Site safety: toolbox talks, permits, incidents, LTIFR
Record toolbox talks, issue permits to work through an approval, and log safe and unsafe observations. Incidents and near misses reach the project manager at once. Inductions and PPE are kept per worker, and each project shows its man-hours from attendance, lost-time injuries and LTIFR.
PLANSFrom Growth
The problem it solves
- Toolbox talks happen, but there is no record of the topic or who attended when the labour inspector asks.
- Hot work starts on a verbal OK, and nobody can show who allowed it or what precautions were in place.
- A near miss is mentioned at lunch and forgotten; the project manager hears about an injury the next day.
- The client asks for your lost-time injury rate and someone works it out by hand from the muster roll.
How it works
- Each morning the supervisor records the toolbox talk under Construction > Site > Safety > Toolbox Talks, or in the app. Give the topic, points covered, how many and who attended, and a photo.
- Before risky work, raise a Permit to Work. Give the kind, the work, the place, who it is issued to, valid from and to, and the precautions. Press Send for Approval; a Construction Manager approves or rejects it through the Permit to Work chain.
- When the work is done, write how the area was left in Closed With and press Close. An active permit past its end time shows in red.
- Anyone on site reports an incident or near miss on the web or in the app. Give what happened, kind, severity, place, people, first aid, hospital, days lost, photo. The project manager is told at once.
- The manager presses Investigate, writes the root cause and the actions to prevent it, and closes the incident.
- Observations of safe acts, unsafe acts and unsafe conditions are logged with a photo and closed once the action is written. The project's Safety tab shows man-hours, lost-time injuries, days lost and the LTIFR.
Everything it does
Toolbox talks
- Topic, project, date, given by, number attended, who attended, points covered, photo
- Filter by date; group by project
Permits to work
- Kinds: Work at Height, Hot Work, Confined Space, Excavation, Electrical Isolation, Lifting, Other
- Numbered; project, place, work, issued to, company, valid from and to (the end must be after the start), precautions
- Draft, Waiting for Approval, Active, Closed, Rejected; Send for Approval needs the precautions
- A sent permit is not changed; a rejection keeps its reason; Close needs Closed With
- Filters: Active, Waiting for Approval; group by project, kind, status
Incidents
- Kinds: Injury, Near Miss, Property Damage, Environment, Dangerous Occurrence; severity Minor, Serious, Fatal
- Numbered; what happened, project, place, when, reported by, people involved, first aid given, taken to hospital, work days lost, description, photo
- Reported, Investigating, Closed; Close is for Construction Managers and needs the root cause and the actions; a closed incident is locked
- Filters: Not Closed, Injuries, Near Misses, Lost Time, by date; group by project, kind, month
Observations
- Safe Act / Good Practice, Unsafe Act, Unsafe Condition; what was seen, place, date, seen by, action taken, photo
- Open or Closed; an unsafe observation closes only with the action written
- Filters: Unsafe, Open; group by project, kind
Site inductions and PPE
- Site Inductions: worker, project, date, Valid Until (a year when started from the worker), given by, language, topics (a starting list is filled in)
- On the worker: a Safety tab with Inducted and Record an Induction; the workers list filters No Valid Induction
- PPE Issued: helmet, safety shoes, reflective vest, gloves, goggles, full-body harness, ear protection, dust mask or other. Record size, quantity, date, Returned On and Charged to the Worker
- Filter Not Returned; group by item or project
- A PPE charge is not taken by the wage run by itself; add the deduction in the wage run
LTIFR and dashboards
- Project Safety tab (managers): man-hours worked from attendance (hours and overtime), lost-time injuries (injuries with days lost), days lost, LTIFR
- LTIFR = lost-time injuries x 1,000,000 / man-hours worked
- Projects Dashboard: incidents
Who uses it
Safety officer or supervisorRecords toolbox talks, inductions, PPE and observations, and raises permits.
Any site userReports incidents, near misses and observations from the phone or the web.
Construction ManagerApproves or rejects permits, investigates and closes incidents.
Project managerIs told of each incident at once and follows the project's LTIFR.
Where you use it
- Web: Construction > Site > Safety (Site Inductions, PPE Issued, Toolbox Talks, Permits to Work, Incidents, Observations); the project's Safety tab
- The SmartMy Construction app: report an incident or near miss, a safety observation or a toolbox talk with a photo. Use More or the Safety screen. Built and in testing, not in the app stores yet
- Approvals: permits wait in Approvals and as a to-do for the approver
- Not in the app: permits are raised and approved on the web or in Approvals
What you control
Settings
- The Permit to Work approval chain: Construction managers to start with
- Induction topics: a starting list you can change on each induction
Approvals
- Permit to Work: Construction managers approve to start with; add levels to the chain
Notifications
- Safety Incident: to the project manager, at once, in the app, by email and as a phone push once the app is live. A person can switch off email for themselves, never the event
Questions
How is the LTIFR worked out?
Lost-time injuries (injuries with at least one day lost) times one million, divided by the man-hours worked on the project. Man-hours come from the attendance of the muster roll, with overtime.Who is told when an incident is reported?
The project manager of that project, at once, in the app and by email. Quiet hours do not hold it back.Can a permit be changed after it is approved?
No. Once sent for approval the permit is fixed. If the work changes, close it and raise a new one.Does an expired permit close by itself?
No. An active permit past its end time shows in red on the list; close it with how the area was left.Can workers be stopped from starting without an induction?
The workers list shows who has No Valid Induction for their project. Attendance is not blocked; the list is for the safety officer to act on.Related features
SITEWorkers, attendance and the muster rollKeep every site worker, your own and each labour contractor's, with their trade, pay and ID. Mark the day on the muster roll, or check workers in and out on the foreman's phone with the site's location. Punches can also come from a fingerprint device or the face kiosk. One attendance line a day per worker feeds the wages and the site report.ACROSS SMARTMY CONSTRUCTIONApproval chainsBudgets, material requests, wage runs, work orders, subcontractor and client bills, client updates, piece work, permits and more need approval. They go to the right people in order, set up without code. Every decision is kept with who made it, when and why.PORTAL AND APPThe SmartMy Construction app, also offlineOne app for Android and iPhone for the people on site. It has today's site report with photos, the muster roll and check-in, snags and inspections. It also has material requests and issues, measurements, plant log sheets and safety. What is entered without signal is kept on the phone and sent when the signal is back. Clients, subcontractors and buyers use the same app for their own pages.PROJECTS AND SET-UPDashboards: Site, Projects, QualityReady dashboards open first in Construction: Site for every site engineer, Projects and Quality for managers, and Sales for the sales team. Every number counts only what the viewer may open, and a click shows the records behind it.PLANT, SCHEDULE, QUALITY, SAFETYChecklists, inspections and snagsInspect work at its place with your own checklists: pass or fail, measurements against tolerances, photos and the engineer's signature. Failed points become snags with a photo before and after, fixed by the crew or subcontractor and closed by your engineer. Material received at a site store gets its own receipt check.SITEWage runs, advances, bank file and slipsPay site workers from their attendance. A wage run fills itself and works out basic, overtime, deductions and advance recovery. It goes for approval, then is paid by a bank file or in cash against the worker's signature. Wage slips print in each worker's language.
See your next site report on it.
Tell us what you build, how many sites you run and how your client hears about progress today. We will set up a project with you and send your first daily update.