R3 Visualisations and reporting - Hazard/Incident KPI Reports

Safety professionals at UQ include HSW Managers and Work Health and Safety Coordinators (WHSCs) and operate at the Organisational Unit level. WHSCs are required to report on incidents and hazard reports as well as the related management plans within their area of responsibility.

All KPI Risk Data can be found with in UQ Safe R3 Risk Analytics module.

1. Log In to UQ Safe R3.
2. From the menu, click to open the Risk Analytics module.

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3. Click visualisations within the library.

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4. Click "1. KPI Report Data - Hazard/Incident"
5. Click Export.
6. Open the CSV File once downloaded.

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Prior to reporting data, you must ensure data is calculated.

1. Open CSV Document in the excel app.
2. Select the first avalible blank cell in top the row (should be cell AB1).
3. Name the cell Days Before Management Created.

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4. Select the Cell below (should be cell AB2).
5. Enter the formula bellow if Cell M1 = [Action Plan].[Date Management Plan] and Cell D1 = [Date Created] 
   • =DAYS(IF(ISBLANK(M2),TODAY(),M2),D2)
   • Alternativelty  replace references to M2 with the 2nd cell in the [Action Plan].[Date Management Plan] column and D2 with the 2nd cell in the [Date Created] column.
6. Double click the bottom right corner of the cell you just created, or drag the bottom left corner of the cell to the bottom of your data set.

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7. Select the next avalible blank cell in top the row (should be cell AC1).
8. Name the cell Created within 3 weeks.

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9. Select the Cell below (should be cell AC2).
10. Enter the formula bellow if Cell AB1 = Days Before Management Created 
    • =IF(AB2<22,"Yes","No")
    • Alternativelty  replace reference to AB2 with the 2nd cell in the Days Before Management Created column.
11. Double click the bottom right corner of the cell you just created, or drag the bottom left corner of the cell to the bottom of your data set.

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If you require additional training please complete Excel training in Workday or consult with a member of your team that regularly uses formulas in excel.

To collect the data efficently use of piviot tables is recommended.

1. Select all incident/hazard data.
   • Easiest method is to hold ctrl down and press A on your key board.
2. Click the Insert tab.
3. Click the PivotTable Button on the top of the left page.
4. Click okay.

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5. Select the [Reference Number] Field on the far right of the page.
6. Click the Field settings button on the top of the page.
7. Select the Count opton and click okay.

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From this set up the number of incidents/hazards for certain fields can be determined.

Calculation of the KPI data requires the selection of the relevant field in the pivot table and analysing the results.

Filters

Addtionaly KPIs are Calculated year to year, thus use of a filter is recommended. 

1. Select the [Date Created] field on the far right of the page.
2. Remove the Quaters ([Date Created]), Months ([Date Created]), and [Date Created].

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3. Drag the Years ([Date Created]) feild from rows, to Filters.
4. Select the current Year.

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5. Select the [Status] field.
6. Drag the [Status] feild from rows, to Filters.
7. Select the Select Multiple Items.
8. Select all options other than Cancelled.

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Note add any additonal filters where approprieate, for example filtering Org units to ensure no invited records are included in data.

Target (Key Performance Indicator): 95% of HSW Reports and associated Management Plans in UQSafe are reviewed and verified by the local Safety Team.

1. Select the Report verified and [Action Plan].Action Plan Verified fields on the far right of the page.
2. Calculate the percentage of Verified records, by dividing the number of records that are both, "Supervisor actions (Steps 1 to 4) verified", and "Hazard/Incident Report details verified", by the total number of records and multiplying by 100%.

   

Target (Key Performance Indicator): 95% of Management Plans are created in UQSafe within 3 weeks of HSW Report submission.

1. Select the Created within 3 weeks field on the far right of the page.
2. Calculate the percentage of Management Plans are created in UQSafe within 3 weeks, by dividing the number of Yes records in date by the total number of records and multiplying by 100%.

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Note: clear the previous feild/s ("Supervisor actions (Steps 1 to 4) verified" and "Hazard/Incident Report details verified" or Created within 3 weeks) prior to running the data to clarify results.

Multiple factors can reduce KPI results the following are some tips to improve the results using avalible visualisations.

Action Plans 

• Click the HSW Reports - No Mgt Plan visualisation to see all reports that do not have management plans.
• Contact the Assigned to supervisors if they have not completed the Management Plan within 7 days, to offer support.
• If the Assigned to supervisor is not availible, consider re-assigning the report to an approprieate delegate.
• Supervisors have to option to delegate their roll via the settings button in the top right of the main dashboard. This should be done if a supervisor is going on leave for more than 1 week. note the manager will need to stop their delegaation at the end of their leave.

Verification of reports and Action Plans

Where the percentage of Reports and Action Plans in UQSafe are reviewed and verified by the local Safety Team is less than 95%, the local Safety Team should use the R3 - Incident/Hazard Report Verification guide to verify all Reports and Management plans.

• Click the HSW Reports - not Verified visualisation to see all reports that have not been verified, and verify any reports where details are correct.
• Click the HSW Mgt Plan - not Verified visualisation to see all management plans that have not been verified, and verify any management plans where details are correct.
• If a Report is closed you will need to re-open the report via the command oprions (3 dots) before verifying the report and/or the Management plan.