Mobile Application Incide · 2020. 4. 14. · Saudi Aramco: Company General Use Incident Reporting & Inspection Management Reporting Safety Observations, Near-misses, Contractor Incidents

Saudi Aramco: Company General Use

Incide

nt

Manag

ement

V

e

Product Guide:

SafeLife

Mobile Application

- Report Incidents

- Conduct Inspections

Version 2.0

Page 1 of 56


Contents Introduction .............................................................................................. 2

Downloading the Mobile Application .................................................................... 3

Logging In ................................................................................................. 4

General Navigation ....................................................................................... 5

Incident Reporting & Inspection Management .......................................................... 7

Report Contractor Incident ............................................................................... 8

Report (Contractor) Near-Miss .......................................................................... 20

Report (Contractor) Safety Observation ................................................................ 24

Report Self-Injury (for Saudi Aramco Employees only) ................................................. 28

Search Server (Cloud)-saved Incidents .................................................................. 31

Conduct (Scheduled) Safety Inspection ................................................................. 35

Create (Ad-Hoc) Safety Inspection ...................................................................... 40

Search Server (Cloud)-saved Safety Inspections ........................................................ 46

Search and View Contractor Safety Trainings ........................................................... 49

Getting Help on Using the App .......................................................................... 51

Appendix A - Instructions for Proponent ISAs ........................................................... 55

Acquiring the CIRS Extranet Application Role ........................................................ 55

Assigning the CIRS Extranet Application Role ........................................................ 56

Page 2 of 56


Introduction SafeLife Mobile Application empowers users (Aramco employees & Aramco Contractors) to report

safety observations, near-misses and incidents. In addition, the mobile application allows users to

create, conduct and search for safety inspections and to review contractor employee’s safety trainings

while out in the field. This mobile solution provides an alternative to the web-based SafeLife solution,

and has both on and off-line capabilities. This mobile application runs on mobile devices running iOS

and Android.

This Product Guide* will provide the general guidelines to navigate the application. It will not provide

a complete step-by-step to all functions within the application. Kindly see the section on “Getting

Help” to contact the development team. In addition, there will be differences between the images

found within this document and your actual mobile application due to different device types and

continuous updates of features and/or security fixes.

All data represented are used primarily for illustration purposes, and may not represent the true

‘productive’ status / situation of the solution

* All SafeLife user guides and documentation are subjected to change without prior notice. This will

include images, logics, access & authorization and process flows

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Downloading the Mobile Application This application is available for all Extranet-registered Saudi Aramco Contractors as well as Saudi

Aramco employees, and is available for both Android and iOS mobile devices. The solution can be

downloaded from the following URL: https://css.sapublichosting.com/SafeLife or by scanning the

following QR Code.

The URL will also contain links to the following documentation:

• Frequently Asked Questions

• This Product Guide

https://css.sapublichosting.com/

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Logging In

To be able to use SafeLife, a user will require the following:

• A Saudi Aramco-issued user ID*

• A registered mobile number (to receive your initial password and One-Time Passwords (OTPs) via SMS messaging)

* For contractors, kindly contact your sponsoring Saudi Aramco organization to register for a Saudi

Aramco ID. In addition, contractors will also require the necessary authorization to access EHSM data

and functions. Sponsoring organization can either contact Saudi Aramco’s Loss Prevention

Department (LPD) or the following site for further information on role assignment:

https://sharek.aramco.com.sa/orgs/30001886/Pages/CIRSviaExtranet.aspx

UserID and Password

One-Time Password received via SMS


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General Navigation

SafeLife Mobile Application was developed based on a set of pre-defined application guidelines. These

navigation options will appear throughout the mobile application.

Items in ‘lists’ can be deleted by swiping left, and clicking on “DELETE”. Examples of lists include:

• Incident Worklist

• Attachments

• Tools

• Injured Persons

• Chemicals

• Crane/Heavy Equipment

• Motor Vehicles

• Witnesses

Swipe

Main navigation is

performed via the ‘Main

Navigation Links’ at the

bottom of your screen

Entry remains modifiable

Entry is found

only on your

local device.

Entry has been

saved on server

and a copy

exist on your

local device.

CAUTION: In the event that you see this (sync) symbol, it means that the entry on your local device is out-of-sync with the server copy. When you click on this icon, a pop-up will appear with the information about the server entry’s date and time stamp, last person who updated the record and on which device. Synchronization is always perform 1-way; from the back-end server onto the local copy on your mobile device. Synchronization issues will always exist when users use both mobile and desktop (backend) solutions, and situations where multiple inspectors are assigned to a single inspection involving sites with little or no internet connectivity. To update the backend server with the version on your mobile device, kindly ensure that you:

• Click on the incident or inspection to make a change

• Perform a save or submit within the incident or inspection

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Main Process is

listed within the

header

“Next” indicates that

additional sub-

functions need to be

completed

Sub-function will

appear below the

header “Done” indicates that

you can create

multiple entries of

the sub-function.

Likewise, an “ ”

means you can add

multiple entries

Pre-defined values

exist. Click to display

the list.

Asterisk (‘*’)

indicates a

mandatory entry

Attributes can

be pre-defined

or free-text. In

this example,

Injury or Illness

and ID Type are

pre-defined,

while ID# is

free-text

“Submit” will save the

entry on server, and

trigger the approval

workflow Within incident

management, the

“Save” option wll

provide users

with the ability

of either

“Saving and

Submitting”, or

just save without

submitting.

If internet connectivity

does not exist, the mobile

application will always

save a local copy on the

mobile device.

Always remember to

make a change to the

incident or inspection,

and save it again when

your device is internet

connectivity.

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Incident Reporting & Inspection Management Reporting Safety Observations, Near-misses, Contractor Incidents and Personal Injury/Illness

is just one-click away. Depending on your business role set up on Saudi Aramco’s EHSM (SAP)

system, you will have the following options based on the table below. In addition, authorized

users are also able to create and conduct Safety Inspections via the Mobile Application.

Role

Safety Observation Near-miss Personal

Injury Contractor Incident

Create (Ad-Hoc)

Inspection*

Conduct Inspection*

Self Contractor Self Contractor

Saudi Aramco Employee

Yes - Yes - Yes - - if assigned

Chief Position Holders Yes Yes Yes Yes Yes Yes - if assigned

Safety Coordinators / HSE Specialty Group

Yes Yes Yes Yes Yes Yes Yes Yes

Saudi Aramco Contractors

- Yes - Yes - Yes - if assigned

Loss Prevention Department

Yes - Yes - Yes - Yes if assigned

Note: Table above may change without prior notice.

Options available based on assigned

role(s).

Tap on an option to begin reporting

Options available based on assigned

role(s) and Organizational Assignment.

Home Screen

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Report Contractor Incident The following is a step-by-step to report a contractor incident. Not all options (screens) will be shown.

Step 1: Selection of the situation (consequence types)

Swipe right to select

the applicable

situation.

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Step 2: Enter Basic Information

Enter a short

description and

narrative of what

happened

Enter the Location,

Date and Time

Swipe right to begin

entering Tools

Involved

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Step 2: Enter Basic Information (continue)

Complete the

‘Tools’

involved

section

Click ‘Add’ to save the

entry. Multiple Tools

can be added if

required

Click on

‘Next’ to

proceed

Complete the User

Group (Organization)

Section. The level of

reporting will differ

based on your

sponsoring

organization (e.g.

DWO, PMT etc.)

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Step 3: Enter Injury Details

Enter the

information of

person who

was injured

Enter how the

person was

injured

Click on ‘ ’ to

select the part

of the body

injured

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Step 3: Enter Injury Details (continue)

Select the

injured area /

section of the

body

Select the

specific area(s)

Select ‘OK’ to

complete your

selection

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Step 3: Enter Injury Details (continue)

Selected part

of the body

will be

highlighted

Select ‘Done’

when selection

is completed

Injured person and

details of injury has

been created. Click

‘ ’ if more than

one person is

injured/ill

Click on

‘Next’ to

proceed

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Step 4: Enter Dropped Object Details

Click on

‘Next’ to

proceed

Enter details

about the

dropped object

Select the Rig Zone and Rig Impact if the

incident happened at a Rig. Fall Energy is

calculated automatically upon entering

the dropped object details

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Step 5: Enter Witness Information

Click on

‘Next’ to

proceed

Enter details

about the

witness to the

incident

Select ‘Done’

when selection

entry is

completed

Witness has been

created. Click ‘ ’ if

there are more than

one witness

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Step 6: Add Attachment

Select ‘Upload’

to create an

attachment

Select if you wish to attach a

picture (taken with your camera)

or from a document/image

already in your mobile device

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Step 6: Add Attachment (continue)

Click on

‘Next’ to

proceed

Swipe left to delete (if

picture is to be retaken

or a new file is to be

selected)

The

Attachment

entry is

created

Click on

‘Upload’ to

add another

photo / file

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Step 7: Verify the situation information and save the contractor incident

* If internet connectivity exist, the mobile application automatically saves a copy to the backend

server (EHSM). If connectivity does not exist, only a local copy will be saved. Users will have the

option to synchronize both versions once connectivity becomes available.

Verify the situation

information to be

reported.

WARNING!!

Please be aware

that switching ‘off’

a previously

selected option will

ERASE all previously

entered information

‘Submit’ will save to the

server* and trigger an

approval workflow. No

local copy will be

created.

Click on ‘Save Draft’ to

save a local copy on your

mobile device for

additional updates

‘Save’ will offer

you 3 options:

Save and

Submit, Save

and Close and

Cancel Saving

Entry created

successfully on

your mobile

device. Click on

‘OK’ to

continue

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Step 8: Verify entry on the Incident (Local) Worklist

Local entry created for the

Incident.

indicates that the entry is

modifiable and no approval workflow

has been triggered.

indicates that the entry is only available on the local device and has not been

saved to the server.

CAUTION: In the event that you see this (sync) symbol, it means that the entry on your local device is out-of-sync with the server copy. When you click on this icon, a pop-up will appear with the information about the server entry’s date and time stamp, last person who updated the record and on which device. Synchronization is always perform 1-way; from the back-end server onto the local copy on your mobile device. If the copy on your mobile device is the latest, kindly ensure that you change the incident and perform a save within the incident.

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Report (Contractor) Near-Miss The following is a step-by-step to report a contractor near-miss. Not all options (screens) will be shown.

Kindly refer to the section ‘Report Contractor Incident’ for a more detailed step-by-step as several of

the process below are similar. The number of screen fields for entry for Saudi Aramco Employee Near-

miss is also different (reduced).

Step 1: Initiate Contractor Near-miss and complete Basic Information

Select ‘Near Miss’. If

authorized, you will have

the option of reporting

either for yourself or for a

contractor employee

Enter a short

description and

narrative of what

happened

Enter a potential loss

value and description

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Step 1: Complete Basic Information (continue)

Enter the Location,

Date and Time

Enter any tools

involved (if applicable)

Complete the User Group

(Organization) Section.

The level of reporting will

differ based on your

sponsoring organization

(e.g. DWO, PMT etc.). Self

(Employee) reporting will

only require the

Organization Code (which

will be defaulted)

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Step 2: Add Attachment and Save Draft (Local Save)

Select ‘Upload’

to create an

attachment

Entry created

successfully on

your mobile

device. Click on

‘OK’ to

continue

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Incident.



has been triggered.




Page 24 of 56


Report (Contractor) Safety Observation

The following is a step-by-step to report a contractor safety observation. Not all options (screens) will

be shown. Kindly refer to the section ‘Report Contractor Incident’ for a more detailed step-by-step as

several of the process below are similar. The number of screen fields for entry for Saudi Aramco

Employee Safety Observation is also different (reduced).

Step 1: Initiate Contractor Safety Observation and complete Basic Information

Select ‘Safety Observation’.

If authorized, you will have

the option of reporting

either for yourself or for a

contractor employee

Enter a short

description and

narrative of what

happened

Enter an observation

category

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Step 1: Complete Basic Information (continue)

Enter the situation and

a short description

Enter any

tools

involved (if

applicable)

Complete the User Group

(Organization) Section.

The level of reporting will

differ based on your

sponsoring organization

(e.g. DWO, PMT etc.). Self

(Employee) reporting will

only require the

Organization Code (which

will be defaulted)

Enter the

Location, Date

and Time

Page 26 of 56


Step 2: Add Attachment and Save Draft (Local Save)

Entry created

successfully on

your mobile

device. Click on

‘OK’ to

continue

Select ‘Upload’

to create an

attachment

Page 27 of 56




Incident.



has been triggered.



Page 28 of 56


Report Self-Injury (for Saudi Aramco Employees only) The following is a step-by-step to report a personal injury. Not all options (screens) will be shown.

Kindly refer to the section ‘Report Contractor Incident’ for a more detailed step-by-step.

Step 1: Initiate Self Injury and complete Basic Information

Select ‘Personal Injury’.

This option will only

appear for Saudi Aramco

employees

Enter a short

description and

narrative of what

happened

Page 29 of 56


Step 2: Complete Basic Information (continue), Add Attachment and Save Draft (Local Save)

Enter the

Location, Date

and Time

Verify (defaulted)

Employee’s

Organization Code

Select ‘Upload’

to create an

attachment

Page 30 of 56




Incident.



has been triggered.




Page 31 of 56


Search Server (Cloud)-saved Incidents Situation may exist where a server-saved entry needs to be downloaded for additional processing (or

simply for record-keeping and display-only purpose). For example, a Contractor Incident was reported,

but the workflow approval has not been triggered due to insufficient information available at the time

of reporting (missing attachment). A safety engineer / coordinator can download the server-saved

copy onto his mobile to complete the entry and submit for workflow approval.

Step 1: Access the Search page

Search Click on

‘Search

Incident’

Page 32 of 56


Step 2: Enter search criteria and review search results

Enter the Search

Criteria.

WARNING!!

It is important to

limit your search

either by ‘Type’ or

‘Date’. Too wide a

search criteria may

result in long search

/ retrieval times

Search result

will appear

here

A search result may be

‘Ready for download’

( ) or ‘Already

downloaded’ ( )

Page 33 of 56


Step 3: Download to your local device

Confirmation of

successful

download. Click

on ‘OK’ to

continue

Click on the

icon ( ) to

download the

entry

Page 34 of 56


Step 4: Verify the download

Icon has been

changed

to ’Already

downloaded’

( )

Entry now exists on

your local device.

Since the Status is

already ‘Closed’, the

entry is not modifiable

(missing symbol)

Go to your

Incident

(Local)

Worklist

Page 35 of 56


Conduct (Scheduled) Safety Inspection The following is a step-by-step to conduct a Safety Inspection. There are two different ways to perform

a Safety Inspection:

• Option 1: Home >> Conduct Inspection >> Inspection Calendar

• Option 2: (when available on your local device) Inspection (Local) Worklist

The following will detail the steps required for conducting a Safety Inspection via Option 1. For Option2,

kindly navigate to the section on Search Server (Cloud)-saved Inspections

Step 1: Locate the Inspection on the Inspection Calendar

This symbol

will show the

availability of

the

Inspection on

your mobile

device

On your Home

Screen… Available

(Scheduled)

inspections can

be identified

by a “dot”

below the date

…click on

“Conduct

Inspection”

Selecting the

date will return

the inspection

details. Click on

“Launch” to

initiate the

Inspection

Page 36 of 56


Step 2: Inspection Status, Checklist and Questions

Inspections can comprise of one (or more) checklists, with each checklist containing one or more

elements or questions. (If an element exist), each element will then contain multiple questions. Each

question can have different responses. The setup of checklists, elements, questions and responses is

the responsibility of the organization safety coordinator or Loss Prevention Department, performed

on the SafeLife Desktop (Web) solution via the Administration function.

Inspection

summary,

including

overall status

Inspection

checklist(s)

and individual

completion

status

Click on each

number circle to

access each

question, and

answer them

Findings and Recommendations

for each question will be shown

(if available). All negative

outcomes will require the user to

enter a finding.

Page 37 of 56


Step 3: (For negative outcomes) enter Findings and Recommendations

In the event of a negative outcome, the solution allows the capture of findings with the possibility of

attaching images and documents. Recommendations can also be entered as part of the findings.

In the event of a

negative outcome,

enter the Findings,

and provide supporting

documentation (or

images)

(Optional) Provide

recommendations

Saving (without

submitting) will save the

Inspection on both your

local device and on the

backend server (EHSM)

Page 38 of 56


Step 4: Synchronization of Inspection

In situations where:

• Inspection is to be performed by multiple parties

• Inspection is performed by the same user, but on multiple devices

…SafeLife Mobile application performs a check to synchronize the local copy on your mobile device

with the version available on the server backend (EHSM). It is recommended that users perform a

synchronization whenever it is required.

Local version is not in-

sync with the version

on the server backend

(EHSM)

Message will show who, when and on

what device was the latest update

performed. An “Update” will

syncrhonize the local copy on your

mobile device with the server version

* CAUTION: It is highly important to ensure that you check the date and time stamp of the latest server version. Synchronization issues will always exist when multiple inspectors are assigned to a single inspection involving sites with no internet connectivity.

Page 39 of 56


Step 5: Submission of Inspection

(With the exception of Safety Behaviour Observation Inspection, SBOI), inspections can only be

submitted when the overall status is at 100%

Ensure that

overall status

is at 100%

Click on

“Submit” Confirmation of

successful submission

Page 40 of 56


Create (Ad-Hoc) Safety Inspection The following is a step-by-step to create an (Ad-Hoc) Safety Inspection. Safety Inspections are normally

planned events that are created by Safety Coordinators or Loss Prevention Department, and created

as Inspection events close to the inspection date. However, there may be instances where safety

inspections need to be performed on an ad-hoc basis, such as unannounced inspections.

Creation of ad-hoc safety inspections will require 3 components:

• Inspection Details: Overall information regarding the safety inspection

• Select Checklist: Assigning safety checklists to the safety inspection

• Select Team: Assigning team members

Step 1: Locate the Inspection on the Inspection Calendar

On your Home

Screen…

…click on

“Create

Inspection”

There are 3 steps in creating an

ad-hoc inspection: Details,

Checklists and Team Members

Page 41 of 56


Step 2: Maintain Safety Inspection Details

Within Inspection Details, select

the Inspection Type….

…and complete the remaining

information.

Page 42 of 56


Step 3: Select and Assign Checklist(s)

Within Checklist,

select one (or more)

checklist for the

Inspection

Verify the

checklist(s)

selected

Click here to view the

elements/questions

within each checklist

Page 43 of 56


Step 4: Select and Assign Inspection Team Members

Within Teams, select the role of

the team member….

You can search by

Network ID or

Badge Number

Click on ‘Search’, and if

internet connectivity is

available, a match will

appear for selection

NOTE: Although SafeLife v2.0 allows team members to be selected from any organization within Saudi Aramco, the solution does not allow members outside of the proponent organization to update the inspection. Kindly contact your Safety Coordinator or Loss Prevention Department for the latest update on this function.

Page 44 of 56


Multiple members can be

selected for every safety

inspection

Clicking on ‘Submit’ on the

main create inspection screen

will trigger a creation on the

backend server.

Page 45 of 56


Step 6: Locating the Created (Ad-Hoc) Inspection

The newly created inspection

can be found either on the

inspection (local) worklist….

…or on the Home screen by

clicking on the “Conduct

Inspection” button

Page 46 of 56


Search Server (Cloud)-saved Safety Inspections In the event that you are:

• Assigned to work on a safety Inspection, but is unable to the calendar-view

• Are a safety coordinator and would like to work on / view safety inspections on your mobile device

You may perform a search for the Inspection and download it onto your mobile device for on-the-

move processing or off-line review.


Search Click on

‘Search

Inspection’

Page 47 of 56



Enter the Search

Criteria.

WARNING!!

It is important to

limit your search

either by

‘Organization’,

‘Inspection Type’ or

‘Date’. Too wide a

search criteria may

result in long search

/ retrieval times

Search result

will appear

here

A search result may be

‘Ready for download’

( ) or ‘Already

downloaded’ ( )

Page 48 of 56


Step 3: Download to your local device

Downloaded safety

inspections can be

viewed on the

inspection (local)

worklist

Local version is not

in-sync with the

version on the

server backend

(EHSM)

* CAUTION: It is highly important to ensure that you check the date and time stamp of the latest server version. Synchronization issues will always exist when multiple inspectors are assigned to a single inspection involving sites with no internet connectivity.

Message will show who, when and on

what device was the latest update

performed. An “Update” will

syncrhonize the local copy on your

mobile device with the server version

Page 49 of 56


Search and View Contractor Safety Trainings This function allows Safety Coordinators and Inspectors the capability of viewing the Safety Training

competency levels of contractors out in the field. The solution will only display results if contracting

companies enters and continuously update the safety training of their employees on the SafeLife

Desktop (Web) version.


Search Click on

‘Search

Competency’

Page 50 of 56



Enter the

Search

Criteria.

Search result

will appear

here

Click here for a

“Display Only”

view of a

contractor

employee’s safety

training record

Page 51 of 56


Getting Help on Using the App SafeLife Mobile Application was designed to be highly intuitive, yet functional and interactive.

However, in the event that more information or help is required, we ensure that it should be no more

than one (or two) clicks away.

Step 1: Access the ‘More Information’ page

More More

Options

Current

Mobile

Application

version

Page 52 of 56


Step 2: Informational

‘Dashboard’ will

show information

based on your

role

‘About’ will

describe the

purpose of the

Mobile

Application

Page 53 of 56


Step 3: Getting Help

For ‘Support’ on using

the Mobile

Application, you may

fill up this form,

together with a brief

title, issue

encountered and

(optional) an

attachment.

Click on ‘Submit’ to

send the information

via e-mail to Saudi

Aramco’s IT Helpdesk.

A copy of the e-mail

will also be sent to

your Saudi Aramco e-

mail account.

‘Contact Us’ will

allow you to call Saudi

Aramco’s IT Helpdesk.

You can either click

on ‘Call’, or the

telephone number

shown to call via your

mobile device

Page 54 of 56


Step 4: Mobile Application Update

It is important for the Mobile Application to remain updated with the latest enhancements, technical

and security fixes. The Mobile Application will automatically check for the latest version every time

you log in using your Saudi Aramco UserID, password and One-time Password. However, if you choose

to ‘dismiss’ the installation, you always have the option to go to ‘More’ > ‘Update’ to update the

version of your mobile application.

You will see this

message if your

mobile application

is up-to-date

You will see this message if your mobile

application requires an update. Click on

‘Update’ to re-download the

application. The latest download will

overwrite the existing version. All local

data will remain unchanged.

WARNING!!

It is important to not manually uninstall

a previous version, as you will lose all

local data saved on your device

Page 55 of 56


Appendix A - Instructions for Proponent ISAs Note: The original document for this instruction can be found on the Loss Prevention

Department’s website:


Contractors require application role EHSM:CIRS_INITIATE_INCIDENT to access SafeLife via

the extranet portal. Proponent Information Security Analyst (ISA) must request this role on

behalf of their department and assign it to their authorized extranet users (Contractors).

ISAs only need to request the application role once. After the role has been acquired they

can assign it to multiple contractors as required. To ease transition, we have adopted the

old role for the Contractor Incident Reporting System (CIRS) to be used for SafeLife. From

this point on, SafeLife and CIRS may be used interchangeably.

Acquiring the CIRS Extranet Application Role Proponent ISAs can request the application role as follows:

• Open PRH transaction ZBCNIG01_XNET_WF

• Click Application Roles Maint button

• Select ISA

• Select role EHSM:CIRS_INITIATE_INCIDENT, enter Justification, and click the

• Request Role button to submit the request.


Page 56 of 56


Assigning the CIRS Extranet Application Role After acquiring the application role, Proponent ISAs can assign it to their authorized

extranet users as follows:

• Open PRH transaction ZBCNIG01_XNET_WF

• Enter the extranet Network ID* and User Type and click the Chg Usr button

• Switch to Application Roles tab and check role

EHSM:CIRS_INITIATE_INCIDENT.

• Enter a valid Expiry Date and Justification and click the Execute button.

* Note: Kindly abide by Saudi Aramco’s GI-299.220 (Remote Access to Saudi Aramco Computer Systems and Networks) to ensure that Form SA-9696 is completed by Contractor employee. UserID for Contractor employee can be assigned upon the completion of Form SA 8205-5 (Extranet User Access Request Form)

Mobile Application Incide · 2020. 4. 14. · Saudi Aramco: Company General Use Incident Reporting & Inspection Management Reporting Safety Observations, Near-misses, Contractor Incidents

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