Work Management System (WMS) - Open Range Software€¦ · CTS-Guidance Document CTS WMS Page 3 of 36 Chapter 1: Overview CTS Work Management System (WMS) The CTS Work Management

Comprehensive Tracking System

CTS User Manual

Work Management

System (WMS)

Open Range Software, LLC

Last updated: 02-12-2016

CTS-Guidance Document CTS WMS

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Contents

Chapter 1: Overview ............................................................................................................................................................... 3

CTS Work Management System (WMS) ............................................................................................................................. 3

Chapter 2: Accessing the CTS WMS tool ............................................................................................................................... 4

CTS Work Management System (WMS) ............................................................................................................................. 4

Chapter 3: Define Work Activity Scope ................................................................................................................................... 9

Create New Work Activity .................................................................................................................................................... 9

Chapter 4: Facility Hazard Screening (FHS) ......................................................................................................................... 11

What is FHS?..................................................................................................................................................................... 11

Selecting a Work Location ................................................................................................................................................. 12

FHS Question set .............................................................................................................................................................. 13

Entry and Coordination Requirements .............................................................................................................................. 14

Work Area and Co-Located Hazards ................................................................................................................................ 14

Chapter 5: Activity Hazard Screening (AHS) ........................................................................................................................ 16

What is AHS? .................................................................................................................................................................... 16

Program notifications ......................................................................................................................................................... 17

Chapter 6: Manage Roles and Contacts ............................................................................................................................... 19

Who are my Contacts? ...................................................................................................................................................... 19

Adding / Managing My Contacts List ................................................................................................................................. 20

Chapter 7: Assign Activity Hazard Level .............................................................................................................................. 22

What is the Activity Hazard Level? .................................................................................................................................... 22

Setting the Activity Hazard Level ....................................................................................................................................... 23

Chapter 8: Validate Activity Hazard Level ............................................................................................................................ 25

Reviewing your information ............................................................................................................................................... 25

Summary information ........................................................................................................................................................ 26

ESH Program requirements .............................................................................................................................................. 26

Chapter 9: Develop Work Control Document ........................................................................................................................ 28

Creating your document .................................................................................................................................................... 28

Chapter 10: Complete Work Planning ................................................................................................................................. 30

How do I complete work planning? ................................................................................................................................... 30

Setting the work activity to ACTIVE ................................................................................................................................... 31

Revising my Work Activity ................................................................................................................................................. 33

Minor Revision ................................................................................................................................................................... 33

Significant Revision ........................................................................................................................................................... 35


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Chapter 1: Overview

CTS Work Management System (WMS) The CTS Work Management System (WMS) is designed to capture an activity inventory and to provide for consistent hazard identification and hazard control suggestions for the work you are currently performing at your site, or as a planning tool in support of the work that will be performed at your site. When you define your work scope the eight (8) step process of WMS will help you to communicate with your work planning team in the development of an effective hazard control plan. This document seeks to demonstrate how to enter and report on information for the core screens of the CTS540 WMS feature, and to explain the intent for each of eight (8) steps involved in the hazard identification and control process. Target Audience and Assumptions

This document is intended for end-users involved in the planning and implementation of work. Prior to or in conjunction with implementing the CTS WMS tool it assumed you site has implement guidance policies for the roles and key people/positions involved, the facility and activity hazard questions to ask and ESH programs required for acceptable job hazard identification. Additional it is assumed you are in a work environment where people are generally familiar with integrated safety management concept as a means to perform hazard identification and control and create safe work plans.

This document assumes each user of this tool has been given the required CTS access codes and knowledge of where to start the software.

This document assumes that Open Range and your IT support team have worked through the initial implement the administrative set aspects of the WMS tool and have adjusted help screens and hazard identification questions and controls to meet your policies and needs..


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Chapter 2: Accessing the CTS WMS tool

CTS Work Management System (WMS) Your CTS Administrator will provide specific instructions on how to start the CTS program, along with the user account information (user identifier, password, etc.) that you will need to log on the program. The specific details of how to start the program will vary depending on how your company implements. One approach that does not require any custom programmer on your part is to go through the CTS APEX main menu which provides a list of each feature to which you have been granted rights to see. Log in to the CTS Application. Enter your user name and password.

If you are using the CTS APEX main menu you will see a screen that looks something similar to the following, although you may have to tweak your preferences to show particular codes.


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From the CTS Main Menu you can access Click on the Work Management System tab or you can click on

the Work Management System button.


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This will bring up the Work Management System module.

There are multiple message areas on the start screen that can be created by your site administrator so your screen may look a bit a bit different, however the main attributes and buttons will be the same. As a minimum you will see breadcrumbs and buttons. Breadcrumb – navigation bar across the top of the page that extends to the right having key words for previous screens. You can go directly to any previous screen that is displayed in a breadcrumb. In the breadcrumb shown below you can access the CTSMAIN screen and the CTS540: Work management screen (WMS)

Hot Button – Hot buttons are colored blue as an indicator that you are more likely to push these buttons than others. For a navigation screen such as a main menu it is harder to predict which button


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you would need, so either all would become hot buttons or none would be hot buttons. For CTS WMS the three buttons for Input, Export and Metrics were all flagged as hot buttons

The blue question mark is a pop-up that provides some help understanding the purpose of a feature.

CREATE OR EDIT A WORK ACTIVITY To begin using the CTS WMS tool Click on the CTS540: Work Management System button to create an activity.

Click on the ‘Create or edit a work activity’ hot button.


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This will bring you to the main CTS WMS screen showing the eight (8) steps for hazard identification and control which is the primary content of this document.

Step Purpose Description

01 Define Work Activity Scope Enter a title and scope detail to set the boundaries of the work on which you are performing the hazard identification and control process.

02 Facility Hazard Screening Select locations from your master locations list and answer Yes/No questions about entry requirements and co-located hazards for the work.

03 Activity Hazard Screening Series of Yes/NO questions set up by your site administrator as assistance to you for considering the most likely hazards or concerns that will need to be dealt with at your site. You should also consider other hazards based on your teams experience with the process and skill set.

04 Manage Roles and Contacts

Team members and managers that need to be aware of or part of the work activity.

05 Assign Activity Hazard Level

After considering team input on the area and activity hazards and feedback the RLM or designee assigns the activity hazard level. The actions you take based on the hazard level are typically described in a policy document.

06 Validate Activity Hazard Level

This step is a validation review by the RLM for the activity hazard level. Once validation is given the first six steps are locked and can only be edited if reset.

07 Develop Work Control Document

This step summarizes information and makes controls available for easy copying. By the time you complete this step (much of which is external to WMS) you should have a signed hazard control document.

08 Complete Work Planning Allows attaching of the final document and setting of the job as active for tracking.


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Chapter 3: Define Work Activity Scope

Create New Work Activity To create a new work activity click on the ‘Create New Work Activity’ button from the main list ‘create or edit work activity’ screen.

After clicking this button you will be taken to the Step 01 screen which will become light colored indicating it is the active region.

When a step becomes active you will see it become the highlighted and the pertinent information to the step will be presented. Each step will have navigation buttons at the top to allow you to continue on to the next step, or return to the previous step or return to the main list.

Step 01 is where you enter a title and scope detail to set the boundaries of the work on which you are performing the hazard identification and control process. The work activity title is meant to be a short one line description of the work which will be used for sorting and management reporting.

Make your work title description very specific to the actual task whenever:

You anticipate that the hazard identification process will discover multiple different types of hazards

Your anticipate a moderate or high work activity hazard level


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Your work activity requires any form of permit or monitoring. Make the work activity title precise enough so that it can become the title of the permit.

Avoid being generic in the title wherever reasonable since many of the detail elements of the review are not part of management summaries. Example: do not say Forklift Operations, rather include your organization and location in the title and it will make more sense on reports that provide summaries. For this example you could say Forklift Operations by Widget Facility Operators After you make the work activity title you need to complete the detail of the work scope. The work scope sets the boundaries for what the work team will consider when performing the hazard identification process and suggesting controls. There are five (5) fields by default to help you define the work scope, however this area is configurable so your administrator may have changed the titles or number of visible fields. Regardless if there are fewer fields, the concept of defining the work scope is not different so you should take time to complete this section well so the team knows well what they are evaluating. Describe the tasks you are doing and how materials are used and even references to relevant procedures or permits you know already exist for the job if it is an existing in-place process you are evaluating more formally.

Save and continue to Step 02 When you have completed your work title and scope click on the ‘Save and continue to 02 >’ button to navigate to step 02.

If you have completed all required items on Step 01 the yellow circle below the step will turn green when you navigate to Step 02


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Chapter 4: Facility Hazard Screening (FHS)

What is FHS? The Facility Hazard Screening process is intended for you to specify the locations where the work activity is to be performed so that entry requirements and co-located hazard reviews can be done. For the purpose of the WMS review the location is primarily defined as the building (or nearby buildings) where the work will be performed. In the case of outside work you may have to rely on grids or other bounding regions. Without putting some form of boundary on your work the hazard identification and control process will not provide the best results for hazard control. When you first come to step 02 the locations, entry requirements and area hazards are blank. Once you pick your first location you will be asked questions about that location.

For best results you should try to create a work activity title and scope that is limited to only a few locations as you will be asked about entry requirements and area hazards for each location.


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To add a location to your work activity click the ‘Add Work Location’ hot button.

Selecting a Work Location When you click the ‘Add New Location’ button you will be taken to a list of your locations. Your configuration should have the location set so it shows either one column or two, with the last column representing the building level. Room detail is captured in a flexible comments field which is often the need since an activity in a building can cross several rooms.

If you see a selection for a higher region and a building, select the building since the more specific you get to the actual work the more precise the answers can be for entry requirements and area hazards. Check the box beside the work location then click the Save and Continue button. On return from the location selection you will see the FHS question set populated with answers of Unknown (unless a template has been pre-identified).


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FHS Question set For each location there are two FHS question sets to be completed before Step 02 can turn from a color of yellow to green. The FHS question sets are for ‘Entry and Coordination Requirements’ and for ‘Work Area and Co-located Hazards’


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Entry and Coordination Requirements The FHS question set is customizable for your site. Below are examples of the default questions for entry and coordination requirements.

Work Area and Co-Located Hazards The FHS question set is customizable for your site. Below are examples of the default questions for work area and co-located hazards


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Save and continue to Step 03 When you have completed selecting your locations and answering the FHS questions click on the ‘Save and continue to 03 >’ button to navigate to step 03.



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Chapter 5: Activity Hazard Screening (AHS)

What is AHS? The Activity Hazard Screening process is a set of questions set up by different groups at your site (called question ‘Control Groups’ by CTS WMS). These control groups identify a series of Yes/NO questions that address the most likely hazards or concerns for your site – even if not for your specific task at the moment.

By answering the site activity hazard screening questions you will trigger support from different environmental, safety and health groups at your site so they can assist in completion of required permits and help with hazard control suggestions. For select questions, a Yes answer will trigger support and participation from the control group such as Beryllium = Yes notifying the Industrial Hygiene group of the need for a Beryllium


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Program notifications Depending on how your site is configured there are several to many groups who may be notified when one of the AHS questions are answered yes. Below is the default list of possible trigger notifications. Your site can choose to use these default notification groups or can create their own as needed.


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Save and continue to Step 04 When you have completed answering your AHS questions click on the ‘Save and continue to 04 >’ button to navigate to step 04.



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Chapter 6: Manage Roles and Contacts

Who are my Contacts? If your administrator populated your system with location contacts and supervisors, you may be surprised to see that when you get to step 04 it has a pre-populated list of contacts identified for your team, or at least contacts that need to be aware that the activity is occurring in an area where they are involved.

Possible default contacts are:

EHS POC – a person from the environment, safety and health organization who will become the liaison between your organization and ESH.

FOD – Facility Operations Director / contact for a specific location which you have indicated your activity will be performed. Although there could be many FOD on an activity, the most likely and most workable situation is having one FOD. You might have multiple locations but if you do they should be locations managed by the same FOD contact.

RAD – Responsible ADministrator who oversees work well above the everyday task level, but is responsible nonetheless for making sure they are aware and accept the risks and controls of activities that are within their realm of administration.


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Preparer – is the person who initiated / created the work activity

RLM – Responsible Line Manager / Supervisor, most commonly and by default the direct supervisor of the Preparer.

Beyond the default roles, there are any number of different roles you can create to participate in the hazard identification and control process or who just need to be aware that the activity in their area of management review.

Adding / Managing My Contacts List To manage your contacts list you have the choice of adding a new contact, editing the role of an existing contact or removing the contact entirely from the list.

To add a new role and contact click the ‘Add Role and Contact’ button.

This will bring you to a selection screen listing the unused roles first, assuming you will be adding a new role versus duplicating one that is already present. Some of the roles listed will show in italicized with an * symbol. This means that you must assign a person to that role before the yellow circle can be turned to green. The mandatory roles are established by your administrator and policy.


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Save and continue to Step 05 When you have completed assigning roles, if you have selected a person into all red italicized roles click on the ‘Save and continue to 05 >’ button to navigate to step 05.



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Chapter 7: Assign Activity Hazard Level

What is the Activity Hazard Level? The activity hazard level is a risk based decision about an activity to help rank the activity with other activities as to the likelihood and consequence of undesired outcome. As relates to the CTS WMS the undesired outcome tends to be an unsafe or non-compliant condition or act that could cause the person and/or company harm in some way.

Step five (05) of the WMS process asks the responsible team members, most commonly the person in charge or the responsible line supervisor to evaluate feedback from all other team members and use their experience and process knowledge and procedure / policy to assign a hazard grade.


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By default the hazard grade is set by a combination of the Level of Complexity and the Consequences of Hazards.

Setting the Activity Hazard Level When you set the Activity Hazard Level the background of the region will change green for Low Hazard, Yellow for Moderate Hazard and Red for High Hazard.

As needed you have the ability to set the Hazard Grade different than the default conditions, and at times that can be a very realistic choice. Below is an example of where the job is low complexity and the consequences of the hazard minor, however the supervisor decided to treat the job at a higher rating to enforce more rigor on making sure the job stayed safe and compliant.


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Save and continue to Step 06 When you have completed assigning the activity hazard level and providing justification for your choice, click on the ‘Save and continue to 06 >’ button to navigate to step 06.



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Chapter 8: Validate Activity Hazard Level

Reviewing your information During you and your team’s completion of information in step 1-5 there has been a lot of information summarized and decisions made. Step 06 is intended as a ‘stop and review’ step. Step 06 presents back to you all information collected thus far and asks that you click a button to finalize your acceptance thus far.


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By default the validate button shows in a region with the RLM since the RLM or their designee represents field level management. However any role given the authority to click the validate button will see the button and can push it.

Once you have completed the validation process in step 06, the first five steps will be locked from change – unless you decide to reset step 06 to open. The reset button will take the position of the validate button once validate is complete.

Summary information The summary information presented on step 06 and also on step 07 and 08 shows the FHS yes answers by location and also the AHS yes answers. For the example below there were three FHS yes answers (2 for entry requirements and 1 area hazard), and there were two AHS questions answered Yes.

ESH Program requirements If any of the AHS questions answered yes had EHS program requirements associated, the program will be listed in the summary area along with a status for completion. Whereas it is possible to close out step 06 if a program requirement is not complete you will be required to complete the requirement before the work activity can be set to an ACTIVE status.


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Navigate to Step 07 When you have clicked on the validate button you will be automatically navigated to step 07. When you navigate to step 07 the yellow circle below the step 06 will turn green.


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Chapter 9: Develop Work Control Document

Creating your document The methods and tools you use to create your work control document may be fairly standardized as a job safety/hazard analysis module of CTS, or your methods may vary drastically between two organizations or even between your own tasks. The ‘how-to’ for creating the work control document and obtaining the proper authorizations will typically be set a guidance document your site creates, or possibly an internal operating procedure or policy. Step 07 is only reference external system use for formal work documents and use the WMS information to create their formal work document. Formal work documents can be Standard Operating Procedures signed off formally by line organizations and managed according to internal business rules, or less formal such as word documents.

Another method WMS seeks to assist in creation of the work control document is by providing features to export the ERAH List and export the Hazard / Control Information you have identified for your hazards and so that you can include this information in your document.


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Save and continue to Step 08 When you have completed reviewing your information click on the ‘Save and continue to 08 >’ button to navigate to step 08.

There are no required items on Step 07 so this button is permanently grayed out.


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Chapter 10: Complete Work Planning

How do I complete work planning? Work planning is generally considered complete when:

All requirements of the WMS process steps 1-7 are complete

All ESH program requirements are met if needed

The RLM or designee is satisfied with their work control document and has obtained the required signatures


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Setting the work activity to ACTIVE When all requirements are met and an authorized role to approve step 08 is logged on a button will display on step 08 asking the authorized person to set the work activity to ACTIVE.

When clicked default start and expiration dates will be displayed for approval.

Change or accept the dates and click the Save and Continue button. Add Final Document: Click on the Add Final Document button.

Browse to where the document is stored.


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Click the Save and Continue button.


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Revising my Work Activity When needed you can revise the work activity by clicking Revise and choosing if it is a minor revision (such as a date change or contact change) or major revision which could affect any part of the scope or controls and requires your team re-validate the hazard level and control document.

Minor Revision If you choose to do a minor revision the following screen will be displayed where you can change dates or contacts without requiring your work activity go back through the 8 step process.


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Significant Revision If you choose to do a significant revision, you will have to complete Steps 06 Validate Activity Hazard Level and 08 Complete Work Planning. See screens below.

You will get the following alert.


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Documents

Work Management System (WMS) - Open Range Software€¦ · CTS-Guidance Document CTS WMS Page 3 of 36 Chapter 1: Overview CTS Work Management System (WMS) The CTS Work Management