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Business Process Procedure – EHS

Incident Management

Rele
ase
1.0

Document Change Control
Description
Created by
Date
BPP –
Incident
Management

R.
Swaminathan /
Kalidas

09.05.07

Reviewed
by
Swaminath
an

Date
15.05.0
7

Approved
by
Peter
Worthington

BUSINESS PROCESS PROCEDURE

Responsibility:

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Title:
Organization/Area:
EUP Category:
302277239.doc
EHS representative (
Line management)

Incident management
Release:
Status:

ECC6.0
Released

Date
04.06.07

( Business Role)

Overview
Trigger:
To make an entry of an incident that happened at a work area.
Business Process Description Overview
Incident Management process is used for managing incident related data. This will be achieved using
Incident/accident log in SAP. For every incident, an entry log is created in SAP. We can create an
incident log and also search for a incident that has already been created.
Incident Management forms the basis for recording and managing unplanned events (incidents) in which
persons are injured or killed, property is damaged, or the possibility of damage occurring exists.

Input - Required
Fields

Field Value / Comments

Entry Type

Incident entry type

Plant

Plant number

Time of event

Date and time of event

Output – Results

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Comments

Incident Log created with system assigned number Incident notification created for every person involved using system assigned number Incident report Tips and Tricks Procedural Steps 1. Create Incident Log by: Via Menus (a) Logistics>Environment Health & Safety>Industrial Hygiene & Safety>Accidents>edit incident/accident log Via Transaction Code CBIH82 Page 3 of 21 .1.

On screen “Edit Incident / Accident log: Initial Screen” use the icon at top of page Incident/Accident Log press “Create” to show a new log and then enter information as specified in the fields in the table below: Field Name Page 4 of 21 Description R/O/C User Action and Values Comments .2.1.

O Enter the short description of event (there will be an opportunity to expand on this later) Work area Field that identifies a work area (Basic organizational unit in Industrial Hygiene and Safety. Ie: the injury category – fall from height.) O Enter the work area where the event took place from drop down box. commuting.(Required/ Optional/Co nditional Log Entry A field that uniquely identifies an entry in the incident/accident log using a system assigned number Identifies the entry type in the incident/accident log. O Choose accident location defined in that work area Entry Type (Cause of injury) Plant Entry Lang Accident location Page 5 of 21 Incident/accident management accesses the accident locations you have specified (related to the work area). Check and enter the required date and time using drop down box. contact with electricity etc Field that identifies the plant to which the incident/accident log entry is assigned Specifies the language in which the data record was entered O No action required since system will generate number for this log R Choose the entry type from drop down box R Choose the plant where the incident happened Time of event Date and time of event R System proposes current date/time as default date/time. Always choose ‘English’ O . Event Describes the event in userdefined text form (free text).

If an accident location does not belong to any work area (for example. you can add the accident location to the information stored for the work area. O Enter more information about incident location eg. company parking lot). do not choose ‘Applicant’ Since Applicant master data will Not be maintained in HR since recruitment component is not implemented in HR Person Group. Person role Identifies the role of the person involved or contact person in relation to the incident O The first role should always be the ‘Person affected’ if incident Report is required list other people involved after this Description of the role Description of the role that identifies person involved or other people uniquely. Page 6 of 21 Specifies whether the person is an employee.Description If you cannot provide an exact enough definition of an accident location by specifying one work area. you can state the exact location of the event (for example. Field that identifies Person involved by their HR employee number O No action required O Choose person involved is  Employee  External Person Choose tick mark this then brings up another view where you type either first name or last name to search for person data from HR records for employees and external persons Press ‘ Enter’ Person involved Note: Pl. O No Action required automatic from HR . Under stairs leading to the planning office. or an external person. in the case of accidents while commuting to or from work). an applicant.

enter in the Witn.Name You can enter either an employee (internal person) or a business partner (external person) as a person.Affct field the ID for the person affected on whose accident details the witness is to make a statement. O Enter the person ID of person affected Person group Specifies whether the person is an employee. Press <Save> This will bring up the screen “Incident / Accident log: Edit Entry” Page 7 of 21 .Pers. O No action required as this will be populated automatically For internal persons the name is made up of the first and last name. or an external person O Choose person involved is Employee or External Person Choose tick mark Reportable event Indicator identifies whether this event is reportable to authorities or not O Mark this indicator if it is reportable to the authorities Production time lost Indicator identifies whether this event involves production time lost O Mark this indicator if it involves production time lost (where the total job was affected). an applicant. Witness for person Affected If you enter a person involved in the role of witness.

3 On screen “Incident / Accident log: Edit Entry”.1. go to Event data tab and enter information as specified in the fields in the table below: Field Name Log Entry Description Field that uniquely identifies an entry in the incident/accident log by a system generated number Entry type User Action and Values No action required O O Identifies the entry type in the Page 8 of 21 R/O/C No action required Comments .

Key that identifies the scene of an accident uniquely Descriptions If you cannot identify the accident location via a work area (for example. or groups of persons. Reportable event Specifies whether the event is reportable. Status Entry language Time of Event Event Specifies the position of the entry within the release authorization procedure Specifies the language in which the data record was entered. No action required O O No action required No action required O O Enter the corresponding functional location from the PM master data . Production time lost Plant Work Area No action required O No action required No action required O O No action required No action required O O No action required Key that identifies the plant to which the incident/accident log entry is assigned O No action required Work areas can be defined with respect to processes. Accident location Functional location No action required O Functional location defined in Plant Maintenance Module. Page 9 of 21 O Indicates whether production time was lost due to the event. for accidents that occurred on the way to work). plants. Event date Describes the event in userdefined text form. Fatality You cannot set the indicator for a fatality on this page this will be covered later in the Incident/Accident Log: Edit Person-Related Data dialog box. you can enter a description of the accident location here.incident/accident log. task areas.

the details entered for the type of damage can be used in later evaluations Maintenance Required Indicates whether a plant maintenance task has to be initiated to repair the damage. first aider and supervisor details if required Enter the role as Eye witness or Supervisor or first aider as required. do not choose ‘Applicant’ Since Applicant master data will not be maintained in HR since recruitment component is not implemented in HR Page 10 of 21 . Could be a machine This has to be linked to the work area where the incident took place Equipment Equipment number involved in incident O Machine Describes the machine or equipment involved in the event O Type of damage If the event caused damage to machines. O Choose person involved is  Employee  External Person Choose tick mark Type either first name or last name to search for person data from HR records for employees and external persons or press tick mark Press ‘Enter’ Note: Pl. installations. Role of person Identifies the role of person O Description of role Person involved Description of person role O No action required Key that identifies a person involved.e. Enter the equipment number from the Equipment master data within PM Enter the description of equipment involved Select the phrase for type of damage O O Mark if plant maintenance task is required to repair the equipment Go to Person Involved Tab Enter the eye witness.g. processes and so on.

O No action required and this will be populated automatically Witness for person affected Field that uses the unique number of the person affected to link to the witness detailed on this line O Enter the person ID of person Affected which should be on the first line Person group States if the person who was affected is an employee or external person O Choose person involved as Employee or External Person Choose tick mark Time of statement Specifies the date on which the person involved made a statement about how the accident occurred. or an external person O Name You can enter either an employee (internal person) or a business partner (external person) as a person. O No Action required. an applicant.4 On screen “Incident / Accident log: Display person-Specific Data”.4 below Details screen possible only for person affected role 1.Person Group Specifies whether the person is an employee.. Click on <display note> icon to add more details about the incident Click on <details> icon Refer step 1. O Select the date and time from the Drop down boxes Accidents details You can describe here how the accident happened in user-defined text form. Enter information as specified in the fields in the table below: Page 11 of 21 .

R/O/C User Action and Values No action required O No action required Identifies the accident notification number.witn field (Relevant witness for person Page 12 of 21 Description Key that uniquely identifies an entry in the incident/accident log.Field Name Log Entry Accident notification number Rel. O Choose the relevant witness person ID & person group Comments . O Identifies the relevant witness for the person affected.

Press Treatment Tab Person group (this is for the physician who did treatment) First physician Specifies whether the physician is an employee. Date of birth Person date of birth No Number uniquely identifies the person affected. O Informs you of the current status of an object. or an external person. Specify whether the accident is reportable to an external authority or ABB global requirements Shows whether the event caused the death of a person affected Indicates that the case is to be treated as a privacy concern case. It may also be an external employee and these records need to be maintained in the system Choose person group as Employee or external person O . The date on which the person affected died of the effects of the event. an applicant.affected) Accident category Status Reportable Accident Fatality Privacy case Date of death Identify accident category. or an external person Person group of further treatment person Specifies whether the person is an employee. O O Choose the category from the drop down list Press <Enter> No action required since initial status will be ‘created’ Tick if appropriate O Tick if the person affected involves fatality O Tick if person details are not to appear in incident report because of privacy issues Enter the date of death if incident involves fatality O Person affected box Name In the case of internal persons. the name consists of the first and last name. O No action required O No action required O No action required O Choose person group as Employee or external person O Choose the person ID from HR/physician master records if an employee. an applicant. Page 13 of 21 the first physician to give treatment.

the trade supervisory authority or workers’ compensation 14Association. note> icon.Further Treatment Identifies the medical provider responsible for further treatment Hospital Identifies the hospital where the person affected is being treated. Treatment in emergency Room Indicator identifies whether treatment done in emergency room. O Enter the details using <display note> icon. O Choose the person ID from HR/external persons master records. You can store notes in userdefined text form that can be shown to external bodies as required. for example. Displays the first 60 characters of the phrase you entered in the Page 14 of 21 O Mark the major injury O Mark the old injuries O Choose the required phrase O No action required . (emergency room includes doctors surgery) Treatment overnight as inpatient Indicates that the employee was hospitalized overnight as an in-patient. Injury / illness A phrase set is stored for the field. O Choose the hospital O Mark the indicator if applicable O Mark the indicator if applicable O Enter the details using <display Remarks Box Internal note External note For saving notes or comments for internal use in user-defined form. Description of Injury / illness. Call it up using the input help and choose the required phrase. Press Injury / illness Tab Main injury Identifies the most important injury or illness from this incident Old injury / illness Indicates injuries or illnesses that already existed before the event occurred.

absence Estimated duration of absence (in days) if there is no end date Restriction or job Transfer box Start of Restriction or date of job transfer Specifies the start of the period in which an employee. Return to work Specifies the date on which the person affected returns to work (being the day after the End of Absence date)./Illness. Could not perform all the tasks assigned to his or her Page 15 of 21 .duration of .Injury. Field Body part A phrase set is stored for the field. Est. Use the drop down box Description body part Description of body part Name of body part You can describe the body part in more detail in userdefined text form O Choose the required phrase O No action required O Enter more description if required O Enter the date and time O Enter the date O Enter the date and Press <Enter> O No action required O No action required O Enter the days O Enter the date Time Data Tab In Absence box Ceased work Date of ceasing to work Absence Start date Specifies the date on which the absence of the person affected starts End of absence Specifies the date on which the absence of the person affected ends. Calender days Specifies the number of calendar days that lie between the start date and end date of the absence.

O Enter the work days O Enter the date O Enter the calendar days Could not perform all the tasks assigned to his or her job Was unable to work full time Was temporarily transferred to another job (task) The days with restrictions are calculated as follows: Days on which several restrictions overlap are only counted once. End of Restriction or date of job transfer Specifies the end of the period in which an employ Could not perform all the tasks assigned to his or her job Was unable to work full time Was temporarily transferred to another job (task) Calendar days Specifies the number of calendar days on which an employee: Could not perform all the tasks assigned to his or her job Page 16 of 21 .job Was unable to work full time Was temporarily transferred to another job (task) Workdays Specifies the number of workdays on which an employee. Absences that lie within the period of a restriction are deducted from the days with restrictions.

This data not captured at HR O No action required (as this is not captured by HR this field will not be populated). This data not captured at HR O No action required (as this is not captured by HR this field will not be populated). Lost Shifts Specifies the sum of missed shifts of the person affected O No action required (as this is not captured by HR this field will not be populated). This data not captured at HR O Enter the experience O No action required O Mark the indicator if required Working experience box Time at work center Specifies the experience of the person affected at the time the event occurred. Press Industrial Hygiene & Safety data Tab Protective clothing & measures box Page 17 of 21 .Was unable to work full-time Was temporarily transferred to another job (task) Working Time box Work Schedule Identifies the daily work schedule valid for the person affected on the day of the event Normal working Time Specifies the start of the normal working time of the person affected on the day of the event. Persons Age Specifies the age of the person affected at the time of the event Main work center Specifies whether the work center at which the person had an accident is the work center at which the person affected usually works.

O Choose the phrase from drop down box Movement of inured persons Identifies uniquely the movement that the person injured was making when the event occurred.Personal protective equipment Names the personal protective clothing that the injured person was wearing when the accident occurred O Choose the phrase from drop down box Technical safety device Names the technical safety device or the safety measure that was taken. Corrective Action. O Choose the phrase from drop down box Safety measures taken Describes which preventive measures were taken to prevent similar accidents happening in future. O Choose the phrase from drop down box Identifies the cause of the accident uniquely (direct causes) O Choose the phrase from drop down box External influence Identifies an external factor that influences the accident. O Choose the phrase from drop down box Assessment Parameters box Cause of Accident Page 18 of 21 . (indirect Causes) O Choose the phrase from drop down box Accident cause object Object or substances that caused Accidents (mechanism of Injury) O Choose the phrase from drop down box Movement of accident object Identifies the type of movement made by the object that caused the accident O Choose the phrase from drop down box Activities of injuries persons Identifies uniquely the activity that the person injured was involved in when the event occurred.

Change the status of Incident Log data: 1.6..6 Change the status of Person specific data: 1. Click on display icon to see the report.7.5 On screen “Incident / Accident log: Display person-Specific Data”.1.3 Menu path: Incident/Accident Log >status switch > set to historical Result: status changes from “Data entered ” to “Historical” Pl.1 Menu path: Incident/Accident Log >status switch > Request release Result: status changes from “created” to “In process” Page 19 of 21 . 1. Click on “Accident reports”.6.6. 1.1 Menu path: Incident/Accident Log >status switch >fetch decision Result: status changes from “created” to “conference” (this means the information is still under discussion and may be changed at any time) Note: 1.2 Menu path: Incident/Accident Log >status switch > supplement data Result: status changes from “conference” to “data entered” (this means that the data has been entered and unless someone shows otherwise it is liable to be closed). system will show you list of incident reports available. Note: Cannot change the data after changing the status to “Historical”.

3 Menu path: Incident/Accident Log >status switch > switch to next status Result: status changes from “conference” to “closed” 1.7. Unit Testing Conditions and Variations SETUP DATA DATA OBJECT VALUE/CODE CONDITIONS/STEPS CONDITIONS & VARIATIONS Page 20 of 21 DESCRIPTION EXPECTED RESULTS COMMENTS AND NOTES ACTUAL RESULTS OK / .7.1.2 Menu path: Incident/Accident Log >status switch > switch to next status Result: status changes from “In process” to “conference” 1.7.4 Menu path: Incident/Accident Log >status switch > reset to initial status Result: status changes from any status ( except “closed” status) to initial status Pl. Note: Cannot change any data after changing the status to “Closed”.

ERROR Comments: ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ Approval: Page 21 of 21 Peter Worthington Date: 4 June 2007 .