Auckland Transport

HS16-01 Measuring and Monitoring Health and

Safety Performance
(Procedure uncontrolled when printing)

Relating to Standard: HS16 Measuring and Monitoring

H&S Performance, and HS13 Incident Management

December 2016

Health and Safety-Procedure-HS16-01 Measuring & Monitoring Health & Safety Performance
 Contents
1 Background and Purpose .............................................................................................................................. 3
2 Scope .............................................................................................................................................................. 3
3 Procedure........................................................................................................................................................ 3

OPTION 1: Exposure hours at locations for which there is a time and attendance system .. 10
OPTION 2: Using SAP HR Master Data for salaried exposed hours .................................... 11
OPTION 3: Exposure hours for divisions not using SAP HR data or a Time and Attendance
system. ........................................................................................................................ 11

4 Responsibilities ............................................................................................................................................ 15

Chief Executive ...................................................................................................................... 15

Managers ............................................................................................................................... 15
Group Manager - Health and Safety, Health and Safety Managers ...................................... 15
5 Other Information ......................................................................................................................................... 15
6 Document Control ........................................................................................................................................ 15

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 1 Background and Purpose
The purpose of this procedure is to outline the process for Health and Safety (H&S) performance
management, reporting and review of incidents and to ensure consistent processes and definitions
are applied.

2 Scope
This procedure applies to all Auckland Transport (AT) and suppliers who undertake operational
activities on behalf of AT.

3 Procedure
Performance Reporting
AT will regularly monitor its H&S performance to ensure it is on track to meet both its H&S Policy
expectations and its long term strategy for H&S. Performance management, reporting and review is
also important to ensure annual H&S plans are being delivered against.
To monitor its performance AT will, collect data and use it to inform all levels of the business on
progress. To this end AT has nominated a suite of indicators that will be used for this reporting.
These measures will be a mixture of lead and lag indicators and are chosen to provide indications of
either improvement or deteriorating performance, or track inputs into safety programmes, or to
provide an analysis of safety performance.

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 The standard AT used performance indicators are as follows:

Measure Description Lead/Lag Purpose

 Fatal Lag Provides information on the severity of an

indicator event based on the type of treatment
 Serious Harm received (first-aid, Medical Treatment), the
need to have time off (Lost Time Injury) or
 Lost Time Injury
against the regulator guidelines for
Injury Type  Restricted Work notifiable injury (Serious Harm).
Injury

 Medical Treatment

 First Aid

Lag Indicates events that did not result in injury

Incident Type  Near Miss
indicator but which have potential to result in injury.

 Lost Time Injury Lag A measure that indicates safety

Frequency Rate indicator performance for a business determined by
Frequency (LTIFR) how many events have occurred for the
Rate hours worked. Frequency rates are best
 Total Recordable used for determining if performance is
Incident Frequency getting better or worse.
Rate (TRIFR)

 Audit results Lead Provides a measure of preparedness to

Results Indicator manage H&S.
 Inspection results

 Number of Lead Helps ensure follow-up occurs post incident

Corrective Actions Indicator investigation.
open
Corrective  Number of
Actions Corrective Actions
greater than 90
days past their
close date

 Status on Critical Lead Track implementation of Critical Risk

Risk work Indicator controls and bowties. Create transparency
Critical Risks
of significant hazards and the level of risk
and Hazard  New Significant exposure. Give Executive and board
Hazards Identified opportunity to provide resources if required.

 Tracking the Lead A measure of inputs into safety.

Progress to
implementation of Indicator
plan
H&S plans
Table 1. Performance Indicators

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 All incidents that occur at an AT workplace or during AT work activities must be reported. Incidents
are classified under procedure H&S13-01 Incident Management and these classifications ensure the
capturing of information necessary to be able to deliver the measures described above.
Other measures that may be used to measure and monitor are as follows:
 Formal risk assessments completed;
 Active review of hazard register (currency and efficacy);
 Active participation in H&S discussions and toolbox meetings;
 Number of toolbox meetings completed;
 Employee H&S inductions and refreshers completed;
 Number of near miss, hazard reports and unsafe act reports lodged and investigated; and
 Active H&S training completed to the level of competence required to deliver AT H&S system
requirements.

Reporting Database
AT will use a system for capturing its H&S incidents and all associated key information required to
measure and monitor its performance. The system currently used is 'Synergi' and for the purposes of
this Procedure the term reporting database will refer to Synergi.
AT wants to ensure that there are no duplicate or multiple systems for recording and reporting H&S
events. To this end, all information used for monitoring and measuring H&S performance will be
recorded in the reporting database and extracted for the purposes of reporting.

Our People or Suppliers

All incidents involving our people will be recorded and reported in accordance with this Procedure.
Our people are anyone who is employed by AT and on an AT payroll, including students, casual
workers and those on a part-time basis. If the classification is unclear the contract with AT and the
individual is to be reviewed and the Group Manager – H&S is to make the decision. A supplier is a
person or company apart from a person of AT engaged to perform work for AT.
An incident involving a supplier shall be recorded and reported in accordance with this element when:
 They are working on AT - owned, leased or controlled premises; or
 They are working offsite under conditions negotiated or controlled by AT. For example, a leased
warehouse under the control of AT; or
 They are driving as part of their normal day to day schedule/roster as determined by AT. For
example, suppliers driving for milk collection.

For more specific definitions and examples of suppliers please refer to the definitions.
 Peripheral service suppliers and visitors are not considered to be suppliers. Any incidents
involving these groups are reportable. If investigations find that AT is clearly at fault, the
incident will be recordable. Examples of peripheral service suppliers are: Technical service e.g.
Telecom, Telstra service technician or photo copier repair person.

Lost Time and Total Recordable Incidents

Lost Time and Recordable Incidents are utilised for measuring Lost Time Injury's (LTI's) and Total
Recordable Incidents (TRI) reporting respectively, other injury types are captured (reportable) but are
not used in the calculation of any frequency rates.
Once reported, an investigation of the incident occurs. Where an injury can be attributed to a failure
on the part of AT to address physical conditions and/or systems and processes then the incident will
remain recordable and included into the companies TRI statistics.

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 In the rare instances where a work attribution cannot be found and the incident has been deemed as
non-work, a decision may be made to remove the event from the reporting database. This decision is
made by the Group Manager – H&S, and the removal of the event and the reason documented and
retained for audit purposes.

Work vs. Non-Work Injury

A Work Injury is an injury or illness regardless of severity which arose out of or in the course of
employment and requires treatment with or without time lost from work. In cases where this definition
gives reason for doubt, an injury should be treated as a Work Injury until the situation has been
clarified. Injuries in the course of employment which are caused by wilful acts are, in general, treated
as Work Injuries.
Injuries caused by deficiencies in equipment or management controls for which the reporting Division
is responsible are treated as Work Injuries.
An injury or illness is considered a Work Injury if one or more incidents or exposures in the work
environment either caused or contributed to the resulting condition or significantly aggravated a pre-
existing injury or illness. Work-relatedness is presumed for injuries and illnesses resulting from
incidents or exposures occurring in the work environment, unless an exception specifically applies.
A pre-existing condition is one where it resulted solely from a non-work-related incident or exposure
that occurred outside of the work environment.

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 The table below describes situations not considered work related:

Type Description

Attendance on At the time of the injury or illness, the worker was present in the work environment
Works Site as a member of the general public rather than as a worker.

The injury or illness involves signs or symptoms that surface at work but result
Outside Work
solely from a non-work-related incident or exposure that occurs outside the work
Exposure
environment.

Wellness The injury or illness results solely from voluntary participation in a wellness program
Programmes or in flu shot or exercise class.

The injury or illness is solely the result of an employee eating, drinking, or preparing
food or drink for personal consumption (whether bought on the employer's
premises or brought in). For example, if the employee is injured by choking on a
Related to Food sandwich while in the employer's establishment, the case would not be considered
Consumption work-related.
Note: If the employee is made ill by ingesting food contaminated by workplace
contaminants (such as lead), or gets food poisoning from food supplied by the
employer, the case would be considered work-related.

The injury or illness is solely the result of an employee doing personal tasks
Personal Tasks (unrelated to their employment) at the establishment outside of the employee's
assigned working hours.

Personal The injury or illness is solely the result of personal grooming, self-medication for a
Grooming non-work-related condition, or is intentionally self-inflicted.

The illness is the common cold or flu (Note: contagious diseases such as
Common Illnesses tuberculosis, brucellosis, hepatitis A, or plague are considered work-related if the
employee is infected at work).

The illness is a mental illness. Mental illness will not be considered work-related
unless the employee voluntarily provides the employer with an opinion from a
Mental Illness physician or other licensed health care professional with appropriate training and
experience (psychiatrist, psychologist, psychiatric nurse practitioner, etc.) stating
that the employee has a mental illness that is work-related.
Table 2. Work v Non-Work Related Injuries

Travel Related Illness/Injuries

Injuries and illnesses that occur while an employee was travelling are work-related if, at the time of
the injury or illness, the employee was engaged in work activities "in the interest of the employer."
Examples of such activities include travel to and from customer or supplier locations, conducting job
tasks, and entertaining or being entertained for the purpose of discussing or promoting business
(work-related entertainment includes only entertainment activities being engaged in at the direction of
the employer).
Injuries are not considered work related if:

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  An employee checked into a hotel or motel for one or more days. When a travelling employee
checks into a hotel, motel, or into another temporary residence, he or she establishes a “home
away from home.” You must evaluate the employee's activities after he or she checks into the
hotel, motel, or other temporary residence for their work-relatedness in the same manner as
you evaluate the activities of a non-travelling employee. When the employee checks into the
temporary residence, he or she is considered to have left the work environment. When the
employee begins work each day, he or she re-enters the work environment; or
 The employee took a detour for personal reasons.

Workplace
The workplace is any premises where AT work is performed or is customarily performed, and includes
any place where a worker goes or is likely to be while at work. Premises include land, buildings or
part thereof, structures (either permanent or temporary), vehicles, trains or vessels.
When working from home, the work environment is limited to situations where:
 Our people are “assigned” work at home rather than the normal office; and
 Work is being done during normal working hours and in a space specifically dedicated as a
work area.

Journey Incident
Where our people are travelling between work locations during normal work hours, the activity of
travelling is classified as being in the course of work. Any incidents that occur during these journeys
are recordable. A journey incident may also include travel to and from work, if AT causal factors have
reasonably been seen as contributing to the cause of the incident. These incidents are required to be
reported, but may not be recordable for statistical reporting purposes. These should be referred to
the Group Manager – H&S for determination.

Reoccurrence
Reoccurrence is the aggravation of a previous injury. If a reoccurrence occurs within 12 months and
there was no clear work attribution, it shall not be recorded as a new TRI. However, if there is a clear
work attribution, the TRI must be treated as a new TRI.
If the reoccurrence occurs outside the 12-month timeframe, then the TRI must be treated as a new
TRI. Hours lost are recordable in the month that the time was lost and is not backdated to the initial
injury date.

Hours Lost/Restricted Work

Hours lost are required to be recorded with each injury that loses time. Hours lost are recorded from
the next full day or shift lost, that workers would have normally worked had the injury or occupational
illness not occurred.
Lost work hours and days of restricted work cease upon:
 Return to normal duties;
 Permanent transfer (or implementation of permanent work restrictions); or
 Retirement or termination of our people for reasons other than the injury or illness.
When a person who is on restricted work or is away due to LTI retires, or is terminated, the number of
days being recorded as lost stops on their last day of employment.

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 The table below shows the types of injury that are recordable and/reportable, and the applicable time
lost:

Injury Type Recordable Time Lost

220 days lost will be recorded for any

Fatal Recordable
employee fatality.

Serious Harm Recordable Actual time lost should be recorded.

Lost Time Injury Recordable Actual time lost.

Restricted Work Actual time lost.

Recordable
Injury

Medical Treatment Not applicable

Recordable
Injury

First Aid Reportable Not applicable

Near Miss Reportable Not applicable

Table 3. Injury - Recordable and LTI

Lost work hours are not calculated in situations where the person does not attend work (on either their
normal job or restricted work) for reasons unrelated to the injury. For example:
 Refusal to attend work where a medical certificate has been issued and alternative duties have
been agreed to by a registered medial practitioner;
 Attendance for medical investigations or doctor’s appointments;
 Periods of observation in hospital (where no other treatment is given or diagnosis made which
would otherwise lead to classification and the person concerned has not been admitted);
 Where prolonged travel time to and from work with attendant specific transportation
requirements render attendance at work on restricted work activities impractical;
 Strike or work stoppage;
 Pre-arranged leave, leisure days or rostered days off;
 Location closure (e.g. Christmas location closure);
 Public holidays (where the person was not already rostered for work); or
 A person was certified unfit for work for precautionary or related reasons.

Monthly H&S Reporting

It is a requirement for key suppliers to report incidents and injuries into the reporting database
monthly. This information is collated to provide H&S performance reporting at AT business and
Division level, as well as being used to devise improvement targets or objectives.
Monthly statistical reporting must be provided via the reporting database and completed within the
required timeframes.

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 Responsibility for Reporting
The responsibility and accountability for on time and accurate reporting resides with the nominated
Manager, and Contract Managers are expected to ensure suppliers required to report are completing
this in a timely and accurate manner.
The responsible Manager may delegate reporting to others, however they are ultimately responsible
for ensuring our people understand their requirements as stated in this procedure.

Due Dates
The supplier reporting is required to be submitted by the fifth working day of every month. The
information contained with the reporting database is used by the Group Manager –H&S to prepare
management and board reporting.
If a supplier does not meet the deadline, and prior approval by the Group Manager – H&S has not
been obtained, the previous month’s data will be utilised for that month’s report and any changes will
need to be completed in the following month as per the policy for retrospective data changes.

Exposure Hours (Hours Worked) Collation

Exposure hours represent the number of hours that people are exposed to the hazards and risks that
exist during the course of AT carrying out its business.
Supplier exposure hours is the total number of exposure hours of all suppliers whilst engaged in work
for AT. Where supplier’s exposure hours are a combination of work performed on an AT location and
work performed elsewhere, only the hours when they are present at the AT location should be
included. This is to be implemented where it is possible to separate these hours.
For our people who are paid in wages: exposure hours represent the total number of hours at work
including overtime and training, and excluding leave, sickness and other absences. Hours worked
should be calculated from payroll records, time sheets or other accurate records, – in accordance with
Option 1 below. When this is not possible they may be estimated as outlined below in Options 2 and
3.

OPTION 1: Exposure hours at locations for which there is a time and attendance
system
Where a location has a time and attendance system in place, the exposure hours should be derived
from this system.
 The relevant leave and sickness absences must be obtained from payroll systems or other
records and are not included in the total exposure hours.
 Overtime and training hours obtained are included in the total exposure Hours.
 Detailed reports are to be kept for at least two years for audit purposes.
It is acceptable if payments are made weekly in the payroll system to have a location process
outlining the weeks that will relate to each month i.e. if the month finishes mid-week then that whole
week's hours can be counted in the following month. This process must however result in only 52
weeks to be included during the full financial year and the Location must create a calendar to clearly
show which weeks are reported within each reporting month for the financial year. The calendar must
be approved by the Group Manager – H&S.
Note: Where the actual leave taken, or overtime paid for the month cannot be obtained within the
required timeframes, it is acceptable to utilise the previous month's balance as long as the process is
documented and is consistently applied throughout the year to ensure 12 months of data is utilised.

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 Where there is a time and attendance system but the Division wants to use Option 3, approval of the
Group Manager – H&S must be obtained.

OPTION 2: Using SAP HR Master Data for salaried exposed hours

SAP HR Master Data will be used as the single source to obtain salaried exposure hours and Full
Time Equivalent (FTE) data for Corporate, FTO, GIF and ANZ (NZ) Divisions.
The Group H&S Reporting Analyst will centrally issue each of the above divisions with monthly FTE
information. The divisions will then use this headcount information to calculate monthly exposure
hours using the following formula.
Headcount (FTE) x 7.5 hours per day x number of working days in the month.
The calculation of number of working days is to be obtained using the calendar tab in the exposure
hours’ calculator and all non-working days identified and documented.
The Divisions have the responsibility to keep individual SAP HR records up to date for their salaried
populations.
Note: If our people go on long-term unpaid leave or on parental leave for greater than eight weeks
they will not be included in the FTE or head counting report. The HR Senior Reporting Analyst will
automatically have these people removed from the SAP HR Master data report.

OPTION 3: Exposure hours for divisions not using SAP HR data or a Time and
Attendance system.
Where a Division does not have a time and attendance system in place or has obtained approval from
H&S Lead to use Option 3, it may use a verifiable source of headcount information to calculate
exposure hours.
All other Divisions must use a verifiable source of headcount information which conforms to the
following business rules:
 Our people who are part time are recorded as a percentage of a full time equivalent position
(e.g. three days per week is 60%);
 Where a person starts with AT during the month, they will be counted as a full headcount for
the whole month;
 Where a person leaves AT in that month, they will NOT be counted for their last month of
working;
 Where a person transfers between Divisions/Locations, the determination of hours worked is
to be made through discussion between both Divisions/Sites and should be a straight cut at
month end for reporting purposes where possible;
 Our people who are salaried, working overtime, travelling, or are on annual leave or sick leave
may not be considered due to the SAP and other Division payroll functions that are unable to
track this data; and
 Our people who are on parental leave or unpaid long service leave for greater than 8 weeks
are not to be counted in the headcount for the months they are absent.

The exposure hours’ calculator is to be used to calculate the exposure hours for that month. These
spreadsheets must also be kept for two years for future auditing purposes.

The calculation for exposure hours is:

 Headcount (FTE) x 7.5 hours per day x number of working days in the month
The calculation of number of working days is to be obtained using the calendar tab in the exposure
hours’ calculator (Attachment 3) and all non-working days identified and documented.

FTE is to be obtained from payroll or another suitable source of personnel records e.g. SAP or
equivalent, and is the FTE as at the last day of the month.

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 Where a different number of hours than 7.5 per day is to be used this must be approved by the Group
Manager – H&S

Incident Classification
It is very important that every incident (no matter how minor) is reported and correctly classified. The
classification of injuries is to be confirmed by the H&S Advisor or Manager for the Division. If at any
time, there is uncertainty in regards to a classification the Group Manager – H&S is to be consulted to
assist with the correct classification.

Retrospective Changes
Where an incident classification has not been reported appropriately, or the classification has
changed from its original classification, the change must be reported in the current reporting period
and approved by the Group Manager – H&S. As the H&S measures contribute to organisational
objectives, a strict audit protocol must be implemented for their reporting, therefore historical records
cannot be changed and all retrospective changes must be completed in the current reporting month
as a documented alteration.
Any reoccurrence of a previously recorded injury within 12 months is not considered recordable
unless there is clear work attribution. A reoccurrence outside of 12 months is recordable.
Once month-end has closed off, there will be no changes made to that month’s report. Any correction(s)
will be made in the following month's report, as an adjustment.
 All retrospective changes must be approved by the Group Manager.
 If there is a change in the classification, the details are updated in the reporting database.
 If in doubt about the classification, always record at the highest classification. It is preferable to
down-grade later than not report at all, particularly at season end where deliberate holding back
of incidents will be viewed with caution.
The same process applies to any changes to the exposure hours or hours lost, if a correction is
necessary.

Health and Safety Measurements

The following measures are used frequently within the AT Business Reporting processes:
A. Moving Annual Total (MAT)
 Measures used are often presented as a 12 month rolling average, so averaging the measure
over a 12-month period to remove any effects from seasonality or an extreme result in a single
month.

 To present the measures as a 12 month rolling average, each of the calculation components
must also be a MAT (i.e. totals of 12-month duration).

B. Total Recordable Incident Frequency Rate (TRIFR)

 TRIFR rate is the rate of recordable injuries that occur per million hours worked.

 TRIFR is calculated as the number of Lost Time Injuries + Significant Injuries Restricted Work
Injuries + Medical Treatment Injuries + Occupational Illnesses, multiplied by one million hours
and divided by the exposure hours, and is usually presented as a 12 month rolling average
(MAT).

 TRIFR = (LTI + SI + RWI + MTI +OI) x 1,000,000

Exposure Hours

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  TRIFR MAT = (LTI MAT + SI MAT + RWI MAT + MTI MAT +OI MAT) x 1,000,000
Exposure Hours MAT

 Note that fatalities are included as a lost time injury for purposes of this calculation.

C. Significant Injury Frequency Rate (SIFR)

 SIFR is the rate of significant injuries that occur per million hours worked. SIFR is calculated as
the number of Significant Injuries, multiplied by one million and divided by the exposure hours,
and is usually presented as a 12 month rolling average (MAT).

 SIFR = SI x 1,000,000
Exposure Hours

 LTIFR MAT = LTI MAT x 1,000,000)

Exposure Hours MAT

 Note that Fatalities are included as a Lost Time Injury for purposes of this calculation.

D. Lost Time Injury Frequency Rate (LTIFR)

 LTIFR is the rate of lost time injuries that occur per million hours worked. LTIFR is calculated
as the number of Lost Time Injures, multiplied by one million and divided by the exposure hours,
and is usually presented as a 12 month rolling average (MAT).

 LTIFR = LTI x 1,000,000

Exposure Hours

 LTIFR MAT = LTI MAT x 1,000,000)

Exposure Hours MAT

 Note that Fatalities are included as a Lost Time Injury for purposes of this calculation.

E. Medical Treatment Injury Frequency Rate (MTIFR)

 MTIFR is the rate of medical treatment injuries that occur per million hours worked.

 MTIFR is calculated as the number of Medical Treatment Injures, multiplied by one million and
divided by the exposure hours, and is usually presented as a 12 month rolling average (MAT).

 MTIFR = MTI x 1,000,000

Exposure Hours

 MTIFR MAT = MTI MAT x 1,000,000)

Exposure Hours MAT

F. Lost Time Injury Duration Rate (LTIDR)

 The LTIDR is used as a measure of how much time, on average, is lost per lost time injury.

 Lost Time Severity Rate = LTI Hours Lost.

G. Lost Time Injury

 Note that Fatalities are included as a LTI for purposes of this calculation. The prescribed time
lost to a fatality is 220 days.

H. Lost Time Injury Severity Rate (LTISR)

 The LTISR is used as a measure of how much time, on average, is lost per million hours of
exposure time.

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  LTISR = LTI Hours Lost x 1,000,000

I. Hours Worked Exposure

 Note that fatalities are included as a lost time injury for purposes of this calculation. The
prescribed time lost to a fatality is 220 days.

J. Audit Result Reporting

 Depending on the objectives and targets set for the year the audit is occurring in.

K. Reporting and Analysis

 Reporting and data analysis should occur on a regular basis at Global, Division and Location
levels. Data should be analysed to identify trends, areas of success and opportunities for
improvement with findings communicated to relevant stakeholders. Data analysis should take
place quarterly at a minimum. Results of this analysis must be integrated in the H&S planning
process.

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 4 Responsibilities
Chief Executive
 Ensuring processes exist for accurate reporting; and
 Undertaking independent review of the reporting process for accuracy.
Managers
 Ensuring this standard is implemented as required; and
 Ensuring all monthly reports are completed and submitted in a timely fashion in accordance
with this element.

Group Manager - Health and Safety, Health and Safety Managers

 Ensuring this procedure is implemented as required;
 Ensuring on time and accurate reporting; and
 Support Divisions and Departments in reporting requirements .

5 Other Information
 HS13 Incident Management Standard.
 H&S Definitions (HS01-01-01).
 Full table of Procedures (HS01-01-02).
 Measuring and Monitoring H&S Performance (HS16).

6 Document Control
Document Number HS16-01

Document Owner Group Manager – Health and Safety

Document Approver Chief People Officer

Original Issue Date July 2016 (version one)

Date Issued December 2016

Review Date December 2018

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