# Safety and environment (EHS) (/docs/maintenance-ehs/ehs)

EHS covers safety (ISO 45001) and environment (ISO 14001). The default EHS officer is Nurul Aini.
Open **EHS**.

## Who can use it [#who-can-use-it]

With the default permissions, the EHS officer, the QA roles, Maintenance and the organization admin
have full access to EHS. Other roles can view only part of it, or nothing. If you see a safety issue
and cannot report it yourself, tell the EHS officer.

An organization can switch standards off under **Settings > Organization settings**, section
**Standards you work to**. With ISO 14001 off, **Aspects**, **Monitoring** and **Waste** are
hidden. With ISO 45001 off, **Risk assessment**, **Permits to work**, **Inspections**, **Incidents**,
**Contractors**, **Health surveillance** and **Consultation** are hidden. Existing records are kept.

## Report and close an incident [#report-and-close-an-incident]

Open **EHS > Incidents**. Every incident and near miss is investigated and closed by the EHS
officer, and by someone other than the person who reported it.

```mermaid
%% title: Incident status flow
flowchart LR
  A[Reported] -->|Start investigation| B[Investigating]
  B -->|Record actions| C[Actions]
  C -->|Close incident| D[Closed]
```

<Steps>
<Step>

Choose **Add**. Pick the **Type**: **Near miss**, **First aid**, **Medical treatment**, **Lost time
injury**, **Dangerous occurrence**, **Occupational illness** or **Environmental spill / release**.
Enter **Date**, **Area**, **What happened**, **Person involved** and **Immediate action**. The date
cannot be in the future.

</Step>
<Step>

The EHS officer chooses **Start investigation** and signs. For a lost time injury, dangerous
occurrence, occupational illness or spill, the record shows that authority notification is
required.

</Step>
<Step>

Choose **Record actions**. Enter the root cause and the corrective actions. Link the risk
assessment that was reviewed (not needed for a near miss). Medical treatment and the notifiable
types also need a linked CAPA.

</Step>
<Step>

Choose **Close incident** and sign. Enter the authority notification reference when it is
required. The reporter cannot close their own incident.

</Step>
</Steps>

<GuideStep
  title="Incidents"
  description="Every incident with its type, area and status."
  src="/guide/ehs/1.png"
  alt="Incidents and near misses list on desktop with type and status chips"
  width={1440}
  height={1000}
  callouts={[
    { x: 82, y: 14, caption: "Add reports a new incident." },
    { x: 40, y: 40, caption: "Incident number, type and area." },
    { x: 70, y: 40, caption: "Status: Reported, Investigating, Actions or Closed." },
  ]}
/>

<GuideStep
  title="Report an incident on the phone"
  description="The incident form on a 375 px screen."
  src="/guide/ehs/3.png"
  alt="New incident form on mobile with type, area and description fields"
  width={375}
  height={812}
  callouts={[
    { x: 50, y: 15, caption: "Pick the type of incident." },
    { x: 50, y: 40, caption: "Area and what happened." },
    { x: 50, y: 90, caption: "Save the report." },
  ]}
/>

## Control work with a permit to work [#control-work-with-a-permit-to-work]

Open **EHS > Permits to work**. Types are **Hot work**, **Work at height**, **Confined space**,
**Electrical isolation (LOTO)** and **Chemical handling**.

```mermaid
%% title: Permit to work status flow
flowchart LR
  A[Requested] -->|Approve permit| B[Approved]
  B -->|Start work| C[Active]
  C -->|Close permit| D[Closed]
  A -->|Cancel| X[Cancelled]
```

<Steps>
<Step>

Choose **Add**. Enter **Work to be done**, **Location**, **Machine**, **Date**, **Valid hours**,
**Requested by** (it starts as you; change it when you record a permit for someone else) and, for outside work, **Contractor**. Fill in the checks the type needs: isolation
and lock-out applied (electrical and confined space), gas test result (confined space), fire watch
assigned (hot work), and PPE required (always).

</Step>
<Step>

The EHS officer chooses **Approve permit** and signs. The approver cannot be the requester. A
contractor must be on the register, **Approved**, with valid insurance and a current induction.

</Step>
<Step>

When the work begins, choose **Start work**. When it ends, confirm the area is made safe and handed
back, then choose **Close permit**.

</Step>
</Steps>

To refuse a request, choose **Cancel** and type the reason.

<GuideStep
  title="Permits to work"
  description="Permits waiting for approval, active and closed."
  src="/guide/ehs/2.png"
  alt="Permits to work list on desktop with type and status chips"
  width={1440}
  height={1000}
  callouts={[
    { x: 82, y: 14, caption: "Add requests a permit." },
    { x: 40, y: 40, caption: "Permit number, type and location." },
    { x: 70, y: 40, caption: "Status: Requested, Approved, Active or Closed." },
  ]}
/>

## Assess risks and environmental aspects [#assess-risks-and-environmental-aspects]

| Record | Flow | Key rule |
|---|---|---|
| **Risk assessment** | **Draft**, **Assessed**, **Controlled**. Buttons **Assess**, **Approve controls**, **Re-assess**. | Rate likelihood and severity (1 to 5). A score of 15 or more cannot be controlled only by administrative measures or PPE. Residual risk must be below 15 to approve the controls. |
| **Aspects** | **Draft**, **Evaluated**, **Controlled**. Buttons **Evaluate**, **Approve controls**, **Re-evaluate**. | Rate severity and frequency (1 to 5). A significant aspect needs operational controls. A legal requirement must be linked from the legal register. |
| **Monitoring** | **Draft**, **Within limit**, **Closed**. Buttons **Record reading**, **Close · action taken**. | Enter the measured value and the limit. A legal or permit limit exceeded needs a linked CAPA. |
| **Waste** | **Stored**, **Scheduled**, **Shipped**, **Closed**. Buttons **Schedule collection**, **Ship · consignment note**, **Close · disposal confirmed**. | Waste goes only to a contractor with a licence that has not expired. |

## Other EHS registers [#other-ehs-registers]

- **Inspections**: **Planned**, **Actions open**, **Closed**. **Record results**, then **Close · actions
  verified**.
- **Contractors**: **Pending**, **Approved**. **Approve contractor** needs valid insurance. Then
  **Record induction**. **Suspend** and **Reinstate** are available.
- **Health surveillance**: **Scheduled**, **Recorded**, **Closed**. **Record result**, then **Close**.
- **Legal register**: **Draft**, **Active**. **Approve**, then **Record compliance evaluation**. A
  result other than Compliant needs a CAPA.
- **Emergency drills**: **Planned**, **Done**, **Reviewed**. **Record drill**, then **Review · approve**.
  A drill dated in the future cannot be recorded.
- **Consultation**: **Draft**, **Recorded**. **Record · sign**. A safety committee meeting needs
  non-managerial workers taking part.

## If the system refuses [#if-the-system-refuses]

The messages are in [Maintenance and EHS refusals](/docs/maintenance-ehs/refusals#ehs).

<NextSteps>

<NextStep href="/docs/maintenance-ehs/refusals" title="Maintenance and EHS refusals" description="Every message and what to do." />

<NextStep href="/docs/maintenance-ehs/maintenance" title="Maintain machines and moulds" description="Job orders and PM plans." />

</NextSteps>