Incident Management helps you comply with legal, regulatory, and internal reporting requirements for incidents at your organization. You can generate incident reports, ensuring compliance with regulations and timely submission. The system automatically checks data completeness and consistency and allows for easy submission to relevant recipients.
Configuring Regulations and Report Forms
You can configure regulations and related report forms by specifying which rules apply to a specific country/region, incident group, and incident category. This configuration includes defining the necessary forms and form groups.
Common examples include reports for individual injury and illness cases submitted to insurance companies or authorities. Examples include the Occupational Safety and Health Administration (OSHA) in the United States and the Workers' Compensation Association (BG) in Germany.
Configuring Electronic Submission for OSHA
With the Manage Electronic Submissions app (F8152), you can electronically submit information related to workplace injuries and illnesses to meet regulatory reporting requirements (currently for OSHA regulation only).
In the Manage Summary Reports app, incident summary reports can be generated:
- OSHA's Form 300 - Log of Work-Related Injuries and Illnesses
- OSHA's Form 300A - Summary of Work-Related Injuries and Illnesses
In the Manage Summary Reports app, you can manage incident summary reports that are based on legal standards. When generating an incident summary report, you have to select the location, including its sublocations, and the output format such as a PDF file (print version) or a CSV file.
Setting Up Electronic Submission of Incident Data
This process involves preparing the external environment and configuring the communication settings in the system.
Prerequisites and Planning
Before you begin the configuration, you must prepare the external Occupational Safety and Health Administration (OSHA) environment. Follow these steps to ensure that your data is ready for submission:
- OSHA ITA Account: Create an account on the OSHA ITA preview environment.
- Establishment Data: Create your establishment in the ITA and record the Establishment ID and Name exactly as they appear.
- Incident Readiness: Ensure the Incident Manager has assigned the OSHA regulation to the incident and specified for the injured person and location.
Communication System Configuration
Define the destination for data submission using the Communication Systems (F1762) app:
- Identity: Define a unique System ID and Name.
- Host: Set the host to osha.gov.
- Security: Add an outbound user; no authentication is required for this specific integration.
Communication Arrangement Setup
Activate the reporting logic using the Communication Arrangements (F1763) app:
- Scenario Selection: Select scenario SAP_COM_0A42 (OSHA Reporting Integration).
- System Link: Connect the Communication System created previously.
- Credentials: Enter the API key obtained from the OSHA ITA.
- Activation: Enable the outbound service to finalize the integration.
Master Data Alignment
Synchronize SAP location data with OSHA establishments via the Manage Locations app:
- Configuration: Open the target location and navigate to the Identification tab.
- Data Sync: Enter the Establishment ID and Name exactly as they appear in the ITA.
- Validation: Save the location and notify the Industrial Hygienist to ensure data consistency during incident logging.
Configuring Integration with German Workers' Compensation (BGHW/SIGUV)
For incident reporting via Web Services in Germany, the SIGUV interface is required to facilitate electronic communication with workers' compensation associations.
Technical Configuration
The EHS Administrator must configure the connection using the following steps:
- Communication System (App F1762): Create a new system and specify the relevant Host Name (e.g., extranet-api.bghw.de). Add an outbound user to manage the connection.
- Communication Arrangement (App F1763): Define the integration logic by selecting scenario SAP_COM_0671 (SAP S/4HANA Environment, Health and Safety - BGHW Integration).
- Certificate Management (App F2275): Use the Maintain Certificate Trust List app to upload the required root certificate to ensure a secure connection.
Customizing and Employer Details
To ensure accurate data transfer through the SIGUV interface, specific organizational information must be maintained:
- Employer Details: Use system customizing to specify employer information that will be included in the incident reports sent to the associations.
- Country/Region Standards: SAP supports reporting requirements by providing over 200 country and region codes based on the ISO 3166 standard, ensuring compliance with international data formats within the German reporting context.
Automatic Determination of Reporting Obligations
The system automatically identifies applicable regulatory reports based on the incident data. These reports are then added to the Reports tab, significantly reducing manual effort. The user can select a report and clicks Determine Reporting Duty, the system evaluates the incident details against regulation-specific rules.
For example: For the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) in the UK, the system automatically assigns this regulation to incidents at locations within the United Kingdom (GB).
Summary
- Configure regulatory frameworks by linking specific regulations and report forms to relevant countries, incident groups, and categories.
- Establish electronic data exchange with authorities like OSHA and BGHW by configuring communication systems, arrangements, and security certificates.
- Align organizational master data by synchronizing SAP location details with external regulatory IDs to ensure successful automated reporting.
- Leverage automatic determination logic to allow the system to evaluate incident data and automatically assign the correct reporting duties, improving efficiency and compliance.