SAP EHSM - Incident Management

Incident Management (EHS-MGM-INC)

You use this component to record initially and then review and complete incidents, safety observations, and near
misses to fulfill your environment, health, and safety (EHS) requirements on a regional and global scale.

This solution provides various methods for recording the data to accommodate online and offline situations as
well as skilled and unskilled users. After initial recording, you can collect additional information from the people
involved, investigate why an incident occurred, and track the financial impact on the organization and its assets.
You can also assess risk, report data internally or externally to fulfill legal, regulatory, and company reporting
responsibilities, and analyze aggregated incident data.

SAP EHS Management delivers example content (such as reports, regulations, and so on) that you can adapt
according to your specific requirements.

Integration
You can integrate with other SAP components to use data from those systems, or to transfer data to those
systems. For an overview of SAP EHS Management integration, see Integration (EHS-MGM-FND-INT).
For more specific integration information for incident management, see Integration with Other Components.

Features
You can access the functionality of incident management in the Health and Safety work center. Incident
management supports people that occupy one of the following roles:
 Incident Manager
 Incident Reporter
 Notification Recipient
 For more information about the roles, see Roles.

Process
The following graphic depicts the how you can use this component to support your incident management process:

Incident Management in the Application

The process of managing incidents include the following steps:

1. Report an incident (initial recording).

2. Review and complete an incident record.
You can perform the following activities during this step, for example:
o Send inquiries to get more information about the incident.
o Assess the incident in a risk matrix.
o Track the financial impact of the incident.
o Report the incident to authorities or for internal purposes.
3. Perform an incident investigation.
4. Generate analytical reports.

You can perform the following activities during this step, for example:

o Generate spreadsheet reports.

o Generate BI analytical reports.
 Incident Management (EHS-MGM-INC)

Incident

Print Forms and Interactive Forms

Incident Recording

Incident Reporting

Integration with Other Components

Incident Workflows and Tasks (EHS-MGM-INC-WF)

Analytical Reporting

Archiving Incident Records (EHS-MGM)

Enterprise Services

Incident
It is an unplanned, undesired event that adversely affects the completion of a task and/or endangers the safety of
an employee or the environment.

You use this business object to record the following categories of incidents:

 Incident

 Near Miss

 Safety Observation

The business object stores general information as well as data that is specific to each incident category. Incident-
specific information includes information about the financial impact of an incident or information about incident
investigations.
Depending on the circumstances of an incident, the business object can be assigned to different incident groups
that allow you to further classify the incident, for example, Injury/Illness. You can define these incident groups in
Customizing for SAP EHS Management under →Incident Management →Incident Recording→ Basic
Information →Specify Incident Groups.

Structure
The business object stores the following data according to the relevant incident category and incident group:

 Basic information (for example, date, time, and location of the incident)

 Information about involved assets and how these assets were damaged:

o Equipment

o Vehicles

o Property

 Information about involved persons:

o Injuries and illnesses

o Treatment of injuries and illnesses

o Influencing factors that contributed to injuries and illnesses

o Work experience

o Absences and restrictions

o Statements

 Information about regulations that apply

 Information about related documents and reports

 Information about actions and notifications that must be implemented

 Information about the actual risk and the residual risk that are related to an incident

 Information about incident investigations (for example, root cause analysis)

 Information about notices of violation

 Information about material that was released during an incident

 Information about financial transactions that are related to an incident

 Information about the circumstances of near misses and safety observations

 Information about related incidents and risk assessments

 Incident

Near Miss

Safety Observation

Localization

Near Miss

An unplanned, undesired event where no damage was caused and no personal injury sustained, but where, given a
slight shift in time or position, damage and/or injury could have occurred easily.
You use the incident business object to record near misses. The business object stores general information as well
as data that is specific to near misses, for example, information about the circumstances of a near miss and the
estimated risk of these circumstances causing an incident in the future.
Depending on the circumstances of a near miss, the business object can be assigned to different near miss groups
that allow you to further classify the near miss, for example, Unsafe Action. You can define these near miss
groups in Customizing for SAP EHS Management under→ Incident Management →Incident Recording →Basic
Information →Specify Near Miss Groups

Safety Observation
The identification and documentation of a potential inappropriate or unsafe behavior or hazardous condition that
could lead to an incident. A safety observation could, for example, result from the following:

 Planned or unplanned direct observations

 Employee suggestions
 Audits
 Inspections
 Job hazard analyses

You use the incident business object to record safety observations. The business object stores general data as well
as data that is specific to safety observations, for example, information about the circumstances of a safety
observation and the estimated risk of these circumstances causing an incident in the future.

Depending on the circumstances of a safety observation, the business object can be assigned to different safety
observation groups that allow you to further classify the safety observation, for example, Documented Procedure
Not Followed. You can define these safety observation groups in Customizing for

SAP EHS Management under→ Incident Management→ Incident Recording→ Basic Information→ Specify
Safety Observation Groups.

Localization

Use
This function enables your organization to manage incidents in more than one country by localizing the incident
data record. This means, the system adapts the incident record to the requirements of a specific country or region
according to the relevant regulations. The system can determine the regulations that apply to the incident by the
country, region, incident category, and incident group specified for the incident.

The localization settings cause the system to display only the fields that are relevant for the incident, and to
propose all forms that you must submit to the relevant authorities. SAP EHS Management can handle complex
reporting requirements, such as when a form applies to multiple countries and regions, or if you must submit two
separate reports to different authorities for a single incident.

The system is delivered with the following regulations as examples:

 U.S. OSHA regulations
 German accident notification regulations
SAP EHS Management delivers example content (such as reports, regulations, and so on) that you can adapt in
Customizing according to your specific requirements. For more information about the relevant Customizing
activities, see Prerequisites.
Prerequisites
 You have created regulations in Customizing for SAP EHS Management under →Foundation for EHS
Management →Settings for Business Objects →Create Regulations.
 You have specified settings in Customizing for SAP EHS Management under →Foundation for EHS
Management →Settings for Business Objects →Specify Field Control.
 You have specified forms in Customizing for SAP EHS Management under →Foundation for EHS
Management →Print Forms and Interactive Forms →Specify Forms.
 You have specified which regulations apply to which particular country, region, incident group, and
incident category in Customizing for SAP EHS Management under →Incident Management General
Configuration →Specify Regulations.
 You have assigned forms to regulations in Customizing for SAP EHS Management under →Incident
Management →Print Forms and Interactive Forms →Assign Forms to Regulations.

Activities
When you initially record an incident, you specify the country (and, if necessary, the region) in which the
incident occurred. The system uses the settings made in Customizing to determine which regulations are valid for
which combination of country, region, incident category, and incident group.

If you subsequently change the incident, the system ensures that the regulations that apply remain the same.
However, you can choose the Change Regulations button to manually restart the determination of the regulations
that apply to this incident. By selecting the appropriate options, you can also set regulations manually. The newly
defined regulation settings apply when you click OK.

If no regulations apply, the system displays a warning icon and No Regulations Applied. This indicates that you
have not maintained a country and/or region, or that the country and/or region have not been maintained for the
plant where the incident occurred.
Print Forms and Interactive Forms
Print Form
A form template that is used to generate read-only PDF files of business documents.

Interactive Form
An editable PDF form containing fields and boxes that can be used to collect data from other
stakeholders and involved people. SAP Interactive Forms by Adobe can be defined and configured in the
system and then sent as an e-mail attachment. The person involved enters information in the form and
then sends it back. The data stored in the form can then be used to update the system.

You use these objects to create incident-specific reports that have to be submitted to the relevant legal authorities
or retained according to your company policy. You can also use it to create inquiry forms that request additional
information from the recipient about an incident.

Features
 Data extraction of completed inquiry forms

When you send an inquiry to a recipient, this starts the inquiry process for each inquiry form. The process
generates the report and sends it to the recipient by e-mail. Once the recipient has completed the inquiry
form and sent it back, the system processes the inbound e-mail and creates a task for the person who sent
the inquiry to review the contents of the returned form. This person transfers the data from the form
either manually or automatically. Finally, the process attaches the completed forms to the incident record.

For more information about the e-mail inbound process, see Customizing for SAP EHS Management
under Incident Management Print Forms and Interactive Forms Define Inbound Processing for E-Mails.

 Generation of PDF-based forms such as legal reports and questionnaires.

 After you report an incident, you can generate an initial report of the incident as a print form. The system
automatically attaches this print form to the incident data record.

For more information about configuring PDF-based forms and integrating them into the application, see
Customizing for SAP EHS Management under Foundation for EHS Management →Print Forms and
Interactive Forms →Specify Forms.

Example
You can use forms to support you in the following ways:

 Request more information and make inquiries.

 Health and Safety Form
This form collects further information about the incident influences and the background to the
incident in connection to an involved person, such as personal protective equipment.
 Damages Information Form
This form gathers information about any assets that were damaged as a result of the incident. It
covers three asset types: vehicles, property, and equipment.
 Injury/Illness and Treatment Form
This form is sent to the first physician and further treatment providers of a person who was injured
during the incident. The treatment provider makes a statement about the injuries, illness, and
treatment of the injured person.
 Witness Statement Form
This form gathers a detailed description of what the witness personally observed.

 Record incidents offline.

 Near Miss Form (Offline Recording)
 Safety Observation Form (Offline Recording)

 Generate summary reports for incidents, near misses, safety observations, and investigations.

 Report to legal authorities.

 BG Incident Report (Germany)
You can use this form to provide a German accident notification to German authorities. You must be
logged on in German to use this form in the application.
 OSHA forms (OSHA 300, OSHA 300A, OSHA 301)
You can use these forms to report incidents to the Occupational Health & Safety Administration
(OSHA) in the United States.

Locations
Use
You use this component to represent an identified real place, virtual space, or object in the system. The location is
a central master data object that can be organized in a structure to represent where a location exists spatially or
functionally in a company. Examples of a location are a plant, a piece of equipment, or a work area.

The location makes it possible to utilize existing technical objects and functional locations from the  Plant
Maintenance (PM)component, and work areas from existing EHS solution in  SAP EHS Management. For more
information, see Integration.

In incident management, locations specify precisely where an incident took place and, in risk assessment,
locations specify precisely where hazards exist. A location could be a hallway, a fire hydrant, or a boiler that
produces emissions, for example. When you open a location, the system displays an overview of all location-
relevant incidents according to the selected filter criteria. You can access the corresponding incident records
directly from this incident overview.

The incident overview does not include archived incidents and incidents with the status  Void.
For more information about incident management, see  Incident Recording
Integration
You can create your own locations, or you can import technical objects that already exist in the  Plant Maintenance
(PM) component as locations into SAP EHS Management to save you the time and effort of entering duplicate
information. You can also integrate existing locations that you have already created in your  SAP EHS
Management system with technical objects from PM.

You can use report R_EHFND_LOC_MIGRATE_WA to migrate work areas from the existing SAP solution for
managing environment, health, and safety into locations in  SAP EHS Management. For more information, see the
report documentation.

Features

Location details
Displays detailed information about a location, such as the plant, company code, and business area to which it is
assigned. You can also display the location’s address and geographic coordinates to identify its precise position.
This way, you can visualize it on a map that can be integrated into the system in Customizing.

Revisions
You can create revisions for recording time-specific versions of a location. For example, if a location is currently
assigned to plant 0001 but will be reassigned to plant 0002 tomorrow, then you create a revision with tomorrow’s
date and define the new plant there. Revisions ensure that a location’s historic data is retained and not simply
overwritten.

Status
You can specify whether a location is active or inactive. You can also use the  Historic status if a location is no
longer used, but you need to keep a record of it in the system to document historical information. You can use
the Historic status, for example, if a location is out of service, or has been sold.

Location structures
You can organize your locations in structures and expand the structure to show any subordinate nodes.

Mass changes
You can make changes to several locations at once to save time and administrative effort.

Location Structure and Organizational Structure

The user can choose between two types of  Structure View – the Location Structure and the Organizational Structure.
The Location Structure shows the hierarchy of locations and their sublocations. Under the Location Structure, the
user can set a location as My Location. This serves as the starting point in the location hierarchy as it is then
displayed as the first node. This avoids displaying the whole location structure.

The Organizational Structure, however, displays the hierarchy of organizational units. HR and Marketing are
examples of organizational units. The locations that are assigned to an organizational unit are displayed under the
node of the organizational unit. In the Organizational Structure, it is not possible to set a location as  My Location.

Maintaining Locations and the Structure

Use
You can create and maintain locations in two ways. You can create them manually, or you can import technical
objects from the Plant Maintenance (PM) component as locations.
The following information describes how you create a location manually and maintain the location structure.

When you create a location, you can define master data such as the plant or company code to which that location
belongs. You can also specify the location’s address and geographic coordinates to identify its precise position.
You can use the precise position to visualize a location on a map that can be integrated into the system in
Customizing for SAP EHS Management in Incident Management or Risk Assessment under Master Data
Configuration Locations Configure Integration of Map.
 You use location structures to organize your locations. You can create locations at different positions within the
structure or change the position of existing locations within the structure using the Insert and Remove
and Cut and Paste functions. You can make mass changes to the attributes of multiple locations in one go. This
saves you the time and effort of having to maintain each location individually.

Prerequisites
You have enabled PM integration in Customizing for SAP EHS Management in Incident Management or Risk
Assessment under Master Data Configuration Locations Enable/Disable PM
Integration.
You have specified location types in Customizing for SAP EHS Management in Incident Management or Risk
Assessment under Master Data Configuration Locations Specify Location Types.

Procedure
You can maintain the locations and structure using the following three procedures:
Creating a Location Manually Choose Locations and, in the Services area, choose Manage Structure. If you are
creating a new structure, select the first node in the table, Location Structure. If you want to add a location to
existing structure, select the position in the structure where you want to add it. Then choose Create Location.

Enter the Location Description and Type for your new location and choose OK.

You now see your location in the location structure. Choose Save and then Open.
Enter master data to identify your location and to specify it further. Set the Status and define a Revision if you
require. When you have finished, choose Save.

Split Date for Location Revisions

In Environment Management when you create new location in your location structure, this affects the current
revision. There are several dependencies which need to be taken into account when creating new locations:
 If your location is on a lower level in the location structure, its start date cannot be outside the validity
period of its superordinate location.
 The start date of the subordinate location in the structure, cannot be in the future.
 If the superordinate location in the structure is parent to all other locations, then only the restriction for
the future date applies.
 When you create a new location, the validity period of its revision is based on the start date of the
location.
 Use the current date as the start date for your new location.

Maintaining the Location Structure

1. Choose Locations and in the Services area, choose Manage Structure. To change the position of an existing
location in the location structure, select the relevant location and then choose one of the following functions:

Function Explanation

Insert Adds a location below the selected position in the structure

Remove Removes the location from the location structure

Caution
Removing locations from the structure does not delete them. If you remove a location, you can still
reference the location and use its data. However, it is not possible on some screens in the
application to select a location that is not in the structure.

Cut Temporarily saves the location so you can insert it using the Paste function

Paste Pastes the cut location as a subordinate node of the selected location and removes it from its
previous place in the hierarchy
Changing Location Attributes

1. Choose Locations and then choose Services Change Attributes.

2. Select the Key Date from which you want the changes to apply.
3. Change the location attributes that you want to change and choose Next.
4. Now select the locations you want to change, either by searching for them or by adding them from the
location structure. To do the latter, select one or more locations by holding down the  CTRL button and
clicking with the primary mouse button on the relevant location. To expand subordinate locations, you can
click the arrows and display the subordinate locations. You can automatically add all subordinate locations by
selecting the relevant checkbox.
5. Choose Next.
6. Review the changes that you want to apply to the location or locations before choosing Change.
7. The system confirms that your changes were made.

Result
The locations and their structure are displayed on the Recent Locations and Structure View tabs in
the Locations area. The locations can be used when you report an incident or assess risk.

Importing Locations from PM

Use
You can search for technical objects from the  Plant Maintenance (PM) component and import them as locations
into the SAP EHS Management component. The advantage of this is that you do not have to enter duplicate data;
the basic data for these locations originates from  PM. You can import up to 50 locations into  SAP EHS
Management at any one time. Alternatively, you can link locations that already exist in  SAP EHS
Management with technical objects from PM.

In either case, you always have the option of removing the PM link at any time. This removes the association
between the technical object and the location. You can then import a completely different location or import the
same location at a different position in the location structure, for example.

Prerequisites
You have enabled PM integration in Customizing for SAP EHS Management in Incident Management or Risk
Assessment under Master Data Configuration Locations Enable/Disable PM Integration.

You have specified location types in Customizing for SAP EHS Management in Incident Management or Risk
Assessment under Master Data Configuration   Locations Specify Location Types.

Procedure
Importing New Locations from PM
1. Click Locations and then in the Services area, choose Import Locations from PM.

2. Specify your search criteria for finding the technical object you require (detailed search criteria shorten
the search time) and choose Search. Select the technical object you require and then choose Next. You cannot
import a location that is already linked to another location.

3. Decide which locations you want to import. If a location contains subordinate objects, choose whether
you want to import these as well. You can only import subordinate objects together with their parent node.
Use the Import As (Location Type) options to define the location type that a location has when it is imported.
o To specify a location type for one or more than one location, choose Import As above the table and
select the relevant location type. The system applies the selected location type to all of the locations in
the table.
o To specify the location type for only one location in the table, choose the relevant location type for the
location directly in the table using the Import As (Location Type) option. The system applies the
selected location type to just this location.
Choose Next.
4. Select the position in the existing location structure below which you want to insert the location (and any
subordinate objects). Choose Next.

5. Review the technical object that you are about to import and its location parent node. Choose Import.
The system imports the locations.

Linking Existing Locations to PM

a) Display the location in the location structure by choosing Locations and in the Services area,
choose Manage Location Structure.
b) Open the location you want to link to a technical object from PM and choose Establish PM Link.
This overwrites the location’s existing master data.
c) Follow steps 2 to 5 above.

Result
The system inserts the location into the location structure and you can use it in the application, for example,
for reporting incidents.

Incident Recording
You use this component to collect data about incidents that occurred in your organization. Once the initial details
of the incident have been recorded, you can review and complete the record, collect additional information from
the people involved, investigate why an incident occurred, and track the financial impact on the organization and
its assets. You can also investigate the cause of the incident, determine appropriate actions, and assess incident-
related risk.

Implementation Considerations
Before you can use this component, you need to make the following settings in Customizing for SAP EHS
Management: under Incident Management and the following nodes:
 General Configuration

 Incident Recording

Features
 Initial incident recording
You can record initial information, such as a description of the events, when and where the incident occurred,
persons and assets that were involved, or any environmental releases. For more information, see Reporting
Incidents.
 Review and completion of the incident record

Once initial incident recording is completed, the incident manager who is responsible receives a task to review and
complete the incident data record. For more information, see Review and Completion of Incident Records.
o Investigations
You can initiate an investigation into why the incident occurred and create lessons-learned documents, for
example, to help prevent similar incidents from happening again. For more information, see Investigation.
o Financial tracking
You can track the financial impact of the incident to the organization by entering the estimated and actual
expenses, and incomes related to the incident and analyzing these amounts. For more information, see Financial
Tracking.
o Risk matrix
You can use a risk matrix to assess incident-related risk in terms of severity, duration, likelihood, and frequency
for an affected area, and to generate a risk rating. You can determine the initial risk and the residual risk that
remains after action has been taken. For more information, see Risk Matrix.

Incident Recording

Reporting Incidents

Review and Completion of Incident Records

 Inquiries

Adding Actions and Notifications

Investigation

Financial Tracking

Risk Matrix

Reporting Incidents

If an incident occurred at your organization, you can use SAP EHS Management to capture information about the
incident regardless of whether you are working online or offline. You can record a description of the events,
when and where the incident occurred, persons and assets that were involved, or any environmental releases.

You can also record details about a notice of violation.

If you are working online with SAP EHS Management, you can report incidents, near misses, and safety
observations in simple quick activity that resembles an online questionnaire (on a single screen). You can also
capture more detailed information about incidents in a guided activity. Each step records different information,
but you do not have to provide information for each step.

If you are working offline, you enter the details of the incident into an offline interactive form that is stored on a
public medium such as an intranet, or that is linked to your company inbox or home page. The initial reporter
completes the form and uses the Send pushbutton at the end of the form to return the form to the system. This
creates a task for the incident manager to review and complete the incident record.

Prerequisites
For online incident reporting, you have made the following settings in Customizing for SAP EHS Management:
- You have made the basic settings for incident recording described under Incident Recording.
- You have made the quick activity or the guided activity available for your users in their work centers.
- You have generated forms that record a near miss or safety observation offline in Customizing for SAP
EHS

- Management under -→Incident Management →Print Forms and Interactive Forms →Generate Forms for
Offline Recording. You have made the forms available to your users on a public medium.

- For offline incident reporting, you meet the following requirements:

- You have defined how inbound e-mails are handled in Customizing for SAP EHS Management under
Incident Management→ Print Forms and Interactive→ Forms Define Inbound Processing for E-Mails.

- Your users have an e-mail client configured.

Procedure
Online Initial Reporting Using the Quick Activity

1. Choose Incidents Services and choose one of the following options:

The following options are delivered with the standard system.
- Report Incident – Simplified
- Report Near Miss
- Report Safety Observation

2. In the fields provided, enter details about what happened, where it occurred, and who was involved in the
incident.

3. When you have finished entering your data, choose Send. This creates the incident record in SAP EHS
Management and the system notifies the responsible incident manager via a task in his or her inbox.
 4. To display the initial incident report as a print form, you can select the Display Summary Sheet link. The
system automatically attaches this report to the incident data record.

You can disable the generation of the initial incident report in Customizing for SAP EHS Management under
Incident Management→ Print Forms and Interactive Forms →Disable Initial Report Generation.
If the report generation is disabled, the Display Summary Sheet link is not available.
Online Initial Reporting Using the Guided Activity
1. Choose →Incidents Services and choose →Report Incident.
2. You can record details for the following information types:
o Basic data
o Injured persons
o Witnesses
o Environment
o Equipment
o Vehicles
o Property
o Documents

Mandatory fields are marked with an asterisk (*). You do not have to provide details in every step. For
example, if nobody was injured during an incident, you do not need to provide details in the Injured step.
To continue to the next step, choose Next or choose the link underneath one of the numbered boxes at the
top of the screen.

When you have finished entering your data, choose Next to access the next step.

3. When you have finished providing all details about the incident, you can upload any incident-related
documents to the incident record that you are creating. Then choose Next. You can choose Save Draft to
save a draft of the incident record so that you can finish making your changes later. However, you must
complete and send the report before you can report another incident.

4. Check the summary of the information you have created. If necessary, you can navigate back to the
relevant step or steps if you want to amend any information. To cancel the incident reporting process
without saving your entries, choose Close. Otherwise, choose Send to report the incident to your
organization.

5. To display the initial incident report as a print form, you can select the Display Summary Sheet link. The
system automatically attaches this report to the incident data record.
You can disable the generation of the initial incident report in Customizing for SAP EHS Management
under →Incident Management →Print Forms and Interactive Forms →Disable Initial Report
Generation. If the report generation is disabled, the Display Summary Sheet link is not available.

Offline Initial Incident Reporting

1. Open the SAP Interactive Form by Adobe and enter the incident details in the fields provided.
2. When you have finished, choose Send to return the form to the system and to create an incident record.

Result
You have created an initial incident record that can be processed further by the incident manager in the review and
completion step for incident records.

Review and Completion of Incident Records

As an incident manager, you can use this process to review and complete incident records that have been created during the
initial incident recording step. During the review and completion step, you can check the information that is already available
for an incident and change it, if necessary.

Depending on the relevant incident category, you can also classify incidents, assign the regulations that apply to your
organization, and specify related data records. You can add detailed information to each incident record:

 Information about involved persons

 Information about involved assets
  Information about releases
 Information about notices of violation
 Information about related documents
 Information about the financial impact of an incident

Subsequently, you can start processes for actions and notifications and perform investigations as well as assess incident-
related risk to avoid further incidents in the future.

Integration with other components allows you to access incident-relevant data that is managed in components other than SAP
EHS Management. For more information, see Integration with Other Components.

You can restrict access to complete incidents (for example, all incidents that occurred in an organizational unit or plant) or to
specific data such as person information for injured persons. Based on these settings, information is only displayed to a
restricted number of users.

For certain regulations, it is also possible to mark an incident as a privacy case. This means that the system excludes person-
related data from legal reporting and analytical reporting.

When you open an incident record for review and completion, the system automatically checks for duplicates that exist in the
SAP EHS Management system. To prevent these duplicates from continuing to be used, you can change their status to Void
by using the Set Status pushbutton. You can delete incident records with the status Void by using the Delete Incident
pushbutton.

Prerequisites

 You have made the basic settings for incident recording.

 You have configured the forms that are required for legal or company-specific reporting and for processes that can
be used during incident recording, for example, inquiries. You can make these settings in Customizing for SAP EHS
Management under Incident Management Print Forms and Interactive Forms.

 You are assigned to the role Incident Manager.

 If initial report generation is enabled, the initial incident report has been generated as a print form. If it has not been
generated during initial incident reporting, you have generated it from the incident data record by choosing the
Generate Initial Report pushbutton.

Initial report generation is enabled in the standard system. You can disable it in Customizing for SAP EHS
Management under Incident Management →Print Forms and Interactive Forms →Disable Initial Report
Generation

 If you want to start processes for actions and notifications, you have made the settings described under Incident
Workflows and Tasks (EHS-MGM-INC-WF).

 If you want to perform investigations, you have made the settings described under Investigation.

 If you want to use data that is managed in components other than SAP EHS Management, you have configured the
integration with other components.

 If necessary, you have adapted the workflows and processes that are relevant for incident recording in Customizing
for SAP EHS Management under Incident Management Process Configuration.

 If you want to set the status of an incident to Void or delete an incident, all tasks and processes related to the
incident are either completed or canceled.

Process

1. You classify the incident.

Based on the information that was entered during the initial incident recording step, the system automatically
classifies each incident and assigns it to an incident group, for example, Injury/Illness. You can check and change
this classification and assign the incident to one or more additional incident groups.
 The available groups for each incident category are defined in Customizing for SAP EHS Management under→
Incident Management →Incident Recording→ Basic Information.
You can also specify the regulations that are relevant for the incident, and set links to the following types of related
data records:

o Incidents that have been recorded in the incident management application

o Risk assessments that have been performed in the risk assessment application

If the incident has been specified as a reason for a risk assessment, the system automatically displays this link in the
incident data record.

2. You review and complete the incident information.

You review the information that was entered during the initial incident recording step. Depending on the relevant
incident category and incident group, you also provide additional information:

o Basic Information

You can provide additional basic information, for example, about the incident location or about the
weather conditions at the time of a release.

o People

You add people or organizations that were involved in the incident and assign each involved person or
organization to at least one specific role, such as injured person or witness.

The system automatically updates the list of involved persons while you enter information on other tabs,
for example, if you specify a vehicle driver.

Depending on the role that is assigned to an involved person, you can add further information on the
following tabs:

 Basic Information

You can provide additional person information for each person that was involved in the incident.
If applicable, you can also specify different reporting criteria that are taken into account for legal
reporting and restrict access to person information for unauthorized users.

 Injuries/Illnesses

You can describe the injuries or illnesses of injured persons in more detail. Since the injury
information is part of the legal reporting for most jurisdictions, a classification can be required for
each injury or illness. In combination with other incident attributes, the system uses this
classification to determine if and how the injuries and illnesses must be reported to the authorities.

 Treatment

You can enter treatment information such as name and address of the first physician and the
attending physician as well as information about where and how long an injury or illness was
treated.

 Work Experience

You can specify the work experience of an injured person. This includes information about the
duration for which the person had been employed at the organization, at the work center, and in
the current position, when the incident occurred.

If the work experience of an injured person is available in Personnel Administration (PA), the
system automatically enters this information into the relevant fields.

 Absences/Restrictions
 You can enter information about work absences and restrictions (including job transfers) caused
by an injury or illness. This information is taken into account for the determination of incidents
that must be reported to legal authorities and can be used for later cost controlling and
reintegration of the employee. Depending on whether you have activated integration with
Personnel Time Management (PT), you can directly access or modify absences that are managed
for the injured person in PT. For more information, see HR Integration for Absence Assignment.

 Health and Safety

You can add information about influencing factors that contributed to an incident or that
influenced its course, for example, activities of injured persons and involved objects, or personal
protective equipment used at the time of the incident.

You can specify related documents and reports and define actions that must be implemented at person
level.

o Assets
You assign each involved asset to an asset type (equipment, vehicle, or property) and specify details about
the asset as well as about the damages that occurred. If a vehicle was involved in the incident, you can also
add person information-related data for the vehicle driver and all passengers.
You can specify related documents and reports and define actions that must be implemented at asset level.

o Releases
If a material was released into the air, ground, or water, you can enter detailed information about this
release, including the released materials, the type and size of the release, and the cleanup responses.
You can specify related documents and reports and define actions that must be implemented in response to
a release.

o Notices of Violation
You can specify notices of violation that were issued to your organization. If necessary, you can also
specify related documents and reports.

o Reports/Documents
You can specify documents and reports that relate to the entire incident. In the Documents table on the
Reports/Documents tab, the system also displays documents that relate to specific aspects of the incident
(investigation steps or tasks), in addition to the documents that relate to the entire incident.

3. You gather additional information by inquiry.

To gather specific information (such as witness statements), you can distribute e-mail-based inquiry forms. When
the inquiry recipient completes the inquiry form and returns it, you transfer this information back into the incident
record. For more information, see Inquiries.

4. You generate and send incident reports.

If legally required or defined as company policy, you can report incident details in a form-based report to multiple
involved persons or organizations. The type of report and the point in time where these reports are due can differ
with regard to legislation, company policy, or various classification attributes. For more information, see Reporting
to Legal Authorities.

5. You assess the risk related to the incident.

You can use a risk matrix to assess incident-related risk for your organization. The system evaluates different
criteria, such as severity and likelihood to reoccur, to calculate a risk rating that helps you to assess and compare
risks. For more information, see Risk Matrix.

6. You gather income and expense information.

You can add financial transaction data associated with an incident such as direct expenses, reimbursements, fines,
benefits paid, and production losses. For more information, see Financial Tracking.

7. You perform an incident investigation

You can perform an incident investigation to determine the causes that led to an incident. Depending on legal or
organization-specific requirements, an investigation can include different investigations steps, for example, a root
cause analysis or lessons learned. For more information, see Investigation.
 8. You define incident-related actions.

You can define actions and notifications that must be implemented in response to an incident. This includes starting
processes that trigger their implementation in SAP EHS Management or integrated components. For more
information, see Adding Actions and Notifications.

9. You close the incident record.

You can close the incident record by using the Set Status pushbutton after the following prerequisites are met:

o All incident information is correct and complete.

o All incident-related processes have been completed.

If you set the status of an incident record to Closed, the incident record is set to read-only. However, if changes to
the incident record are required later, you can reopen it by using the Set Status pushbutton. This can be useful, for
example, if you want to add information about a follow-up treatment of incident-related injuries or illnesses.

To ensure that all necessary data is available and complete, you can use the check function at any time during the
review and completion of an incident. The function checks if all relevant data is available for a status change and
for reporting to legal authorities. It is implemented by using different implementations of the Business Add-Ins
BADI_EHHSS_INC_RDY_FOR_ACT and BADI_EHHSS_IRT_CHECK. If necessary, you can adapt the
default implementations in Customizing for SAP EHS Management under Incident Management ->Incident
Recording ->Business Add-Ins (BAdIs) for Checks.
Inquiries
You can use this function to send one or more inquiry forms via e-mail to the person or persons involved in an
incident. These inquiries ask the recipient to provide details about an incident in addition to the information that
was initially recorded. When the inquiry form is completed and returned by the queried person, the system
notifies the incident manager via a task. The incident manager reviews this additional information and decides
whether or not to include it in the incident record.

Prerequisites
 You have specified forms in Customizing for SAP EHS Management under ->Foundation for EHS
Management ->Print Forms and Interactive Forms ->Specify Forms
 You have specified forms groups and assigned forms to them in Customizing for SAP EHS Management
under ->Navigation for EHS Management ->Print Forms and Interactive Forms Specify Form Groups and
Assign Forms

Features

You can use the inquiry function in SAP EHS Management to perform the following activities:
Send multiple inquiry forms:
You can send multiple inquiry forms to recipients. For more information about forms, see Print Forms and
Interactive Forms.

The inquiry forms used in incident management can contain sensitive and confidential data. The system sends the
forms via e-mail. If you do no already use an encryption function, you can configure SAPconnect to send e-mails
via a secure e-mail gateway application that is capable of encrypting outbound and inbound e-mails. For more
information, see Secure E-Mail.

Activities

When you send an inquiry, the system creates an inquiry form for each form that you specify, and sends it to the
recipient as an e-mail. After the inquiry recipient completes the form, he or she can return it by choosing the Send
pushbutton at the end of the form. This sends the form back to the system and an e-mail inbound process scans
the e-mail. The system then creates a task for the incident manager who is responsible to review the form. The
incident manager then decides whether to keep the data and transfer it into the incident record or to reject the
returned data and keep the old data. In addition, the system stores the completed form in the incident record as a
PDF file.
Adding Actions and Notifications
You can use actions and notifications in incident management to assign and schedule the work required to
prevent an unsafe condition or event. An action or a notification, for example, a safety training or maintenance
task, is a reactive or proactive step or activity that relates either to an entire incident or to a specific aspect of an
incident, for example, an involved person. You can use actions and notifications to minimize and reduce the
impact of an incident, or to prevent future incidents.

You can add the action or notification and start the corresponding process directly in the incident data record. The
system communicates the action or notification to the assigned implementer as a task. SAP EHS Management
uses workflows for actions and notifications to provide the sequence of steps that either a person or the system
process.

The system tracks changes to actions and notifications by creating change documents. You can display change
documents for an action or notification by selecting it in the Tasks table, then choosing Display Change
Documents for Action/Notification from the You can also link. You can access change documents for actions and
notifications on incident level as well as for actions and notifications that are assigned to a specific aspect of an
incident.

Procedure

To add an action or a notification to an incident data record, perform the following steps:

1. Select the Tasks tab for the entire incident or for a specific aspect of the incident and add an action or a
notification (maintenance, quality, or customer service notification). If you have the settings for an action
or notification saved as a template, you can choose to add the action or notification from a template and
can skip to the seventh step. The system adds the action or notification as a new process in the Tasks
table.
2. Enter a title for the action or notification and provide details about type and subject of the action or
notification. You can also specify a protection goal and describe the action or notification in greater
detail.
3. For an action, specify the people who are responsible for implementing the action. Here, you specify both
the person who is organizationally responsible, such as a manager, as well as the person who actually
performs the work. In the standard system, the person who is organizationally responsible receives a task
when the implementer refuses to implement the original task, or the approver refuses to approve the
work.

For a notification, the entire implementation process is handled in the integrated system. This means, you
assign neither the person who is organizationally responsible nor the person who actually performs the
work. Only the approver is assigned on the Tasks tab to check whether the work is done. For more
information, see Integration for Notifications. You can also specify a person who approves the
implementation of the action or notification.

4. Enter a priority for the action or notification.

5. Schedule the action or notification to occur once or be recurring.
6. For a notification only, specify the notification details, such as the notification type. The system assigns a
notification ID according to the corresponding integrated system. For more information, see Integration
for Notifications.
7. For an action only, specify any relevant document, for example, if you want to add background
information that is necessary to implement the action.

Implementers can provide further documents by attaching these documents to their tasks. The system
automatically assigns the documents to the incident record once the action is completed.

8. Select the action or notification in the Tasks table and choose the Start Process pushbutton.

The system starts the action or relevant notification process, and the process appears in the Task
Processes table. Note that there may be a delay of a few minutes before the process appears in the table.
 If you do not choose the Start Process pushbutton for the action or notification, the system does not
process the action or notification. You can also only close actions or notifications, once you have started
the process.

Creating Change Requests

Use
During the incident recording and processing, you can identify that a change to operations or equipment is
required. For example, replacing a broken machine by purchasing a new one. In that case, you can create tasks
(change requests), on the Tasks tab of an incident, to request a change in the SAP Management of Change system.

By starting the process, you create a change request in  SAP Management of Change with you as the reporter.  SAP
EHS Management uses a workflow for change requests to provide the sequence of steps that is processed.

The system tracks changes to change requests by creating change documents. You can display change documents
for a change request by selecting it in the  Tasks table, then choosing Display Change Documents for Task from
the You can also link.
Prerequisites
 You have enabled integration with SAP Management of Change in Customizing for SAP EHS
Management under Incident Management-> Integration-> Activate Integration with SAP ->Management of
Change.
 You are specified as a business partner in SAP Management of Change.
Procedure
To add a change request to an incident record, perform the following steps:

1. Open an incident and choose the Tasks tab and add a change request. On the Task Details area, enter a title
and provide details about the type and subtype of the change request.
2. Specify yourself as the reporter. If only one business partner is assigned to you in  SAP Management of
Change, this business partner is automatically specified as the reporter.
3. On the Change Request Details area, select the change request type. You define change request types in
Customizing for SAP Management of Change.
4. Select the change request in the Tasks table and choose Start Process. The system communicates the change
request to SAP Management of Change. After the request is created, the status of the task changes to Created
in Management of Change.
Caution
If you do not choose Start Process for the change request, the system does not process the change request. After
the change request is created in  SAP Management of Change, the corresponding task in SAP EHS Management is
closed. Status updates are not communicated between  SAP Management of Change and SAP EHS Management.
Investigation
You can use this process to determine the reason why an incident, near miss, or safety observation occurred. This
process can be carried out parallel to other incident management processes without stopping or delaying these
processes.

Although the investigation process follows some common rules, the process is case-specific and customer-
specific and you can customize it to meet your requirements. You can also structure and define your
investigations based on internal company guidelines.
Prerequisites
 An incident record exists.
 To use step templates, you have made the settings in Customizing for SAP EHS Management under
Incident Management Investigation →Specify Step Templates. You use this to specify your own steps and
to create templates of predefined steps based on the incident category and group.
 To display investigation guidelines, you have made the settings in Customizing for SAP EHS
Management under Incident Management →Investigation →Specify Guidelines.
 To perform root cause analyses, you have made the settings in Customizing for SAP EHS Management
under Incident Management →Investigation →Specify Root Cause→ Hierarchies.
 To perform the investigation as sequence of steps, you have made the settings in Customizing for SAP
EHS Management under Incident Management→ Investigation→ Specify Steps.
  To send an offline step, you have configured the SMTP for your e-mail system and you have configured
the system e-mail server in Customizing for SAP EHS Management under Incident Management →Print
Forms and Interactive Forms →Define Inbound Processing for E-Mails.
 To use steps with assigned Microsoft Office documents, you have installed the SAP Active Component
Framework (ACF) component on your desktop PC.
 To use online steps or steps involving risk assessment data, you have a user with the appropriate
authorizations.
Process
The incident manager decides whether an investigation is required. If an investigation is not required, the incident
manager can enter the reason in the comment field. The investigation process delivered with the standard system
contains the following steps:

1. The incident manager identifies and notifies the investigation lead.

The incident manager checks the investigation lead and starts the investigation process.
The investigation lead is automatically set to the current incident manager. You can implement the Specify
Investigation Lead Determination and Workflow BAdI in Customizing for SAP EHS Management under→
Incident Management→ Investigation→ to change the default investigation lead.
The system generates a task to review and complete the incident investigation for the responsible
investigation lead.

2. The investigation lead plans and schedules the investigation.

The system suggests a sequence of steps based on templates in Customizing depending on the incident
category and group, plant, country, and region.
The investigation lead adapts the suggested sequence of steps, plans the separate steps of the investigation,
schedules a time frame, and assigns an executor to each step. More than one investigation step can be in
process at the same time.
The investigation lead must choose Start Step(s) to start the investigation step process. The system generates
a task for the person responsible for executing the investigation step
.
3. The person responsible for the step performs the investigation and determines actions.
The person responsible for the step completes the step and closes the task. A step can involve, for example,
evaluating the effectiveness of controls involved in the incident, performing a root cause analysis, or entering
information into a Microsoft Office document.
If obvious immediate measures need to be taken, or investigation findings result in preventive actions, the
investigation lead or step executor adds actions. For more information, see Adding Actions and Notifications.
If the responsible evaluated controls in an investigation step, the results of the evaluation are sent to risk
assessment for further processing. The system notifies the investigation lead once the risk assessment team
has processed the evaluation results and provided feedback about the risk assessment for the incident
location.

4. The investigation lead determines the major root cause.

If you performed a root cause analysis, the investigation lead can determine the major root cause.
Before you determine the major root cause, you must perform a root cause analysis as part of an
investigation. When you perform the analysis, you determine the root causes and then the Major Root Cause
drop down menu is enabled and populated with the determined root causes.

If you cannot add a root cause analysis as a step in the investigation, see the documentation in Customizing
for SAP EHS Management under→ Incident Management→ Investigation→ Specify Steps.
5. The investigation lead closes the investigation and documents investigation results.

The investigation lead closes the investigation manually when all steps are complete and all actions are
completed. The investigation lead can manually create an overview of the investigation at any time during the
process by generating the investigation summary report.
The incident manager or the investigation lead can cancel the investigation at any time by setting the
investigation to status Void. In this case, the investigation steps with status In Process are reset to status New
and the investigation is set as unrequired.
To close the incident record, you must close the investigation.

6. The investigation lead or the incident manager can reopen closed or void investigations.
 When an investigation is reopened, the start date of the investigation is changed with the current date. All
existing investigation steps remain in the same status.
Financial Tracking
You can use this function to track the expenses and income associated with an incident to enable your
organization to understand both the immediate and long-term financial impact of the incident on the organization
and its stakeholders.

To add financial data to an incident record, you can do the following:

 You can enter financial data directly into the incident record.
 You can include financial data that is stored in cost collectors existing in integrated components, or data
that is available from other data sources. For more information, see Integration for Financial Tracking.
Prerequisites
 An incident record exists.
 You have specified financial tracking categories in Customizing for SAP EHS Management under
Incident Management ->Incident Recording ->Financial Tracking ->Specify Financial Transaction
Categories You have specified exchange rates in Customizing for SAP NetWeaver under ->General
Settings ->Enter Exchange Rates.
 To use financial data from cost collectors that exist in integrated components, you have made the settings
described under Integration for Financial Tracking.
Features
 You can add financial data to incident records to track the financial impact of incidents. You can also use
analytical reports to display expenses and income for multiple incidents by location, region, country, and
so on. For more information, see Analytical Reporting.
 You can customize financial categories. Typically, the financial categories relate to the organization’s
chart of accounts established in their SAP FI/CO implementation. Additionally, a financial category must
exist for each type of cost collector or other data source that you want to access from the incident
management application.
 You can track both direct and indirect expenses .
 You can enter actual expenses and income details in any currency. The system converts entered and total
amounts automatically and displays them in the specified company currency.
 You can add reference information, for example, if the expenses are related to a specific person or asset
involved in the incident.

 After you add cost collectors to an incident record, you can notify involved persons.

Risk Matrix
You can use this function to assess the risk related to a specific incident based on a risk matrix. The risk
assessment uses your entries in the risk matrix to evaluate the potential that a similar incident will happen again,
and to produce a risk rating. This function provides automatically calculated risk ratings that you can use to
assess and systematically rate the risk related to an incident.
The risk matrix supports you in recognizing potential risks and mitigating existing risks so you can initiate tasks
and allocate resources to mitigate the risk. For more information, see Adding Actions and Notifications.

Prerequisites
 You have made the setting in Customizing for SAP EHS Management under ->Incident Management
->Incident Recording ->Risk Matrix ->Specify Affected Areas.
 For each risk parameter, you have assigned risk scores to the available entries in the Specify Severity,
Specify Likelihood, Specify Duration Classifications, and Specify Frequency activities in Customizing for
SAP EHS Management under ->Incident Management ->Incident Recording ->Risk Matrix ->.
 You have specified score ranges and their corresponding risk ratings in Customizing for SAP EHS
Management under ->Incident Management ->Incident Recording ->Risk Matrix ->Specify Risk Ratings
Features
You can assess the initial risk and the residual risk for each incident.
The current main risk level is displayed in the header of the incident record.
Activities
To assess incident-related risk, you enter the relevant values on the Risk Matrix tab in the incident record. You
can select a main risk in the risk matrix to indicate that an area constitutes the main risk associated with an
incident.

The system calculates the risk rating automatically using the combined scores of the entries made for the risk
parameters. The system assigns a risk rating and an LED icon in the risk matrix for the corresponding affected
area. You can change the calculated risk rating value in the risk matrix, if necessary.
When you confirm your entries, the matrix is set to read-only.

Incident Reporting
You use this component to produce internal and external reports that are necessary to fulfill legal, regulatory, or
internal reporting requirements. You can generate data that you recorded in incident management in the following
types of reports:
 Legal reports
You can report incidents to authorities, for example, to the Occupational Health & Safety Administration
(OSHA) in the United States or to an insurance company.
 Summary reports
You can generate a report that contains data from more than one incident, for example, a log of all
incidents involving an injury that occurred over the year.
 Internal reports
You can generate reports for internal purposes.

The system is delivered with legal reports and summary reports as examples. If you want to create customer-
specific internal report forms, see Adding Print Forms and Interactive Forms.
Features
SAP EHS Management provides the following features to support you with incident reporting:

 Report management

On the Reports/Documents tab, you can add, delete, generate, and send reports. You can also determine
the reporting duty for a specific report, or manually specify whether a report is required for legal
reporting.

 Report forms based on regulations

If your organization is subject to specific regulations, SAP EHS Management can determine the regulations that
apply to a given incident record, and automatically determine the report forms that need to be submitted. The
system proposes the determined forms when you add a form on the Reports/Documents tab, or adds the
determined forms automatically on the Reports/Documents tab.

The system suggests report forms based on regulations and their conditions that are specified in the system. SAP
EHS Management is delivered with regulations as examples. If you want to use internal reports, you must create a
regulation for an internal purpose. This way, the system considers also internal regulations and proposes the
corresponding internal report forms in the application.

For more information about configuring the system to use internal reports, see Customizing for SAP EHS
Management under ->Incident Management ->Print Forms and Interactive Forms ->Assign Forms to
Regulations.

 Automatic report generation

If you do not add a report manually that is required for reporting, the system adds the report
automatically and sends a task to the incident manager to confirm that the report is required for reporting.
This ensures that incidents that must be reported, for example, to legal authorities, are not overlooked.
  Approval before sending report forms

After the required data has been collected in the incident record and the report has been generated, the
system sends an approval task to the incident manager to review the report before sending it to legal
authorities.

 Report shipment

You can send reports from incident management to the specified recipients by fax or e-mail, or as a
printout by mail. In addition, a Business-Add-In allows you to adapt the shipment process to company-
specific requirements, for example, if you want to ship reports by using a Web service that is provided by
the receiving party.

 Overview of incident reports

In the application under →Health and Safety →Incident Reports→, you can query the reports to display
single reports (for example, legal reports) and summary reports. The overview also provides information
about the due date, the status of the report, and so on. From here, you can do the following:

o Create summary reports

o Display and generate reports
o Delete reports
o Access the print version of a report
o Export the query results to a spreadsheet

Reporting to Legal Authorities

You can use this function to report incidents to legal authorities. SAP EHS Management automatically determines
and proposes the forms that are relevant for reporting an incident to the authorities and indicates when the form is
due for submission. You can send reports from the system via fax or e-mail, or as a printout by mail.

Prerequisites
 You have completed the Customizing activities for SAP EHS Management under Foundation for EHS
Management Print Forms and Interactive Forms.
 You have specified regulations for a specific incident group, incident category, region, and country in
Customizing for SAP EHS Management under Incident Management →General Configuration→ Specify
Regulations.
 You have assigned forms to regulations and specified the days after which the report is due for a specific
form in Customizing for SAP EHS Management under Incident Management→ Print Forms and
Interactive Forms→ Assign Forms to Regulations.
Features

Compliance with Legal Reporting Requirements

The following features help you to comply with legal reporting requirements for incidents at your organization:

Function Description Standard System Example

Automatic proposal Based on the location of the incident and the The system proposes the OSHA 300
of relevant legal regulations that apply, the system proposes the form when an employee is injured at
reports relevant legal report. work in the United States.
Reporting You can manually indicate that an injury or The system determines that
determination illness must be reported when you enter reporting is required for an incident
injury/illness information. in the United States, because at least
one of the following statements is
You can use automatic determination on the true:
Reports/Documents tab of an incident to let the
system examine the entered data and determine  The injury/illness fulfills
the reporting requirements. additional reporting criteria (for
example, the injury is a needle
sticks and sharps injuries).
 The injured person is on
 restricted duty.
 One or more fatalities occurred.

Completeness Before generating a report, the system This system performs this check
check automatically checks whether the data required using a BAdI implementation and
by the form is complete and consistent based on can therefore be adapted.
the conditions defined by the regulation that
applies to the particular form.

You can execute the check at any time by

choosing the Check pushbutton.

Submitting Reports
 Approvals
In the majority of cases, reports that are distributed to internal or external recipients must be reviewed and
approved. SAP EHS Management offers an approval process whereby an incident manager can confirm if
reporting is required and if the contents of the report are correct.

 Due dates
In the system, you can set the due date for submitting a report to authorities as a specific number of days after
the actual occurrence. If the report has not been sent by the due date, the system sends a task to the incident
manager.

 Report shipping
You can choose to send the report by e-mail, fax, or else you can print it out and send it manually. You can
also specify if you want to send a copy of the report to additional recipients, for example, to stakeholders that
you want to inform. The system always sends this copy by e-mail.

If you want to send reports by using other means of communication, for example, a Web service, you can use
the Business Add-In (BAdI) Electronic Report Shipment (EHFND_REPORT_SHIPMENT_PROVIDER) to
adapt the shipment process to your needs. You can also use this BAdI to convert reports into an exchange
format that suits your shipment process. For more information, see the documentation for this BAdI in the
system.
Activities
Reporting to legal authorities consists of the following general steps:

 You add a report to the incident record (on the Reports/Documents tab) and specify that it is required for
reporting. If the system has already added a report automatically, confirm that a report is required for
reporting.
 You generate the report.
 If an approval step is necessary, the system sends the approval task to the responsible person. The task
contains the report and a link to the relevant incident.
 Once the approver has approved the report, it can be sent.

Integration with Other Components

Integration with Other Components

HR Integration for Absence Assignment

Integration for Financial Tracking

You can use this function to do the following:

 Read, change, and create data in components other than SAP EHS Management from within an incident
record
 Start processes for actions and notifications that must be implemented in other components in response to an
incident
 Report incidents to SAP BusinessObjects governance, risk, and compliance solutions (GRC solutions)

Integration

The incident management application is integrated with different components as described under Integration
(EHS-MGM-FND-INT). Note that some of the listed components are not activated by default. Additional
integration options are available by using the following Business Add-Ins (BAdI):

 Integration of Financial Transaction Objects (BADI_EHHSS_FIN_TRANS_OBJ_ADD)

You can use this BAdI to enable access to cost collectors in other components for financial tracking. For
more information, see the documentation for this BAdI.
 Transfer of Incident Data to GRC (BADI_EHHSS_INC_GRC_INT)
You can use this BAdI to transfer incident data from the incident management application to a remote
GRC solutions system. You can use this incident data in the SAP BusinessObjects Risk Management
component of GRC solutions. For more information, see the documentation for this BAdI.

Integration with SAP NetWeaver Business Warehouse (SAP NetWeaver BW) provides optional support for
analytical reporting. For more information, see Analytical Reporting.
For most components, you can access data that is stored locally or data that is stored in remote systems. However,
MM and PA-OS data must always be managed locally or copied to the local system.

Prerequisites
 If you want to use data that is stored in remote systems, you have set up the integration of the required
systems in Customizing for SAP EHS Management under ->Foundation for EHS Management
->Integration ->Specify Destinations for Integration .

 Depending on the components you want to integrate and the functions you want to use, you have made
the settings described in the following documentation:
o Integration for Notifications (PM, CS, QM)
o Integration for Person Information (PA, PT, SAP BP)
o Integration for Financial Tracking (PM, CS, AC)

 For PM integration, you have made the settings in any of the following Customizing activities for SAP
EHS Management that apply:
o Incident Management ->Integration ->Plant Maintenance ->Specify Involved Assets - Equipment
Types ->to specify the PM object types that can be used for equipment
o Incident Management ->Integration ->Plant Maintenance ->Specify Involved Assets - Vehicle
Types ->to specify the PM object types that can be used for vehicles
o Incident Management ->Integration ->Plant Maintenance ->Specify Involved Assets - Property
Types ->to specify the PM functional location types that can be used for property

 For PT integration, you have made the settings described in HR Integration for Absence Assignment.

Features
PA Integration/SAP BP Integration
You can use PA and SAP BP integration as follows:
 You can search for a person or business partner and assign the relevant data to the incident record. If only
preliminary or partial data was entered during initial incident recording, you can check for the person or
business partner in these components and complete the data during the review and completion step for
incident records.
 During the review and completion step for incident records, you can create and modify data for business
partners in SAP BP.
PT Integration
During the review and completion step for incident records, you can use PT integration as follows:
 You can determine absence data for injured persons and assign all incident-related absences to the
incident record. Note that the settings in your PT system determine how absences and working time are
determined for analytical reporting and legal reporting.
 For more information, see the Customizing activity for SAP EHS Management under -> Incident
Management -> Integration Human Resources Integration -> BAdI: Determination of FTE and Working
Time ->.

 You can use the absence data from an incident record to create corresponding absence entries in PT.
PA-OS Integration
The system can use PA-OS integration to determine relations between individual persons and organizations. This
enables you, for example, to search for all tasks that are assigned to the members of an organizational unit at a
certain point in time.
PM integration
You can use PM integration as follows:
 You can search for equipment and functional locations in this component and assign them to an incident
record as equipment, vehicle, or property. If no types are specified for an asset, all PM objects can be
assigned to the incident record regardless of the type. To use location data that is managed in PM, you
can import the required locations into SAP EHS Management. For more information, see Importing
Locations from PM.
 During the review and completion step for incident records, you can do the following:
 You can create maintenance notifications and start processes for PM-related actions that result
from an incident.
 To track the expenses and income related to an incident, you can assign financial data from
maintenance orders to incident records. If no appropriate maintenance order exists in PM, you
can also create maintenance orders from within the incident management application.
CS Integration
During the review and completion step for incident records, you can use CS integration as follows:
 You can create service notifications and start processes for CS-related actions that result from an incident.
 To track the expenses and income related to an incident, you can assign financial data from service orders
to incident records. If no appropriate service order exists in CS, you can also create service orders from
within the incident management application.
QM Integration
During the review and completion step for incident records, you can use QM integration to create quality
notifications and start processes for QM-related actions that result from an incident.
AC Integration
During the review and completion step for incident records, you can use AC integration to track the expenses and
income related to an incident by assigning financial data from internal orders to incident records. If no
appropriate internal order exists in CS, you can also create internal orders from within the incident management
application.
MM Integration
During the review and completion step for incident records, you can use MM, integration to search for materials
and assign them to the incident record where a release affected the environment.
HR Integration for Absence Assignment
During the review and completion step for incident records, you can specify absences of injured persons. If the
injured person is a Human Resources (HR) person, the relevant absence data in Personnel Time Management
(PT) can be integrated with the SAP EHS Management (EHS-MGM) component.

You can use this function to do the following in the incident management application:
 Assign existing HR absences to injured persons
 Trigger the creation of HR absences for injured persons
 Directly create HR absences for injured persons

By default, PT integration does not include the direct or indirect creation of HR absences from the incident
management application. You must select these features separately when you activate PT integration.

Absences for business partners must always be entered directly in the incident management application.
Prerequisites

 You have made the settings for the integration of person information.
  You have activated PT integration and made the required settings for the creation of HR absences in
Customizing for SAP EHS Management under ->Incident Management ->Integration ->Human
Resources Integration ->Activate Personnel Time Management Integration ->.
 You have specified the relevant HR absence types in Customizing for SAP EHS Management under
Incident Management ->Integration ->Human Resources Integration ->Specify Relevant HR ->Absence
Types.

Features

For HR persons that were injured during an incident, time data must be entered in PT by an HR manager. That is,
all absences that are specified for HR persons in EHS-MGM must also be available in PT. To ensure consistency
between PT and EHS-MGM, you can do the following:

 Assign existing HR absences

If the absence data for an injured person has already been entered in PT, you can select it in the incident
management application and assign it to the incident record. The system additionally enters payroll
information, for example, the number of shifts missed by an injured person and the end date of continued pay
during an absence.

 Directly create HR absence data

If the absence data for an injured person has not yet been created in PT and you are authorized to create HR
absences, you can directly create the required HR absence from the incident management application. The
system copies the absence data you entered in the incident management application and creates a
corresponding absence entry in PT. The absence entry is then assigned to the incident record

 Trigger the creation of HR absences

If the absence of an injured person has not yet been created in PT and you are not authorized to create HR
absences, you can enter the absence data in the incident management application and then start a process for
the creation of a corresponding absence entry in PT.

The system includes the absence information in an e-mail notification that is automatically sent to the
responsible HR manager. You can only assign the absence to the incident record when the absence has been
created in PT.
If the absence is not created within seven days after the absence was triggered in EHS-MGM, the system
automatically sends an e-mail to the responsible incident manager.

The system automatically checks if the absences of an injured person overlap. It does not allow you to enter
overlapping absences for the same injured person.
You can use the Check for Changed Absences in PT (R_EHHSS_CHECK_HCM_ABS_CHANGED) report to
check for absence data of injured persons that was changed or created in PT. To execute the report on a regular
basis, you can schedule jobs in Customizing for SAP EHS Management under -> Incident Management ->
Integration -> Human Resources Integration -> Schedule Jobs for HR Absence Check.

If any absence data was changed or created, the report proceeds as follows:
 For absences that were created as part of an HR absence creation process, the report determines the
relevant process and triggers the automatic assignment of the absences to the corresponding incident
records.
 For all other absences, the report determines the assigned incident records and automatically adapts the
absence data, if possible. If no exact assignment can be determined, it creates a work item to notify the
responsible incident manager of the changes that are required for certain incident records.
Integration for Financial Tracking
During the review and completion step for incident records, you can use financial tracking to track the expenses
and income related to an incident. You can use this function to include financial data from cost collectors that
exist in integrated components:

 Maintenance orders (Plant Maintenance (PM))

 Service orders (Customizing Service (CS))
 Internal orders (Accounting (AC))
To enable access to financial data that is stored in other cost collectors or data sources, you can use the Business
Add-In (BAdI) Integration of Financial Transaction Objects (BADI_EHHSS_FIN_TRANS_OBJ_ADD). This

BAdI is available in Customizing for SAP EHS Management under ->Incident Management Incident
Recording ->Financial Tracking ->BAdI: Integration of Financial Transaction Objects.
You can include financial data from cost collectors that exist in a local system or in a remote system.
Prerequisites
 A financial transaction category exists for each cost collector type that you want to access from the
incident management application. You can define financial transaction categories in Customizing for
SAP EHS Management under ->Incident Management ->Incident Recording Financial Tracking
->Specify Financial Transaction Categories ->.

 An implementation of the BAdI Integration of Financial Tracking Objects

(BADI_EHHSS_FIN_TRANS_OBJ_ADD) exists for each cost collector type that you want to access from
the incident management application. For more information, see the system documentation for this BAdI.

 If you want to access cost collectors that are stored in remote systems, you have set up the integration of
the required systems in Customizing for SAP EHS Management under Foundation for EHS Management
->Integration ->Specify Destinations for Integration ->.

For maintenance orders, service orders, and internal orders, a financial transaction category as well as an active
BAdI implementation is delivered with the standard system.

Features

To track the expenses and income related to an incident by using cost collectors from integrated components, you
can do the following:
 Assign existing cost collectors
You can search for a cost collector that exists in an integrated component and assign it to an incident
record. You can then notify the involved persons.
 Directly create cost collectors in integrated components
You can create a cost collector in an integrated component from within the incident management
application and assign it to the incident record.

The system automatically copies the financial data that is available from the assigned cost collector into the
corresponding fields of the Financial Transactions table. It also adds the cost collector ID as a reference to the
external object.

To update the financial information that has been copied from a cost collector to an incident record, you can use
the Refresh button. The system does not update this information automatically when the cost collector data is
changed.

Activities
To add financial data from an integrated cost collector, you choose the Add pushbutton, then select the required
cost collector type from the list.
The system automatically adds all financial transaction categories for cost collectors to the selection list that is
available from the Add pushbutton.

Incident Workflows and Tasks (EHS-MGM-INC-WF)

Incident Workflows and Tasks (EHS-MGM-INC-
WF)

Processes and Corresponding Workflows

Tasks

Tracking Progress on Tasks

You use processes and their corresponding workflows to help you to carry out your business processes in the
system. Workflows contain a predefined sequence of steps that are either triggered automatically by the system or
manually by the user. In most cases, you are only aware of a process and its workflow when you change the
status of the data record, or explicitly choose the Start Process or Start Step pushbuttons in the system. However,
you can also track processes and the progress made on the sequence of steps in the process progress log.

Integration
The notification processes (see Processes and Corresponding Workflows) use data from integrated systems. For more
information about integration in incident management, see Integration with Other Components.
Prerequisites
Ensure that you have implemented the following prerequisites:
 You configured process definitions in Customizing for SAP EHS Management under→ Incident
Management→ Process Configuration→ Configure Process Definitions.
 You have assigned default roles to workflow tasks in Customizing for SAP EHS Management under
Incident Management ->Process Configuration ->Assign Default Roles to Workflow Tasks ->, or you have
configured the roles manually in the PFTC_CHG transaction.
 You have scheduled jobs to check the status of notifications in integrated systems in Customizing for
SAP EHS Management under ->Foundation for EHS Management ->Integration ->Schedule Jobs for
Notification Status Check
 You have scheduled jobs to check the status of HR absences in the HR system in Customizing for SAP
EHS Management under ->Incident Management ->Integration ->Human Resources Integration ->Schedule
Jobs for HR Absence Check

Processes and Corresponding Workflows

Features
SAP EHS Management is delivered with the following processes and their corresponding workflows. The system is set up to
run processes in parallel and the corresponding workflows in the background. You can adapt and extend processes to match
your business needs.

Processes and Corresponding Workflows

Process Workflows Description More Information
The incident lifecycle process supports you from
Incident lifecycle WS00500001 the initial recording of an incident to the time Incident Recording
when you close the incident data record.
This workflow is the central point for
Dispatcher WS00500006 determining the additional tasks to trigger, for
example, notification via e-mail about a fatality.
You can send inquiries to the people and
organizations involved in an incident to collect
more information. The process starts when you
send the selected forms to the desired recipient.
The system handles generating the form, sending
Inquiries WS00500002 it, and extracting the data from a returned form. Inquiries
You receive a task to evaluate the returned data
in comparison to existing data. Your decision to
keep or reject the returned data causes the system
to automatically transfer the data into the data
record or delete it, respectively.
Notifications WS00500004 You can notify people about work that they need Adding Actions and
WS00500036 to perform in the Plant Maintenance (PM), Notifications
for PM Quality Management (QM), or Customer Service
WS00500037 (CS) components, or notify people when an
for CS incident fulfills certain conditions.
WS00500038 You explicitly start the notification process when
for QM you choose the Start Process button for a
notification to an integrated component, such as
the Plant Maintenance component.
The system also automatically starts the
Processes and Corresponding Workflows
Process Workflows Description More Information
notification process when the incident fulfills
specified conditions, for example, an involved
person was fatally injured.
You can notify stakeholders that a cost collector
has been added to an incident. The system sends
an e-mail with incident information, the internal
order, and the request to invoice and enter all
Notify Involved income and expenses related to this incident to
Person about Cost WS00800022 the mentioned internal order. Financial Tracking
Collectors You manually start the notification process. The
notification process ends once the assigned work
is complete and approved, or once the notified
person confirms that the notification has been
read.
You can start an investigation to find out the root
causes for an incident. The investigation contains Investigation
steps that each represent their own processes. For more information
WS00500031 You can assign steps to other people and execute about the workflow for
(investigation the steps assigned to you directly in the evaluating controls
Incident process) application. You explicitly start the investigation during an investigation,
investigation WS00500032 process or step when you choose the Start see the description in
(investigation Investigation or Start Step pushbutton on the Processes and
step) Investigation tab. The process ends once the Corresponding
investigation steps have been canceled or carried Workflows for risk
out, and you explicitly close or cancel the assessment.
investigation.
You can manually add a report to an incident
data record. The system checks the incident data
record and suggests a corresponding reporting
form, for example, for an injury/illness. When
you add a form, the process starts. In the data
record, you can confirm that reporting is required
and generate the report.
Report generation WS00500051 If you do not manually add a report that is Incident Reporting
required for reporting, the system can also add
the form automatically and sends a task to the
incident manager to determine if the report is
required. The process ends once the form has
been successfully generated or you have
determined that the form is not required for
reporting.
When you are ready to send a generated report,
you can choose the Send pushbutton on the
Reports/Documents tab in incident management.
WS00500034 This starts the report shipment process. If
(shipment) approval of the report is required before you send
Reporting Incident Reporting
WS00500003 it, the system waits until the report has been
(approval) approved. The approval process also supports
you if the report is rejected and must be
regenerated. The reporting process ends once the
report has been successfully sent.
Action WS00500005 You can add an action to an incident data record. Adding Actions and
You explicitly start the action process when you Notifications
choose the Start Process button for an action.
The system uses this workflow to communicate
tasks to the responsible implementer and
approver, if necessary. The action process ends
Processes and Corresponding Workflows
Process Workflows Description More Information
once the assigned work is complete and
approved.
Absence was You can add absences to an incident record that HR Integration for
maintained in HR were maintained in the HR component. The Absence Assignment
system starts the process when a scheduled job
WS00500039
returns an HR absence. The process ends when
you assign the absence to an incident record, or
decide to ignore the absence.
Absence You can notify the HR responsible of an absence HR Integration for
notification to HR entered in an incident record. You start the Absence Assignment
process when you explicitly choose the Create
WS00500040
HR Absence pushbutton. The process ends when
a scheduled job determines that the absence was
entered in the HR system.
You can communicate incident information to the
SAP BusinessObjects Risk Management For more information,
component of GRC solutions, for example, to see Customizing
provide data about losses and loss reductions activities for SAP EHS
associated with incidents on a corporate level.
Communication of
The system checks and determines the relevance Management under
operational incident WS00800036
of the incident data based on settings in the Incident Management
information to GRC
Customizing activity Specify Selection Criteria
for Data Transfer. The workflow then reports the Integration
relevant incident data to GRC using the BAdI
Transfer of Incident Data to GRC GRC Integration .
(BADI_EHHSS_INC_GRC_INT).

Activities

To adapt the existing workflows to your company’s needs, you can perform the following activities:
 Changing workflow templates
 Adapt workflows
For more information, see Customizing under→ SAP EHS Management→ Incident Management→ Process
Configuration→ Adapt Workflows for Incident Management
 Define persons involved in process steps
For more information, see the documentation for the Business Ad-In Definition of Process Steps
(EHFND_ACTION_BADI).

Tasks
In incident management, tasks are used to describe the necessary work to complete a step in a process. The tasks assigned to
you are displayed in the Work Overview. It serves as an inbox where you receive not only tasks, but also notifications.

Features

If you are the assigned processor, you can select the task in your inbox to display the following information:

 Subject of the task

The subject comprises the text entered for the task in the Workflow Builder and specific information from the
incident record, for example, the name of an injured person or a report.

 Due date

You can manually set a due date for actions, notifications, reports, and investigation steps in the application. For
some tasks, the system uses the due date stored for the task in the Workflow Builder or in Customizing. The
following tasks use a due date from the specified source:
 Due Date in Delivered
Process Task Due Date Stored In
System
Inquiries Wait for e-mailed inquiry to be
5 days Workflow Builder
(WS00500002) returned by recipient (step 000020)
Review returned inquiry and decide
Inquiries
whether to transfer data into the 2 days Workflow Builder
(WS00500002)
data record (step 000030)
Customizing for SAP EHS Management

under Incident Management

Report generation See examples delivered
All tasks
(WS00500051) with the standard system
Print Forms and Interactive Forms

Assign Forms to Regulations

Absence notification Wait until the absence was
7 days Workflow Builder
to HR (WS00500040) maintained in HR (step 000157)

 Date that the task was sent

 Priority
 Status
 Task details

The task details contain the text entered for the task in the Workflow Builder and specific information from the
incident record, for example, the name of an injured person or a report. The task details can also contain the
description that the incident manager entered for an action or notification in the application.

Tracking Progress on Tasks

When you work on a data record in SAP EHS Management, you can track the progress of the tasks created for the data record
on the Tasks tab. This enables you to keep track of who is doing what work and monitor the progress made. If necessary, you
can cancel tasks directly on the Tasks tab.

You can also display the process details for a specific task to see the task in the context of its process. the following
information:

 Task subject
 Date and time when the task was sent
 Status of a process step

The status is sometimes Logically Deleted. This means, a user decided that the process step was no longer needed.

 Processor and processor name

You can see whether the processor is a person or the SAP Business Workflow system.

 Comments and attachments

If you are the process administrator, you can access technical information about a task, the workflow log, and the graphical
workflow log from the process details table. You can also print the process details table.

Activities

To display process details, you choose one of the following ways:

 To display the progress of the lifecycle process for a given data record, choose the You can also link in the data
record.
 To display the progress of a process for a specific task, choose the task Process Status link on the Tasks tab for a
given task.
 In incident management, to display the progress of a process for a specific report, choose the Process Status link on
the Reports/Documents tab for a given report.
 More Information

If you are a supervisor or responsible for a business process, you can use task management to monitor and manage tasks.

If you are a process administrator, SAP EHS Management provides advanced tools for tracking processes, their steps, and the
corresponding workflows. You can also specify the processes and process steps that are relevant for monitoring. For more
information about the process administrator, see Process Administrator (for Business Package) or Process Administrator (for
SAP NetWeaver Business Client).

Transferring Incident Data between SAP EHS Management Systems

Prerequisites
The following prerequisites must be met before you proceed with the transfer of incidents:

 If you perform data transfer for a first time, create an LSMW user profile as an initial step by executing the
Maintain Object Attributes step in the LSMW.
 You have specified the following identical data in the source and target systems:
o Plants
o Materials
o Internal and maintenance orders
o Customizing values for all SAP EHS Management activities (including the root cause hierarchy)
 You have configured the source and the target systems to use the same HR data.
 You have specified the same incident BO structure in the source and target systems. This means that if the
incident BO in the source system contains nodes for customer-specific enhancement data, the corresponding BO in the
target system must be enhanced with the same nodes.
 If the source system depends on data that is located in other systems and referred over RFC connections, you
must configure the same RFC connections in the target system. To establish RFC connections, use the following
Customizing activity:  SAP EHS Management Foundation for EHS →Management Integration→ Specify
Destinations for Integration.

Context
As of component extension 3.0 for SAP EHS Management (add-on) you can export incident data to CSV files and then
import these files into a target system. This means that you can transfer, at one go, already defined data for one or more
incidents, for example from a test system to a productive system. The target system, in which you can import the data
is Component Extension for SAP EHS Management (release 3.0 and higher). To import the data files into the target
system, you can use the Legacy System Migration Workbench (LSMW). The specific structure of the incident business
object (BO) and the way, in which the data is stored in it, require that you transfer the incident data in several stages. In
the different stages, you export and transfer data that is needed for the final transfer of incidents to the target system.
Procedure
1. Transferring Location Data
2. Transferring Enhancement Data
3. Transferring Incident Data
4. Transferring Links

Transferring Location Data

Use
To transfer incidents from a target to a source system, you must transfer the location data first. This ensures the correct
handling of locations and preserving the existing relations during the transfer of incidents.

The location data consists of location entries and a location structure (hierarchy) that organizes these entries. When you
transfer location data, you must transfer the location entries first, and then the location structure.

Procedure
Exporting Location Data

To export the location entries from Component Extension for SAP EHS Management to a CSV data file, you can use
the R_EHFND_LOC_TO_CSV report. To export the location structure, you can use
the R_EHFND_LHR_STRUCTURE_TO_CSV report.
1. Start transaction SE38.
2. Execute one of the following reports to export the corresponding data:

o Location entries: R_EHFND_LOC_TO_CSV
o Location structure: R_EHFND_LHR_STRUCTURE_TO_CSV

3. Enter a name for the CSV file.

Optionally, if you export locations, you can select the entries you want to export.

4. Execute the program.

The location data is taken from the BO nodes and then organized in the CSV files. For more information about the

location BO nodes and the stored data, see SAP Note 1733565  .

Importing Location Data

 Locations

To import the locations in Component Extension for SAP EHS Management, you can use the LSMW. When you
import locations, you can use the same data file for multiple imports in the same system. Note that the workbench
performs a check and does not import again already imported locations. However, if an error occurs with any of the
locations, you can fix the error and use the same file to import that location.

 Location Structures

After you import the locations, you can import the location structure using the LSMW. If another location structure
exists in the target system, the system merges both location structures.

 Location Data Revisions

When you update the location data, you can create revisions of a location or a location structure that include the
updated data. The revisions are stored in the system and tagged with the date on which they are created. The
consecutive date tags of the location data revisions span a time interval for the specific revision.

When you export location data, all revisions are exported to the CSV file. Then, when you import the location
structure, the revisions of the location structure are merged into the target system. If the revisions (time intervals) of the
imported structure overlap the revisions of an existing structure, the system merges the structures and creates narrower
revisions. Note that in this case the system merges only the locations that are revised within the newly created interval.
Thus, the imported locations may be transferred into a revision that is different from the original.

Example
You want to transfer LOC_STR_A with a revision that spans from 01.01.2012 to 01.02.2012. This revision features a
location LOC_A, created on 15.01.2012. LOC_STR_B with a revision that spans from 14.01.2012 to 01.02.2012
already exists in the target system. During the transfer, the system merges the structures and creates two new revisions:
01.01.2012–13.01.2012 and 14.01.2012–01.02.2012. The location LOC_A is merged in the newly created revision that
spans from 14.01.2012 to 01.02.2012.
1. Start transaction LSMW and open one of the following project and object, depending on the data you want to
import.
o Locations

Project: LOC_MIGRATION
Object: LOC_IMPORT
o Location Structure

Project: LOC_STR_MIGR
Object: LOC_STR_IMPORT
2. Open the Maintain Fixed Values, Translations, User-Defined Routines process step and enable, or disable
a test data transfer. By setting TEST_RUN you can execute test import into the target system and error proof the real
import at a later stage. Enter Xin the Value field to enable test run.
3. Open the Specify Files process step and provide the import data file.
4. Execute the rest of the import steps in the following order:

a. Assign Files
b. Read Data
c. Display Read Data
d. Convert Data
e. Display Converted Data
f. Start IDoc Generation
g. Start IDoc Processing
h. Create IDoc Overview
i. Start IDoc Follow-Up
a. After executing LSMW project LOC_STR_MIGR, you need to rebuild the location paths as follows:
o Start transaction SE38.

a. Open report R_EHFND_LHR_BUILD_PATH.
b. Select all checkboxes and execute the report.
For more information about the LSMW, see the SAP Library for SAP NetWeaver 7.31 at http://help.sap.com/nw731

  SAP NetWeaver Library: Function-Oriented View  Application Server  Application Server ABAP  Other

Services  Services for Administrators  Legacy System Migration Workbench .

Transferring Enhancement Data

Context
You can transfer incident enhancement data from a source system to a target system using the incident data transfer
procedure. The report that you use to export incident data exports the enhancement data as well. However, before you
execute the report you should specify the BO nodes that contain the enhancement data. This ensures that the data will
be gathered by the report and exported to the CSV file.

Procedure
1. Specify the BO nodes for enhancement data.
Specify the nodes in Customizing under the activity SAP EHS Management Incident management→ General
Configuration→ Specify Export Mapping for Data Transfer.

2. Export and import the enhancement data together with the incident data.
For more information about the procedure, see Transferring Incident Data

Transferring Incident Data

Use
After you transfer the locations data and specify the enhancement data BO nodes, you can proceed with the transfer of
incidents from a source system to a target system. Due to the specifics of the incident lifecycle, some of the objects
within the incident cannot be transferred directly. The following subsections outline the handling of the incident’s
objects during the data transfer.

 Incident and Workflow Statuses

The status of the transferred incident is preserved in the target system. However, the status of its workflows may differ
from the original. Note that the incident workflows are not transferred but new workflows are created in the target
system instead. The bulleted list below outlines the differences in the workflow statuses during the transfer of incidents
with the following statuses:

o New

The main workflow is not transferred. A new workflow for the incident is created and started. A Review and
Complete task is sent to the incident manager.

o In Process

The workflows are not transferred. A new main workflow for the incident is created and started. A Review and
Complete task is sent to the incident manager. If the incident contains any workflows (such as, inquiries, actions,
 notifications, investigations, and so on) with status In Process, corresponding workflows with status New are created.
If the transferred incident contains OSHA or BG regulations, or injured people, report workflows are created for each
of the injured people.

o Closed

The workflows are not transferred. The recurrent actions with status In Process are transferred with status New.
However, only the action definition is editable.

o Void

The workflows are not transferred. New workflows are not created in the target system.

o Reopened

The workflows are not transferred. A new main workflow for the incident is created and started. A Review and
Complete task is sent to the incident manager. If the incident contains any workflows (such as, inquiries, actions,
notifications, investigations, and so on) with status In Process, corresponding workflows with status New are created.

o Incidents without a status.

You cannot export or import incidents without a status.

 Documents, Links, and Reports

All documents (URLs and attachments) in the incident are transferred to the target system. The reports (generated PDF
files) and completed inquiries (with status Reply Received) are transferred to the Documents area of
the Reports/Documents tab.

Note
Inquiries with open workflows are not transferred. Report forms and the corresponding details are not transferred as
well but created anew in the target system.
 Dependent Objects

Objects that depend on external systems, such as investigation notifications or financial transaction orders, are not
transferred directly to the target system. The external dependent objects are transferred only as document attachments
(if available). The system cannot transfer the processes related to these objects.

 Locations Assigned to Incidents

If the transferred incidents comprise location data and if you transferred this data into the target system already, during
the data transfer, the system automatically adds the locations into the incidents. Otherwise, if the location data is not
available in the target system, the incidents are transferred without the corresponding locations and the system displays
the following warning message: Location with key <Location Key> not determined; cannot assign it to the
incident.

 Actions and Tasks

All actions and tasks in the incident (including the actions and tasks created for the dependent objects) are transferred
to the target system. Tasks with status In Process are transferred with status New. The status of all other tasks
(New, Closed, and Void) remains the same during the transfer.

Procedure
Exporting Incidents

To export the incident data from Component Extension for SAP EHS Management, you can use
the R_EHHSS_INC_TO_CSV report.

1. Start transaction SE38.
2. Execute the R_EHHSS_INC_TO_CSV report.
3. Enter a name for the CSV file and select the incidents you want to export.
4. Execute the program.

For more information about the incident BO nodes and the data they store, see SAP Note 1733565  . The incident
data is taken from the BO nodes and then organized in the CSV files.

Importing Incidents

To import the incidents in Component Extension for SAP EHS Management, you can use the LSMW.

1. Start transaction LSMW.
o Project: INC_MIGRATION
o Object: IMPORT_INCIDENT
2. Open the Maintain Fixed Values, Translations, User-Defined Routines process step and enable, or disable
a test data transfer. By setting the TEST_RUN you can execute test import into the target system and error proof the
real import at a later stage. Enter X in the Value field to enable test run.
3. Open the Specify Files process step and provide the import data file.
4. Execute the rest of the import steps in the following order:

a. Assign Files
b. Read Data
c. Display Read Data
d. Convert Data
e. Display Converted Data
f. Start IDoc Generation
g. Start IDoc Processing
h. Create IDoc Overview
i. Start IDoc Follow-Up
For more information about the LSMW, see the SAP Library for SAP NetWeaver 7.31
at http://help.sap.com/nw731→SAP NetWeaver Library: Function-Oriented View→ Application
Server→ Application Server ABAP→ Other Services→ Services for Administrators→ Legacy System
Migration Workbench.

Transferring Links
Use
As a final step of the incident transfer, you should transfer the links between the incidents. To do that, make sure that
the linked incidents are already transferred into the target system. The link is not transferred if any of the incidents is
missing.

Note
LSMW cannot transfer links between incidents and risk assessments.
Procedure
Exporting Links

To export links from Component Extension for SAP EHS Management, you can use
the R_EHHSS_INC_LINKI_TO_CSV report.

1. Start transaction SE38.
2. Execute the R_EHHSS_INC_LINKI_TO_CSV report.
3. Enter a name for the CSV file and choose Execute.

For more information about the link BO node and the data stored in it, see SAP Note 1733565  . The link data is
taken from the BO node and then organized in the CSV file.

Importing Links
 To import the links into component extension for SAP EHS Management, you can use the LSMW.

Note
Before you proceed with the transfer of the links, you must specify an RFC connection to the source system in the
LSMW.
1. Start transaction LSMW.

o Project: INC_MIGRATION
o Object: EHSM_LINK_MIGR
2. Open the Maintain Fixed Values, Translations, User-Defined Routines process step and enable, or disable
a test data transfer. By setting TEST_RUN you can execute test import into the target system and error proof the real
import at a later stage. Enter Xin the Value field to enable test run.
3. Open the Specify Files process step and provide the import data file.
4. Execute the rest of the import steps in the following order:

a. Assign Files
b. Read Data
c. Display Read Data
d. Convert Data
e. Display Converted Data
f. Start IDoc Generation
g. Start IDoc Processing
h. Create IDoc Overview
i. Start IDoc Follow-Up
For more information about the LSMW, see the SAP Library for SAP NetWeaver 7.31 at http://help.sap.com/nw731

  SAP NetWeaver Library: Function-Oriented View  Application Server  Application Server ABAP  Other

Services  Services for Administrators  Legacy System Migration Workbench .

Transferring Incident Data from Non-SAP Systems

Use
Component Extension 3.0 for SAP EHS Management enables you to import incident data that was exported from a
source, non-SAP system to commonly accepted CSV files. To import the CSV files, you can use the LSMW.

Prerequisites
The following prerequisites must be met before you proceed with the transfer of incidents from an external system to
component extension for SAP EHS Management:

 If you perform data transfer for a first time, create an LSMW user profile as an initial step by executing
the Maintain Object Attributes step in the LSMW.
 If you used any of the objects below in the incidents you want to import, specify these objects in the target
system:
o Plants
o Materials
o Internal and maintenance orders
 In the target system or in the HR system used by the target system, you have specified the information about
people included in the incidents.
 You have aligned the incident BO in the target system with the structure of the CSV file. This also means that
if the CSV file contains customer-specific enhancement data, you must enhance the BO in the target system with the
corresponding enhancement nodes.
 If the source system depends on other systems’ data via connections, in the target system, you must configure
RFC connections to these systems. To establish RFC connections, use the following Customizing activity:  SAP EHS
Management Foundation for EHS Management  Integration  Specify Destinations for Integration .

Procedure
Structuring the CSV Files
Before you transfer the incident data, you must make sure that the CSV file is structured in a way that the LSMW can
read and transfer to the incident BO in the target system. This means that, as a prerequisite, you must maintain the file
structure and adapt (if necessary) the mapping between the data in the file and the BO fields in LSMW.
Note
When you import incidents and you want to assign to these incidents locations that already exist on the target system,
in the CSV file that comprises the incidents data, you can enter the location IDs from the target system, in the
fields LOC_ROOT_KEY_REF.
For more information about the structure of the location-related files and the BO fields in LSMW, refer to the

following SAP Note: 1812016  .

For more information about the incidents file structure and the BO fields in LSMW, refer to the following SAP

Notes:1733565  .

Transferring Incidents
Similarly to the transfer of incidents between component extension for SAP EHS Management systems (Transferring
Incident Data between Component Extension 3.0 Systems), you should transfer incident data from third party systems
in several stages. In the different stages, you transfer data that is needed for the final transfer of incidents to the target
system. For more information about the data import using LSMW, see the import sections of the following procedures:

1. Transferring Location Data

2. Transferring Incident Data
3. Transferring Links

More Information
For more information about the LSMW, see the SAP Library for SAP NetWeaver 7.31 at http://help.sap.com/nw731

  SAP NetWeaver Library: Function-Oriented View  Application Server  Application Server ABAP  Other

Services  Services for Administrators  Legacy System Migration Workbench .

Next Steps
For more information about the LSMW, see the SAP Library for SAP NetWeaver 7.31
at http://help.sap.com/nw731→SAP NetWeaver Library: Function-Oriented View  Application
Server→  Application Server ABAP→ Other Services→ Services for Administrators→  Legacy System
Migration Workbench 

Analytical Reporting

Generating Spreadsheet Reports

DataSources

Analytical Reporting
You can use this function to generate analytical reports that provide an overview of incident-specific data and general
process data. SAP BusinessObjects Dashboards and SAP Business Explorer (BEx) reports available through SAP
NetWeaver business intelligence (BI) solutions help you to analyze incident-related processes and key figures within your
company:

 Dashboards provide a graphical overview of key incident statistics and can display key figures, such as the Lost
Time Case Rate (LTCR). You can use dashboards to monitor and analyze the processes running in SAP EHS
Management.

 You can use multidimensional BI reports to analyze incident information in more depth, for example, if you want to
perform a root cause analysis.

For more information about where to find the documentation for BI content and important implementation information, see
Analytical Reporting.
If you do not use the BI solutions, you can still generate analytical reports in a spreadsheet. For more information, see
Generating Spreadsheet Reports.

Features
 Limits for incident key figures

To compare the results of analytical reporting for incidents to company-specific requirements, you can define limits
for incident key figures. The limits are displayed in the Lost Workdays and Incident Statistics and Incident Key
Figures dashboards as a red line through the graphic. You can specify limits from the Analytical Reports Launchpad
(in the Health and Safety work center of the application).

Generating Spreadsheet Reports

If you do not use SAP NetWeaver Business Warehouse (SAP NetWeaver BW), you can generate analytical reports using a
spreadsheet application.

RECOMMENDATION

Spreadsheet reporting is only possible for a limited number of incidents, for example, circa 5,000 incident data records.
However, this number depends on the complexity of the data and customer-specific needs. If you need to generate reports for
a large number of incidents, we recommend you use SAP NetWeaver BW to support you in analytical reporting.

Prerequisites
 You are authorized to use the report All Incidents as XML (R_EHHSS_ALL_INC_TO_XML).

 You are authorized to configure the report Launchpad.

Procedure
Set up Data Transfer
1. Define a variant of the report All Incidents as XML (R_EHHSS_ALL_INC_TO_XML) to generate an XML file that
contains the relevant incident data.

2. Define a variant of the report All Incidents as XML (R_EHHSS_ALL_INC_TO_XML) to download the XML file
into a specified directory.

RECOMMENDATION

We recommend you use a directory with restricted access so that only authorized users can open the XML file.

3. Start transaction sm36 to schedule the regular execution of these report variants as a background job.

Prepare Data in Spreadsheet Application

1. Open the XML file in a spreadsheet application.

2. Select the data that you want to use for analytical reporting.

3. Edit the spreadsheet format as required.

4. Store the spreadsheet as required, or to make the spreadsheet available in the report launchpad, see section Publish
Spreadsheet in Report Launchpad (Optional).

Publish Spreadsheet in Report Launchpad (Optional)

1. Start transaction se80 and add the spreadsheet file to the MIME Repository.

2. In Customizing for SAP EHS Management under→ Incident Management→ Analytical Reporting→ Configure
Report Launchpad→ configure a URL application that references the spreadsheet file in the MIME Repository. For
more information about report Launchpad’s, see Launchpad.
DataSources
A DataSource is a set of fields that provide the data for a business unit for data transfer. From a technical perspective, the
DataSource is a set of logically-related fields that are provided to transfer data to SAP NetWeaver BW and the operational
data provider in the backend either in a flat structure (extraction structure) or in multiple flat structures (for hierarchies).

More Information
 DataSource

 Data Staging

 Operational Data Provider

DataSources

Actions

Assets

Financial Transactions

HCM Data

Incidents (Group Data)

Incident Master Data

Injuries

Investigations

Notices of Violation

Releases

Risk Matrix

Texts for Action Category

Texts for Action Effectiveness

Texts for Action Origin

Texts for Action Priority

Texts for Action Protection Goal

Texts for Action Recurring Frequency

Texts for Action Status

Texts for Action Type

Texts for Release Affected Land Type

Texts for Asset Types

Texts for Body Side

Texts for Boolean Control

Texts for Causes of Death

Texts for Equipment Type

Texts for Estimated Risk Type

Texts for Financial Transaction Category

Texts for Financial Transaction Type

Texts for Gender

Texts for Incident Category

Texts for Incident Group

Texts for Incident Location Type

Texts for Incident Risk Matrix Type

Texts for Incident Risk Matrix: Affected Area

Texts for Incident Risk Matrix: Duration

Texts for Incident Risk Matrix: Frequency

Texts for Incident Risk Matrix: Likelihood to Reoccur

Texts for Incident Risk Matrix: Rating

Texts for Incident Risk Matrix: Severity

Texts for Incident Status

Texts for Injured Body Part

Texts for Injured Person Incident Type

Texts for Injury/Illness Classification

Texts for Injury/Illness Designation

Texts for Injury/Illness Type

Texts for Investigation Status

Texts for Involved Person Group

Texts for Location of Death

Texts for Marital Status

Texts for Material Disposal Method

Texts for Material Disposal Site

Texts for Material Recovery Method

Texts for Near Miss Group

 Texts for Near Miss Risk Type

Texts for Physical State of Released Material

Texts for Property Type

Texts for Release Size

Texts for Release Type

Texts for Role of Involved Person

Texts for Root Cause

Texts for Root Cause Type

Texts for Safety Observation Group

Texts for Shift

Texts for Tristate Control

Texts for Vehicle Type

Texts for Violation Category

Texts for Violation Source

Texts for Violation Type

Texts for Waste Type

Technical Solution Information

Home Pages
Worklist CHIP
Definition
This CHIP allows you to quickly access the workflow tasks that you have been assigned. A list of task types
based on the task description of each assigned workflow entry is displayed. The number of tasks assigned to you
of this type is displayed in parentheses.

Features
 If you select a task type, a list of all tasks assigned to you of this type is displayed.
 You can hover over a task to display a quick-view dialog with detailed information on the task.
 You can click the relevant link in the task table to directly open a work item and complete it.
This worklist does not contain all possible features but is the type of worklist that the vast majority of users
require. If you require further workflow features, for example, forwarding or resubmitting a workflow item,
this CHIP allows you to open an advanced worklist using the menu icon.

Definition
The home page is the first page that is displayed and it summarizes the most important information for your day-
to-day business. Home pages are designed to ease the work of persons with the following roles:

 Corporate Health and Safety Manager

 Hazardous Substance Manager
 Incident Manager
 Industrial Hygienist
 Sampling Technician

The content of a home page is role dependent and can be tailored to the needs of your role. As the starting point
for your daily business, it contains the most important information for your role, and allows you to branch into
work processes.

Features
The home page consists of content blocks known as CHIPs that you can collapse or rearrange. Using
the Personalize function, you can add or remove CHIPs. In the standard delivery, your home page is arranged in
a three-column layout as follows:
 Navigation: The first column facilitates your daily work as you can use it to navigate directly to tasks,
reports, or services.
 Information: The second column provides important information such as the workforce assigned to your
location, or any risks or incidents at your location or its sublocations.
 Collaboration: The third column allows you to view, create, or reply to feed entries, and to communicate
using SAP Jam.
Using the Customizing feature, the administrator can edit the page settings or layout.

More Information
For more information about SAP Jam, see SAP Library for SAP NetWeaver under→ Platform 7.4 →Social
Media Integration.
For more information about what your administrator can do using the Page Builder, see SAP Library for SAP
NetWeaver under→ Platform 7.4 →Creating Mashups with the Page Builder → Creating Pages with the Page
Builder.

Services CHIP
Definition
You can use this CHIP to navigate directly to the most important menu items and services for your role.
Features
You can hide menu items that you do not frequently use by right-clicking the menu item, choosing User Settings, and
then choosing Hide.
 Risks CHIP
Definition
This CHIP displays the main risks at your chosen location and its sublocations.
Features
 The risks can be sorted according to hazards, risk level, or agents.
 You can click a segment of the chart to display further information about the risks and then navigate directly
to the risk by clicking the relevant link in the table below the chart.
 If you use this CHIP on your home page, information about the location that you have set as My Location and
its sublocations is automatically displayed. If you use this CHIP on the Location side panel, information about
the currently displayed location is shown. If you use this CHIP on the dashboard for the health and safety
overview, information about the selected location and its sublocations is displayed.

Constraints

 The number of risks displayed in the chart is the total number of risks regardless of whether or not you are
authorized to view the risk details. In the table below the chart, details of only those risks that you are authorized to
view are displayed. If risks are omitted from the detailed list, a text is displayed informing you that you are not
authorized to view the detailed information about these risks.
 This CHIP only displays risks at locations with the status active or inactive. Therefore, if you choose to display the
side panel showing additional information about a location with the status new or historic, no data will be
available.

Safety Instructions CHIP

Definition
This CHIP displays the safety instructions that are relevant to chemicals at your chosen location.

Features
 You can choose to show the safety instructions for your location only or to include all sublocations.
 You can choose the Show Other Languages pushbutton to display the safety instructions in other languages.
 You can click the document name to open it directly from this CHIP.

Approved Locations and Usages (List) CHIP

Definition
This CHIP displays the locations, methods of use, and purposes that have been approved for this chemical.

Features
You can navigate directly to the location by clicking the name of the location.

Incidents CHIP
Definition
This CHIP displays any reported incidents at your chosen location and its sublocations.

Features
 You can use the dropdown list to select the period of time to be displayed.
 You can click a bar in the chart to display more information about the incidents.
 You can navigate directly to an incident by clicking the relevant link in table below the chart.
 If you use this CHIP on your home page, information about the location that you have set as My Location and
its sublocations is automatically displayed. If you use this CHIP on the Location side panel, information about the
currently displayed location is shown. If you use this CHIP on the dashboard for the health and safety overview,
information about the selected location and its sublocations is displayed.

Constraints
 The number of incidents displayed in the chart is the total number of incidents regardless of whether or not
you are authorized to view the incident details. In the table below the chart, details of only those incidents that you are
authorized to view are displayed. If incidents are omitted from the detailed list, a text is displayed informing you that
you are not authorized to view the detailed information about these incidents.
 This CHIP only displays incidents at locations with the status active or inactive. Therefore, if you choose to
display the side panel showing additional information about a location with the status new or historic, no data will be
available.

Approved Chemicals CHIP

Definition
This CHIP displays the chemicals that have been approved at your location and its sublocations.

Features
 You can use the dropdown list to choose the relevant classification.
 Clicking a segment of the chart displays more information about the approved chemicals.
 If you use this CHIP on your home page, information about the location that you have set as My Location and
its sublocations is automatically displayed. If you use this CHIP on the Location side panel, information about the
currently displayed location is shown. If you use this CHIP on the dashboard for the health and safety overview,
information about the selected location and its sublocations is displayed.

Constraints
 The number of chemicals displayed in the chart is the total number of chemicals regardless of whether or not
you are authorized to view the chemical details. In the table below the chart, details of only those chemicals that you
are authorized to view are displayed. If chemicals are omitted from the detailed list, a text is displayed informing you
that you are not authorized to view the detailed information about these incidents.
 This CHIP only displays chemicals approved at locations with the status active or inactive. Therefore, if you
choose to display the side panel showing additional information about a location with the status new or historic, no
data will be available.

Assigned Workforce CHIP

Definition
This CHIP displays the proportion of workforce assigned to different positions at your chosen location and its
sublocations. By looking at this overview, an Industrial Hygienist, for example, can decide whether a Job Hazard
Analysis for a certain position should be done.

Features
 By clicking a segment of the chart, you can open a detailed list of the persons assigned to this location.
 If you select Valid Assignments Only from the dropdown list, the system only displays the people that are
currently assigned to that location. If you select All Assignments from the dropdown list, the system displays anyone
that has ever been assigned to that location.
 If you use this CHIP on your home page, information about the location that you have set as My Location and
its sublocations is automatically displayed. If you use this CHIP on the Location side panel, information about the
currently displayed location is shown. If you use this CHIP on the dashboard for the health and safety overview,
information about the selected location and its sublocations is displayed.

Constraints
This CHIP only displays workforce that is assigned to a location with the status active or inactive. Therefore, if you
choose to display the side panel showing additional information about a location with the status new or historic, no
data will be available.

Analytics CHIP
Definition
You can use this CHIP to navigate to dashboards and reports that are relevant to your role.

Features
You can hide reports and dashboards that you do not frequently use by right-clicking the menu item, choosing User
Settings, and then choosing Hide.
-- Archiving - OLD
Archiving Incident Records (EHS-MGM)

Application-Specific Customizing

Variant Settings for Archiving (EHS-MGM)

Archiving Incident Records (EHS-MGM)

You archive incident records by using the archiving object EHHSS_INC.

You can use this archiving object to archive all incident records that meet the following criteria:

 All processes for getting more information using inquiries or for requesting work using actions and notifications
have been completed for the incident record.

 The incident record status is set to Closed or Void.

 The retention period has expired.

During incident archiving, the system determines all relevant incident records and stores them in an archive file. In a follow-
up process, it deletes the archived incident records from the database.

You can no longer change an incident record after it has been deleted from the database.

You can access the archiving functions from Archive Administration. From the SAP Easy Access screen, choose Tools

Administration Data Archiving (transaction SARA) and specify the archiving object EHHSS_INC.
Structure
Tables
This archiving object supports the archiving and deleting of data from different tables.

Programs
The archiving object provides the following programs:

Action Program Description

Determines the archivable incident records according to the
R_EHHSS_INC_ARCH_P
Preprocessing RE specified selection criteria and changes their status to Archiving
in Progress.
Determines the archivable incident records according to the
specified selection criteria, taking into account only those
R_EHHSS_INC_ARCH_
Archiving WRI
records with the status Archiving in Progress. Stores the
selected incident records in an archive file and changes their
status to Archived.
R_EHHSS_INC_ARCH_D
Deleting EL Deletes the archived incident records from the database.
Additionally, you can use the Management and Read functions to display details for archiving sessions and archive files, or
to evaluate the contents of an archive file.

Authorization for all archiving programs is controlled using the authorization object S_ARCHIVE.

Classes
The archiving object uses the following classes:

 Object-specific archiving class CL_EHHSS_INC_ARCH_GENERATOR to ensure that all incident records are
archived together with their related business object

 Archiving class CHANGEDOCU (table CDCLS / CDHDR) for change documents.

Integration
Displaying Archived Incident Records
You can either search for and display archived incident records from the incident management application or use the archive
information system to access archived data. To access archived incident records from the archive information system, you
can use the information structures EHHSS_INC_INFS3, which are based on the field catalog EHHSS_INC.

You archive incident records by using the archiving object EHHSS_INC.

You can use this archiving object to archive all incident records that meet the following criteria:

 All processes for getting more information using inquiries or for requesting work using actions and notifications
have been completed for the incident record.

 The incident record status is set to Closed or Void.

 The retention period has expired.

During incident archiving, the system determines all relevant incident records and stores them in an archive file. In a follow-
up process, it deletes the archived incident records from the database.

You can no longer change an incident record after it has been deleted from the database.

You can access the archiving functions from Archive Administration. From the SAP Easy Access screen, choose Tools

Administration Data Archiving (transaction SARA) and specify the archiving object EHHSS_INC.
Structure
Tables
This archiving object supports the archiving and deleting of data from different tables.

Programs
The archiving object provides the following programs:

Action Program Description

Determines the archivable incident records according to the
R_EHHSS_INC_ARCH_P
Preprocessing RE specified selection criteria and changes their status to Archiving
in Progress.
Determines the archivable incident records according to the
specified selection criteria, taking into account only those
R_EHHSS_INC_ARCH_
Archiving WRI
records with the status Archiving in Progress. Stores the
selected incident records in an archive file and changes their
status to Archived.
R_EHHSS_INC_ARCH_D
Deleting EL Deletes the archived incident records from the database.
Additionally, you can use the Management and Read functions to display details for archiving sessions and archive files, or
to evaluate the contents of an archive file.

Authorization for all archiving programs is controlled using the authorization object S_ARCHIVE.

Classes
The archiving object uses the following classes:

 Object-specific archiving class CL_EHHSS_INC_ARCH_GENERATOR to ensure that all incident records are
archived together with their related business object

 Archiving class CHANGEDOCU (table CDCLS / CDHDR) for change documents.

Integration
Displaying Archived Incident Records
You can either search for and display archived incident records from the incident management application or use the archive
information system to access archived data. To access archived incident records from the archive information system, you
can use the information structures EHHSS_INC_INFS3, which are based on the field catalog EHHSS_INC.

More Information

For more information about data archiving see the SAP Library for SAP NetWeaver 7.0 at http://help.sap.com/nw70

SAP NetWeaver SAP NetWeaver by Key Capability Solution Lifecycle Management by Key Capability

Data Archiving

Archiving Incident Records (EHS-MGM)

You archive incident records by using the archiving object EHHSS_INC.

You can use this archiving object to archive all incident records that meet the following criteria:

 All processes for getting more information using inquiries or for requesting work using actions and notifications
have been completed for the incident record.

 The incident record status is set to Closed or Void.

 The retention period has expired.

During incident archiving, the system determines all relevant incident records and stores them in an archive file. In a follow-
up process, it deletes the archived incident records from the database.

You can no longer change an incident record after it has been deleted from the database.

You can access the archiving functions from Archive Administration. From the SAP Easy Access screen, choose Tools

Administration Data Archiving (transaction SARA) and specify the archiving object EHHSS_INC.

Structure
Tables
This archiving object supports the archiving and deleting of data from different tables.

Programs
The archiving object provides the following programs:

Action Program Description

R_EHHSS_INC_ARCH_P Determines the archivable incident records according to the specified selection criteria and
Preprocessing
RE changes their status to Archiving in Progress.
Determines the archivable incident records according to the specified selection criteria, taking
R_EHHSS_INC_ARCH_
Archiving into account only those records with the status Archiving in Progress. Stores the selected
WRI
incident records in an archive file and changes their status to Archived.
R_EHHSS_INC_ARCH_D
Deleting Deletes the archived incident records from the database.
EL
Additionally, you can use the Management and Read functions to display details for archiving sessions and archive files, or
to evaluate the contents of an archive file.

Authorization for all archiving programs is controlled using the authorization object S_ARCHIVE.

Classes
The archiving object uses the following classes:

 Object-specific archiving class CL_EHHSS_INC_ARCH_GENERATOR to ensure that all incident records are
archived together with their related business object

 Archiving class CHANGEDOCU (table CDCLS / CDHDR) for change documents.

Integration
Displaying Archived Incident Records
You can either search for and display archived incident records from the incident management application or use the archive
information system to access archived data. To access archived incident records from the archive information system, you
can use the information structures EHHSS_INC_INFS3, which are based on the field catalog EHHSS_INC.

More Information

For more information about data archiving see the SAP Library for SAP NetWeaver 7.0 at http://help.sap.com/nw70

SAP NetWeaver SAP NetWeaver by Key Capability Solution Lifecycle Management by Key Capability

Data Archiving

Enterprise Services
EHS Incident Processing
The processing of EHS incidents.
Technical Data
Entity Type Process Component
Software Component Version ESM EHSM 200
Business Context and Use
This process component is used to record data about an incident (including near misses and safety observations) and to
perform actions on the incident, such as submit the data for further processing.

The EHS Incident Processing process component supports organizations in recording incidents to help them achieve their
goals of protecting people, assets, and the environment from danger, damage, and exposure at the workplace or while
traveling to and from the workplace. This process component enables a user or a third-party application to quickly capture
the initial information about an incident, which an expert, such as an incident manager, later reviews and completes. The
incident manager also uses the initial information as the basis for investigating incidents and to plan tasks for preventing
future incidents.

In the EHS Incident Processing process component, you can create the EHS Incident to collect basic information about the
incident. You can add more information to the EHS incident, such as the people or organizations involved in the incident,
any environmental release data, and attachments, before finalizing the data that you submit for further processing.

Notes on SAP Implementation

This process component enables creation of an incident record with initial incident data and the triggering of the incident
lifecycle workflow to further process the data in the incident management component (EHS-MGM-INC) of SAP
Environment, Health, and Safety Management (SAP EHS Management).

More Information
The existing process component Occupational Incident Processing for recording information for SAP EHS Management as
part of SAP ERP is still supported. However, if you use the component extension for SAP EHS Management, only this
process component supports you in recording incidents for the component extension for SAP EHS Management.

EHS Incident

Manage EHS Incident In

Action EHS Incident In

Manage EHS Incident In

An interface to manage EHS incidents.

Technical Data
Entity Type Service Interface
Category A2X
Direction inbound
Business Context and Use
You can use the services of the Manage EHS Incident In service interface to enable a user or a third-party application to
record basic information about an EHS incident as well as the involved people or organizations, environmental releases, and
attachments. The service interface uses the business object EHS Incident to record the data.

The service operations of this interface are involved in step one and two of the following process of recording initial incident
information:

1. (Required) Create the EHS incident and provide basic information (Create EHS Incident)

2. (Optional) Add information about involved people, environmental releases, and attachments (Create EHS Incident
Involved Party, Create EHS Incident Release, and Create EHS Incident Attachment Folder)

3. (Required) Finish recording information and submit the incident for further processing (Finalize, a service operation
of the Action EHS Incident In service interface)
Notes on SAP Implementation
The service operations for this service interface are designed as idempotent services. For more information, see Idempotency.

Ensure that you have made settings in Customizing under Cross-Application Components Processes and Tools

for Enterprise Applications Enterprise Services General Settings for Enterprise Services Define Settings

for Idempotent Services .

If you use incident management for further processing, there are settings defined in the standard system for field control that
can affect what a user sees in the incident data record. This means, the EHS Incident business object allows you to store data
recorded with the services of this interface. However, after you use the Finalize Initial Creation EHS Incident service
operation, the field control settings may hide the corresponding field in the incident data record. For more information about

the field control settings, see Customizing for SAP EHS Management under Foundation for EHS Management

General Configuration Specify Field Control

Action EHS Incident In

An interface to perform actions on EHS incidents.

Technical Data
Entity Type Service Interface
Category A2X
Direction inbound
Business Context and Use
You can use the service of the Action EHS Incident In service interface to perform actions on the EHS incident that you
created using the Create EHS Incident service operation of the Manage EHS Incident In service interface.

The service operation of this interface is involved in the third step of the following process of recording initial incident
information:

1. (Required) Create the EHS incident and provide basic information (Create EHS Incident, an operation of Manage
EHS Incident In)

2. (Optional) Add information about involved people, environmental releases, and attachments (Create EHS Incident
Involved Party, Create EHS Incident Release, and Create EHS Incident Attachment Folder, operations of Manage
EHS Incident In)

3. (Required) Finish recording information and submit the incident for further processing (Finalize)

More Information
The service operations for this service interface are designed as idempotent services. For more information, see Idempotency.

Integration with other SAP functions

Integration of SuccessFactors Employee Center with SAP Environment, Health and Safety
Management

This section describes how to use Employee Central (EC) employee data in SAP Environment, Health and Safety
Management (EHSM) system.

SAP Environment, Health and Safety Management is a Part of SAP ERP that provides functionality related to Product
Safety, Dangerous Goods Transportation, Occupational Health or Industrial Hygiene and Safety.

Some SAP EHSM business processes need employee data. You can manage employees in Cloud HCM core system
Employee Central and use these employee data in SAP EHSM.
This provided below example considers  using of SF EC employee data with EHSM Incident Management.

EHSM IM is used to record initially and then review and complete incidents, safety observations, and near misses to fulfill
the environment, health, and safety (EHS) requirements.
The EHSM IM processes: “Report an Incident” and “Review and Complete an incident Record” need the employee data.

To use the EC employee data in EHSM you need to replicate global employee data (mini master) from EC into
ERP.

You can leverage the prepackaged Integration “Replicating Employee Master Data from Employee Central to SAP
ERP” to replicate the employee data to SAP ERP infotypes.
The Prerequisites are described in SAP note 2186235.

The prepackaged integration supports replication of the EC employee data into an SAP ERP Infotypes 0001, 0002,
0006, 0007, 0021, 0105 (subtype 0010 E-Mail). These data can be used by EHSM.
Additional employee data:
 The OM fields of IT 0001 can be updated from the OM with PA/PD Integration. The OM assignments
(IT1001) can be populated from EC to ERP OM with Employee Org Assignment integration: see details in
Integration Guide „Replicating Organizational Data from Employee Central to SAP ERP “.
 The Time Management infotypes 2001, 2002 and 2003 are not supported by the prepackaged integration if
ERP HCM Time Management is used. These infotypes can be maintained in SAP ERP system directly or via
available ESS services enabled in EC.
 The country specific infotypes (e.g. IT0013) can be maintained with the mashups: see Integration Guide
“Employee Master Data to SAP ERP”.
 You need to assign the user to PERNR in infotype 0105 if the user should create Incidents using his employee
data.

As option you could use the IDM integration for the user assignment.

Required setup:
 The EHSM is configured in ERP. The user is assigned to the EHSM roles.
 The prepackaged integration for Employee master data is configured.

How does it work?

Employee is hired and managed in EC.

The employee data are replicated into the ERP system with prepackaged integration.
The system user of Dilan Black is assigned to his PERNR in ERP Infotype 105 (optional).
Employee Dilan Black creates incident in EHSM IM:

1. Dilan Black launches SAP NetWeaver Business Client to create a new incident.

 
2. He clicks on “Report Incident – Simplified” for starting UI for the new Report Incident.
 
3. Dilan uses “Choose me” function in area “Who was injured” to assign own employee data. He can also click on
“Choose from Address Book” to assign any other employees, whose data are replicated from the EC.

  
4. In the next steps Dilan can generate regulation reports using his employee data.
The report forms e.g. for OSHA report are provided by the SAP EHSM Incident Management.

Further information is available in SAP Help portal:

 Prepackaged employee master data replication:  http://help.sap.com/hr_integration -> SuccessFactors and SAP
ERP: Core Hybrid HCM
 EHSM documentation in http://help.sap.com/ehs.

Integration with Plant Maintenance

Incident/Accident log - plant maintenance notification

In the incident accident log, from the safety measures screen, there is provision given to raise "os ihs notification" for
the technical safety measures suggested. where this would be required as the user department (production department)
normally raises breakdown notifications if there is damage to any equipment in an incident.
The facility to create PM notifications from EH&S workbench has been provided for separately tracking EH&S safety
measures as deemed by various EH&S departments in organizations. This helps in determining the KPI's and KRA's of
the EH&S management in an enterprise. The notification gets created with separate notification type i.e. OS in SAP
R/3 which communicates through SAP EH&S through function module "REHS_GET_ACTIONS_FROM_PM". This
updates the status of the notification in EH&S. So, for a EH&S representative in an organization, getting a report of
what all EHS notifications are open for action, is quite handy to plan his follow-up and reporting. Moreover, it's not
always the case that notifications are raised for only breakdown of the equipment. It can be more elementary such as
some gasoline spill have occurred out of an incident. In this case person reporting the event would like to list safety
measure for cleaning the pump area and tightening the leaking flange for arresting the leak. The first would amount to
triggering notification to the housekeeping dept. by specifying the relevant person responsible, and the second would
trigger the notification to the maintenance dept. for flange tightening.

es you are right to some extent. If any organization has a good EHS management practice in place, there should be a
separated KPI's and KRA's set for reducing Incidents / Accidents. For achieving the same, there should be separate
type of notification configured for activities/jobs related to Incidents/Accidents.As part of best business practices, plant
personnel (including production) people should be trained to always generate PM notifications from safety measure of
an Incident / Accident being reported , so as to have a separate tracking for the same. This not only helps in tracking
and reporting, but also would help in long way to avoid its re-occurence by pro-actively working on any faults let's say
in case of a near miss incident.

Just to add to what Pavan said, Production dept. carries out Risk Assessment for work areas based on the exposure
profile for the agents for that work area.. They identify a Risk associated with that work area and to prevent any
incident / Accident happeing from that identified risk, a safety measure is also identified. So, for that safety measure a
notification will be raised from EHS work bench to maint. dept. This will help in preventing any incident / accidnet
happening.