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Croner Simplify

Croner Simplify

~ Health & Safety Training Workbook ~

Version 4.0

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Contents

Health and Safety Support ...................................................................................................................... 3

Health and Safety Overview ............................................................................................................... 3

Policies ................................................................................................................................................ 5

Organisation & Responsibilities .......................................................................................................... 7

Planning & Implementation .............................................................................................................. 12

Monitoring & Review ........................................................................................................................ 14

Communications ............................................................................................................................... 18

Accident Reporting Tool.................................................................................................................... 20

Document Information ......................................................................................................................... 25

Health & Safety Document Locations ............................................................................................... 25

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Health and Safety Support

This section will cover the optional Health and Safety Support element which features within

Croner Simplify including H&S Policies, Procedures, Risk Assessments and assigning H&S

Responsibilities to nominated individuals. It also covers important record keeping such as

review of H&S Policy, Communication, Monitoring and Training.

The sections are laid out in line with the Health and Safety Executive’s standard for H&S

Management Systems “HSG 65: Successful Health and Safety Management”.

Health and Safety Overview

This area provides access to a list of H&S processes, the Accident Reporting Tool and the H&S

Audit Tool. It is the default screen that appears when the Health & Safety tab is selected.

There are a number of standard processes relating to Health and Safety such as Display Screen

Equipment, Manual Handling and Pregnancy Risk Assessment. A new Process can be started

by clicking the Go To Processes button.

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Clicking the Audit Tool button will launch the H&S Audit Tool. The Audit Tool will allow the

user to create H&S Audit’s examining different areas and issues within them e.g. an audit

covering only Display Screen Equipment issues within an office can be completed or a

comprehensive audit on the whole premises covering a number of H&S issues can also be

undertaken.

Once launched, the H&S Audit Tool includes a comprehensive User Guide accessible as shown

below:

Clicking the Accident Reporting Tool button from the Overview tab will launch Croner’s

Accident Reporting and Recording Tool.

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Policies

This area provides access to H&S Policies as supplied by your Consultant and also allows you

to upload your own Policies.

The documents will be accessible via the folders on the left hand side of the page, with options

to Delete, check who has viewed the document, download a copy of the Policy or simply View

the document.

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Clicking the Upload New Document button will open the document upload screen as shown

below. The settings within this area allow you to restrict access to the document by User

Profile type and location.

If you create your own Policies you will also need to create a related Procedure. This will help

you to demonstrate how you actually fulfil the requirements of your Policy.

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Organisation & Responsibilities

This area allows you to designate H&S Responsibilities to key members of staff which will

automatically populate your H&S Organisation Chart.

It is important to be able to demonstrate that you have designated H&S Responsibilities to

individuals and, more specifically, what those Responsibilities are. Croner Simplify provides

you with a number of preset templates with which you can create your own Responsibilities.

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Clicking the Add New Responsibility button will open a screen which allows you to assign

H&S Responsibilities to an individual, based on their level of authority:

The Responsibility drop-down box allows you to choose from a number of preset,

representative Responsibilities, based on level of seniority. The presets are:

Managing Director. This is a ‘top level’ responsibility and is normally the most senior

person e.g. Managing Director, CEO etc. This Responsibility covers senior management

issues such as H&S planning and strategy, resources, insurance, communication,

consultation and contingency planning. It is recommended that this Responsibility be

assigned to only one person.

Director. This is a senior management position, reporting directly to the top level. This

Responsibility is concerned with implementing H&S strategy, e.g. risk assessments,

safe systems of work, training etc.

Supervisor. A lower level management position which covers ‘shop floor’ issues such

as supervision of employees, completing H&S checklists, providing personal protective

equipment etc.

H&S Officer. This responsibility should be used when you have identified ‘competent

person(s)’ for Health and Safety. Covers the more technical aspects e.g. advising

management on changes to legislation, arranging H&S meetings, accident

investigation etc.

The Employee drop-down box will allow you to assign the responsibility to the selected

individual. To be able to select an individual you need to have created an employee record

using the New Starter Wizard in the Employee area of Croner Simplify.

If you are using Simplify exclusively for Health and Safety management then you only need to

complete the mandatory fields to be able to set up each employee.

The Report To field will be present (unless assigning a responsibility to Managing Director

level, who doesn’t report to anyone else!) and will allow you to specify to whom the selected

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person reports to. This field is important as it will dictate where the Responsibility appears in

the H&S Organisation Chart.

Once you have completed the Date Assigned and Description fields, click Save. This will then

populate the details into the Responsibilities table:

When you create a Responsibilities entry, an example Responsibility document will be created

which you can edit to reflect your organisation. When you click on the Responsibility entry, it

will expand to include the Manage Document link (highlighted above). Clicking this link will

open up the following screen:

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You can use the Actions buttons on the right to either edit (pen and paper icon) or delete the

document (‘no entry’ icon). Clicking the edit button will launch the editable Responsibility

document, which will look like the following:

You can then personalise and save the document as needed, reflecting the individual’s

Responsibilities for Health and Safety. Furthermore by clicking on the Upload Document

button you can upload your own documents relating to that individual’s responsibility.

Providing you have completed the preceding screens correctly, the H&S Organisation Chart

should be automatically populated with the selected individuals. To access the chart just click

on the H&S Organisation Chart button:

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You can also get to the chart by going to the My Organisation tab and selecting ‘by H&S

Responsibility’ as the Chart Type:

If you need to make detailed changes to your H&S Organisation Chart then contact

your H&S Consultant as they will be able to help you.

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Planning & Implementation

This area gives you access to the Company Procedures and Risk Assessments. These

documents help demonstrate that you manage H&S issues in a planned and systematic way.

As with the Policies section you can access your Procedures and also upload your own using

the Upload New Procedure Document button.

Risk Assessments however are slightly different in that they behave in a similar way to

documents in the Template Library area. When you select a document from the folders on

the left you have the option to Preview, which opens a copy of the document, or Use

Template, which opens an editable version of the document.

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Once you choose to Use Template, your copy of the risk assessment will appear in the Risk

Assessment Documents table. This then allows you to edit (pen and paper icon) or delete the

assessment (‘no entry’ icon).

You can also upload your own Risk Assessment templates using the Upload New Risk

Assessment Document button.

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Monitoring & Review

This area allows you to record your actions such as H&S Training, Review and Monitoring and

provides important evidence that you are being proactive in your management of Health and

Safety issues.

Clicking the Add New Training button will open the Create Training Record screen. Here you

can select the Employee Name, the name of the training given, the date of the training and a

description:

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Once you Save the record it will then create an entry onto the Training table. Here you can

upload a document using the Manage Document link, edit or delete the entry.

Examples of H&S training records include H&S specific inductions, toolbox talks, fire

marshal training and H&S qualifications e.g. NEBOSH/IOSH/BSC/CIEH courses and

CSCS cards.

The Health and Safety Review Log allows you to keep a record of when you have reviewed

your H&S Policy, Procedures, Risk Assessments or other documents. This serves to provide a

valuable record and evidence that you are proactively keeping your documents up to date and

that they properly reflect your working practices.

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Clicking the Add New Review Log button will open the Create Review Log screen:

This allows you to assign a Location, Department, name of reviewer and review date plus a

description of the review. Click ‘Save’ to place the entry in the Health and Safety Review Log

table. A document can be uploaded using the Manage Document link or you can edit or delete

the entry.

It is recommended that you review your overall H&S Policy at least yearly including

individual Policies, Procedures and Risk Assessments to ensure that they remain

relevant to your working practices. You should also perform a review of relevant

documents following an accident, case of work related illness/absence or near miss.

The Health and Safety Monitoring Log allows you to record when you have undertaken H&S

Monitoring e.g. following a workplace inspection, if you have had inspection or maintenance

work carried out by a competent person or air/noise/vibration monitoring. Furthermore your

Croner H&S Consultant will prepare Monitoring Checklists for you as part of the ongoing

implementation of your H&S service.

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Clicking Add New Monitoring Log will open the Create Monitoring Log screen:

This screen allows you to allocate a Location, Department, name of reviewer, date of review

and a description of the monitoring being carried out. Clicking Save will make an entry into

the Health and Safety Monitoring Log table, with the same functionality as the Training and

H&S Review Log areas.

Your Consultant-prepared Monitoring Checklists should be completed and uploaded

to Simplify at agreed frequencies. This is important as it shows that you are being

proactive with your H&S management.

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Communications

This area allows you to record communications to employees and others on Health and Safety

issues, providing evidence that you are not only providing H&S information but also

demonstrating that you have a positive H&S culture.

Clicking the Create Communication button opens the following screen:

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Here you can define a subject and make notes about the type of communication. You also

have the option to Mark as important, which when selected will flag the communication as

being of high importance. You can also Create Task, which adds a task to the To-Do list in the

Day to Day area.

Once you click Save an entry is made to the Communications table. You will be able to upload

a document using the Manage Document link. You can also edit or delete using the relevant

buttons under Actions.

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Accident Reporting Tool

This tab contains useful information and advice on matters relating to health and safety. Some of the information is for subscribed users only however the Accident Reporting tool is available for everyone.

The Accident Reporting tool can assist in the reporting of accidents, dangerous occurrences, diseases and near misses in the workplace. By guiding you through a series of questions, it will help you identify what is reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

Click on H&S Overview tab

Click on the Accident Reporting Tool button

A separate window opens up

Click on Create a new report button

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The report needs to be completed step by step

Complete the appropriate options and click Next to proceed to the next screen

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After completing the various screens click on Save/Finish

Click on the Print icon to print the report off in pdf format and send it to the appropriate authorities

Alternatively click on the Email icon to email the report

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An example of what a report will look like is shown below

To modify your report click on the ‘User Reference’ number

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Document Information

The following information shows where specific Health & Safety documents can be located

within Simplify.

Health & Safety Document Locations

To help you with your record keeping the following tables give examples of where you can

find Croner templates in Simplify and also gives recommendations on where to upload your

own completed or bespoke documents.

Please note that in order to provide evidence of compliance certain company specific

documents and completed templates will need to be obtained or completed and uploaded by

you. These are documents that would be created in-house or supplied by external providers

e.g. first aid training certificates.

If you cannot find your Croner templates then contact your H&S Consultant to discuss.

Croner Simplify: Core Product

Document

Croner

Document/

Template/

Tool?*

Location

PPE records

My Employees>(Employee

Name)>Health & Safety>PPE

(click on Add New PPE Item to

create record)

Occupational Health Records

My Employees>(Employee

Name)>Health &

Safety>Occupational Health

H&S Information/Guidance

Croner-i>Business

Essentials>Health and Safety

Essentials

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Document

Croner

Document/

Template/

Tool?*

Location

Accident Recording & Reporting

Tool

Health & Safety>H&S

Overview>Accident Reporting

Tool (click Accident Reporting

Tool button to launch)

Croner Simplify: H&S Support Service Only

Document

Croner

Document/

Template/

Tool?*

Location

H&S Audit Tool

Health & Safety>H&S

Overview>Audit Tool (click Audit

Tool button to launch)

‘Legacy’ H&S Management

System/ CHEFFS

System/Handbook

Health &

Safety>Policies>Company

Documents

H&S Policy Statement

Health & Safety>Policies>Health

& Safety Management>Health &

Safety Arrangements

H&S Policy Handbook

Health & Safety>Policies>

Handbook AND

Documents>Guidelines &

Policies (allows non-H&S users

to view Policies)

Bespoke H&S Policies

Health & Safety>Policies (click

Upload New Document to

upload – this will allow you to

select which folder the Policy

appears in)

Employee Handbook Health & Safety>Policies>

Handbook

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Document

Croner

Document/

Template/

Tool?*

Location

H&S Management Structure

Health & Safety>Organisation &

Responsibilities (Click H&S

Organisation Chart button to

launch Org Chart tool)

H&S Responsibilities/Duties

Health & Safety>Organisation &

Responsibilities>Responsibilities

(click Add New Responsibility if

you want to create your own)

H&S Procedures

Health & Safety>Planning &

Implementation>Procedure

Documents

Bespoke H&S Procedures


Implementation>Procedure

Documents (click Upload New

Procedure to upload – this will

allow you to select which folder

the Procedure appears in)

Risk Assessment Templates


Implementation>Risk

Assessments>Risk Assessment

Templates

Completed Risk Assessments


Implementation>Risk


Documents

Risk Manager


Implementation>Risk


Documents OR Health &

Safety>Monitoring &

Review>H&S Review

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Document

Croner

Document/

Template/

Tool?*

Location

H&S training records: H&S

specific inductions, toolbox

talks, fire marshal training, first

aider training and H&S

qualifications e.g.

NEBOSH/IOSH/ BSC/CIEH

courses and CSCS cards

Health & Safety>Monitoring &

Review>Training

Croner H&S Reviews e.g.

inspection reports, audits,

document reviews


Review>Health & Safety Review

Log

H&S Reviews e.g. inspections,

reports, audits, amendments to

documents, HSE/EHO visit

communications and actions,

insurance inspections


Review>Health & Safety Review

Log

H&S Monitoring Checklists


Review>Health & Safety

Monitoring Log

Monitoring Documents e.g.

completed H&S Monitoring

Checklists and other monitoring

records such as noise, vibration,

hazardous substance,

temperature etc.


Review>Health & Safety

Monitoring Log

H&S Generic Forms/Records Documents>Guidelines &

Policies