This blog is a deep dive into the new features for the May 9, 2024, release of Health and Safety.
Please note that this is a summary of the most notable items, not an exhaustive list. For full details, refer to the product documentation and release notes on the ServiceNow Store listings.
New Features:
Advanced Incident Reporting
Plugin: Health and Safety Incident Management Plugin (sn_hs_im)
Personas: Employee and Manager
Roles: no new roles
The delivered record producers within Health and Safety Incident Management now include “Advanced” and “Basic” versions to enable customers with flexibility. Customers can determine which record producer to use based on their envisioned employee experience or have the option to display one or the other based on user criteria (like roles, location, etc).
The “Health and Safety Incident Management- Basic” form was provided in prior releases. We have updated the record producer’s name to now include “Basic” which can be removed/modified by customers as applicable.
Customers would utilize this form if they wanted employees to have a faster submission process, as less information is collected upon the initial submission.
The “Health and Safety Incident Management - Advanced “ form is a new record producer that surfaces many of the fields that were previously only collected during the investigation process. This experience enables users to submit more details up front from Employee Center. This experience will save time for Health and Safety teams during as there will be less back and forth to gather details.
For both advanced and basic incidents we have updated the location fields to leverage the Workplace Service Delivery (WSD) location hierarchy. While the referenced table is the same, employees can now be prompted to select from each level of the WSD location hierarchy. We will cover more on this topic under the How to Use section.
How to Use:
Customers Planning on Using Health and Safety Incident Management:
Before implementing Health and Safety Incident Management, customers who have not implemented Health and Safety will need to determine which incident view they would like to use; basic, advanced, or both.
Customers Currently Using Health and Safety Incident Management:
For customers who have implemented Health and Safety Incident Management, upon updating their sub prod instance, both record producers will appear. Before moving to prod, admins will need to disable the record producer that they would not like their employees to use (if applicable) and rename the record producer to delete either “basic” or “advanced” from the title.
Please see the guidance below for how to update:
How to Update the Health and Safety Incident Management Record Producer:
As a user with the health and safety admin (sn_ohs_im_admin) role
- Log in to your instance > search sc_cat_item_producer.list in the filter nav
- Filter to Report Health and Safety Incident- Advanced or Report
- Mark either Health and Safety Advanced or Basic as unactive depending on which record producer you would like visible to requestors
- Navigate to the Health and Safety incident record that you did not indicate as false, and delete either “advanced” or “basic” from the name > save> this record will be on the one visible to employees
How to Submit an Advanced Health and Safety Incident Management Form:
Health and Safety Incident Management- Advanced, surfaces many of the fields that were already available within the Health and Safety Workspace on the employee facing record.
Employees and Health and Safety teams using this record producer will have less back and forth as more information will be shared with the Health and Safety team upon the incident’s initial submission.
In this portion of the blog, we will walk through all the updates we have made to the incident form:
A platform feature that was released in Washington is draft mode. Users who have updated to Washington will see “Save as Draft.” This will allow the requestor to save and return to the incident before submitting. This feature will be particularly useful to provide a requestor additional time as they complete the fields.
We have updated the location hierarchy user experience. Prior to this release, we had a single location field that referenced the location hierarchy. Requestors would have to filter and search through the entire list to find the location that their incident occurred.
To simplify and provide a better experience for employees, we have broken out the WSD location hierarchy to capture each level in a different field.
Users will be guided through the WSD location hierarchy and first select location where they can indicate the campus, building name, and city. Next, they can select the floor, area, and space. This will allow Health and Safety teams to identify exactly where the incident took place.
Under Describe the event, we have updated the “people involved” field.
With this update, we now allow requestors to determine if there was an injured party. Health and Safety Incidents can have zero injuries, one injured person, or multiple injured people associated to the incident record.
By selecting yes, users can add the person type, if they are an employee or visitor, input their name, and then select their injury type.
Users can add multiple injured body parts associated to each injured person. Once completed, they will see the person type, person name, injury type, and injured body part all in one list.
If other people are involved, the employee or manager submitting the incident can identify the person type, either a member of the public, an employee, or a visitor, and identify their name and association.
Multiple people involved can be added to the incident record.
If there is hazard associated to the Health and Safety Incident, users can associate hazards with the new hazard selection component.
In the February release, we released sn_hs_rm_hazard as part of Health and Safety Risk Management. Health and Safety teams can manage their Health and Safety hazards and their categories in this table.
Once they select yes, the employee can then select from the Hazard Register, which we have surfaced so employees can find the relevant hazard.
If the hazard isn’t available in the list, users can also add to “other hazards” for their health and safety team’s visibility.
These hazards can later be added to the hazard table by the Health and Safety team for other users to associate when submitting their incidents.
Last, we have updated the user experience for employees to associate assets to the incident.
If employees select that there is an asset involved, they can select one or more asset and associate them to the incident record.
Inspections
Plugin: Health and Safety Risk Management (sn_hs_rm)
Persona: Employee, Manager, Health and Safety Manager
Roles:
|
Role Name [name] |
Description |
Contains |
|
Inspection schedule writer [sn_hs_rm.inspection_schedule_writer] |
- Create and update inspection schedules |
- sn_hs_rm.inspection_schedule_reader |
|
Safety inspection manager [sn_hs_rm.safety_inspection_manager] |
- Inspection manager who can - Build inspection surveys with the Survey designer - Create and manage safety inspections in Health and Safety Workspace - Schedule safety inspections Health and Safety Workspace - Complete inspection surveys - Create, update, and delete inspection findings, RCA, and actions |
- sn_hs_rm.inspection_schedule_writer - sn_ohs_im.action_manager - sn_hs_rm.safety_inspection_writer - survey_creator |
|
Safety inspection writer [sn_hs_rm.safety_inspection_writer] |
- Create and update safety inspections and related records |
- sn_ohs_im.workspace_user - sn_hs_rm.safety_inspection_reader - canvas_user - sn_ohs_im.action_writer - survey_reader |
With Health and Safety Inspections, Health and Safety Teams can create, schedule, and assign safety inspections of the workplace to proactively identify and record hazards before they harm employees. Using the omnichannel experience, users can easily compete assigned inspections from their desktop, tablet, or mobile device in their flow of work. Health and Safety teams will then be able to assess findings, perform root cause analysis, and assign actions to remediate inspection results.
How to Use:
Setting Up Inspections:
As a user with the health and safety admin (sn_ohs_im_admin) role
- log in to your instance > search “survey designer” in the filter nav
- create a new survey
Please refer to the additional documentation for more information on how to use Survey Designer.
Once your survey is created
- search “survey” > “view survey in the filter nav
- open the survey you created
- important: under “source table” select “sn_hs_rm_inspections”
This will link your survey to the inspections table and allow the inspection to be scheduled and generated within the Health and Safety Workspace.
Health and Safety Workspace
- Log in and navigate to Health and Safety Inspections
- From the left hand navigation, select the new Inspections icon
Within this area, you can create ad hoc inspections, create scheduled inspections, and view in progress and completed inspections.
Create a scheduled inspection:
Populate the inspection details. Select the template that you wish to use to create your inspections.
Helpful tip: if you don’t see the survey you created earlier, double check that the correct table has been select on the survey
Scheduled inspections will run on a flow that will automatically generate and assign the inspections based on the information populated within the details section.
When scheduling, determine how long and how often you would the job to run. Within duration details, the start and end date define how long you would like the scheduled job to run for. The frequency determines how often the scheduled job will run for example daily.
The survey expiration period will determine how long the assigned to person has to complete the survey before it is marked as overdue.
Once the inspection has been scheduled, the flow will automatically generate inspection records.
From the inspection records section, the health and safety team will be able to see the individual inspection records and their states.
Create an ad hoc inspection:
Health and Safety teams can create individual inspection records without associating to a scheduled job.
The Health and Safety team will need to populate the due date, assignment group, and associate a survey to generate the inspection.
Once saved, three additional tabs will appear. Within Inspection Survey Results, health and safety teams will be able to see the survey results once they are completed.
Within Findings and RCA, health and safety teams can track any findings and perform a root case analysis if necessary.
And within “Inspection Actions” Health and Safety teams can assign any corrective or preventive actions. These actions are built off the same table as the actions within Health and Safety Incident Management and Health and Safety Risk Assessments.
Finally, at the top of the details tab, there’s a button labeled “Open Inspection Survey” This button will open the survey in the workspace and allow the Health and Safety team member to take the survey without having to navigate from the inspection record.
For an omnichannel experience, we have built inspections to be completed from the workspace, employee center, and now mobile app depending on the experience you would live to provide your users.
Employee Experience:
Users with the [sn_hs_rm.safety_inspection_writer] role, can be assigned to take Inspections within the employee center.
After logging into the employee center, users will be able to see inspections that are assigned to them under the survey section.
If there are more than one surveys assigned, the user will be able to select which survey they will like to take.
Click Get Started to get started. If a user leaves the inspection and comes back, they will be returned to the same question that they left the survey at. Once completed, the survey will then be submitted to the Health and Safety team to complete findings and additional actions.
Now Mobile
For an omnichannel experience, we have enabled users to submit inspections on employee center and the Now Mobile app.
Employees will be able to complete inspections on the mobile device. Below are some screenshots of an example of an inspection, but the inspection can be designed with multiple question types, pictures, and reference fields.
During the inspection, users can take pictures and videos of the area and attach them to the inspection for the Health and Safety team to view.
Finally, once submitted the Health and Safety team will be able to view the results, complete findings, and take action if necessary.
Safety Register
Plugin: Health and Safety Risk Management (sn_hs_rm)
Persona: Health and Safety Manager
Roles:
|
Role Name [name] |
Description |
Contains |
|
Safety Register Reader [sn_hs_rm.safety_register_manager] |
- Create, update, and delete safety registers |
- sn_hs_rm.safety_register_writer |
|
Safety_register_writer [sn_hs_rm.safety_register_writer] |
- Create and update safety registers |
- sn_wsd_core.location_reader - sn_hs_rm.safety_register_reader - sn_ohs_im.action_writer |
Using the Safety Register, Health and Safety teams can track chemical, asbestos, and other hazardous materials. We have provided three tables for Health and Safety teams to track their information.
How to Use:
- Log in to Health and Safety workspace with the (sn_hs_rm.safety_register_writer)
- Navigate to configuration (previously known as settings)
- Select which type of register to populate – chemicals, asbestos, or other
Within the details section, populate details on the chemical such as location, the SDS in a PDF, contact details, and chemical information.
This record will store all of the safety information for tracking of the chemical to review and create safety procedures.
Apply corrective and preventive action if additional actions are needed such as tasking a training, or ordering PPE.
Employee Experience:
Part of an effective hazard communications program is surfacing hazardous material information to employees. Employees can easily search and view safety data sheets within the employee center and Now Mobile app.
Employees can either search for the chemical by name in the search if they are family with the chemical that they are looking for.
View the safety register by navigating through the Health and Safety Taxonomy and viewing the Safety Register topic page.
Filter by location, register type, and keyword to find the relevant SDS.
Each SDS is from the chemical supplier and will provide the employee key information on the hazard. If needed, the employee will have the ability to download onto their own device or print.
Report Mapping
Plugin: Health and Safety Incident Management (sn_hs_im)
Persona: Health and Safety Manager
Roles:
|
Role Name [name] |
Description |
Contains |
|
Safety report manager [sn_ohs_im.report_manager] |
Safety report manager who can: - Create and manage report field mappings in Health and Safety Workspace - Script report field mappings |
- canvas_user - sn_ohs_im.report_mapping_manager |
|
Report mapping manager [sn_ohs_im.report_mapping_manager] |
- Can create, read, update, and delete report field mappings |
- sn_ohs_im.report_mapping_reader - sn_ohs_im.workspace_user - sn_ohs_im.report_mapping_writer - sn_ohs_im.report_mapping_scripting |
|
Safety inspection writer [sn_hs_rm.safety_inspection_writer] |
- Create and update safety inspections and related records |
- sn_ohs_im.workspace_user - sn_hs_rm.safety_inspection_reader - canvas_user - sn_ohs_im.action_writer - survey_reader |
To support global customers with local/regional regulations/and internal reporting requirements, we created report mapping as an easy-to-use interface to create and generate their own reports.
Report Field mapping functionality provides customers a flexible framework to maintain reports you would like to generate from incident , injury and observation records within the Health and Safety Workspace. The framework flexible enough to use any PDF as long as it’s an editable PDF.
Within the Health and Safety workspace, admins can create the templates for their Health and Safety teams to generate reports. Once the reports are generated, the PDF will populate with information from the mapped fields and attach to the incident record as an attachment.
How to Use:
- Log in to the Health and Safety workplace, navigate to configuration:
- Select> Report field mappings
- Select > New
- Complete the details tab with information like location and the name of the report
- Under mapping table you can select the table that you would like to map to. This will be the where the form is visible to generate. Ex. On the Health and Safety Incident record
- Keep the state as draft
- Upload the PDF that you would like to map
- Click > Save
Within the form field mapping tab, begin mapping the PDF fields to existing tables within ServiceNow. The fields can be mapped across multiple tables within ServiceNow and pull in custom tables.
Tables can be mapped by either selecting the table name from the left side and searching for the table with the labels that are pulled from the PDF
Or the PDF fields can be selected directly on the PDF and then the corresponding field will be highlighted for the user to search for the table
Finally, we have added the ability for users to use scripting (with JavaScript) for field mappings. For example, they may need to add a concatenated or calculated field or, they may wish to dot-walk to a referenced list. This capability enables more advanced mappings to be achieved. To keep things secure, the scripts run in a sandboxed environment, limited to the scope of the application.
Once your fields are completed, switch back to the details tab and switch the state to published. This will allow the report template to be visible on the selected record.
When a Health and Safety Team member is ready to generate a report during their incident process, we have now added a button at the top of the opened record labeled Generate Report
Once selected, the user will then be able to choose which report type they would like to generate from the templates the admin team has created.
After selecting generate, the report will then have the completed mapped fields that were filled on the record. The report will then be attached to the record in the attachments section.
Additional Enhancements:
WSD location:
We have updated the location field on the Health and Safety Incident to now expand the WSD location hierarchy. Previously to this release, we had a single location field that referenced the entire location hierarchy. Based on user experience feedback, we have broken out the location fields to be more granular for users submitting Health and Safety incidents.
Settings name change to configuration
We have made a name change from the settings area within health and safety workspace to “configuration.” Within this area, Health and Safety admins will be able to update and maintain their hazards, controls, safety registers, jobs, and report mapping.
Date/Time update
Based on time zone issues with OSHA reporting, we have updated the Date/Time field to be typed in so that users in different time zones would not convert the date/time when working on the incident.
Near Miss
We have changed the “near miss” category from observation record to the incident record so that a full investigation can be performed on a near miss incident.
Multiple injuries on playbook view
We have updated the playbook to now allow for multiple injured employees to be added to the people involved tab.
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