista whenever you install
software.
Just click run (and then allow if
required).The second prompt has to do
with User Account Control if UAC is
turned on in Vista you will receive a
warning about the installer accessing
your computer. Click Allow if this is the
case.
The main install screen will appear. Ensure that you close all other applications before
pressing the next button to install the software.
The main installer
screen will appear.
Click next, and then
follow the prompts to
install Health and
Safety Manager. After
each section, just click
next to continue.
Once you click next
you will be run through
common setup
options: location to
install, shortcuts to
setup, etc. For most
users just clicking next
at each screen is the
best option.
Once you have select all of the install options you will be presented with the install screen.
After you have worked through
setting up the installer the
install screen appears. This
screen shows the tasks that
you selected for the install to
complete.
Ensure that the settings are as
you expected, and then click
Install to finish setting up the
software.
Insert The picture of the page (without the pencil) is the insert button. Insert allows
you to enter a new record in any section within HSM.
Edit The next button is the edit button. When you have selected a record, within any
section of HSM, this button brings up the item for editing.
Home The home button takes you back to the first page of the HSM program. There
are many useful shortcuts on the home page, so you may find that you use this button
often.
Search The picture of the binoculars is the search button. Clicking this button brings
up to fields on the shortcut bar, one to select an area to search, and another to enter
the text to search for. Another button is also provided (a lighting bolt) to execute the
search once you have filled in the information.
Tasks
The tasks section of the sidebar allows you access to the Actions section
of HSM.
Assessments
From the assessments section of the sidebar you can access the different
types of assessment screens in HSM. Links for Risk assessments, DSE
assessments, and Equipment Tests are provided.
Accidents
Different types of accident/incident reporting is accessible from the
accidents section of the sidebar. Accident reporting in HSM includes
support for RIDDOR reporting (Reporting of Injury, Disease and
Dangerous occurrence Regulations). From this section you can access
Accident Reports, First Aid Reports, and Case of Disease Reports.
Organization
The Organization section of the sidebar allows access to some basic
setup options for your company, and has links to the Personnel and
Equipment sections of HSM. In chapter 3 we will look at setting up HSM
in detail, including Personnel and Equipment.
Menus In HSM
Along with shortcuts on the home page, and the sidebar, HSM
also has menu's to help you find your way around. The menus
included in HSM are: File, Edit, Maintain, Wizards, and the Help
Menu. Let's look briefly at what functions are available from each menu.
File Menu
Recent Databases: If you use more than one database, you can switch between the
most recently opened with this function.
Insert Record: Inserts a new record from any screen within HSM
Edit Record: When you have selected a record from within any section, this allows you
to edit that record.
Import/Export Risk Assessments: Export your data to a separate file. The modified data
can also be re-imported with the same function.
Print: The print function allows you to reports, single entries and more within HSM.
Preview: If you wish to preview the report or entry before you print it, Preview allows
you to do so.
Edit Menu
The edit menu provides the same functionality that you are used to in almost any windows
program.
Cut: Cuts the selected text and places it on the windows clipboard.
Find: Clicking this menu item adds a search function to the navigation bar. The search
function can be used from within any screen in HSM.
View Menu
The view menu provides an additional way to get around in HSM. There are menu items that
bring you to each of the different screens within the software.
Outstanding Items: You can view all outstanding issues in HSM by choosing an area to
look at. This menu expands to allow you to see outstanding: Actions, Risk
Assessments, Equipment, DSE Assessments, and Personnel Qualifications that need
review.
Screen Selections (The next 12 menu Items): Another easy way to get around in HSM
is with the View menu. The next 12 items on the view menu allow you to navigate to
the appropriate section within the software.
Maintain Menu
Basic set up options are available from the maintain menu. There are lists that need to be
maintained so that they are accessible from other areas of the program. The lists/options to
be maintained from this menu are:
Action Categories: This option allows you to maintain the different categories for
Actions within the software. Anything you add to the list will be accessible from the
drop down list when you add an action.
Application Options: Different reminder periods can be set up with this menu item.
Time frames for Risk assessments, skills and qualifications, and Equipment can be
changed.
DSE Questions: You can add questions that will be accessible when you add a DSE
assessment.
Equipment List: When you add items to this list they will be accessible for selecting
Equipment descriptions when you add new Equipment.
Hazards: When performing Risk Assessments, the items that are on the Hazard List
will be available for selection from the Hazards tab of the assessment.
People At Risk: Another list that will be available for Risk Assessments, the people at
risk list is for categories of people that can be selected when you are performing a risk
assessment.
Permits: The permits option allows you to maintain a list of permits that will be used in
Risk Assessments
Personal Protection and Equipment: The list of personal protection equipment that is
on hand for your personnel should be listed in this section.
Skills and Qualifications: This list is for maintaining skills and qualifications that your
personnel may have. The list you add here will be accessible when you add personnel
to the program.
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Departments
HSM was designed to be versatile for your business. Many businesses have multiple
departments. Even if you only have a single department, at least one must be set up in the
software to continue. For our sample department we will be setting up a service department, a
sales department, and an administration department.
Click on departments from the sidebar.
You are presented with a list of
departments in the system. In
your database the list is
probably empty at the moment.
Selecting a department and
clicking the edit button will allow you to change a department. For our purposes click on the
insert button on the shortcut bar.
Much like the organization
screen, you are presented with
a screen with tabbed sections
for adding information.
Enter the name of your
department. At this point do not
worry about department
managers. We will add
managers after we set up
personnel.
You can enter new contact
information for the department,
or press the copy buttons to use
the main organization address
and phone numbers.
The web and email tab allows
you to enter department specific
email addresses and web URL.
The department locations tab
allows you to view/modify
locations. You do not need to do
anything here yet. The locations
will automatically get added in
the next section.
Add any notes about the department and then click the okay button to save the record.
Repeat the process for any departments you wish to add to the system.
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Locations
Whether you have one building or more, at least one location needs to be set up in HSM. For
our sample service shop we will be setting up four locations. All of them are at the same
address, but risk assessments will be different for the shop than the other departments. We
are also adding a location for our mobile service truck, since again risk assessments will be
different in this case.
When you click on locations
from the sidebar you are
presented with a list of locations
that are currently in the
database. To edit a location, or
for viewing it's associated risk assessments and actions, select it from the list and click the
edit button. For now just click insert.
The location add/edit screen has
a few important tabs: the
location details in which you
enter details, the notes tab for
adding notes, and two tabs for
viewing associated assessments
and actions.
To enter a location, simply fill out
a name, select a department,
and enter directions and phone
number. Once you have done
this click okay to save.
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Action Categories:
Action Categories are the broader categories under which you may take action. Depending on
how you set up the system, these will often match departmental duties within your
organization. There may be other set ups that work for your organization.
For our sample service shop we will be setting up four categories: Management, Clerical,
Shop Management, and Mobile Shop Management.
DSE Questions:
You can add questions that will be accessible when you add a DSE assessment. DSE stands
for display screen equipment. For our automotive shop we will make a list of basic questions.
Our shop has workstations for the service writers and administration staff, and a service
computer that diagnoses vehicle problems.
For length, we will just add a few basic questions here. In reality the DSE question list can
become quite long if you are doing proper DSE assessments. Here are the basic question we
will add for demonstration purposes. Workstation questions:
Are the screens large enough to suit the purposes they are used for?
Equipment List:
When we are adding items to the equipment list we aren't actually adding equipment (we will
do that at the end of this chapter). The information you add into this list is the selectable
descriptions that are available when we do add equipment.
You can maintain this list from the menu or from the button provided when we add equipment.
We expect your equipment list to be much more detailed than our sample data, and for that
reason it may be easier to add your descriptions as you add the equipment.
For our sample data in this section we will be adding: A tire machine named by model, a
description for a hoist, and a basic description for a service writers workstation. We will also
add a couple more in the last section of this chapter when we are adding equipment.
Hazards:
The hazards list is a basic list of hazards in the work place. These will be available when you
are doing risk assessments. You can maintain your hazard list from the menu, or with the
button provided in the Risk Assessment screen.
For our sample set up the basic hazards we will at to begin with are: tripping hazards,
crushing hazards, and mechanical hazards. These will vary from industry to industry but since
they can be added as you do your risk assessments, you can always add as you find them.
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People At Risk:
For the people at risk list we add categories of people that may be at risk. These will be fairly
standard for your business. For our sample shop, we will add: service writers, management,
administration personnel, shop staff, contractors, and general public.
Permits:
The permits option allows you to maintain a list of permits to work, to include in your risk
assessments. These can easily be maintained as you perform risk assessments. For our
sample data we will only be adding access permits, and cleaning permits at this point in our
instruction. If you deal with a lot of outside help this list can become quite long.
Personal Protection and Equipment:
You should maintain a list of all personal protection and safety equipment that you have on
hand. This list will be accessible for risk assessments, to show how you are providing the
correct equipment to protect your staff.
In our service shop our initial setup will include: safety goggles, heavy lifting braces, anti glare
screen protectors (for our service writers PC's), and fire extinguishers. We will add some
more safety equipment later in the manual when we are doing sample risk assessments.
Skills and Qualifications:
In this section of our set up we can add skills and qualifications that our employees may have.
The list you add here will be selectable from the personnel section of the software.
For our sample setup we will be adding: journeyman mechanics license, apprentice
technician license, service sales certification, and shop foreman certification. We can always
add more qualifications if we need to.
Setting Up Personnel
We now have enough data in the system to start adding employees to HSM. You will need to
add all of your staff members to the system. Let's take a look at how we add employees.
Click the personnel
link on the sidebar.
You will then be
presented with a list
of employees
currently in the
system.
You are given basic information about each employee. To edit an employee you would select
the one you need to make changes to, and press the edit button on the shortcut bar. In this
case we want to add an employee, so click new.
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The other tab that you will need to deal with from the Personnel Screen is the actions tab.
This tab is provided to both list and add actions associated with this employee. We will look at
actions in Chapter 6.
Setting Up Equipment
After you have added
your employees to HSM it
is time to add equipment.
Click on the equipment
link in the sidebar. A list of
all equipment in the
system will come up. You
are given some basic
information about each
piece of equipment from this screen. You can see: ID, serial no, description, status of the
equipment, whether the equipment is DSE or not, and which department owns the equipment.
Like the other sections we have looked at so far, you can edit a record by selecting a piece of
equipment and clicking the edit button. In this case we need to add a new tire machine since
one of our sample shop's machines failed to pass testing. Click new to bring up the
equipment screen.
You enter all basic information
about the new piece of equipment
from the Equipment Details tab.
Enter the serial no, choose a
description, select a status (in this
case in use), and then fill in
department and location. If the
equipment you are adding is DSE
equipment, ensure that you check
the check box to indicate this.
Whenever you see the tool button
in HSM this means you can
maintain the lists from this screen.
From the notes tab, you can also
add any relevant notes about the
equipment you are adding. The other tabs available from this are DSE Assessments, Actions,
and if you checked Display Screen Equipment check box there would also be an equipment
tests tab. These are all for displaying and modifying assessments, and actions; all of which
we will look at in the next few chapters.
Back to Table of Contents
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Risk Assessments
Risk Assessment Wizard
The simplest way to add a risk assessment to HSM is using the Risk Assessment Wizard.
Shortcuts are provided on the starting page of HSM and on the Wizards menu. The wizard
walks you step by step through adding a risk assessment to the system. Click on one of the
links provided and lets get started with the assessment wizard.
Risk Assessment Wizard Step 1
For demonstration purposes our shop manager will
be adding a general risk assessment for the shop to
the system.
The first screen you see when you click on Risk
Assessment Wizard allows you to enter some basic
information about the assessment.
Select the type of assessment that you are about to
perform and the begin filling our information. In our
case it is a location assessment since we are
assessing general shop safety risks.
The other items you need to fill out here are:
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Then select: department, location, activity frequency, status (of the assessment), and
author.
Choose dates for last review, the status date, and the next review date.
Harm to People
Asset Damage
Environmental Effects
Reputation.
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information.
Adding/Editing Risk Assessments
The other way that we can add a risk assessment (without the wizard) is from the list of risk
assessments provided when you click on Risk Assessments (under Assessments) on the
sidebar. Clicking new from this screen would add a new Risk Assessment Manually.
This is also how we edit assessments that we are working on. Since we set up a draft
assessment last time, let's look briefly at how we can access and edit it now. From the risk
assessment list, we find the assessment we just added, select it, and press the edit button.
After you have pressed edit you are presented with a risk assessment screen. This screen
can be used to add new assessments and edit assessments that are currently in the system.
There are tabs for: Risk Assessment Details, Hazard and Control Measures, Permits, Safety
Equipment, People At Risk, Procedure, and when you click the arrow to navigate right there
are also tabs for notes and any actions associated with this risk assessment.
For our sample service shop we only needed to change the status to completed.
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DSE Assessments
DSE Assessment Wizard
Much like the Risk Assessment Wizard, the DSE Wizard allows you to quickly add a DSE
assessment to the system step by step. You can start the wizard from the wizards menu or
from the shortcut on the front page of HSM.
DSE Assessment Wizard Step 1
In the first step of the DSE Wizard you simply select a user (who uses this equipment),
choose which piece of equipment is being assessed, and then choose next. The rest of the
fields will be filled out for you.
DSE Assessment Wizard Step 2
The next screen you are
presented with allows you to
choose the assessment date, the
assessor, and some other
important information.
You must also select whether the
assessor has attended DSE
training and when. The other
questions pertain to online assessments and whether or not you sent the information on the
DSE. Once you are finished click next.
DSE Assessment Wizard Step 3
In step three it is time to answer the DSE questions
that we set up in the last chapter. Your list is most
likely much longer than this one.
Each question must be answered before continuing.
Select the question, use the drop down answer box
to select yes or no, and add any comments
pertaining to the question.
Once you have repeated this process for all
questions, it is time to move on to the next step.
Click next to continue.
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Equipment Tests
Another part of keeping things safe is regular equipment tests. Depending on what type of
equipment you have, at least once a year tests should be performed. Click on equipment
tests on the side bar to bring up the list of equipment in the database.
You can click the edit button on the menu bar to edit any selected item. For our sample shop,
we need to test Hoist number 1. Click the add button to start a new equipment test.
Performing equipment tests is fairly simple in HSM.
Select the piece of equipment that you are testing, or
add equipment if you need to. Then fill out the
information on the Equipment test tab. On the notes
tab add any relevant notes about the equipment test.
Clicking save, or ok will add the test to the database.
You can also click the clipboard icon to add any
actions that are required for this equipment test.
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A list of all the actions currently in the system come up. You can filter the list by selecting a
category at the top. In the picture above the list is filtered to show outstanding actions.
You can select any action and click the edit button to work with that action. You can also add
an action by clicking on the add button. More often you will add associated actions, but to
learn how to add an action click the add button now.
The action screen is fairly straightforward,
but also very important for your safety
records.
To add an action, start by typing in an
action description, and then selecting a
category. Then go through the fields below.
Fill out:
Action to be taken
Owner
Status
Priority
Completion Date
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Accidents and First Aid: Once you have entered an incedent into HSM, you should also
attach any associated actions taken. These can be actions directly affecting the
incident or action to prevent it from happening again.
Actions attached to A Location: From the location screen actions can also be attached
to a single location.
Printing Reports
From any screen within HSM you can preview and print reports. You can print reports of lists,
actions, assessments, and any other item you need to print. The print functions in HSM can
be accessed by clicking print from the file menu of any screen. You can also print a report
after you have previewed it with the print button supplied on the preview screen.
Saving To PDF
Just as you can print any
screen from within HSM, you
can save those same screens
to PDF. To save a pdf file, click
print from the file menu of any
screen. Instead of printing to
your printer, select print to file,
and then choose pdf from the
Type drop down list.
Back to Table of Contents
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As you can see our sample shop now has actions to be completed as well as a host of other
safety issues that need to be dealt with. There is equipment to test, outstanding assessments,
and five re-certifications to deal with.
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Clicking on any of the outstanding items links provides quick access to deal with these issues.
We can click on action on the outstanding item list to see what actions still need to be dealt
with. Or any other outstanding list to deal with the current problems. By now you should have
a good idea of how the software works, and be able to add the appropriate actions and print
the reports you need.
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