For safety and security managers, the registration process of a workplace incident can be a cumbersome process with a lot of paperwork to keep on top of to ensure GDPR compliance and preventing other legal ramifications.
Our Health & Safety Web App can improve the process and reduce the administrative burden so that you can focus on what matters most: ensuring the health and safety of the entire workforce!
The Registration Process
As we have showed you before, there are three types of user authorizations possible in the system; employee, manager and admin.
Once an employee creates a new registration for themselves, on behalf of a colleague, or a non-employee, the process starts. A form with different tabs will open in the Health & Safety Web App. Each tab has its own information that should be filled in depending on the type of incident that is being registered. It is even possible to add a witness, if this witness is not an employee, their data can be entered manually. The most important tab to fill out is the declarations as this confirms that the person starting the registration is submitting it. There are options to add additional comments where required.
The form can be saved as a draft if information is still missing, or submitted right away. Once it is submitted, configured workflows will pick it up and send it to the right person for action to be taken, the status and options will change throughout this process. The Safety or Security manager will receive notifications that a new registration has been completed and easily oversee what actions should be undertaken to process it.
The Role of the Safety or Security Managers
Health & Safety coordinators will have special access as they are the ones who need to follow up on the registered incident and follow the organization’s policy to process the registration. The coordinators will start from the manager dashboard in which they see registrations that are pending approval. From here, a submitted form can be opened to see the details of the incident. If anyone has already taken action from the moment the forms were filled in, this is shown in the workflow history. Any comments that others have added will also be visible along with an audit log of whom modified the form and what they did.
This auditing is important for compliance because it can be used to validate who complete any type of registration and who has made adjustments, including the date on which they were made. For legal purposes, this log is incredibly important in determining when something happened and what changes were made before it reached the H&S coordinator.
The submitted forms have the option to add locations, identifying exactly where the incident occurred and whose premises it happened on. For legal purposes and lawsuits, coordinators will have knowledge of where the incident took place.
On top of protecting the potential external legal ramifications, the Health & Safety Web App is completely GDPR compliant.
For a limited time only, we are offering our Health & Safety Web App free of charge for any Dynamics 365 Finance, or Supply Chain Management users! The implementation, configuration and licensing costs are completely free for you to use for a period of 9 months! You will receive the complete, seamlessly integrated and configured Health & Safety Web App to support the workflows that will make your registration of safety issues easier.
*Azure hosting fees excluded, starting from €125 depending on usage.
FourVision is Microsoft’s global leading Dynamics 365 Human Resources implementation partner. We have successfully implemented HR platforms in a variety of industries across multiple Microsoft environments for over a decade. FourVision also delivers an impressive suite of Web Apps that extend Microsoft Dynamics 365 Human Resources. Our Web Apps will help your organization prepare for the future. See more about our solutions here!