Introduction to the module

The Leadership and Employee Participation module allows you to quickly record and manage employee contributions, meetings and talks within the organisation, and other scheduled notices, aligned with clause 5 of the International Standard ISO 45001.

Objectives

With this module you can:

• Allow employees to make various contributions (risk communication, non-conformity, opportunity, proposal, suggestion).
• Respond to the employee regarding the contribution made.
• Manage proposals and resulting actions.
• Have automatic email notifications sent to those responsible for each participation.
• Organise meetings or talks with their invitations, attendees, agenda, agreements, and minutes.
• Establish a set of topics to be addressed as a leadership reinforcement.

Module content

The main menu Leadership and employee participation consists of four sections:

• Participations: registration, management, and consultation of employee contributions.
• Meetings and talks: registration, management, and consultation of meetings and talks.
• Other notices: consultation of generated notices applicable to the user.
• Configuration: registration of the content of some fields from the previous screens (categories, statuses, definitions, etc.).

Module report types

The module has two specific reports:

• Employee participation report: report with the basic information of a participation.
• Meeting/talk minutes: report that the programme automatically generates when sending the minutes emails to attendees.

Caution

If the minutes have already been sent to attendees and the Meeting/talk minutes report is manually generated again, the previous report disappears and its attachment (with any signatures it had) is archived. Only the new report remains valid, with signature requests sent to all attendees.

For this reason, it is not recommended to manually generate the meeting/talk minutes: let the programme generate it when sending the emails.

Generating the «Employee participation report»

You can generate it from two places:

• List screen: select the record and click Generate report.
• Detail screen: click Generate report.

When generating it, you will see the following options:

• Report template: select Employee participation report.
• Notify me by email when the report is generated.
• Digitally sign the report.
• Send the report via email.
• Distribution scopes: when adding a scope (or team, activity, position, employee), the programme will send the report asynchronously to the relevant person. If signatures are configured, sending will occur once signed.
• Signatures: the indicated people will receive the report to sign it.

Generating the «Participation record» report

The report shows the basic data of the participation only on screen: it is not saved in the application. You can generate it from:

• List screen: select the record and click Show in report.
• Detail screen: click Report.

About the automatic generation of the «Meeting/talk minutes»

The process is as follows:

1. When executing the operation Send all meeting/talk minutes emails now, the programme sends an email to each attendee with the minutes document and the option to sign it.
2. When all attendees have signed, the programme sends (in the daily notifications email) a new email to sign the acknowledgement of receipt: each attendee receives the document already signed by all and must sign it again as an acknowledgement.

Tip

If you only need to view the minutes as a draft before sending, simply select the report template and click OK without checking any additional boxes.

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Source: M-SO-20-12-01 «User manual – Leadership and employee participation», version 1, 08/09/2020.