Site Sign On

Legal Requirements for Site Sign On

Employers have an obligation for the safety of all visitors to the worksite(s). Steps must be taken to ensure visitors and contractors register their presence on site, so that there is an opportunity to brief visitors about hazards and precautions to be taken

Procedure for Site Sign Ons

Details of all network locations will be kept in a standard format, including the type of site, driving directions, access details and site hazards. The information will be updated by the OHS Coordinator from information provided by the Property Manager, Project Managers, technical staff and feedback from contractor visits

Even where worksites are remote or operated/owned by a third party, the employer should ensure that people visiting or working on those sites register their arrival, are provided with relevant safety information, and register their departure. In the case of working at height, it is particularly important that any party visiting the site should register their departure. The employer should attempt to investigate any visits that go past a reasonable finish time, and take any emergency actions appropriate

How to create a Site Sign On

All site visitors are required to register before going on site. The responsible person or department will open a Site Sign On file under the Site Access heading. This file type is linked to Site Information files and the appropriate site is chosen from a drop-list. Initial details are entered and SafetyBase displays a Sign On file. Next to the data entry screen is a tab called Site Information. This is the linked site details, which can be read to the contractor or visitor. Complete the form while in discussion with the visiting party and click Update

If required, the SafetyBase Administrator should set Escalation parameters for the file type

From the time the file is submitted, the timer for the escalation starts. After a period of time has elapsed, (set by the Administrator), an automatic e-mail reminder is generated to the e-mail address(es). The party receiving the escalation should investigate by calling the contact person on site and if necessary, alert emergency services, Company safety personnel and if possible, the office of the contractor. Further periodic escalation alerts are generated until the file status is changed to "off site". (See below)

To sign off a site visit, go to Site Sign Off under the Site Access heading, click "Add Site Sign Off" and select from available site visits

The Site Sign On will display in the tab next to the data entry screen. Get debrief information from the visiting party and change the status to "Signed off site". Click "Update" Any reports of hazards, accidents or maintenance issues will be sent to the appropriate person by e-mail and create a Task for them

Using Tasks with Site Sign Ons

Tasks can be notifications, instructions, alerts or corrective actions associated with a particular file. You can add Tasks as you go during data entry, using the inline New Task button in your screen. You can also use the Toolbar at the bottom of your screen during data input, or the Tasks tab after you submit the file

As you create a file, SafetyBase may automatically set suggested Tasks, depending on some of your droplist selections. Watch for inline informational messages, which are there to alert you if a droplist might create an automatic Task

Please note that although these automatic Tasks may be created as helpful prompts, they do have generic wording, so you have the choice of creating Tasks yourself. This is advisable if you prefer the wording to be specific or personal. If appropriate, you can select the "Recurring" button, which lets you create a repeating schedule, (say, an inspection, review or check-up interval)

When any Task is set in the system, it will display in the form you created, a summary tab in the file and in the Task List of the person it is allocated to (Recurring Tasks don't show until they are due). Tasks are also e-mailed to the allocated person on the required number of days prior to the Due Date

A small number of tasks have been set as mandatory (example, reporting serious injuries to the statutory authority). These cannot be deleted

SafetyBase Tips and Tricks with Site Sign Ons

• If the status of a site is changed to Unsuitable for visits, the file will display on the Dashboard in the Open Files list and it will not be available in drop-lists for a Site Sign On

• Consider associating an electronic document (example, an existing image, pdf, spreadsheet, document, video etc), using the "Attach Documents" tab, or inline toolbar at the bottom of your screen while entering data. Record the document's details by completing the appropriate data fields, then click Attach Document. The document will upload and be available for viewing. Many file types will display as a thumbnail

• You can associate a SafetyBase file using the "Link Files" inline button on the toolbar at the bottom of the screen while entering data, or afterwards, using the Tasks tab (example, Hazard, Fault Report, Accident Investigation or similar file that has direct relevance): Record the file's details by completing the appropriate data fields, then click ADD. Use the progressive filtering of the drop lists and ADD the file you want. The file will be linked. If you follow the link, the linked file will automatically have a link back to the file you came from

• Remember to link People with this file type, using the "Associate People" inline button on the toolbar at the bottom of the screen while entering data, or afterwards, using the Associate People tab. Doing this will build an automatic safety history for each person, which you can view by clicking on the person's name anywhere in the account

• Check file history in the "Status Log" tab. This automatically records status changes to the file. If you would like to monitor the file, click the "Watch" button at the top of the file summary. This will place the file on your Watchlist and e-mail you whenever the file status changes