Health and Safety Management

The Operational Risk Assessment is the framework that guides both specific risk assessment projects and the general risk assessment process in the Environment, Health, and Safety system.

You can use Operational Risk Assessment to identify sources of risk, areas of impact, events as well as their causes and potential consequences, that could exist and impact your organization and its objectives.

You can also perform the subsequent steps of analyzing, evaluating, treating, and monitoring those specific risks.

*Occupational health is delivered as Repeatable Customer Solution (RCS) and it is licensed separately.

**Audit Management is complimentary with S/4HANA Enterprise.

Operational Risk Assessment has to objective to enable an end-to-end process for identifying and dealing with all manner of hazards and risks to the well-being of the workforce.

The solution provides the following capabilities:

• Comprehensive environment, health, and safety risk assessments (including Job Hazard Analysis)
• Easy identification of risk "areas" or "trends" and control failures
• Triggering follow-up actions and tracking them to completion
• Multiple risk analysis methods (for example, risk matrix, job hazard analysis, exposure analysis, document bases analysis)
• Ad-hoc analytical reports and dashboard views
• Validation between hazards, impact, and controls
• Workplace sampling features using sampling campaigns and built in occupational exposure limits.

Customers can benefit from the following:

• Standardized, cost-effective approach to managing operational risks
• Monitor workplace exposures and minimize related health impacts
• Increased visibility and automation of tasks and corrective actions
• Valuable process integration between EHS and other SAP applications

The risk assessment process starts with the identification of the risk. Since risks can be analyzed and evaluated only in a risk assessment project, the identified risks have to be assigned to a project where they can be further assessed.

In the first step of the risk assessment process, you identify the hazards or risks.

After you have identified a risk, you assign it to a risk assessment project.

You can then use various risk analysis methods within the risk assessment project to perform the risk analysis and evaluation for the identified risks.

After determining the need for risk treatment during risk evaluation, you can choose one or more relevant options for treating a risk. The goal of risk treatment is to mitigate risk and prevent an unacceptable risk from causing harmful impacts.

After the actions and controls for treating a risk have been implemented, the remaining level of risk should be acceptable to your organization.

After risk mitigation, you can specify controls, manage tasks, and analyze the residual risk after risk mitigation.

After a risk assessment project is completed, you can continue to monitor and review the identified risk at your organization to verify that risk data remains valid, and that risk treatment is effective.

To support a mobile use case of identifying relevant hazards, the application comes with an app for Risk Identification, which was designed to also work on mobile devices.

Users are able to use the app during safety rounding and workplace inspections. The user experience is specifically designed towards the needs of field workers.

Therefore, the app allows to streamline the process for identifying risks in the workplace and triggering risk assessments and control determination.

The SAP Fiori application is device agnostic and therefore will run on any device within a internet browser.

Furthermore, this app also allows you to assign a risk to a Risk Assessment Project directly (green-framed area).

The app was primarily designed to identify existing risks, but it can also be used to do a quick first assessment of these risks by defining an initial risk level and by recording the existing and even some planned controls for that risk already.

Either at the workplace or back in the office the supervisor will logically group the risks by assigning them to risk assessment projects.

Note

You can also assign individual risks already during their identification with the Identify Risks app to a certain risk assessment project.

The context of the risk assessment is set within the Basic Information tab of the risk assessment:

• Title and remarks
• Location and Job details
• Link to regulations
• Assessment team
• Assessment reasons link to other objects - for example, incident, audit finding or change request

The evaluation of the individual risks is done on the tab page, Risk Matrix, within the assessment step, Determine Initial / Residual Risk:

• Likelihood of the risk
• Severity of the risk
• Exposure Frequency (optional)
• Risk value
• Risk Evaluation

Different Analysis Methods can be configured, for example:

• Risk Matrix
• Exposure Analysis-> compare measured amounts with official Occupational Exposure Limits (OEL)
• Office Document (Word)
• Office Document (Excel)

The system allows to perform Statistical Analysis on the displayed (or just the selected) set of exposure data.

This feature brings this set of data into a spreadsheet where the data is analyzed in order to support the Hygienist in their assessment decision regarding Exposure Rating and Confidence Level.

Risk mitigation controls are defined for risk treatment to prevent unacceptable risk from causing adverse consequences.

Existing controls are assigned during the Risk Identification to a risk. Within the assessment steps new controls can be defined based on a predefined control catalog.

The task management in Environment, Health, and Safety is leveraged for the implementation and tracking of the individual controls.

Continuous monitoring of the controls should be conducted to ensure that the risk assessment information stays up to date. This includes planning of the control inspections and the assignment of competent and available resources. Questions can be defined per control to be answered during the control inspections. The control effectiveness can be calculated automatically based on the inspection responses and can be imported into the applicable risk assessment.

Through the Manage Controls app, the user is able to track all controls within his responsibility. This allows, for example, the monitoring of status and effectiveness of controls.

The Risk Assessment Summary Report provides an overview of the risk assessment including the individual hazards, agents, assessments, controls as well as proposed health surveillance protocols. It is created and stored as an attachment to the risk assessment project.

The Risk Overview app is designed to get a quick overview of all risks in my area of responsibility. Users can group the risks by different dimensions and select one or multiple segments in which they are interested. Further functionalities like export to Spreadsheet or chart view / tabular view are available.

You can drill down further into the selected risks in the Monitor Risks application.

The Risk Explorer app represents a tool for a detailed analysis of risk data across my area of responsible and even across the whole company. Risk data can be filtered by location, hazard category, hazard, agent and many more.

The Chemical Risks app is an example of how real-time ad-hoc analytics is done in SAP S/4HANA. Analysis is done by defining analysis steps. Each step represents a data filter and has its own result representation.

The Chemical Risks app is a very powerful tool which allows to freely look at all available chemical related risk data from various angles. It allows to answer questions like the following:

• "Where in my business unit do we have flammable chemicals and what are their associated risks?"
• "Where do we use chemicals that contain formaldehyde and how are they used?"
• "Which toxic chemicals do we have in use and which jobs are affected?"
• … and many more

The risk management solution contains functional components in four separate areas. To support the hazard identification process, the solution provides the possibility of assigning locations. The operational status enables you to relate the identified risk to a specific operational status of the location. The hazard and control register provides an inventory for hazards, their impacts, and controls. Furthermore, you can manage physical agents and hazardous chemical as well as impacts and available controls.

In terms of risk analysis, the solution provides different analysis methods to analyze inherent, initial and residual risks and to evaluate workplace sampling data. There are statistic analytics available for sampling data for job hazards. The risk dashboard provides you an overview about different risk related data.

In order to evaluate risks, the solution supports you with risk matrix, embedded office checklists and Word documents and exposure assessment.

The risk matrix calculates the risk level by combining several risk factors. You can use exposure assessment to assess exposures to various agents at a location by comparing analytical results of workplace sampling data against predefined limits, such as the relevant occupational exposure limit (OEL) for the agent or its components.

When analyzing this data, you can assess and rate an exposure for the risk that you take into consideration when determining the risk level, evaluating risk, and determining the appropriate treatment of a risk.

To mitigate and treat risks, the solution supports you with a control catalog, you can manage existing and new controls and you can inspect controls. Furthermore, the task management supports processing of workflows and the solution provides recommendations for Health Surveillance Protocols.

You use this component to assess risk within your organization as it relates to the environment or the health and safety of people. This enables you to comply with regulations and gain a comprehensive insight into the situations that involve risk. This component supports you in identifying, analyzing, evaluating, and managing risks. You can take the appropriate actions necessary to reduce risk to acceptable levels and prevent any harmful effects on the health and safety of your employees and the environment. You can also perform job hazard analyses to assess risk for a specific job or activity.

To ensure the safe handling of chemicals within your company, you can use this component to enter the relevant information for chemicals and use the information to assess the risk for chemicals. Additionally, you can create documents, such as safety instructions, that are used to inform employees about all health, safety, and personal protection relevant aspects of the chemicals they use. This ensures regulatory compliance and protects the health and safety of workers that handle chemicals.

This component helps you reduce the cost of risk management by supporting and automating administrative tasks and processes, which increases the efficiency of the people responsible for health and safety management as well as the reliability and cost-efficiency of implementing controls.

When you work with chemicals, your organization is subject to regulatory requirements that govern the use of chemicals and the exposure to your workers. Environment, Health, and Safety allow you to manage chemical data, ensure regulatory compliance, and protect the health and safety of workers that use chemicals.

You can request chemicals and approve them before they are used in your company. You can enter relevant information for chemicals and use it to assess the risk for chemicals. Additionally, you can create documents, such as safety instructions, that are used to inform employees about all health, safety, and personal protection relevant aspects of the chemicals they use.

*Occupational health is delivered as Repeatable Customer Solution (RCS) and it is licensed separately

**Audit Management is complimentary with S/4HANA Enterprise.

The EHS Health and Safety solution has the objective to enable an end-to-end process for identifying and dealing with all manner of hazards and risks which may affect the well-being of the workforce.

The solution provides the following capabilities:

• Manages the entire lifecycle of all identified risks in the workplace with mobile-enabled hazard identification to multiple types of risk analysis methods to controls and mitigation tasks
• System validation between hazards, impact, and controls
• Chemical Approval process with vendor SDS data management and real-time inventory reporting (e.g. SARA 312)
• Real-time analytical reporting and dashboard views
• Industrial hygiene monitoring by planning and executing workplace sampling campaigns and related measurements

Customers can benefit from the following:

• Standardized approach to managing operational risks
• Reduced workplace exposures and related health impacts
• Increased visibility and automation of risk mitigation strategy and tasks
• Valuable process integration within EHS and other SAP applications

A chemical is any kind of element, compound, or mixture of elements and/or compounds. Anything made of matter: any liquid, solid, or gas.

When you work with chemicals, your organization is subject to regulatory requirements that govern the use of chemicals and the exposure to your workers. Environment, Health, and Safety allow you to manage chemical data, ensure regulatory compliance, and protect the health and safety of workers that use chemicals.

You can request chemicals and approve them before they are used in your company. You can enter the relevant information for chemicals and use it to assess the risk for chemicals. Additionally, you can create documents, such as safety instructions, that are used to inform employees about all health, safety, and personal protection relevant aspects of the chemicals they use.

If you author safety data sheets for your chemical products by using the specification database of SAP EHS Management as part of SAP ERP or of Product Safety and Stewardship as part of SAP S/4HANA, you can transfer health and safety-relevant data from the specification database into business objects of Environment, Health, and Safety. Note that by using this transfer mechanism, data is entered into the SAP ERP EHS system. Environment, Health, and Safety is the receiving system, where you do not change any transferred data.

If you want to use a chemical in your company, you can use the approval process to ensure that chemicals introduced to your company are evaluated and approved by hazardous substance managers and industrial hygienists. During the approval process, you can enter information for the chemical and determine whether the chemical can be used in your company.

After the chemical was approved, you can analyze exposure to the chemical in risk assessments, group workers together by their exposure to the chemical into similar exposure groups, and monitor exposure to the chemical with personal exposure profiles.

• Request a chemical approval
• Process a chemical approval by evaluating the request and defining the approval team
• Enter data for a chemical
• Approve a chemical
• Initiate and process a risk assessment for chemicals during the Industrial Hygiene review
• Create safety instructions during Chemical Risk Assessment

Alternatively to the manual entry of the chemical, the chemical data can be retrieved also from external systems. Currently, the solution supports the integration of a Chemwatch SDS Management solution. The functionality ensures the retrieval of the latest SDS data from the Chemwatch SDS database and the system updates the chemical record in SAP Chemical Data Management in real time. The latest SDS document will be automatically uploaded to the chemical record in SAP Chemical Data Management

The frequency of the check can be based on the customer business process. An e-mail notification to the SDS clerk can be sent out if a latest SDS is available in Chemwatch SDS database for registered chemicals. The recipients of e-mail notification is configurable item in the system.

*Includes additional functionality delivered with a separate consulting solution, which will require an additional cost but no additional license implications.

If you want to use the approval process, you have to start the process with a chemical approval request using the Request Chemical Approval app.

It can be used by every employee to request a new chemical.

There is only minimal data entry needed to initiate the approval process. The person receiving the approval request is determined based on location.

The request for a chemical is sent to the My Inbox app of the person responsible for the assessment of hazardous chemicals. The person responsible opens the task and starts the approval process to determine whether a chemical can be used in your company.

The approval process can be configured to involve several parties and you can specify several steps to be executed by each approver. Each involved person receives a task in the My Inbox app and can open the task to perform the steps necessary for chemical approval.

Supports several scenarios:

• Complete new chemical
• Reuse of Chemical at different locations / for different use
• Approval of the manually created chemical

Involved parties are configurable based on the scenario. Steps (Checklist) for each approver are configurable based on a scenario. Own approval steps (with specific dialogs) are possible.

The hazardous substance manager defines the approval team. Automatic notifications are sent to the team.

During the approval process, you can enter the information provided on safety data sheets. You can trigger the data entry for chemicals from the approval process or create a chemical manually and enter the relevant information using the Manage Chemicals app.

The SDS Clerk receives the task to enter the vendor SDS data into the system.

The focus is on fast and consistent data entry. Additional Properties can be added using the Enhancement concept.

If you author safety data sheets for your chemical products by using the specification database of SAP EHS Management as part of SAP ERP or of Product Safety and Stewardship as part of SAP S/4HANA, you can transfer health and safety-relevant data from the specification database into Chemical business objects of Environment, Health, and Safety. Note that by using this transfer mechanism, data is entered into the SAP ERP EHS system. Environment, Health, and Safety is the receiving system where you do not change any transferred data.

After completing all steps of the checklist, the hazardous substance manager can approve the chemical request for a specific location and method of use.

After the approval of a chemical, the risk identification process can start by identifying chemicals used at a specific location in your company. In the risk assessment process, you can use all information entered for the chemical.

The Industrial Hygienist opens the approval request in their inbox and approves chemicals regarding the work area and method of use. The relevant information (chemical details, controls, and exposures) are automatically displayed in the approval task.

The SDS data which were entered into the system are automatically populated into the risk assessment for the chemical. The risk of the new chemical is assessed within the risk assessment by the Industrial Hygienist.

As part of the risk treatment for chemicals, you create safety instruction documents for chemicals at a specific location using the Manage Risk Assessment Projects app.

A safety instruction document summarizes all health and safety relevant information for a chemical, as well as the required protective equipment for safe handling at the location. This document can be used to train employees and inform them about the safe handling of the chemical.

Within the risk assessment, a context-driven safety instruction document is created.

The Safety Instruction can be reviewed based on - Risk- Chemical

You can use different search functions to get an overview of approved chemicals used in your company using the Manage Chemicals app. From this app, you can also access further information about the chemical, safety data sheets, and safety instruction documents, that have been created for the chemical. In addition, you can request chemical approval for a chemical from the search results list.

Approved chemicals are all the chemicals that have successfully gone through the Chemical Approval process.

The tile displays the number of approved chemicals in the user's area of responsibility.

The Chemical Risk Report is an example of how real-time ad hoc analytics is done in S/4HANA.

The analysis is done by defining analysis steps.

Each step represents a data filter and has its result representation.

The Chemical Risk Report is a very powerful tool that allows you to freely look at all available chemical-related risk data from various angles.

This application allows to answer questions like the following:

• "Where in my business unit do we have flammable chemicals and what are their associated risks?"
• "Where do we use chemicals that contain formaldehyde and how are they used?"
• "Which toxic chemicals do we have in use and which jobs are affected?"
• … and many more

Chemical Inventory Report supports real-time ad-hoc analytics of chemicals by merging chemical attributes with inventory data like materials, stock over time, or storage location.

Key Features

• Specify a time period and select a unit of measurement in which quantity data shall be displayed in the analysis steps.
• Analyze amounts of chemicals in storage grouped by plant, storage location, chemical information such as GHS classification and hazardous ingredients, and base unit of measure.
• For calculating quantity data, the system uses the base unit of measure for the assigned materials from the inventory information. The system multiplies the calculated quantity by the net weight that is entered for the materials in the material master data.
• Analyze amounts of chemical materials in storage grouped by plant, assigned chemicals, and base unit of measure.
• Select one or multiple segments or bars of the charts to use these as filters for the data that is displayed in the subsequent steps in the analysis path.

The chemical management solution contains functional components in three separate areas. To support the chemical approval request process, the solution provides functional components to record the chemical request on the Request Chemical Approval Screen, which also allows you to attach SDS, to assign materials and relevant locations.

During the chemical management process, the responsible person needs to evaluate the hazards of chemicals that should be used in the company. Regulatory-relevant information is about physical and chemical data, health effects, first aid measures, storage conditions, protective equipment, and spill-handling procedures. You get this information from the safety data sheet that your vendor has to provide. All available information about the chemical is needed for the chemical approval and, later on, in the risk assessment process. 

Print forms and interactive forms can be used by several components and processes:

• Inquiries and questionnaires to gather additional information from another system user or an external person
• Report forms
• Control evaluations

Environment, Health, and Safety provide you with analytical tools such as dashboards and drill-down reporting to support the analysis of the data.

If hazards that involve agents with predefined limits, such as occupational exposure limits (OELs), exist at locations within your organization, these agents have to be tracked in the risk assessment process. To ensure regulatory compliance and to protect the health and safety of workers, exposure to such agents or their components can be measured and tracked using the built-in workplace sampling process.

To support workplace sampling, Environment, Health, and Safety enables you to create and manage sampling campaigns where you can specify sampling targets, such as agents that need to be sampled or the number of samples that need to be taken. After the sampling campaign has been released, Environment, Health, and Safety supports your work during all subsequent process phases, such as planning, preparing, or processing samples, to ensure that you can meet the specified targets.

You can monitor the whole workplace sampling process with the Manage Workplace Sampling and Health and Safety Overview apps. These apps display the most important sampling information and allow you to branch into sampling campaign information or into the processing of samples. Color-coded performance calculations inform you about the status of your sampling campaigns alerting you to whether or not you will reach the sampling targets in time.

As soon as the workplace sampling is finished, the sampling data is available when you are assessing exposures in the risk assessment process.

Note

*Occupational health is delivered as Repeatable Customer Solution (RCS) and it is licensed separately

*Audit Management is complimentary with S/4HANA Enterprise

A main objective of the solution is to support customers in optimizing the efficiency of workplace sampling and integrate exposure data and related limits into the risk assessment process.

The solution provides the following capabilities:

• Planning and tracking of sampling campaigns
• Documentation of industrial hygiene equipment calibration
• Collaboration with internal or external laboratories
• Managing industrial hygiene data and exposure analysis through qualitative and quantitative analysis embedded in the EHS risk assessment
• Automated comparison of sampling results against occupational exposure limits (OEL)
• Managing similar exposure groups (SEG) and compiling personal exposure profiles

Customers can benefit from the following:

Minimize industrial hazards to employees in order to keep them safe and healthy while ensuring regulatory compliance.

The industrial hygienist creates a sampling campaign and specifies the agents that have to be sampled, the number of samples that needs to be taken, and the sampling method that should be used. After specifying all sampling targets for an agent, a job and an operational status, the industrial hygienist releases the campaign.

When the sampling campaign is released, the sampling technician can plan samples by selecting this campaign in the Manage Workplace Sampling app and choosing the corresponding button. In addition, the sampling technician can access all open samples and samples in process by opening the campaign either using the Manage Workplace Sampling app or by opening the Sampling section of the Health and Safety Overview app. The sampling technician can plan the samples according to the sampling targets defined by the industrial hygienist and can, for example, plan the dates when the samples should be taken, and add the dates as appointments to a calendar using internet calendar files (ICS file format).

When the planning is finished, the sampling technician can open the samples to start the sampling preparation. The sampling technician can, for example, add blank samples or print the field sheets to be used.

When the preparation is finished, the sampling technician has to follow up on the sampling and can add, for example, sampled persons and their shift pattern.

The sampling technician can either analyze the taken samples within their company or can commission an analytical laboratory for that. If a laboratory analyzes the samples, the sampling technician can, for example, generate a list with detailed sample information and send it to the laboratory together with the samples.

After the samples have been analyzed, the sampling technician can import the analytical results from a lab result file or can enter them manually into the system.

After all sampling data was recorded in the system, the sampling technician can check the data. To support this task, the system compares the sampling data with the predefined limits. The result is displayed as a color-coded bar. After checking the sampling data, the sampling technician can create a notification letter of sampling results. In addition, the sampling technician can send an email to a reviewer before completing the sampling process.

After the sampling technician has completed the sampling process, the industrial hygienist can review the newly finished samples. To do so, the industrial hygienist has to open the sampling campaign either by opening the campaign in the Manage Workplace Sampling app or, if an email was received, by selecting the link in the email. When reviewing samples, the industrial hygienist can create or re-create a notification letter of sampling results.

The Industrial Hygienist defines and structures a sampling campaign. He/she sets targets for the sampling technician with regard to which exposure to sample, for which jobs at which locations to sample and the time frame in which to do that. He can notify the Corporate Health and Safety Manager to review the campaign.

Finally, the Industrial Hygienist releases the campaign.

The Sampling Technician finds the new campaign in his work pool. They plan the targeted samples by finding suitable days for taking them. This is done in coordination with the production/operations manager(s). They enter the planned dates into the system. The system can add these dates as appointments to their personal calendar (for example, Outlook).

Sampling field sheets can be printed, which will be filled in during the actual sampling procedure.

After the sampling process, the sampling technician returns to their office.

They enter all the relevant sampling data from the Field Sheet into the system: Sampled person, Sampling start and end time, and so on.

They can digitize the Field Sheet and attach it to the sampling data.

The Sampling Technician creates a spreadsheet file that contains all the relevant sampling information for those samples they intend to send to the laboratory.

The sampling technician sends the samples together with the spreadsheet template to the laboratory.

The sampling technician enters the measurement results from the samples into the system.

For lab results, this is done by importing the spreadsheet that was filled out and returned by the lab. A lab report / certificate can be uploaded as well.

For measurements without lab involvement (like for noise measurements) the results are entered manually.

The sampling technician reviews the measurement results. They check the recorded sample values and the associated blank values. They actively validate or invalidates samples.

The step is performed outside the actual sampling campaign. It is done during risk assessment where the sampled values are used for exposure assessment.

In the relevant assessment steps there is a Exposure Assessment (Quantitative) tab. All the exposures that are listed are those that were sampled in relation to this Location, Operational Status, and Agent.

The listed exposures need an Exposure Rating and a Confidence Level. To get to this information the workplace sampling data on the right side is used.

The system allows to perform a statistical analysis on the displayed (or just the selected) set of data. This feature transfers this set of data into a spreadsheet where the data is analyzed in order to support the industrial hygienists in their assessment decision regarding exposure rating and confidence level.

The personal exposure profile provides information about the exposure history and current exposure scenario for a specific employee. You can generate personal exposure profiles as PDF files. The personal exposure profile contains the following information:

• Person
• Agents to which the person was and is exposed
• Exposure period(s)

The results indicate whether measurement information applies to the person directly or indirectly using their assignment to similar exposure group(s).

The industrial hygiene solution contains functional components for workplace sampling in two areas: workplace sampling campaigns and exposure assessment.

To support the workplace sampling process, the solution provides functional components to create and execute sampling campaigns and to schedule sampling campaigns by assigning dates and appointments within Outlook. You can define sampling methods and targets, edit equipment calibration, field sheets and you can import analyzed measurement data from spreadsheets. Dashboards support you in monitoring campaign progress and data.

The solution enables you to handle sampling for physical agents, airborne agents, and chemicals.

In the area of exposure assessments, qualitative and quantitative exposure assessments are supported. There are different options for statistical analysis, dashboard to monitor progress of campaigns and an exposure rating including confidence level.

You can assess chemicals with occupational exposure limits (OELs) and adjust the measured data to shift patterns. There is an automatic comparison between sample data and OELs available.

Different types of reports can be generated in the system. You can generate data that you recorded in SAP Health and Safety Management.

For example, you can create a Workplace Sampling Field Sheet, you can monitor workplace sampling data and campaign progress via dashboards and you can assess and evaluate data by using drill-down reporting.

SAP delivers Health and Safety content in form of Occupational Exposure Limits (OELs) within the standard.

• ~70.000 OELs
• from ~100 regulatory lists
• from ~65 countries

Content is modeled in form of compliance requirements. We distinguish between two types of compliance requirements:

• Regulations = issued by an official institution
• Policies = defined company internally

There are multiple lists possible for each Compliance Requirement: if a regulation contains multiple lists, these can be bundled under one Compliance Requirement.

Synonyms and translations are outlined here:

• Listed substances are displayed with their list specific synonyms.
• All synonyms have been translated into various languages.