Establishments: Setup and Manage Your Establishments

Article Links Introduction | Setup a Licensed Establishment | Edit a Licensed Establishment | Add a Licensed Establishment | Close a Licensed Establishment | Combine Establishments |

INTRODUCTION

An establishment is defined as a unique physical location (defined by a street address and an NAICS code) where business is conducted or where services are performed.

When employees do not work at a single physical location, such as construction; transportation; communications, electric, gas and sanitary services; the establishment is represented by main or branch offices that either supervise such work or are the base from which personnel carry out the work.

You cannot submit, investigate or run reports on any incidents until you have:

• Created and imported your organization structure
• Completed the IMS Configuration Setup

Please refer to the Incident Management System: Getting Started Guide for a complete checklist to set up and configure your establishments BEFORE following the steps to setup your establishments below.

Please refer to the Guide to Determine Your Establishments article to determine the number of establishments you will need to license.

Please refer to the Establishments: Overview article to learn about best practices and an overview of the Establishments menu.

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SETUP A LICENSED ESTABLISHMENT

Follow these steps to setup a licensed establishment to activate the establishment and begin incident submission:

1. Click the Administration tab at the top of the screen.
2. Change the location to the establishment you would like to setup. Please refer to the Change Location article to learn how to change the location.
3. Click Incident Management, then Establishments on the left menu bar.
4. A list of all the licensed establishments for your organization will appear.
5. Search and locate the desired Establishment to be set up.
6. Click the Edit icon to the left of the desired establishment to be set up.
7. The Edit Establishment screen will appear. Required entry fields are denoted in RED. Optional entry fields are denoted in BLACK.
8. The Establishments Screen is divided into 5 sections. Use the links below to find instruction for each section.
   
   Establishment Details Section | Workers Compensation Insurance Carrier Section | Preferences Section | Notification Recipients Section | Treatment Facilities | Incident Instructions |
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Establishment Details Section

Use the details section to complete the demographic details for the establishment and OSHA specific fields.

1. The Location and Name fields can only be changed by editing the appropriate organization record. For example, if the Location field corresponds to the organization unit Region; edit the region record. If the Name field corresponds to the organization unit Site; edit the site record.

Complete the remaining fields as follows:

2. Industry Description: Type an industry description for this establishment.
3. Address: Type the street address.
4. City: Type the name of the city where the establishment is located.
5. State: Type the two digit state where the establishment is located.
6. Zip: Type the zip code where the establishment is located.

7. NAICS Code: Type the NAICS code for the establishment (must be 6 digits).
8. OSHA Employee Size: (OSHA ONLY) Select the appropriate employee size.
9. OSHA Establishment Type: (OSHA ONLY) Select the appropriate establishment type.
10. Employer Type: Select 1 from the available list of options. The selection made here will only print on the California Form 5020 Employer’s Report of Occupational Injury or Illness.
11. SIC Code: Type the SIC code for this establishment.
12. Unemployment Insurance Acct. No.: Type your company's unemployment insurance account number. For now, this number will only print on the California Form DWC1: Workers’ Compensation Claim form.

13. MSHA ID: (MSHA ONLY) Type the MSHA ID.
14. MSHA Report Category: (MSHA Only) Select the appropriate report category.
    Note: MSHA ID and MSHA Report Category fields will only appear if your organization is required to comply with MSHA.
15. Complete the following sections:
    Workers Compensation Insurance Carrier Section | Preferences Section | Notification Recipients Section | Treatment Facilities | Incident Instructions |
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Workers Compensation Insurance Information Section

Complete this section if you have an establishment located in California and you would like to generate the California Form DWC1: Workers’ Compensation Claim form.  For now, this data is only designed to print on the California Form.

Follow these steps to complete this section:

1. Policy No.: Type your company's policy number.
2. Insurance Carrier/Adjusting Agency: Type your company's insurance carrier.
3. Address: Type the street address of your company's insurance carrier.
4. City, State, Zip: Type you company's insurance carrier's city, state, and zip.
5. Complete the following sections:
   Establishment Details Section | Workers Compensation Insurance Carrier Section | Preferences Section | Notification Recipients Section | Treatment Facilities | Incident Instructions |
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Preferences Section

The preferences section includes two options:

• Allows you to give the reporting user the option to specify no further action is required when reporting a Safety Observation or Near Miss in the Incident Wizard of the mobile application.
• Allows you to give the administrator the option to specify no further action is required when reporting a Safety Observation or Near Miss on the Incident Tab for a new or existing incident.

Take one of the following actions:

1. When the No Further Action Required checkbox is unchecked. No additional selections are required. Go to the Notification Recipients Section of this article.
2. When the No Further Action Required checkbox is checked. This allows the reporting user the option to specify that no further action is required when reporting safety observations and near miss incidents.
   
3. Setting for Incident Wizard/Mobile App: Select the default option the user will see when they are asked Were you able to resolve the incident? drop down when reporting an incident:
   1. User must choose an option (no default). The user will be forced to choose whether further investigation is required or not.
   2. Defaults to YES, further action is NOT required. The selection will always default to YES, an investigation is NOT required.
   3. Defaults to NO, an investigation IS required. The selection will always default to NO, an investigation IS required.

4. Setting for Administrator: Select the default option the administrator will see in the Incident Resolved drop down when reporting an incident.
   1. Admin must choose an option (no default). The administrator will be forced to choose whether further investigation is required or not.
   2. Defaults to YES, further action is NOT required. The selection will always default to YES, an investigation is NOT required.
   3. Defaults to NO, an investigation IS required. The selection will always default to NO, an investigation IS required.
5. Complete the following sections:
   Establishment Details Section | Workers Compensation Insurance Carrier Section | Notification Recipients Section | Treatment Facilities | Incident Instructions |
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Notification Recipients Section

The purpose of this section is so you can perform the following actions:

• Associate the notifications groups to the establishment.  This means anyone added to any group will be notified as incidents are reported, and corrective actions are completed, or become overdue.
• Select the members of each notification group.

Refer to the Groups Overview: Incident Management System article for a further explanation of notification groups.
Refer to the Notification Overview: Incident Management System to learn how notification are used in the IMS and how to enable, disable and customize notifications.

Associating the Notification Groups to the Establishment

Follow these steps to associate the notification group to this establishment:

1. Click the Select button to the right of the desired notification group. For example, Safety Observation
   
2. Search on all or part of the name of the notification group. For example, safety.
3. A list of all the safety observation groups will appear (if you did not change your location first).
4. Click the checkbox to the left the safety observation group for the establishment you are setting up. Note: The location column will display the establishment names. For example, Portland Site.
5. Click the Select button at the top of the screen.
6. You will be returned to the Edit Establishment screen.
7. Repeat these steps until all notification groups have been associated to this establishment.

Select Group Members

Follow these steps to add members to each notification group:

1. Click the Select button to the right of the Select Group Members link
2. The Users Picker screen will appear.  The Users picker screen allows you to select one or more users that you want to include in this notification group.
   1. Search for any user in the search field or scroll down the list to find the user(s) you want to add to this group.
   2. Click the checkbox to the left of the user name and use the right arrow to move to the Selected Records table.
   3. Repeat this process until all users are added to the Selected Records table.
   4. Click the Select button in the upper left corner of the screen.
3. Complete the following sections:
   Establishment Details Section | Workers Compensation Insurance Carrier Section |  Preferences Section | Treatment Facilities | Incident Instructions |
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Treatment Facilities Section

Refer to the Treatment Facilities: Add, Edit, and Delete article to learn how to add treatment facilities to establishments.

Complete the following sections:

Establishment Details Section | Preferences Section | Notification Recipients Section | Incident Instructions |
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Incident Instructions

Incident instructions can be added to establishment and flagged to appear when an incident of the selected type occurs to remind the administrator to follow specific procedures. For example, notify OSHA within 8 hours when a fatality occurs. 

Add an Instruction

1. Scroll to the bottom of the page
2. Click the Incident Instructions tab
3. Click the Add button
4. Instruction: Type the instruction note.
5. Incident Type: Select the incident type this instruction applies to. This means the instruction will only appear when an incident of that type is reported. The instruction will appear on the Instruction Tab. Please refer to the Instructions Tab article for more information about how the instruction will appear and the action required.
6. Specific Status: Select the incident status this instruction applies to when applicable. This means the instruction will only appear when the incident moves to the selected status.
7. Click the Save button at the top of the screen.
8. Click the Close button.

Edit an Instruction

1. Scroll to the bottom of the page.
2. Click the Incident Instructions tab.
3. Type any desired changes.
4. Click the Save button at the top of the screen.
5. Click the Close button.

Delete an Instruction

1. Scroll to the bottom of the page.
2. Click the Incident Instructions tab.
3. Click the Delete button (trash bucket icon) to the left of the instruction to be deleted.
4. Click the Yes button on the Confirmation screen.
5. The instruction will be removed from the incident instruction list.
6. Click the Save button at the top of the screen.
7. Click the Close button.
8. Complete the following sections:
   Establishment Details Section | Workers Compensation Insurance Carrier Section | Preferences Section | Notification Recipients Section | Treatment Facilities | Incident Instructions |
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EDIT A LICENSED ESTABLISHMENT

Follow these steps when you would like to edit a licensed establishment:

1. Click the Administration tab at the top of the screen.
2. Click Incident Management, then Establishments on the left menu bar.
3. A list of all the licensed establishments for your organization will appear.
4. Search and locate the desired Establishment to be edited.
5. Click the Edit icon to the left of the desired establishment.
6. The Edit Establishment screen will appear. Required entry fields are denoted in RED. Optional entry fields are denoted in BLACK.
7. Make any desired changes.
8. Click the Save button at the top of the screen.
9. Click the Close button.

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ADD A LICENSED ESTABLISHMENT

Follow these steps when you would like to add a licensed establishment:

1. Contact your sales representative to process the purchase order.
2. Provide the establishment name to the sales representative.
3. Support will create the establishment and notify you when completed.
4. Please refer to the Incident Management System: Getting Started Guide for a complete checklist to set up and configure the new establishment.
5. Once setup and configuration of the new establishment is complete, you can begin reporting and investigating incidents.

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CLOSE A LICENSED ESTABLISHMENT

Follow these steps when you would like to close a licensed establishment:

1. Contact your sales representative to adjust your contract
2. Decide whether to:
   1. Remove licensing: you will not be charged, the establishment will no longer appear on the Manage Establishments screen, all incidents will be stored, and the establishment can be re-licensed at any time. Once re-licensed all previous incidents will appear.
   2. Retain licensing: you will not be charged, the establishment will continue to appear on the Manage Establishments screen, and all incidents will be available to view and edit, and the establishment can be re-licensed at any time.
3. Provide a new User Import Spreadsheet to move your existing users to another organization unit, if needed.

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COMBINE ESTABLISHMENTS

Follow these steps when you would like to combine a licensed establishment with another licensed establishment:

1. Contact your sales representative to adjust your contract.
2. Determine which establishment to keep.
3. Decide whether to remove or retain licensing on the licensed establishment you will no longer use:
   1. Remove licensing: you will not be charged, the establishment will no longer appear on the Manage Establishments screen, all incidents will be stored, and the establishment can be re-licensed at any time. Once re-licensed all previous incidents will appear.
   2. Retain licensing: you will not be charged, the establishment will continue to appear on the Manage Establishments screen, and all incidents will be available to view and edit, and the establishment can be re-licensed at any time.
4. Provide a new User Import Spreadsheet to move your existing users to another organization unit, if needed.

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