Incident/Accident Log

Definition

The object that forms the basis for recording and managing events (incidents or accidents) in which persons became ill, were injured or killed, property was damaged, or the possibility of damage occurring existed. Examples are:

Accidents at work and near-accidents
Incidents
Work-related illnesses

Use

You enter the data for an event using an entry in the incident/accident log. You can use this entry to perform all the actions necessary for processing the event. You can do the following, for example:

Generate reports from the event data, ship them, and archive them (for example, the accident notification that applies in Germany).
Send information about the event in the form of a message to SAP users or to external recipients
Export the event data to Microsoft Excel
Evaluate the event data statistically using the Reporting (EHS-IHS-REP) component or Microsoft Excel

Structure

An entry in the incident/accident log is structured as follows: it comprises a header area and various tab pages that you can adapt in Customizing to suit the needs of your company. You can also define your own tab pages. On the Involved tab page, you can branch to detailed information.

The table below gives you an overview of the structure of the incident/accident log in the standard system:

Header Area
Key and type of incident/accident log entry	This data identifies and classifies the event.
Reportable Event Fatality, Production time lost	Indicators that detail how serious the event is. For the Reportable Event indicator you can create an enhancement using a Business Add-In (BAdI). For more information on this BAdI, see BAdI: Determination of Reportable Event Indicator in Inc./Acc. Log Header in Customizing for Industrial Hygiene and Safety.
Status of the incident/accident log entry	Shows the processing status of the entry (see Status Editing for Incident/Accident Log Entries).
Entry language	You require the language for character conversion with EH&S Native Language Support (EH&S NLS). You generate documents such as accident notifications using data from the SAP system. This data must be displayed correctly in all possible languages in the SAP system. In certain cases, data is converted by the EH&S NLS based on the entry language to make this possible. For more information about EH&S NLS, see EH&S Native Language Support in the Basic Data and Tools (EHS-BD) component.
Time of event	Includes the event date and time. If the environment parameter IHS_USE_TIMEZONE is set in Customizing for Basic Data and Tools, the applicable time zone is also displayed.
Incident	A description of the event of up to 60 characters in length.
Incident Location Tab Page
Incident Location
Plant	Identifies the plant in which the event occurred.
Work area	Identifies the work area affected within the plant.
Accident location	Identifies the accident location in the work area. Note You must have created the accident locations in work area management using the accident locations function. End of the note.
Description	You can enter a description of the incident location of up to 60 characters in length.
Damage
Functional location, equipment, machine	From the data stored for the work area in the data integration function, you can specify the functional location, equipment, and the damaged machine.
Type of damage, indicator Maint. req.	You can store a more exact explanation for the Type of damage by using a phrase text. You can also set an indicator that signals the need for a plant maintenance task.
Involved Tab Page
Role	Specifies how the person was involved in the event, for example, as a person affected, witness, or first-aider. You can set the roles you want to use in the system in Customizing for Industrial Hygiene and Safety under Specify Roles for Persons Involved.
Identification (ID), person group, and name of respective person	The person group specifies whether the person is an employee, an applicant, or an external person.
Witness for person affected	When you enter a witness, you can indicate which affected person the witness statement refers to.
Data from Personnel Administration	This includes the address and date of birth of the person involved. As the function is executed as a user exit, you can adapt it to suit your requirements. For more information, see Customizing for Basic Data and Tools under Manage User Exits. You access the data by selecting the person and choosing with the quick info text Personal data.
Additional Information	This includes the Time of statement and a description of the accident details in the form of a SAPscript text of any chosen length. You access the data by selecting the person and choosing with the quick info text Addit. Information.
Details on a person affected	You will find this data in a separate screen that you access for each person affected by choosing Details. The screen contains the following information, for example: Incident/accident log entry ID to which the details refer Accident category (such as accident on the way to or from work, accident at work) Indicator: Reportable Accident You can set the Reportable Accident indicator manually. If your system is set up correctly, the system can also run a check and set the indicator itself if necessary. A user exit is supplied for the check. In the standard system, this sets the indicator in accordance with German law. It does not override manual assignments or earlier calculations. For more information about user exits, see Customizing for Basic Data and Tools under Manage User Exits. Indicator: Fatality Indicator: Privacy Case The name of the person affected must not appear on some reports. In these cases, the system evaluates the Privacy Case indicator when it generates the report and, if required, prints a note to this effect at the relevant position instead of the person's name. One example of the use of this function is the OSHA 300 report. OSHA 300 is one of the reports that must be created for work-related injuries and illnesses in the United States in accordance with the Occupational Safety and Health Act (OSHA). Status of data for person affected Treatment Tab Page Contains details on treatment such as the first physician to give treatment, further treatment, and fields to enter remarks for internal and external purposes in the form of SAPscript texts of any chosen length. Injury/Illness Tab Page Contains information about injuries and illnesses. You can identify main injuries and old injuries using indicators. Note The input fields are assigned values using phrases. End of the note. Time Data Tab Page Contains details on working time, length of absence, and working experience. If the person affected is an employee, the data can be taken from the SAP system using integration in the Time Management (PT) component or, in the case of absences, even be created there (see Integration in Time Management). Ind Hyg. Safety Data Tab Page Contains the following: Information on protective clothing and accident prevention measures (such as personal protective equipment) Assessment parameters such as causes of accidents (object or substance) or the activity of the injured person Tab Page(s) for Custom Additional Information If the necessary settings were made in Customizing, additional tab pages will be available where you can enter the additional information required by your company. See: Use of the Classification System. Accident Reports If you choose Accident Reports, the report information system is opened and a report tree is displayed containing all the reports that can be generated for the person affected. You can generate, ship, and archive these reports.
Investigation Tab Page
See Cause Analysis	Using this tab page, you can carry out a schematic cause analysis and enter an investigation result in the form of a SAPscript text of any chosen length.
Additional Tab Pages
Individual customer-specific tab pages	If the necessary settings were made in Customizing, additional tab pages will be available where you can enter the additional information required by your company. For more information, see Use of the Classification System.

Integration

In Industrial Hygiene and Safety

You can create industrial hygiene and safety measures for an entry in the incident/accident log ( Safety Measures).

With Other SAP EH&S Components

Accident data that is already entered in the injury/illness log in the Occupational Health (EHS-HEA) component can be transferred to the incident/accident log. Data that is only relevant for occupational health (for example, aid given, follow-up treatment) is not transferred to the incident/accident log.

There is also an integration function linking to the medical service in Occupational Health (see Integration: Incident/Accident Log – Medical Service – Injury/Illness Log).

With Other SAP Components

As a result of the integration with the Personnel Administration (PA) and Time Management (PT) components, you can obtain organizational data and information on working times and absence times from human resources. You can also create accident-related absences in Time Management.

Using the link to the Classification System (CA-CL), you can adapt the incident/accident log to suit the customer’s own individual requirements.

Integration with Document Management (CA-DMS) means you can assign documents to an incident/accident log entry that were created outside the SAP system. These documents could be sketches of accidents, photographs, or police reports, for example. You can store the documents in the SAP system and, once they have been assigned, call them directly from the corresponding incident/accident log entry.