An important part of any safety management system is the reporting of issues within the business. Identifying hazards is the first step in preventing negative outcomes and is the key to a successful SMS. Incident reporting is also very important as it allows us to investigate root cause and prevent a recurrence. This is how we learn and continuously improve.
The key to a successful reporting system is easy access for everyone, quick and simple forms to fill in, and a feedback system to keep reporters informed of outcomes. SERA makes all of this a straight forward process. Companies using SERA have experienced significant improvements in incident and hazard reporting. The chart at the end of this post is proof that if an organisation implements the SERA reporting system effectively, incredible results are possible.
SERA | Login
All employees can log into SERA once an account has been set up by the administrator. SERA can be accessed anywhere there is internet connection, and on any device with a browser.
SERA Reporting Home Page
SERA defaults to the reporting home page so users can get right into submitting a report. The screen shown below is for a Head Investigator user type, which means they have access to all modules. A "Reporter" type user will only see the tabs they have been selected to see, which is usually only the "Reporting" tab, "Documents" and "Operational". Everything on this page is configurable by the customer.
SERA Report Forms - Ground / Cargo report form
This is a snapshot of the ground/cargo report form. All the checkbox lists are 100% configurable by the customer. The description field has full editing functionality and built in spell check!
SERA Report Forms - Optional Information
All reporters are different. Some want to get in and get out quickly, just providing the basics. Some like to take their time and provide a wealth of information. SERA has the ability to collect a large amount of operational data, but most fields are not mandatory. Investigators can fill these fields in at a later date if needed.
SERA Report Forms - Optional Information Continued
For flying operations, SERA provides the ability to collect valuable flight data. Because this data is optional, those reporters in a rush will not be slowed down. Why do we have so few mandatory fields? If important information is missing it's a lot easier to ask later than have reporters fail to report because it takes too long. One of the most common reasons for under reporting is database systems that frustrate users and force them to select a large number of irrelevant fields.
Nested drop down lists for flight phase help pin point where in flight the issues was discovered. All lists are configurable by the customer.
SERA Report Forms - Flying Operations
The Flying Operations is an example of how SERA customises the data collection for specific vocations. Powerful data analysis can be performed on data collected. The example below shows a wildlife issue and the type of data that can be collected. This type of data can be shared with industry bodies to further their efforts in controlling these specific issue types.
SERA Report Forms - File Upload for Attachments
Reporters can attach all types of information. Files accepted in SERA include word docs, PDF, picture files, movie files etc. SERA accepts multiple attachments. Once the reporter is satisfied with the report they can click the submit button to log the report into SERA.
SERA - Reporter Home Page
The reporter home page is where staff can keep track of all the reports they have submitted. There are also saved records that have not yet been submitted. There is a function for the reporter to provide additional information directly to the investigator in charge from this page. Once records have been closed out, the reporter can easily read the corrective action taken. They are notified by email as soon as their report has been closed.
It is a well known fact that reporters stop reporting if they think their reports are going into a black hole. It is a critical part of the safety management system to acknowledge their efforts. SERA sends an email notification to the reporter to confirm that the system has logged their report. Companies can also set up a notification list to ensure certain report types are bought to the attention of management. Customers have a great deal of flexibility to set this up.
SERA Close-out Notifications
A system generated notification is sent to the reporter the moment it has been closed. This communication loop has proven to improve the reporting culture of SERA customers. reporters love to see their issues taken seriously and closed out in a timely manner.
Proof the SERA System Works
The below chart plots the total recordable injury frequency rate against total hazard reporting rate each month over a five year period. This customer started using SERA in 2012. At the time they had a zero hazard reporting culture and a high serious incident rate. Today they are world's best practice...
What are you waiting for?
Give us a call to arrange a demonstration. If you have tried the rest, now try the best. You can contact us through the contacts page on this website, or give Andrew Macqueen a call on +61 (0) 401 198 698.