Hazardous Substances
The Engage Hazardous Substances Module captures all details of your hazardous substances in one easy to use database. It records key data from the SDS and includes relevant PPE, required handling procedures, and emergency response scenarios into an easily accessible format, which all Engage users can access via the web and the Engage app. Engage will also send automated reminders when the SDS for a substance is expiring.
Our Hazardous Substances module is a chargeable module that can be added to the base package of your Engage. For more information, contact support@engagesolutions.co.nz
Authorities
To allow an employee the ability to add / edit / delete Hazardous Substance information, click on Customer Admin / Organisation / Companies / "Edit" and add the relevant employees against the Hazardous Substance Manager(s) field.
All other employees are able to see the full list of hazardous substances on the web and the app, but are unable to make changes or create new substances. Any changes that are made to a substance are captured in the substance change log.
Viewing Hazardous Substance Information
All
employees can view all Hazardous Substance information. To access this
information, click on Health & Safety / “Hazardous Substances”. The full
list of substances will show. To see further information about each substance,
hit the “View” button to the right of the substance.
When you View a substance, you are able to see all base substance information including PPE, actions, any relevant documents, emergency response plans, and usage instructions. You can also utilize the Engage Report Builder to pull any hazardous substance data into a customized report as needed.
You are able to change the display picture of a substance by clicking on the blue camera icon under the Baes Details picture. If you wish to delete this image at a later stage, you can remove it using the red trash can icon.
If you pop to the SDS / Documents tab, you are able to store any documents you need against a particular document. All employees can view the SDS for more information on the substance as needed.
If an SDS document expires, you are able to upload a new document, as well as make the old one inactive by clicking on Active / Inactive next to the particular document to change the status. Making a document inactive will stop the reminder notifications from being sent.
Creating a new Hazardous Substance
To create a
new Hazardous Substance, click on Health & Safety / Hazardous Substances /
“New Substance”. As noted above, only those listed as a Hazardous Substance Manager or company admins are able to create new substances.
Fill in the relevant form; the fields marked with a red asterisk are mandatory fields. Note that the person listed under the Person Responsible field will receive an automated Engage action & email reminder 1 month prior to the expiry of the safety data sheet for the given substance.
On the Hazardous Substance listing screen, you are also able to Copy the information to a new substance. You will still need to adjust the information relevant to the new substance data, including a new SDS document.
Once a substance has been disposed of, you are able to Edit the substance from the listing screen and change the Status drop-down to Disposed. This will keep a record of your substance, but the app default view shows active substances, meaning it is easier for users to navigate which substances are currently on site.
Editing a Hazardous Substance
To edit a hazardous substance, click on Health & Safety / Hazardous Substances / “Edit”, and make changes as applicable. Note that any changes made will be captured in the substance change log.
Reporting
You are able to produce a variety of reports from the Hazardous Substances module, including Report Builder, a PDF of all substances summarised with your company branding on it, as well as individual PDF's of each substance.
Emergency Response Situations
You can also add your Emergency Response Situations in Engage under each substance. You are able to include the likeliness of the situation, as well as the steps required (should the situation occur) and any required maps. Editing the Emergency Response Plans are completed separately; this is done separately by clicking “View” next to the substance, and clicking on the Emergency Response Plans tab. Those with the relevant H&S authorities will be able to Delete/Edit each situation as applicable. Note that on this page, the situations listed as most likely to occur will show at the top of the page, whereas the least likely situations will show towards the bottom of the page.
Linking a Hazardous Substance to an Incident Report
When completing an incident report, you are now able to link a hazardous substance to the investigation page. To do this, simply click “Yes” on the Linked to Hazardous Substance question, and begin typing the substance to get it to show on the drop-down. Note that only the substances linked to the branch where the incident occurred will show here. Any relevant information will also flow through to the Report Builder.
Hazardous Substance on the App
As per web view, you are able to see all of the substance information on the Engage app when you click on the Hazardous Substances button. All Engage users in your company have the ability to see all hazardous substance information. There is a simple search function that can display all relevant information as required.
The list of substances shown will correlate to the branch your Engage profile is marked against. If you would like to view substances from other branches, you are able to use the filters in the top right-hand corner to swap over the branches as required.
If you have any further queries about Engage or our Hazardous Substances module, please email support@engagesolutions.co.nz and we will get back to you as soon as we can.
