3511 incident/accident tracking city of vancouver
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3511 Incident/Accident Tracking
City of Vancouver
Catherine DeslauriersManager Employee Health and
SafetyCity of Vancouver
Presenters
Dulcie WilliamsonSAP HR Business AnalystCity of Vancouver
Catherine DeslauriersManager Employee Health and
SafetyCity of Vancouver
Outline for Presentation
Introduction Dulcie Business Background Catherine Implementation Strategy Catherine Project Overview Dulcie System Set-Up Dulcie
One Year Later– SAP Sustainment Perspective Dulcie– Business Perspective Catherine
Next Steps Catherine
Questions
About the City of Vancouver
Approximately 9,000 employees Business areas include Police, Fire and
Rescue, Engineering, Parks and Recreation, Corporate Services, Community Services, Civic Theatres etc.
14 unions and two exempt groups Both exception and positive reporters
Initial SAP Implementation
Went live with SAP in 1999 – version 3.1H Implemented Financial modules in January
1999 - FI, CO, MM, FM Implemented HR modules June 1999 - Org
Management, PA, Benefits, CATS, Time Management, Net Payroll
Current Implementation
Moved to version 4.6C July 2001
Implemented EH&S Incident/Accident Tracking March 2002
Projects currently under way:– Asset Management and Plant Maintenance– Qualifications Catalogue and Performance
Management– Manager’s Desktop – Training and Events
Business Background
Implementation Strategy
Business Background
In 1999 the City of Vancouver was designated a focus firm by the WCB of BC.
The City was processing over 1700 WCB claims a year.
The City was paying over $7.5 million dollars a year in assessments to the WCB of BC based on our poor safety performance.
Business Background
The WCB claim processing system was cumbersome and inefficient.
The original database became unstable and could not generate reports.
Departments could not access WCB claim information from the system.
Business Background
Employee Health and Safety could not provide timely statistical information to the senior management team.
Managers had no accountability for safety performance as they were unable to access WCB claim information.
Union groups were concerned about the apparent lack of commitment to safety.
Business Background
Employee Health and Safety put a business plan together to secure funding and resources.
A SAP solution was investigated based on our SAP first rule at the City of Vancouver.
A communication plan for stakeholders was put into place.
Implementation Strategy
Streamline Business Processes Implement Incident/Accident Tracking only Lobby WCB to submit claims electronically Decentralized data entry – expert users only Implement all departments at the same time Minimal data conversion Priority custom reports only No core modifications
Project Overview
System Set Up
Project Overview
Project Kick-off October 15, 2001– Development Project - Oct to Dec 2001– Implementation Project - Jan to Mar 2002
Project Resources– 3.5 FTE from SAP Business Support– 1.5 FTE from Business– 1 Consultant on a part-time basis– Additional business resources for testing
Go Live Date : March 18, 2002
System Set-Up
Key Areas: Work Areas Status Management Entry Types/Accident Categories Roles Pick Lists Custom Tabs and Fields Time/Pay Integration
Work Areas
Basic ‘org unit’ in Industrial Hygiene and Safety
Primarily used by the City for reporting Lots of flexibility in setting up work areas.
City chose to set up logical work areas based on the City’s departmental hierarchy
Work area types (levels) are configured in the IMG
Work areas are master data (CBIH02)
Example of Work Area Hierarchy
Status Management
Used in Incident/Accident log to identify status of claim
SAP-Delivered Statuses:CR Created IP In ProcessCO Conference CL Closed
City of Vancouver Statuses:DL Download SB Submitted to WCBAC Claim Accepted DN Claim Denied
Used in Security and Interface with WCB
Status Management at the City
Business Process– Dept enters claim CR– Dept has completed claim entry IP– Corporate HR OK’s claim DL– Interface program nightly run SB– WCB notifies disposition of claim AC OR
DN Security
– Depts have access to CR and IP only– Do not allow CL status
Status Report
More System Set-Up
Entry Types -> via IMG– Used to identify type of claim– Example: STD = Short Term Disability (Time Loss)
Accident Categories -> via IMG– Used to classify incident types– Example: HRE = Hygiene-Related Exposure
Roles -> via IMG– Used to identify injured person, witnesses etc– Also used with External Persons for recording additional
notes– Example: OBJ = Employer Objection to Claim
Entry Types
Accident Categories
Roles
Pick Lists
Via Phrase Management(using IMG and Edit Phrases - txn CG12)– Body Parts– Injury Types– Incident Type– External Influence
Via Business Partners (using IMG and Edit Addresses)
– Hospitals (txn CBIHT3)– Physician/Clinic (txn CBIHT2)– External Persons (txn CBIHT1)
Pick List via Phrase Management
Pick List via Business Partners
Custom Tabs and Fields
Able to create new tabs and fields without ABAP intervention– IMG to create new tab (Class)– Master data (txn CL02 in Logistics – Central
Functions) to create new field (Characteristic)– Master data (txn CT04 in Logistics – Central
Functions) to associate field with tab Able to default values into new fields
Example of Custom Tab
Time/Pay Integration
Time Data Tab– Chose not to allow WCB absences to be entered via this
tab– Use the integration to time via this tab to calculate lost
shifts
Created Custom Infotypes in PA– To track payments received from WCB– To enter 3 months and one year earnings as requested
by WCB for claims with a duration of 10 weeks or more
Time Data Tab Example
Custom Infotype Example
Problems Encountered
Authorization surrounding Status Management
Access required for PA0021 (Family/Related Person) Sensitive Data
Limitation on custom field lengths and formats
Not able to make field mandatory Lack of delivered reports
HOW ARE WE
DOING ONE
YEAR LATER?
1 Year Later : SAP Support Perspective
Minimal support required– mainly relating to electronic interface with WCB and– implementation of service packs
Considerable flexibility in adding new data to be tracked– Via roles– Via custom tabs and fields
In future would like:– Improved security– More formatting capabilities for custom tabs and fields
1 Year Later : Business Perspective
Business processes are documented and followed by departments for improved efficiency.
Departments enter claims into the database, the claims are checked and then transmitted electronically for faster reporting to WCB.
Managers run real-time reports to review and manage WCB claims for their areas.
1 Year Later : Business Perspective
Employee Health and Safety generate statistics and analyze claim information to advise senior management of safety trends and issues.
WCB claims have been reduced by 25% as a result of better claims management and greater accountability.
Funds received from WCB are tracked and matched to funds paid to workers to ensure correct payment.
Claim Type Summary Report
Injury Detail Report
Event Type Comparison
Time Loss Frequency by Quarter
Next Steps
WCB claims were of most importance due to their high social and economic cost to the organization.
Additional areas for consideration include:– hearing conservation records– safety training records– periodic medical examinations– inventory of WHMIS products– inventory of confined spaces– accident investigations
Key Contacts
Business– Catherine Deslauriers Mgr Employee Health and Safety
– Michele Bicego Occupational Health and Safety Co-ordinator
SAP Sustainment– Dulcie Williamson, SAP HR Business Analyst
– Livia Lowe, SAP HR Business Analyst [email protected]
COMMENTS
Thank you for attending!Please remember to complete and return your evaluation form following this session.
Session Code: 3511