Tracking Personal Data for People Involved in Incidents

This chapter discusses how to:

Enter non-employee data.
Enter employee data.
Maintain employee health card information.
Enter family details.

Note. We strongly recommend that you enter employee information, non-employee information (if it applies), and employment information (for injured parties) into the system first, even before the incident information. You must do this for every person involved in an incident.

Entering Non-Employee Data

This section discusses how to:

Add non-employee names.
Enter personal details for non-employees.
Enter extra address information for non-employees.

You can enter basic information about non-employees who are involved in health and safety incidents. The system stores the non-employee data that you enter on these pages separately from employee personal data.

Pages Used to Enter Non-Employee Data

Page Name	Object Name	Navigation	Usage
Non-Employee - Name	HS_NON_EMPL1	Workforce Monitoring, Health and Safety, Verify Persnnl Invlvd/Witnessd, Non-Employee	Maintain name information for non-employees involved in incidents.
Non-Employee - Address	HS_NON_EMPL1B	Workforce Monitoring, Health and Safety, Verify Persnnl Invlvd/Witnessd, Non-Employee	Maintain address information for non-employees involved in incidents.
Non-Employee - Personal Details	HS_NON_EMPL2	Workforce Monitoring, Health and Safety, Verify Persnnl Invlvd/Witnessd, Non-Employee	Maintain additional details for the individual.
Non-Employee - Extra Details	HS_NE_PERS_DATA	Workforce Monitoring, Health and Safety, Verify Persnnl Invlvd/Witnessd, Non-Employee	Maintain extra address information for the individual. This information is required if the individual does not live at a normally recognized address.

Adding Non-Employee Names

Access the Non-Employee - Name page.

Non-EmplID (non-employee ID)

The non-employee ID that you entered appears in this field.

The system automatically assigns the non-employee ID as the number immediately following the one that is in the Last Non-Employee ID Assigned field in the Installation Table. The number first appears as 00000000000. The actual number assigned to the person appears after you save the information that you enter. Or, you can enter the number manually.

Warning! To avoid maintaining two different sets of non-employee IDs, PeopleSoft recommends that you either always assign numbers manually or always let the system do it.

Entering Personal Details for Non-Employees

Access the Non-Employee - Personal Details page.

Birthdate

For reporting purposes, enter the person’s birth date.

Date of Death

If a fatality is involved, enter the date of death.

Business Unit

If the person is a temporary or contract worker in the organization, enter a business unit.

Supervisor ID

If the person is a temporary or contract worker in the organization, enter a supervisor ID (employee ID).

Entering Extra Address Information for Non-Employees

Access the Non-Employee - Extra Details page.

Extra Address Information

Enter extra information about the individual’s address in this free-form field.

(CAN) Canada

Use the Canada group box to enter additional address details for the individual. This information is needed for electronic reporting to the British Columbia Workers Compensation Board (WCB). The WCB requires that address street numbers are separated from street names. The automatic parsing of address information into a separate street number and name depends on first having this information in the system.

Street Number/Street Name	Enter values. If street number and street name information already exists in the system for this non-employee, then click the Get Default Address button, and that information is automatically populated on this page.
Unit Number	Enter additional address details.

Note. Remember that non-employee address information is entered on the Non-Employee Details page, and physician address information is entered on the Physician Table page.

Warning! For British Columbia WCB Electronic Data Interchange (EDI) reporting, information on this additional address page is necessary to create the appropriate EDI records. The absence of this information causes the file to fail WCB’s mainframe computer editing checks.

Entering Employee Data

This section discusses how to:

Enter extra address information for employees.
Enter employment details.

Most of the data that you need for employees is entered into the system during the hiring process. Use the pages here to add additional data.

Pages Used to Enter Employee Data

Page Name	Object Name	Navigation	Usage
Employee Details	HS_PERS_DATA	Workforce Monitoring, Health and Safety, Verify Persnnl Involvd/Witnessd, Employee, Employee Details	Enter extra address information for employees who are involved in health and safety incidents. This information is required if the individual does not live at a normally recognized address.
Employment	HS_EMPLOYMENT	Workforce Monitoring, Health and Safety, Verify Persnnl Involvd/Witnessd, Employment	Enter additional employment details for employees in Canadian and United Kingdom operations who are involved in health and safety incidents.

Entering Extra Address Information for Employees

Access the Employee Details page.

Extra Address Information

Enter extra information about the individual’s address in this free-form field.

(CAN) Canada

Use the Canada group box to enter additional address details for Canadian employees involved in a health and safety incident. Also use this group box to enter address information that is needed for electronic reporting to the British Columbia WCB. The WCB requires that address street numbers are separated from street names. The automatic parsing of address information into a separate street number and name depends on first having this information in the system.

(DEU) Germany

The information in this group box is needed for reporting to the employer’s liability insurance association.

Social Insurance Provider	Select the name of the employee’s social insurance provider. Valid values come from the Social Insurance Table.
Case Officer	Select the check box to indicate whether the employee is a company case officer.

Entering Employment Details

Access the Employment page.

(CAN) Canada

The WCB always requires certain additional employment information for all injured employees. By definition, incident outcomes that are dangerous occurrences have no injured persons, so it is not necessary to enter employment information for persons involved in dangerous occurrences.

Employment

Job Available Months	If the employee is returning to a job with a time limit, then use this field to indicate how many months the job is available.
Employment Secure	Select this check box to indicate that the employee has a job to which to return.

Relationship

Partner	Select if the employee is a partner of another employee.
Principal	Select if the employee is a principal of another employee.
Relative	Select if the employee is a relative of another employee.
Worker Relationship	If any of the Relationship boxes are selected, then fully explain those relationships in this free-form field. This information is required for reporting to the WCB.

Maintaining Employee Health Card Information

This section discusses how to record employee health details.

The Health Card (GVT_HEALTH_CARD) component and the Health Card Review (HEALTH_CARD_RVW) component enable you to complete employee annual health and safety profiles. Refer to the data contained on these pages when you create reports that track regulatory compliance, reactions to occupational exposures, or exam results, or when you create preventive health-care programs.

Note. Health card pages are accessed in both the Health Card and the Health Card Review components. The Health Card Review component also tracks the results of medical exams, such as physicals, eye, and ear exams.

Pages Used to Maintain Employee Health Cards

Page Name	Object Name	Navigation	Usage
Health Card - Health Card 1	GVT_HEALTH_CARD_1	Workforce Monitoring, Health and Safety, Record Medical Exam Results, Health Card, Health Card 1	Record the employee's physician contact information.
Health Card - Health Card 2	GVT_HEALTH_CARD_2	Workforce Monitoring, Health and Safety, Record Medical Exam Results, Health Card, Health Card 2	Record drug allergies, specific test names, and dates.
Health Card Review 1	GVT_HEALTH_RVW_1	Workforce Monitoring, Health and Safety, Record Medical Exam Results, Review Health Card Info, Health Card Review 1	View employee personal data.
Health Card Review 2	GVT_HEALTH_RVW_2	Workforce Monitoring, Health and Safety, Record Medical Exam Results, Review Health Card Info, Health Card Review 2	View employee position information.
Health Card Review 3	GVT_HEALTH_CARD_1	Workforce Monitoring, Health and Safety, Record Medical Exam Results, Review Health Card Info, Health Card Review 3	Review physician information for the employee.
Health Card Review 4	GVT_HEALTH_CARD_2	Workforce Monitoring, Health and Safety, Record Medical Exam Results, Review Health Card Info, Health Card Review 4	Review any drug allergies, specific test names, and dates.

Recording Employee Health Details

Access the Health Card - Health Card 2 page.

Note. This page is similar in format and appearance to the Health Card 1, Health Card 3, and Health Card 4 pages.

Record the names of any drugs to which the employee is sensitive, tests that were previously administered, identify allergies, immunizations, medication and disease details.

Entering Family Details

After you set up the detail data for employees and non-employees, use the Family Details page to enter information about family members.

Page Used to Set Up Family Information

Page Name	Object Name	Navigation	Usage
Family Details	HS_FAMILY	Workforce Monitoring, Health and Safety, Verify Persnnl Involvd/Witnessd, Family, Family Details	Enter additional family information for employees or for non-employees who are involved in a health and safety incident.

Entering Family Information

Access the Family Details page.

Next of Kin

Enter the name of the individual’s next of kin using the standard PeopleSoft naming format (Last,First).

Date of Birth

Enter the birthdates of any children.

In School

Select this check box to indicate that the child is a student.

Training

Select this check box to indicate that the child is receiving training.

Note. In School and Training information is sometimes needed for reporting purposes.

Children Aged Under 18

Based upon the birthdate values entered and check boxes selected, the system automatically calculates and displays the number of children under 18 years of age.

Children 18 - 25 In Education

Based upon the birthdate values entered and check boxes selected, the system automatically calculates and displays the number of children aged 18-25 who are either studying in school or receiving training.

Full Time, Permanent, Seasonal, Volunteer, Casual, Subcontractor, Student	Indicate the employee’s employment category by selecting from the check boxes in the Category group box.
Employment Details	This field is used with the Subcontractor category only. Describe the role of the subcontractor.
Seasonal End Dt (seasonal end date)	If this is a seasonal employee, indicate the end date of their employment.

Birthdate	For reporting purposes, enter the person’s birth date.
Date of Death	If a fatality is involved, enter the date of death.
Business Unit	If the person is a temporary or contract worker in the organization, enter a business unit.
Supervisor ID	If the person is a temporary or contract worker in the organization, enter a supervisor ID (employee ID).

Next of Kin	Enter the name of the individual’s next of kin using the standard PeopleSoft naming format (Last,First).
Date of Birth	Enter the birthdates of any children.
In School	Select this check box to indicate that the child is a student.
Training	Select this check box to indicate that the child is receiving training. Note. In School and Training information is sometimes needed for reporting purposes.
Children Aged Under 18	Based upon the birthdate values entered and check boxes selected, the system automatically calculates and displays the number of children under 18 years of age.
Children 18 - 25 In Education	Based upon the birthdate values entered and check boxes selected, the system automatically calculates and displays the number of children aged 18-25 who are either studying in school or receiving training.