ESAMS Training. Robin Sauer ESAMS Program Manager

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1 ESAMS Training Robin Sauer ESAMS Program Manager

2 Agenda ESAMS Required uses for ESAMS Understanding the Duty/task and how to add them Tracking your people Understanding medical surveillance Recording Training Documenting and reporting in ESAMS Inspections 2

3 ESAMS Enterprise Safety and Management System NAVFAC has been using for about 10 yrs officially CNIC through a BOS services MOA agrees to pay for tenant command license seats. Approx. 300,000 seats Includes NAVFAC, NAVAIR, NAVSEA, Fleet Forces etc. ESAMS has been selected as the Safety Management System by CNI headquarters to provide a secure NMCI compliant web-based means to manage all facets of the Navy s Safety & Health programs. NAVFAC pays for the upgrades and special mission uses MPHA Contractor Incident Reporting Navy Licensing ESAMS is connected to other data sources such as DEERS, NTMPS, etc. 3

4 NAVFAC & ESAMS CNIC mandates that all safety training be recorded in ESAMS, not TWMS. NAVFAC BMS processes - F-12 Safety Mishap F Initial Notification of Mishaps - Supervisors reports the initial information into ESAMS Near Miss/Good Catch F Reporting, Investigating, and Recording of Inhouse Near Misses - Supervisors can report initial information on a near miss in ESAMS Hazard F Employee Hazard reporting - Anyone can use to officially report a hazard unsafe/unhealthful report in ESAMS. Medical Surveillance F Medical Surveillance All required medical information be tracked in ESAMS. Respirator F Respiratory Protection Supervisors required to fill out respirator questionnaire in ESAMS and safety is required to use ESAMS to manage program. Training F Fall protection Program Management, F Asbestos Control, F Ergonomics etc. All require training records in ESAMS. 4

5 NAVFAC & ESAMS NAVFAC BMS processes - F-12 Safety continued Inspections F SOH Workplace Inspection and Hazard Abatement Program Requires work place inspections be recorded in ESAMS and record deficiencies found and track them to abatement. Inspections F Safety Assistance Visits and PWD Readiness Evaluation Process (PREP) Deficiencies found and noted during these inspections shall be entered and tracked in ESAMS. Self Assessments F NAVOSH Self Assessment Program NAVFAC safety shall record their annual NAVOSH self assessment results in ESAMS, all deficiencies noted are recorded and tracked in ESAMS. NAVFAC Instructions and Policy NAVFACINST update contains requirements for ESAMS as our authoritative safety database. NAVFAC SOP database is located in ESAMS. Upcoming NAVFAC PW Memo/BMS for Navy License Program requirements be recorded in ESAMS. This is for NAVFAC and our supported commands. 5

6 Duty/task In ESAMS the Duty/Task is the basis for the whole program. What is a duty/task? Duty/Tasks are task based associations where they are linked to OSH requirements of that task. What is included in a Duty/Task? Training requirement Medical Surveillance PPE requirement Respirator requirement Soon License requirement 6

7 General Links The ESAMS main page contains tabs of links available to aid the user in navigating to the desired application. Navigation Tabs The Navigation Tabs are divided into My Requests, My Actions, My Links, Supervisor Links, Motorcycle Safety, Instructions, and Links of Interest. Everyone can report a good catch/near miss and Unsafe/Unhealthful condition. An employee can check their Profile and needed training. This is where you access the SOP library for NAVFAC. And an employee can apply for a license from here. 7

8 Profile The "Profile" link is accessible by all users. Profile contains information about the user, such as, command, installation, supervisor, etc. 8

9 Assigned Duty/Task This section lists the assigned duties/tasks that have been assigned to you by an Administrator or your Supervisor. Duties/Tasks are important to ESAMS in that they tell the system what required training you have, what medical stressors you need to be evaluated for to do your job, and what PPE you need to wear. 9

10 Needed Training The Training section also contains both the Needed Training and the Training History for the user. The initial page shows training requirements coming due. Outstanding requirements will display the due date in red. 10

11 Training History The Training History button displays the user s full training history. In the training history pop-up, the course listings can expand and provides a detailed list of each class taken for that specific course as shown above. 11

Classroom Training Clicking the Classroom Training Schedule hyperlink will display the class title, date/time, facility/installation, location, etc.

12 Classroom Training Clicking the Classroom Training Schedule hyperlink will display the class title, date/time, facility/installation, location, etc. Some classes require quotas needed for the instructor to teach the class. If quotas are not met, the class may be canceled. Check here to verify any classes that may have been canceled. 12

My Actions The My Actions tab allows the user to see any actions in the system for which the user has been designated as a Point of Contact (POC), Person

13 My Actions The My Actions tab allows the user to see any actions in the system for which the user has been designated as a Point of Contact (POC), Person Responsible for Abatement (PRA), or Person Responsible for Corrective Action (PRCA). Each section can be expanded or collapsed to view or hide the actions as needed. 13

Reporting an Unsafe/Unhealthful The Report Unsafe/Unhealthful link allows the individual user to input an unsafe/unhealthful for an administrator to evaluate, or

14 Reporting an Unsafe/Unhealthful The Report Unsafe/Unhealthful link allows the individual user to input an unsafe/unhealthful for an administrator to evaluate, or check the status of an existing report. Users can also print out a blank form to file an Unsafe/Unhealthful report physically, or find instructions on filing an appeal. 14

15 Supervisor Tools Supervisors will have tools in Supervisor Links and Supervisor Tools. 15

16 Direct Reports This area under the Supervisor Tools allows the Supervisor to remove direct reports from their list, add direct reports to their list, add duty/tasks to a direct report and take a quick look at safety information for each of their direct reports. 16

17 Add/Review Duty Task Click Review/Add Duty/Task for each Direct Report 17

18 Add/Review Duty Task Click Add New Duty/Task 18

19 Add/Review Duty Task Search for the type of Duty/task you are looking for like example search for forklift. Under requirements click View to see what makes up Duty/task Check box next Duty/Task to add to direct report and then click save. 19

20 Direct Reports This area under the Supervisor Tools allows the Supervisor to remove direct reports from their list, add direct reports to their list, add duty/tasks to a direct report and take a quick look at safety information for each of their direct reports. 20

21 Direct reports Click Add to My List Type all or part of the direct report's last name and first name in the appropriate fields. Leaving the field blank allows the supervisor to search for all employees within the supervisor's command/organization. 21

22 Click the Search button. A list of names will display based on the information entered. Click on the name of the person to be added. The person will be added as a direct report. If the person for whom the supervisor is searching does not appear on the list, contact your ESAMS Admin. 22

23 It will ask about updating information as needed. Supervisors can also Unassign a person from them. Supervisors can request Transfer to Termination of direct report but the ESAMS Admin is who completes request. 23

24 Respirator Questionnaire For respirator questionnaire for each employee that needs to wear a respirator. 24

25 Supervisor Tools 25

26 Supervisor OSH Report Card The Report Card is a report that grades the supervisor logged into the system on three areas. Their personal safety training Their direct reports safety training The supervisor s timely reporting of injuries

27 Supervisor Tools 27

28 Training Plan This is a report that lets the supervisor know what training their direct reports are required to take and when they need to take that training. A supervisor can Unenroll personnel that are enrolled in classroom training from this area.

29 Supervisor Tools 29

Training Plan With Down-Line This report is exactly like the Training plan before, but allows the supervisor to view training requirements for their direct reports, as well as for

30 Training Plan With Down-Line This report is exactly like the Training plan before, but allows the supervisor to view training requirements for their direct reports, as well as for the direct reports of other supervisors immediately beneath the supervisor. Clicking on the Level Controls (1, 2, 3) will allow the supervisor to see the down-line of direct reports.

31 Supervisor Tools 31

32 PPE Requirements This is a report that gives a list of all the types of PPE required to be worn by your direct reports and how many of your direct reports need to wear each type of PPE.

33 Supervisor Tools 33

34 Respirator Workers This is a report that gives a list of all of your direct reports in the respirator program. If the Respirator Workers link is not selectable (grayed out) this means that none of your direct reports currently have respirator requirements.

35 Supervisor Tools 35

are in according to the duty/tasks assigned.

36 Medical Surveillance Programs This is a report that gives a list of all the different medical surveillance programs each of your direct reports are in according to the duty/tasks assigned. Clicking on the percent compliance will give you the information on who is and is not compliant.

37 Stressor Management The Stressor Management Report displays each of the supervisor's direct reports that are noted as being in a medical surveillance program. Each stressor, its disposition and Good Until Date will be shown. 37

38 Supervisor Tools 38

39 Duty/Tasks This is a report that gives a list of all the duty/tasks are assigned to your direct reports.

40 Record Training Supervisors only have ability to record OJT Training and Monthly Safety Talks 40

41 OJT Search In the OJT Main page required listed at top and have the ability to filter. Click on review material to see if there is something NAVFAC specific required for this training. 41

42 OJT View 42

43 OJT Record Page 43

Record Monthly Safety Talks When you mouse over Record Training and click on the Monthly Safety Talk link you will find a page that has material you may choose to use in giving

44 Record Monthly Safety Talks When you mouse over Record Training and click on the Monthly Safety Talk link you will find a page that has material you may choose to use in giving your safety talk, a link to get a sign in sheet, and a link to record that you have completed your safety talk. (Note: Monthly Safety Talks may only be logged for the current month.)

45 Mishap Reporting Overview The Mishap Reporting area allows the supervisor to record on-line three different incident types. They are: Supervisor s Report of Injury/Illness Property Damage Near Miss A separate link for each type of mishap is available under Supervisor Links

Your Mishap Hotlist When you enter one of the on-line areas in Mishap Reporting you will see a hot list that will show you all the mishap reports that you have filed

46 Your Mishap Hotlist When you enter one of the on-line areas in Mishap Reporting you will see a hot list that will show you all the mishap reports that you have filed in the past or that you have been given permission to see. To view a report from your hotlist, simply click on the injured person s name associated with that record.

47 Submitting a Mishap Supervisors will be taken to the Mishap Main page, which contains multiple links and actions used by the administrator. Clicking on the Submit Report link opens a new mishap record to be entered by the supervisor. Supervisors can also see this page by clicking the View Hotlist link from the ESAMS Main page.

Previous Incident In New Status If the supervisor has already begun a mishap report, but that report has not yet been submitted and is still in New status, ESAMS will require that the supervisor

48 Previous Incident In New Status If the supervisor has already begun a mishap report, but that report has not yet been submitted and is still in New status, ESAMS will require that the supervisor complete the submittal of that record before beginning a new mishap report. A report is automatically saved and placed in New status if: 1) The user times out while filing the report and is automatically logged out of the system. 2) The user logs out of ESAMS or moves from the report to another area of ESAMS without completing or saving the record.

49 1 Incident Information The first area is the Incident Information section, in which the supervisor inputs information regarding when and where the incident occurred. Make sure to fill in all red asterisk entries.

2 Incident Type The second area is the Incident Type section, in which the user must check the box next to each Incident Type that applies to the incident being reported.

50 2 Incident Type The second area is the Incident Type section, in which the user must check the box next to each Incident Type that applies to the incident being reported. Multiple Incident Types can be selected for the same incident. Checking the Vehicle box expands the section to display two additional required fields: Motor Vehicle Accident Type and Motor Vehicle Type.

3 Incident Factors The third area is the Incident Factors section, in which the supervisor inputs information regarding factors that may have contributed to

51 3 Incident Factors The third area is the Incident Factors section, in which the supervisor inputs information regarding factors that may have contributed to the incident. If chemicals were a factor, the supervisor must enter the MSDS Number(s) for the chemical(s) involved by entering the number and clicking Save.

52 4 Comments and Actions The fourth area is the Comments and Actions section, in which the supervisor must enter a note of any corrective actions taken to prevent the recurrence of the incident.

Individual Filing Incident Once all required information has been entered, the supervisor must click on one of the two buttons found at the bottom of the report: CONTINUE as a Mishap Report Clicking

53 Individual Filing Incident Once all required information has been entered, the supervisor must click on one of the two buttons found at the bottom of the report: CONTINUE as a Mishap Report Clicking this button continues the submittal process, allowing the supervisor to record injury/illness or property damage associated with the incident. Submit Good Catch/Near Miss Report Clicking this button submits the report as a Near Miss. Near Misses should be recorded when an incident occurred, but no personal harm or property damage was sustained.

Submit Good Catch/Near Miss If a supervisor submits a Near Miss report, the report is filed and the supervisor is provided with a link to Return to Mishap

54 Submit Good Catch/Near Miss If a supervisor submits a Near Miss report, the report is filed and the supervisor is provided with a link to Return to Mishap Main. If an administrator submits a Near Miss report, the report is filed. The administrator may be required to investigate and report further on the Near Miss.

Continue Mishap Submittal If the supervisor selects the CONTINUE as a Mishap Report button, the supervisor must then select to Add an Injury/Illness or Add a Property Damage.

55 Continue Mishap Submittal If the supervisor selects the CONTINUE as a Mishap Report button, the supervisor must then select to Add an Injury/Illness or Add a Property Damage. An Injury/Illness record should be added to the Mishap report for each person that was harmed or became ill as a result of the incident. A Property Damage record should be added for any significant damage that occurred to federal equipment or facilities. If multiple personnel were involved in the incident, or the incident involved both Personnel and Property Damage, the supervisor has the ability to add Property Damage or Injury/Illness records to the initial report before completing the Mishap report.

My Workplace Inspection Checklist Workplace Inspection Checklists are used to determine if any safety issues exist in the supervisor s organization.

56 My Workplace Inspection Checklist Workplace Inspection Checklists are used to determine if any safety issues exist in the supervisor s organization. Three different types of checklists are available for supervisors to use: Administrative, Industrial and Laboratory/Research. The initial screen the supervisor will see will contain the Assessment Filter Criteria search fields and hotlists that the supervisor can use to find previously created checklists. Checklists can only be edited if they are in the Open status.

57 My Workplace Inspection Checklist Clicking on a section title opens up the selected summary section. Each section contains multiple questions concerning safety compliance that must be answered Yes, No, or N/A, as applicable. For any question that is answered No, the supervisor must enter a response in the Comments/ Issues/ Actions Taken field found to the right of each question. Once all questions in the section have been answered, the supervisor must click Save Assessment to retain all entered information.

58 New License Application Click Link under Supervisor Links. Very Duty/Task dependent because will only show direct reports with license duty/tasks. Covers Licenses for Construction equipment, WHE, MHE, Government Motor Vehicle, and Rail. 58

59 Ability to create applications for direct reports. Can approve direct reports applications View the list of licenses of direct reports, including exp. Dates Started application list License for you, the supervisor. 59

60 Create Application Search for your direct report. License type only shows based on duty/tasks assigned to employee. Supervisor can add duty/task from here but only License type duty/tasks. 60

61 Created Application Fill in information the first time and it will save for the next time. You can also added duty/task here as well. 61

62 Created Application Continue filling in information. Endorsements are needed, which is equipment type, make sure to include all information listed. 62

63 Submit and Approve Application Once completed, submit application, cancel, or deny. If the last 2, you have to start all over. Once submitted then can approve it. Digital signature based on CAC ID 63

64 Application Hot Lists 64

65 License Application History Once Issued, the supervisor can see application and license history. 65

66 Summary ESAMS policy requirement come from MOA s, BMS, NAVFAC Instructions The system is a Duty/Task based system. Training, medical surveillance and PPE requirements are generated based on the duty or task assigned. Track and document everything using Supervisor Links and Tools for your Direct Reports. Supervisors can add and review currently assigned duty or work tasks assigned to his/her direct reports. Duties/Tasks cannot be unassigned by the supervisor. If the incorrect duty or task is assigned, the Safety Office will have to be contacted to remove the duty/task. notifications for all training coming due within 65 days or training that is past due will be sent to both the individual and his/her supervisor on a monthly basis. Notifications can only be sent to personnel who have accurate address! Help Desk Support - ESAMS has a customer oriented dedicated support staff who can be reached at , or via the Live Chat link on the ESAMS Main page

67 Questions or Comments????? 67

PRIVACY IMPACT ASSESSMENT (PIA) For the

PRIVACY IMPACT ASSESSMENT (PIA) For the Enterprise Safety Applications Management System (ESAMS) Department of the Navy - CNIC SECTION 1: IS A PIA REQUIRED? a. Will this Department of Defense (DoD) information