Incident Reporting Training - SAP EHS

Welcome to "SAP EHS Incident Reporting Course"!

KCM has implemented SAP EHS module to simplify the process of reporting Safety incidents such as Near misses, unsafe acts and conditions. KCM LP18 demands that all employees, contractors and visitors on any KCM premises must report any safety incident. it is therefore important that each person knows the best way to report. This course is designed to help employees report safety incidents using the SAP EHS system. It also introduces employees to understand the KCM LP18 Procedure

Take the time now to review the course and you will get the basics of how to use SAP EHS module to report unsafe acts, conditions or near misses. This Course will take not more than 20 Minutes.

 

KCM Incident Reporting Procedure - KCM LP18

The KCM LP 18 Procedure

The KCM Safety procedure for reporting Incidents is found under Policies and Procedures on the KCM Intranet. You can open the procedure by following the link below;

 http://kcm-nch-pw-01/pap/dms01125/KCM-LP-18%20Rev%208.0.pdf

Purpose of KCM LP 18 Procedure

KCM LP18 procedure standardizes the Occupational health and Safety incident reporting, classification and investigation

Responsibility of Reporting an Incident

The procedure states that ''it is the responsibility of every employee, contractor, sub-contractor, supplier and visitor to report any unsafe condition or act''.

Reporting an Incident Verbally

All Incidents must be reported verbally to the supervisor in charge of the area where the incident has happened within 1 hour of the incident happening

Using SAP EHS Module to Report Incidents

The SAP EHS Module has been implemented at KCM to allow employees use the SAP System to report Safety Incidents. Every KCM employee who has access to SAP can report safety issues by logging them in SAP via the SAP Portal which is on the Intranet. Employees can log in using their SAP Password and their mine number as the user name. This module forms part of the KCM LP 18 Procedure and it mandates employees with SAP access to use the system to report Safety Incidents

TESK YOUR KNOWLEDGE

You have Completed the first part of this course. Kindly attempt the following questions to test your understanding of the process of reporting incidents in KCM according to KCM LP18.

The KCM LP 18 procedure standardizes which of the following?

  • Incident Reporting only
  • Incident Reporting and Investigation
  • Incident Reporting, Classification and Investigation

According to KCM LP18, which of the following have the responsibility of reporting an unsafe act or condition?

  • SHE Managers
  • Senior Safety Officers
  • ALL KCM Employees
  • Contractors
  • Security Personnel
  • Suppliers
  • Sub-Contractor
  • Group Safety Manager

Choose all correct answers

Can an Employee or Contractor report an incident Verbally?

  • YES
  • NO

Reporting an EHS Observation

What is an EHS Observation?

All unsafe acts and unsafe conditions are classified as EHS Observations in SAP. The initials EHS Stand for; Environment, Health and Safety. An unsafe act is any action by an employee that has the potential to cause harm to the employee or other persons. An unsafe condition is any condition that has the potential to cause harm or injury to the employee or to the environment. An example of an unsafe act is where an employee is working at a height over 1.5meters from the ground without anchoring himself. Poor housekeeping in an example of an unsafe condition.

How to report an EHS Observation in SAP EHS

To Report an unsafe act or condition in SAP EHS, log on to the SAP Portal using the mine number and sap password provided. Once logged on, click on the Safety and Health Tab. See below screenshot.

Click on the Safety and Health Tab. After Clicking on the Safety and Health Tab, a panel will open on the left side of the screen. Click on the panel labeled 'Incident'. 

Once you click on the "Incidents" panel, a search panel will open on the right as shown above. At the bottom left, a panel called 'services' will open. 

Click on "EHS Observation" to report an unsafe act or unsafe condition. 

If you are reporting a Near Miss, Click on "Report Near Miss". See  section "How to report a Near miss" for details on how to report a near miss in SAP EHS.

If it is an accident, injury, property damage, etc, click on "Report Incident - Simplified". See section on How to Report an Incident in SAP EHS for Details

Entering the Details of an EHS Observation

Now, to proceed with reporting an EHS Observation, click on 'EHS Observation'. Once you click there, a pop up screen will open. Once the pop up screen opens, enter the Title of the EHS Observation, the Description of Events and Immediate Actions taken be the person reporting. All this should be reported in the correct fields.

Enter all details for fields with an asterix as shown in the above slide. For fields which have a drop down menu, their are predefined input values which you have to choose from. click on the drop down menu and choose the appropriate detail e.g. For location, choose the drop down menu and then search for the appropriate location. see below screen shot.

Once you fill in all the details, click on send at the top of the screen

Once you submit the report, it will trigger an email to the incident manager to manage the incident. The Incident Manager is the Person incharge of the area where the safety observation was observed.

TEST YOUR KNOWLEDGE

You have Completed this part of this course. Kindly attempt the following questions to test your understanding of the process of reporting an EHS Observation in SAP EHS

Match each of the following terms with the details that best describes it.

  • INCIDENT
    Fire breakout, Injury, Property Damage,
  • NEAR MISS
    Rock falling missing miners working in the area
  • EHS Observation
    Unsafe Condition, Poor Housekeeping

When you enter the details of a safety hazard and you submit it, who is going to receive it for processing?

  • The Safety Officer
  • The SHE Manager
  • The Incident Manager
  • Your Supervisor

Reporting a Near Miss

What is a near Miss?

A Near Miss (or near hit) is an event that, while not causing any harm, had the potential to cause injury, ill health, environmental impact or property damage. a near miss is an incident

How to report a Near Miss in SAP EHS

To Report a Near Miss in SAP EHS, log on to the SAP Portal using the mine number and sap password provided. Once logged on, click on the Safety and Health Tab. When you click on that tab, a panel opens on the bottom left. See below screenshot.

Click on the Panel Labelled 'Incidents'. See highlighted part below.

Once you click on Incidents panel, a panel called 'Services' opens at the bottom. Click on Report Near Miss. When you click on Report Near Miss, a pop up screen opens where you are supposed to enter the details of the Near Miss.

 

Entering Details of a Near Miss

Now, to proceed with reporting a Near Miss, Click on Report Near Miss. A pop up screen will open. Once the pop up screen opens, enter the details of the Near Miss.  Enter the Title, Description of Events and Immediate Actions. 

You can also attach a document to the near miss report. Click on add document and then browse the document you want to attach. After attaching the document, you can submit the near miss by clicking on send button on the top of the screen. Once you do this, an EHS number is generated.

TEST YOUR KNOWLEDGE

You have Completed this part of this course. Kindly attempt the following questions to test your understanding of the process of reporting a Near Miss in SAP EHS

Which of the following Pictures depicts a near miss

Reporting an Incident

What is an Incident?

An incident is an event or chain of events which caused or could have caused injury, illness, loss of assets or potential or actual damage to relationships or reputation.

Examples of Incidents include; Accidents, Fire breakouts, Property Damage, Workers Fighting, e.t.c

 

How to report an Incident in SAP EHS

To Report an Incident in SAP EHS, log on to the SAP Portal using the mine number and sap password provided. Once logged on, click on the Safety and Health Tab. See below screenshot.

 

Click on the Panel Labelled 'Incidents'. See highlighted part below.

Once you click on Incidents panel, a panel called 'Services' opens at the bottom. Click on 'Report Incident - Simplified' Panel. When you click on Report Incident - Simplified, a pop up screen opens where you are supposed to enter the details of the Incident.

Entering the details of an Incident in SAP EHS

Once the Pop up screen opens, enter the details of the incident. Make sure all fields marked with an astherix are filled in with the relevant information. The following fields are mandatory and must hence be filled in before you can progress: Title, Description of events, Immediate Actions, Preliminary Incident Group, Plant ID, Location, Location Description and Date and Time.

Once you have filled in all the mandatory fields, you can now submit the incident by clicking on send at the top of the screen. 

Once the incident is sent, it will generate an EHS number.

The Incident will go to the incident manager for closure. The Incident Manager is the Plant head who is also appointed as the person responsible for all safety issues related to that plant. The system will choose the incident manager based on the mapping done for the location which is selected when reporting the incident

TEST YOUR KNOWLEDGE

You've completed a course on Reporting Safety Incidents in KCM using the SAP EHS Module.

Hopefully, now you have a better understanding of KCM LP 18 and how to use the SAP EHS System to report Safety Incidents in the system.

Kindly attempt the following questions to test your understanding of the courses you have just undergone. 

Match the event with the correct term

  • Near Miss
    Rock fall in a haulage just after miners passed through.
  • Unsafe Act
    Welder welding without wearing goggles
  • Unsafe Condition
    Spillage along a conveyor belt
  • Incident
    Fire breakout in the Payroll offices

Decide if the following statements are true or false

  • Every KCM employee has the responsibility of reporting an unsafe act
  • Only KCM employees have the responsibility of reporting accidents
  • SAP EHS Module can not be used for reporting Unsafe conditions, only unsafe acts can be reported
  • If an employee has no SAP access, then they can not report a hazard in any way
  • According to KCM LP18, Verbally reporting an incident is not acceptable
  • An employee with SAP access can report an Incident in SAP EHS module using their SAP log on credentials

CONGRATULATIONS

YOU HAVE SUCCESSFULLY COMPLETED THE SAP EHS TRAINING ON INCIDENT REPORTING!