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What is EasyOHS?

EasyOHS is a comprehensive, secure cloud based business management system used to help you manage various aspects of your workplace management systems, including:

OCCUPATIONAL INFORMATION:

• HR / Staff records • Training / Training Matrix • Induction • Contractors • Position Descriptions • Meetings / Consultation • Communications • Document Management Systems • Consultation • WHS and related Due Diligence • Plant and Equipment

HEALTH:

• Injury reporting / Return to Work

SAFETY:

• Incident Reporting • Investigations • Hazard Reporting • Risk registers • Procedures • Inspections • Auditing • Emergency Procedures and Response • Emergency Escape Plans • Safe Work Procedures (SWMS, JSA,

SOP’s etc)

As an EasyOHS member you not only receive access to our integrated management system – you also get ongoing support, assistance in terms of technical / advice and access to our web members area.

Who is EasyOHS?

EasyOHS is a registered trademark of EasyOHS

Pty Ltd, which is a privately owned Australian

company based in NSW that has been trading

since 2008, ABN 40133438972.

EasyOHS has members in most Australian states

and territories and some international clients.

In addition EasyOHS has agents in a number of

States and Territories.

Why do I need EasyOHS?

For many years businesses and organisations

have struggled with manual folders, various

spreadsheets and forms to manage the vast

amount of information required to manage critical

business systems including emergency, risk,

safety, and HR related records. This paperwork

nightmare can be time consuming, ineffective and

can quickly be out of date. Moving to an

automated, secure database system is the key to

managing compliance in a rapidly changing and

highly competitive business landscape.

Despite most businesses running their accounts

electronically and nearly all other aspects of their

business, for some unknown reason many other

key business systems, for staff records, risk,

safety, HR and compliance got left behind in the

hard copy paperwork lying around the office.

Compliance matters...

Not having your workplace management systems;

in particular risk, safety and emergency in place is

like playing Russian roulette – if something

happens and you don’t have your records in

place, you could face serious criminal charges

with potential for large fines and even

imprisonment.

Ask yourself how you would respond if a

workplace safety inspector turned up at your work

and wanted to see your risk assessments, safe

work procedures and induction / training records.

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Not having these records can in some cases be

an offence.

Contracting and Supply Issues

Government agencies and many large businesses

will only allow organisations who have compliant

risk and safety systems in place to do work or

supply to them.

EasyOHS can be used as the basis for obtaining

Certification for both AS4801 – Safety, ISO 14001

Environmental and 9001 Quality certification.

In this competitive work environment can you

afford not to have a good safety system?

What makes EasyOHS different from other products and services?

There are a number of different systems out

there; many of them only cover one small part of

your health and safety requirements. Our system

uses a highly secure virtual desktop to ensure all

confidential information is secured, backed up and

protected.

These types of systems can be very expensive

with individual modules costing many hundreds of

dollars per month per user. EasyOHS combines

all the modules you need in one integrated

system at a much more cost effective price.

What do I get included with my EasyOHS

subscription?

! A business management database systems

with 40 + integrated modules from HR,

induction, risk, safety, emergency,

consultation, training, licencing, automated

reminders, audits, plant management,

document management system and much

more….

! Phone and email support*

! All software updates and upgrades

! Web site members area access – where you

can download templates and forms to assist

in getting your program up and running

! Ongoing newsletters and information to assist

you with workplace safety

! Access to advisors to assist with additional

support (where required)*

Pricing

Our program is all inclusive – not just a few ad

hoc safety modules. See the last pages of this

document for the current pricing schedule.

Contact Us

For further information: Mobile: 0488 047 629 Tech. Support: support@easyohs.com.au Sales Support: sales@easyohs.com.au Website: www.easyohs.com.au *Reasonable limits apply

CURRENT EASYOHS SOFTWARE MODULES (ALL INCLUDED IN PROGRAM) – CURRENT UNTIL 31 DECEMBER 2017 – NOTE: LAYOUTS AND SCREENSHOTS MAY VARY DUE TO SYSTEM UPGRADES OR VERSION TYPE (CLOUD V DESKTOP). MOST IMAGES ARE OF THE NEW CLOUD VERSION.

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1 Main Menu

Access all major modules in the program – each module has sub-modules. In addition the main menu has links to all compliance areas, inspections, and a real time compliance ‘thermometer’ with a percentage compliance ranking.

2

Main Menu

Audits &

Inspections

Carry out a compliance audit which then provides a real time ‘safety thermometer’

3

Audits and

Inspections

Compliance

Graph

Convert your results to a compliance graph in one touch – print, PDF, create image or email directly from your system. Track, graph and print your last ten audit results in seconds

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4

Audits and

Inspections

Inspection

Creator

Create any number of inspections and inspections items for each area – set frequency and EasyOHS will give you reminders when inspections are due

5 Policies

Full word type editor (can cut, paste and import from MS word) to create controlled copies (with review dates) for all policies

6 Procedures

Full word type editor (can cut, paste and import from MS Word) to create controlled procedures (with review dates) for all procedures

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7 SMP and

SSSMP

Create organisational and site specific safety management plans based on information in your EasyOHS program. EasyOHS guides you to fill in the blanks then hit print and EasyOHS extracts all the relevant data from your program and turns it into a 40 + page SMP or Site Specific SMP Makes preparation of tender documents much easier.

8 External

Documents

Import and centralise all your current documents – using the EasyOHS function – just highlight them and a copy will be created in EasyOHS. No more missing files.

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9 Inductions

Easily induct personnel – simply select or add them, and link in your PDF, Powerpoint or Movie. Create your own questionnaire. Print the questionnaire answer sheet, induction completion declaration. Inductions have never been easier than with EasyOHS.

10 Training

Create any number of training sessions in whatever format you want (or use existing material) Create your own questionnaire. Print the questionnaire answer sheet, and even a completion certificate.

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11 Consultation

Set up your workplace consultation arrangements and print the sign off sheet to show an agreed consultation method has been established

12 Safety

Meetings

Easily record and manage your safety meetings – just add topics and EasyOHS creates forms, attendance lists, meeting minutes – you can record directly into EasyOHS or print a template to take handwritten notes and input data later. The choice is yours.

13 Risk Calculator

A fully functioning 5 x 5 safety risk calculator – is included in the system and linked to your relevant safe work procedure creator or risk register

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14 Risk Register

Quickly and easily set up your workplace risk register – including links to controls, photos. As you enter data and rank each risk it automatically inserts the line item in risk order. Obtain print outs of the register or individual hazards in seconds.

15

Hazard /

Incident

Reporting

Manage all your hazard and incidents – including action plans, photos and much more. Highlight and increase the size of photos by passing your cursor over the photos (as shown in screenshot). Print summaries, reports easily and quickly.

16

Accident

reports and

Return to work

plans / injury

reports

Record and manage accident reports – including action tracking, photos, injury reports, return to work programs. Link in all relevant documents and obtain printouts quickly and easily. Email outcomes directly from EasyOHS to communicate alerts, new controls etc.

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17

Accident

Reports –

Action

Tracking

Record actions and by whom and review photos – all this is integrated in one accident investigation module

18

Hazardous

Substances

and Chemical

Management

Easily create your chemical register and link in items, MSDS sheets, review requirements – all in one functional system

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19 Emergency

Escape Plans

Create emergency escape plans, with a full drawing program and icon creator included in EasyOHS – link in all your relevant evacuation points, personnel and emergency numbers

20 Emergency

Plan Printout

With one touch EasyOHS turns your plan into a display printout to place in strategic locations in your workplace. Includes legend

21 SWP / JSA /

SWMS Creator

This incredible creator for Safe work procedures, Job Safety Analysis or Safe work method statements will make your life easy. It has everything you need including linking in plant, legislation, codes standards, staff etc

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22 SWP / JSA /

SWMS Printout

Select Print and our creator turns your data into a neat formatted printout – ready to go to work or supply with tender documents.

23

External SWP,

JSA, SWMS

If you already have word or PDF procedures etc – you can easily import them into EasyOHS to centralise all your safety material. We also supply MS Word templates for SWMS etc where required (sample shown)

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24

Manual

Handling Risk

Assessments

and Reports

Assess manual handling activities within EasyOHS, link in controls and obtain reports quickly and easily.

25 Total Safety

Control

The total safety control allows you to pull together all the records relating to high risk activities, including qualified staff, safe work procedures, policies procedures and much more. All summarised into one report.

26

Plant and

Equipment

Register

Easily record and manage your plant and equipment register, including inspection and servicing requirements

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27 Staff Records

Included in EasyOHS is a comprehensive staff management system – the various modules are set out below. Import existing staff lists from excel (Note: The staff information module has the ability to apply password protection for privacy requirements)

28

Staff Records

Licence and

Qualifications

Set up all your required licence and qualification requirements – and easily link them to the relevant staff member

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29

Training

Records &

Notices

Create and insert training records simply and easily. Once your training requirements are set up, you can select from drop down lists for all available training courses. In addition insert safety notices against staff member names.

30

Licence and

Certificate

Expiry

Warnings

Once licence or certification is loaded, your EasyOHS program will give you warnings for expiries (30 days notice)

31 Position

Descriptions

EasyOHS allows you to create any number of job descriptions and staff requirements and select them from a drop down list

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32 Members Area

Access

Log into our website and obtain free templates, news and tips – see below

33

Members Area

– Free

downloads

Obtain free Safe Work procedure, policies and procedure templates – which can then be easily inserted into EasyOHS and adopted into your workplace through consultation and customisation

34

Receive all

software

updates

Never be out of date – you get live updates (unlimited) for members so you always have the latest version of the program. If legislation changes or client suggestions warrant a change to the program, we take action. No more out of date folders.

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35 Emergency

Response

Create your emergency response protocols in your system and print or email them for distribution. Update quickly and easily if changes take place.

36

Email /

Distribute /

Communicate

Documents can be emailed directly from inside EasyOHS - to one or multiple persons

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37 References

and Guides

Set up links to go directly to local legislation, codes, standards etc Create legislative, code and standard registers that apply to your industry for easy referencing or linking into your safe work method statements etc

38

Link to

External Legal

Links

Link directly to your local safety authority and legislative references directly from EasyOHS

39 Data Backup

Backup system contained in EasyOHS means your data can be secured quickly and easily to an external drive or server

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40 Safety Reports

Search and create reports for one, multiple or all records in your EasyOHS system between any given date – all neatly summarised into one report. Easily audit compliance activities in one or many locations in a matter of seconds.

41 Reminders

EasyOHS provides reminders about many items, including when policies and procedures are due for review, inspections and more. Reminders pop up whenever you open the system. No more forgotten assigned tasks, missed inspections or reviews

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The following two screens are from the Cloud version only.

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Please Note: All prices are exclusive of GST.

Product GatewayUnitPrice**Permonth

OngoingMonthlyAmount

(ifpayingmonthly***)

YearlyDiscountedPrice**(ifpaidannually)AmountSaving

DeskTopInstall–SingleUser N/A $80 $897 $63.00

DeskTopInstall–5User N/A $190 $1997 $283.00

TwoGatewayCloudBased**** $98.50 $197 $2127.60 $236.40

ThreeGatewayCloudBased* $93.50 $280.50 $3029.40 $336.60

FourGatewayCloudBased* $88.50 $354 $3823.20 $424.80

FiveGatewayCloudBased* $83.50 $417.50 $4509.00 $501.00

SixGatewayCloudBased* $78.50 $471 $5086.80 $565.20

SevenGatewayCloudBased* $73.50 $514.50 $5556.60 $617.40

EightGatewayCloudBased* $68.50 $548 $5918.40 $657.60

NineGatewayCloudBased* $63.50 $571.50 $6172.20 $685.80

TenGatewayCloudBased* $58.50 $585 $6318.00 $702.00

Eleven+UserCloudBased* Byarrangement

Details–Gateways*(anyGatewayovertwoallowsyoutocreateandhaveaccesstomultiplesites)

EachGatewayallowsoneusertoaccessthesystematanyonetime.Anyamountofuserscanuseagatewaybutonlyoneatatime.Ifyouneedcon-currentaccess,youwillneedtohavemultiple‘gateways’

Wedonotlimittheamountof‘seats’thatcanbesetupinsideEasyOHSbutthe‘gateways’willlimitthenumberofconcurrentusers.

Note:EasyOHSCloudcancreateandusemultisites,howevereachsitemusthaveatleastonegatewayabovethe2minimumtooperate.Additionalgatewayscanbeaddedasyourbusinessgrows,makingitaverycosteffectiveprogramandcanbescaledup(ordown)dependingonyourneeds.

** All prices are exclusive of GST and are current till 30/6/18 *** Monthly payments for the Cloud version are only available after an initial non-returnable outlay of $300.00 per gateway. This is a one time payment and will include your first month’s fees. Monthly payments do not attract a discount. After you have been a member for 12 months or more on the annual payment scheme, you can transfer to a Monthly scheme with no initial outlay but discounts will no longer apply. **** 2 Gateways is the minimum configuration for the Cloud Based EasyOHS.

SetupAssist Details Cost

2daysonsite

SeniorConsultantsuppliedtoanyeasternseaboardstateorterritoryinAustralia(6-8hours/dayonsite),includingairfareallowance,traveland1nightaccommodationallowanceandexpenses.

$3,499

2daysonsite/2daystravel

SeniorConsultantsuppliedtoanystateorterritoryinAustralia(outsidetheeasternseaboard)–6-8hours/dayonsite,includingairfareallowance,traveland2-3nightsaccommodationallowanceandexpenses.

$5,499

Extradaysonsitewherebookedinadvance

*(inadditiontothenominal2daysitecostsbasedon

location)

Additionaldailyonsitesupport(6-8hours/perdayandalllocaltravel),includingadditionalaccommodationandexpensesforseniorconsultant.

$1,699perday(including

accommodation/expensesandlabour

costs)

Remotesupportviaphone/skypeandremotelogin

SeniorConsultantcanremotelyaccessandassist,provideWHSrelatedadvicetosetupyoursystem–minimumcharge/maximum2hourblock.

$299

Morethan5daysconsultingonsite

Byarrangementonlywithwrittenquoteanddetailedscopeofwork.

ViaQuoteOnly

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What about the Apps? UnliketheEasyOHSprogrammeitself,appshavenoconcurrencylimits.Ifyouhad30machineoperators,theycouldalldoaPre-Startcheckatthesametime,allgetaccessandallsavetheirreportsintothesystem.

Name Description Cost

Pre-Startapp

Thisappisliveandavailable.ItallowsownersofAndroid,AppleandWindowsdevicestodoaprestartcheckwherevertheyareandalltheinformationissavedinEasyOHSdatabaseswhichcanthendocomprehensivereportsontheresults.

FREE*

Complianceapp(Soontobeavailable)DoacompliancecheckonyourbusinessandsaveallthedatatotheEasyOHSdatabasewhichcanthenreportontheresults.

FREE*

MeetingManagerapp

(Soontobeavailable)ConductasafetymeetingonyourAndroid,AppleorWindowsdeviceandsaveallthedatatotheEasyOHSdatabasewhichcanthenreportontheresults.

FREE*

HazardReportapp

(Soontobeavailable)CreateaHazardReportonyourAndroid,AppleorWindowsdeviceatthecoalface,notboundtoyourdesk,andsaveallthedatatotheEasyOHSdatabasewhichcanthenreportontheresults.

FREE*

IncidentInvestigationapp

(Soontobeavailable)ConductanIncidentInvestigationonyourAndroid,AppleorWindowsdeviceworkingwhereithappenedandnotboundtoyourdesk.SaveallthedatatotheEasyOHSdatabasewhichcanthenreportontheresults.

FREE*

SafeworkProcedureapp

(Soontobeavailable)CreateaSafeworkProcedureonyourAndroid,AppleorWindowsdeviceworkingwhereithappensandnotboundtoyourdesk.SaveallthedatatotheEasyOHSdatabasewhichcanthenreportontheresults.

FREE*

MSDSManagementapp

(Soontobeavailable)ManageyourHazardousMaterialsonyourAndroid,AppleorWindowsdeviceworkingwhereithappensandnotboundtoyourdesk.SaveallthedatatotheEasyOHSdatabasewhichcanthenreportontheresults.

FREE*

PlantRegisterapp

(Soontobeavailable)CreateandmanageyourPlantRegisteronyourAndroid,AppleorWindowsdeviceworkingwhereithappensandnotboundtoyourdesk.SaveallthedatatotheEasyOHSdatabasewhichcanthenreportontheresults.

FREE*

Inductionapp

(Soontobeavailable)ConductinductionsonyourAndroid,AppleorWindowsdeviceworkingwhereithappensandnotboundtoyourdesk.SaveallthedatatotheEasyOHSdatabasewhichcanthenreportontheresults.

FREE*

Trainingapp

(Soontobeavailable)ConductTrainingsessionsonyourAndroid,AppleorWindowsdeviceworkingwhereithappensandnotboundtoyourdesk.SaveallthedatatotheEasyOHSdatabasewhichcanthenreportontheresults.

FREE*

Manymore Therewilleventuallybeappstocavereveryaspectofyoursafetyrequirements.

FREE*

N.B. These apps may not necessarily become available in the above order. * The apps are free but you must have the EasyOHS Cloud solution to be able to use them.

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Frequently asked questions What sized business can I use EasyOHS in?

Answer: You can use EasyOHS in any sized business – it is only a matter of how you deploy the program. We recommend using EasyOHS to centralise your workplace health and safety information and distribute the information. This can also be done in conjunction with your existing server – by setting up controlled copies of documents for distribution.

Are there any hidden costs?

Answer: No, we are up front about our fees – you get everything included in the quoted price. All modules are included in the prices quoted. You can add further gateways where required and update at any time.

As we have already pointed out, you may need to get extra gateways if you decide to create a new site with the Cloud version of the programme.

What is the difference between the Desktop and the Cloud programmes?

Answer: The desk top programs are installed on a single desktop for the Single User version or your desktop and your server for the LAN version. The desk top version is a Windows based programme and is not available for MAC OS or Linux.

The Cloud version is installed in the cloud and will run on any computer that is able to access the internet. Obviously it will run best on standard Windows, Linux or Mac desktops and laptops but will also work well on Chromebooks.

The associated apps only work with the Cloud version and will run happily on Android, Apple and Windows devices.

What is the difference between a ‘Gateway’ and a ‘Seat’?

Answer: A ‘Seat’ offers controlled entry into the EasyOHS programme and allows the user to use the programme according to the restrictions placed on that ‘Seat’ by the Administrator. You may create as many ‘Seats’ as you wish.

A ‘Gateway’ is an access point into the Cloud programme. You use a ‘Gateway’ to connect to the EasyOHS Cloud. Although any amount of ‘Seat’ holders can have access to each ‘Gateway’, it can only be used by one ‘Seat’ holder at any one time. If you need to have concurrent access to the EasyOHS programme you will need to have multiple ‘Gateways’.

Are the Apps able to be used con-currently?

Answer: Yes! There are no restrictions on the use of the apps. Any amount of them can log in concurrently. There will ultimately be apps for every module in the EasyOHS programme so the efficiency will be amazing.

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Can I use the Apps with the original EasyOHS programme or do I need the Cloud version to use them?

Answer: The apps do not work with the original EasyOHS programme, they only work in conjunction with the Cloud version because they are implicitly tied to the cloud storage and will not work without that access.

Do I get access to procedure templates, safe work procedures as part of my membership or do they cost extra?

Answer: Yes, you do get free access to downloadable and editable templates from our web members area. This includes safety management plans, procedures and safe work procedures. Our library is expanding weekly so you have access to a large library of OHS templates. These are all included in your membership subscription, so it does not cost you any extra.

I still have some time left on my current subscription. Will I lose that if I convert to the cloud version?

Answer: No. We will calculate exactly how much value is left in your current subscription and the first year’s fee for the Cloud version will be reduced by that amount.