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Copyright 2005-2008 Donoss Ltd. - All rights Reserved

Health and Safety Manager Personal Edition

User Manual

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

Copyright 2005-2008 Donoss Ltd. - All Rights Reserved

Copyright 2005-2008 Donoss Ltd. - All rights Reserved

Chapter 1 - Introduction and Installation

Health and Safety Manager
Health and Safety Manager (HSM) is a health and safety application based on the Health and
Safety Executives '5 steps to Risk Assessment' and BS8800. The application enables users
to record risk assessments, accident reports, including RIDDOR reporting, first aid treatment
records, DSE assessments, equipment testing and action plans. The application tracks all
outstanding tasks associated with Health and Safety. Risk assessments are assessed
against harm to people, asset damage, environmental effect and reputation.
HSM comes with a full reporting capability and an embedded database for easy installation.
All reports can be produced in PDF format.
Health and Safety Compliance
Carrying out an "informal" risk assessment will not help your business if anything goes wrong,
under the current health and safety regulations and laws, you should be able to show due
diligence. Ensuring that the correct risk assessments were carried out and properly
documented. Also as a business owner/manager you are responsible to ensure that all your
staff and sub contractors are properly trained to carry out any task assigned to them.
As a part of this essential record keeping process the Health and Safety Manager also guides
you through the steps required to fully and accurately document any accidents which happen,
together with recording any first aid treatment given, and subsequent RIDDOR Reporting.
Important Links
Donoss Ltd Main Website http://www.donoss.com
For Software Support, please use this manual first. If you have any other issues you can
contact our support department at info@donoss.com. Other sites that you may want to read
over for a better understanding of how and why you need to maintain records of all your
safety related issues.
HSE Health and Safety Executive Website - DSE Regulations - Risk Assessment Examples
- General Guide to Safety For Business Five Steps To Risk Assessment

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

Copyright 2005-2008 Donoss Ltd. - All rights Reserved

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.

Copyright 2005-2008 Donoss Ltd. - All rights Reserved

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.

Registering Your Software

After installation start the software by clicking the Health and Safety Manager icon on your
desktop, or from the Windows Start menu. To register the software you must enter the serial
number that was sent to you when you purchased the program.
On the help menu choose the Registration information option. This will bring up a screen
that allows you to enter a license key and a serial number. Enter the numbers that were sent
to you and then click the Register Product button.
You can also run the software as a free-lite edition by going to the help menu, clicking on
registration information and then clicking Free Lite Edition
This step only needs to be completed once.
Selecting A Database
After the program is started you need to select a database to use the software. On the file
menu click Open Database. When the program was installed a folder was placed in your
My Documents Folder title Health and Safety Manager Databases. Navigate to that folder
and you can choose a blank database, or a database populated with test data.
We now move on to an overview of HSM in chapter 2 of the manual.
Back to Table of Contents

Copyright 2005-2008 Donoss Ltd. - All rights Reserved

Chapter 2 Finding Your Way Around in HSM

Navigating Within HSM
You will find the Health and Safety manager interface to be very intuitive and easy to
navigate. Let's look briefly at each section of the main page to learn how to get around the
software. Once you learn your way around the software we will look at getting HSM setup for
your business.
Shortcut Bar
The shortcut bar is one area that you will become familiar
with as you work with HSM. There are four buttons on the
shortcut bar: insert, edit, home, and search.
Each button performs a specific function, in order from left to right:

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.

HSM Main Screen Shortcuts

The main section of HSM contains two lists that include shortcuts to many functions within the
software. Under the heading Outstanding Items, there is links to actions, assessments, and
more, that are still marked as outstanding in the database. With each outstanding item on the
list there is a number beside it that shows how many items of that type are actually
outstanding. Under Wizards, there are links to step by step walk-throughs for adding the most
common assessments and reports within HSM.
Outstanding Items
The outstanding items list on the sidebar provides the same functionality
as the list on the home section. The advantage to the sidebar is that it is
available from anywhere within the software. Links are provided to:
actions, risk assessments, equipments, DSE assessments, and
personnel skills and qualifications.

Copyright 2005-2008 Donoss Ltd. - All rights Reserved

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

Open Database: Allows you to select a database.

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

Copyright 2005-2008 Donoss Ltd. - All rights Reserved

you to do so.

Close: A shortcut to shut down HSM.

Edit Menu
The edit menu provides the same functionality that you are used to in almost any windows
program.

Undo: Cancels you most recent changes.

Cut: Cuts the selected text and places it on the windows clipboard.

Copy: Copies the selected text to the windows clipboard.

Paste: Inserts text from the windows clipboard.

Select All: Select all text within a given text area.

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.

Copyright 2005-2008 Donoss Ltd. - All rights Reserved

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.

In the next chapter we will need to setup some of these lists.

Wizards Menu
The wizards menu provides the same shortcuts available from the home screen of HSM.
There are links provided for Risk Assessments, DSE Assessments, Accident Reports, First
Aid Reports, and importing or exporting. Wizards provide a more intuitive way to add any of
the listed assessments or reports, as they walk you through step by step.
Help Menu
When you need help, the help menu provides links to windows help and this manual. You can
also register the program from this menu, and see current version info with the About HSM
menu item.

Back to Table of Contents

Copyright 2005-2008 Donoss Ltd. - All rights Reserved

Chapter 3 - Setting Up HSM: Getting Started

In this chapter we will look at setting up HSM. We will walk you through step by step,
everything that needs to be set up in the software before you start using it. We will be going
through basic company set up, adding and modifying personnel, and adding equipment.
Throughout the rest of this manual we will be setting up a sample vehicle service
organization. This information is used as an example only to demonstrate the types of data
that you want to enter in each section. It is expected that you will enter your own information
that is suitable for your business.

Basic Setup First Steps

To get started we need to setup HSM for your company. The three sections we will look at
here are Parent Organization, Departments, and Locations.
Parent Organization
From the sidebar click on Parent Organization. You will be presented with the basic screen
that contains basic information about the company set up in the. The screen you are viewing
is a display screen only. Click the edit button on the menu bar to edit company information.
Once you have clicked on the edit button
the company information screen will pop
up. Note the tabs for contact information,
web and email, emergency and security
and the notes tab. You will need to enter
information in all of these sections.
To start fill in an organization name, type
of work and the contact information for
your company. The web and email tab
allows you to add email addresses and
websites, if applicable click on the tab
and add that information.
Emergency and security phone numbers
can be added to the Emergency tab.
There are fields provided for all of the
major emergency services as well as a
security phone number if applicable.
Finally if you want to add any other
relevant information, the notes tab
allows you to do so. Once you are
finished adding all of your company information, click the okay button to save it.

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Copyright 2005-2008 Donoss Ltd. - All rights Reserved

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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Copyright 2005-2008 Donoss Ltd. - All rights Reserved

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.

Setting Up Important Lists

With the exception of application options, the lists we are about to set up have the the same
basic setup for adding and making changes.
When maintaining lists, clicking on the
insert button will allow you to add an
item. Clicking on edit allows you to
change the selected item. Finally
clicking on the X button will erase the
selected item.
All of the lists we are about to set up
work with the same basic functionality.
Once you have added an item, if you
want to add another, simply click save
and then insert again.

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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:

Is the the workstation equipment adjustable and ergonomic?

Is the environment suitably lighted?

Is the workstation furniture comfortable?

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 first screen you are given when

adding an employee is the Person's
Details tab of the Person screen. On
this tab we add basic information
about the employee: number, title,
name, DOB, Appointment (title),
department, and basic phone email
information.
In the picture to the left we have
started setting up Timothy
SampleApprentice for our service
shop data.
After you have filled out the first
screen, click the save button and then
move on to the address tab.
Fill out all relevant information on the
address tab, the next of kin tab, and
finally add any notes about this
employee on the notes tab.
Click save and then let's take a closer
look at the Skills and Qualifications
tab.
From this tab we can add any skills
and qualifications that are
associated with an employee. This
is especially important with skills
that require re-qualification.
As you can see in our picture
Timothy SampleApprentice was
certified as an Apprentice
Technician on 01/03/2006. He was
due for re-qualification in March of
2007. The system will now warn us that re-qualification is due every time we log in.
Timothy was just certified with his Level 1 first aid certificate, and we need to add that skill to
the system.
Click the + sign to add a skill. This will enable the drop down list labeled Skill:. If the skill that
you are trying to add is not available from this list, click the tool button on the other side of the
drop down list to modify the list.
After selecting the correct skill, we would then select a qualification date, and if applicable a
re-qualification date. Once you have done that, select the check mark to save the skill.

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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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Chapter 4 - Working With Assessments

Introduction
Keeping records of how you manage safety issues in your business is important. It is required
by law in most countries. In this section we will begin looking at setting up and working with
Assessments. In this chapter we will look at risk assessments, DSE assessments and
equipment testing.
HSM provides an easy interface to record all of your Assessments and accident reports. This
record keeping ensures that you protect yourself by being able to show due diligence when it
comes to safety.
We provided some links at the beginning of this manual to some documents on the Health
and Safety Executive website. Here are some useful links pertaining to Risk Assessments
and DSE Regulations. If you need a better understanding of what we are trying to accomplish
before we get started, spend some time reading over these sites.
DSE Regulations - Risk Assessment Examples - 5 Steps To Risk Assessment - General
Guide to Safety For Business

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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Risk Assessment Name

Copyright 2005-2008 Donoss Ltd. - All rights Reserved

Scope of the Assessment

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.

Click next to continue

Risk Assessment Wizard Step 2

Our next step in adding a risk assessment is
actually assessing the different types of risks.
To add the your assessments to the wizard,
select the type of risks by clicking the
appropriate hazards.(If you need to add a
hazard use the new button.) You are then
able to chose the likelihood, and severity of
of this hazard occurring. Also there is a drop
down box for selecting the residual risk
factor. There are four tabs for each hazard.
You must asses the risk for:

Harm to People

Asset Damage

Environmental Effects

Reputation.

Click next once you have done this.

Risk Assessment Wizard Step 3
In the third step you can choose to add permits to the risk assessment if they are required.
You can also manage the permits list by clicking new. If you need to add a permit check the
appropriate check box and then press next.
Risk Assessment Wizard Step 4
The fourth screen allows you to add safety equipment and protective gear to the risk
assessment. If you have equipment to add select it by choosing the appropriate check box
beside each item you wish associated with this risk assessment. Press next to continue when
you are done.
Risk Assessment Wizard Step 5
The fifth screen allows you to choose the people at risk for this risk assessment. After
choosing which groups of people are at risk for the hazards in this assessment, click next.
Risk Assessment Wizard Step 6 and 7
In the 6th and 7th step we are provided with space to write down procedures and any notes if
applicable. Click next to continue at each screen, once you have added any required

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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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Copyright 2005-2008 Donoss Ltd. - All rights Reserved

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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DSE Assessment Wizard Step 4

Once you have filled out answers
to all of the questions you are
presented with a screen that
allows you to record where you
kept the documents. You can also
select the risk status and choose
whether there are problems that
need to be dealt with. Once you are finished click next. The last screen allows you to add any
relevant notes.
Adding/Editing DSE Assessments
The other way we can add DSE assessments is manually. Clicking on DSE Assessments
(under the assessments heading) on the sidebar will bring up a list of all DSE assessments
currently in the system. You can add an assessment by clicking on the new button. For our
purposes we will edit one of the DSE assessments that are already in the system.
The Display Screen Equipment
Assessment screen allows you to
add or edit information.
There are tabs corresponding
with: Assessment Detail,
Assessment Questions, and
Notes. You can change what you
need and click ok to save the
assessment.
A button is also provided to add
actions against the person, or the
equipment.

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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.

Outstanding Assessments and Tests

As you begin adding data to the system you will begin to
have outstanding items that need to be dealt with. The
outstanding items list allows you quick access to problems
that need attention.
In the list shown on the left we can see that we have: 1 action
that needs attention, 3 unfinished risk assessments, 2 DSE
assessments that had issues, 9 pieces of equipment that
need testing, and 5 employees that need to be recertified.

Back to Table of Contents

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Chapter 5 Working With Accidents

Accident Reports
When accidents do occur it important to keep track of all information pertaining to the incident.
HSM allows you to quickly and easily report and track as accidents occur. The software
includes functionality for RIDOR reporting as well as basic tracking of accidents.
If you need to learn about your responsibilities when it comes to accidents in the workplace,
the RIDDOR site provides a wealth of information. RIDDOR stands for - Reporting of Injuries,
Diseases and Dangerous Occurrences Regulations. These are HSE regulations, but they
provide good guidelines for reporting for anyone, even if you are outside of the UK.
Accident Report Wizard
The easiest way to make an accident report is with the Accident Report Wizard. Start the
wizard by clicking on the link from the home screen, or from the wizard menu.
Accident Report Wizard Step 1
The first screen of the accident
report wizard allows you to enter
information about yourself, and
begin to add basic information about
the incident.
You should enter as much
information as possible when
making accident report. This
ensures good record keeping, and
protection for your business.
Accident Report Wizard Step 2
The second screen in the wizard
asks what type of incident occurred.
A link is provided to HSE guidance
for finding dangerous occurrence
numbers. There is a text box to
descibe the incident.
The final information to be filled out
deals with RIDDOR.

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Accident Report Wizard Step 3

In step three you are asked to select the
employee that was injured in the accident.
There is also a button to add a person without
actually saving that person to the database.
This is useful when someone other than your
employees were injured. After you have
selected the injured party some tabs come up
at the bottom of the screen.
These tabs allow you to enter information
about the injured party, about the injury,
details of the incident, and any additional
information. There is also a tab titled About
the Treatment that allows you to associate a
first aid report with the incident.
It is import to be as detailed as possible when
filling out accident reports.
Step four of the wizard allows you to enter any additional information. Once you are finished
the report is added to the system.
Adding/Editing Accident Reports
Along with the accident
report wizard you can
also access and add
reports manually.
Click on Accident Reports
on the sidebar. You will
be taken to a list of all
accident reports in the
HSM database.
Clicking the add button
on the menu bar allows
you to add a new report.
To edit a report, simply
select the report and click
edit.
You can also add
associated actions from
the Accident Report
Screen.

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First Aid Reports

Any type of injury that requires first aid should be tracked as both an accident report, and a
first aid report. Often the first aid report will be created while you are making the accident
report. For smaller injuries, however, an accident report may not be required. A first aid report
should still be filled out.
First Aid Report Wizard
The first aid report wizard is fairly simple to use. There are two screens and another for any
additional information. In the first screen you add basic information about who required first
aid, and when. In the next screen you are to provide basic information about what happened,
and what first aid was required. There is also a field to fill in whether an ambulance was
required. The last screen in the wizard allows you to enter any additional information.
Adding/Editing First Aid Reports
Click on First Aid Reports on the sidebar. You will be presented with a list of incidents that
required first aid. The list shows the name of the injured party, the name of the care provider,
and the time of the
incident.
You can also see from the
list to to the left that you
can also see which first aid
reports have an associated accident report.
Clicking add while viewing this screen allows you to add a new first aid report manually.
Clicking edit will bring up the selected report for modification. When adding or editing reports
from the First Aid Report screen you can add any associated actions to the report.

Case of Disease Reports

HSM also allows you to make Case of
Disease reports. Although these reports
will be used less often than the others, it
is important to track anything that does
occur.
To access Cases of Disease reports,
click on the link on the sidebar. You will
be presented with a list of reports in the
system. You can add or edit with the
respective buttons if you do need to use
these reports.
Back to Table of Contents

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Chapter 6 Actions and Reporting

Actions in HSM
So far we have looked at assessments and incident reports. It is important to track your
assessments and keep good clean records when accidents do happen. It is also important to
track what you are doing to reduce risks, and ensure accidents don't happen.
In this section we will look at actions.
Adding Actions
To view actions that are currently in the database click on actions link on the sidebar.

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

The bottom portion of the screen displays

any associated records. There is also a
notes tab for applicable notes. Clicking ok
or the save button will add the action.

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Associated Actions For Good Record Keeping

Most of the time when you are adding actions, you will be adding them from associated
records.
Whenever you see this button within HSM, you can add an associated action. This
button is available from most screens within HSM.
There are many reasons that you may want to add associated actions in HSM. Here are a
few:

Action Attached To An Employee: When your employees require re-certification,

reprimanding, or training, adding an action directly from the personnel screen allows
you to attach and track these.

Action Attached To A Piece of Equipment: For maintaining, cleaning, or other related

issues, you should associate an action from the equipment screen.

Assessments(both risk and DSE): It is important to track your assesments. It is also

important to show what you are doing to improve things. Actions can be attached to an
assessment or equipment test directly from their respective screens.

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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Copyright 2005-2008 Donoss Ltd. - All rights Reserved

Chapter 7 Conclusion Putting it All Together

Working With HSM
You now should have a good idea of how all of the functions work within HSM. If you have
setup your own database as you have followed along with this manual, you should be well on
your to proper tracking safety for your business.
Before we finish let's briefly revisit our sample service shop. After going through set up,
adding assessments, and accidents; when we now start HSM we are presented with a list of
things to do.

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.

Thank You For Choosing HSM

With HSM you will be able to keep all of your safety records in one place. Besides keeping
you more organized this will ensure that you can show due diligence in all areas of safety
management. Whether you run a small business or a multi-tiered organization you need good
records pertaining to safety.
Thank you for choosing HSM, and we hope that our software will ease your record keeping
and paperwork issues.
Back to Table of Contents

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Copyright 2005-2008 Donoss Ltd. - All rights Reserved