Creating a safety observation (administrator)

Perform this task to create a safety observation for a safety incident or near-miss incident. An incident can involve multiple employees, positions, locations, or organization units. You must have the Health & Safety Administrator role to perform this task.

Note: If you are making an observation of COVID-19, then see Creating a COVID-19 safety observation (administrator).
  1. Sign in as Health & Safety Management.
  2. Select Safety Management > Create Safety Observation.
  3. On the Create Safety Observation page, specify this information:
    Short Description
    Provide a unique identifier for the observation.
    Observation Type
    Select Safety Incident or Near Miss Incident.
    Is This An Emergency Situation?
    For reporting purposes only, select this check box if the situation was considered an emergency. This field is available for safety incidents only.
    Not Work Related
    Select this check box if the incident was unrelated to employment. Or, select this if an illness contracted by the employee was contracted outside of the workplace. If this check box is selected and if this is a safety incident, then the Include In OSHA Logs check box is unavailable. The incident is excluded from OSHA reports. This feature prevents non-work-related incidents from being sent to OSHA for recordkeeping.
    Safety Category
    Select the appropriate category for this observation for use in reporting and lookup. This category selection is copied to the safety or near-miss incident if an incident is generated from the observation.

    If no category is suitable, then add one. See Creating safety categories.

    Date Reported
    Select the date that the observation is being reported, usually today.
    Observer
    Select the employee who is reporting the observation. This can be you, or another employee on whose behalf you are reporting.
    Observation Date
    Select the date when the observer witnessed the situation.
    Observation Time
    Select the time when the observer witnessed the situation.
    Observation Time Undetermined
    Select this check box if you cannot accurately complete the Observation Time field.
    Estimated Time Or Work Shift
    Complete this field if you selected the Observation Time Undetermined check box. For example, type AM, PM, 2nd Shift, or another description.
    Location - Not On Company Premises
    Select this check box if the situation was observed at a location that was not a facility of the organization.
    Location
    Select the facility where the observation occurred.
    Location Details
    Provide a free-text description of the location where the situation occurred.
  4. Complete the Employees Impacted pane by completing one of these sections:
    • In the grid of fields, click the Select icon in one of the fields. In the Select window, select the check box for an employee who was impacted by this incident. Click Ok. Repeat these steps for a maximum of 20 employees.

      Optionally, click the Filter icon in the Select window to filter the list of employees.

      OR

    • Complete any combination of the Position, Location, and Organization Unit fields. Click the Select icon to make your selection.
  5. In the Detailed Description field, provide as accurate a description of the situation as possible.
  6. Click Submit.
    Or, click Schedule. Scheduling is explained in the Infor Landmark documentation.

    On the New tab of the Observations page, a row is added for each employee whom you included in the observation. The records share the same observation ID and related data. You can edit and process each of these records independently from the others.

    Automated notifications and emails are sent, if they have been set up. To set these up, see Configuring safety emails and notifications.