Configure management responsibilities

Smart OSH allows you to configure three distinct responsibilities that determine which employees are notified or assigned the management of accidents/incidents. Each one controls a different email:

• Accident/incident notification information: employees who receive an informative email when a new notification is created.
• Accident/incident notification management responsibility: employees who receive the email and act as responsible for managing the notification.
• Accident/incident investigation participation: employees who must participate in the investigation once created.

Configure a responsibility

1. Go to Organisation → Resp. y cargos → Responsibilities.
2. Enter the responsibility that applies (from the three above).
3. Access the People tab and click New.
4. In Person, search for and select the employee who will receive the email.
5. Select the scope in which the responsibility will be valid.
6. Click Accept and then Save.

Caution

The assignment of the scope is restrictive:

• If the person has the responsibility assigned only by Company, they will receive all notifications addressed to that company.
• If assigned by Company + Site, they will only receive notifications addressed to that site and company, and not those addressed solely to the company.

Emails received by employees

Notification information email

• Subject: Accident/Incident Notification NAC-AA-NNNNN.
• Body: complete information of the created notification.
• The sections Affected person’s job description, Proposed causes, and Proposed measures are only shown if completed.
• The same email is sent regardless of the type (Accident with leave, without leave, or Incident).

Notification management responsibility email

• Subject: Accident/Incident Notification NAC-AA-NNNNN.
• Body: identical to the previous one; the only change is the phrase shown before the Smart OSH access link.
• The sections Affected person’s job description, Proposed causes, and Proposed measures are only shown if completed.

Investigation participation email

• Subject: Accident/Incident Investigation IAC-AA-NNNNN.
• Body: information about the investigation.
• The section Affected person’s job description is only shown if completed.
• The same email is sent regardless of the type of accident.

Note

Record coding:

• In NAC-AA-NNNNN and IAC-AA-NNNNN, AA are the last two digits of the year and NNNNN is the sequential number of the generated record.

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Source: M-SO-20-09-01 «User Manual – Accidents», version 1.