hse kpi data collection tool briefings

7/27/2019 HSE KPI Data Collection Tool Briefings

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HSE KPI Data Collection Tool

Briefings


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Contents

Why is Network Rail introducing this system

Data Input Levels

System and Navigation

Help

Setting PM Delegates and NR Data Inputters Setting Project Data Requirements and Status

Setting Data Requirements at Supplier Level

Setting Data Requirements at Purchase Order Level

Submitting Project Level Data (Method 1 and 2)

Appointing a Supplier Manager

Approving or Rejecting Data

Reports

Timelines


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Why is Network Rail introducing this system

Data is not collected at a consistent level of granularity

NR Project Managers do not always take ownership of the data

Data collection is cumbersome and inefficient

Industry criticism that data is manipulated

Industry regulator, the Office for Rail Regulation (ORR) has described

Network Rail's reporting of RIDDOR (Reporting of injuries, diseases and

dangerous occurrences regulations) incidents as "obscure and wrong.

Unite Publication Sep 2010

The ORR has confirmed that there had been a pattern of reporting

accidents within Network Rail that were simply not credible, with the ratio of

major to minor accidents at Network Rail being 1:1.12 compared with the

industry template of 1:30.

ORR Statement Sept 2010


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Data Input Levels

There are four data levels of which three are Mandatory. From the lowestlevel to the highest they are;

1.Purchase Order Level (PO Level)This data is submitted by the Contractor for each PO. Live Purchase Orders are

automatically extracted from Oracle Projects. In the case of multiple POs being

raised with the same contractor on one project it is permissible to combine them

2. Supplier Level

This data is input by the NR project team to reflect the performance of a Supplier.

This is not a mandatory level and is only currently required for Crossrail

3. Project LevelIs data is input by the Project Manager, his delegate or nominated Data Inputter.

It reflects the achievements of the Network Rail delivery team

4. Programme Level

This data is input by the Programme Administrator. Typically someone from

HSEA or Project Controls


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System and Navigation

System

The system is fed with reference data from Oracle Projects

The data is held external to Network Rail. It is immediately captured by the

server as it is input

You are able to close down the application and still be logged in when the

application is reopened

You do not access the system through Connect and can therefore access it

from any PC

Navigation

The back button, usually at the top left of your screen will operate and not freeze the

application

There are many hyperlinks and filters to shortcut steps

There is usually more than one way to achieve the desired activity


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Help

For immediate help reference the User Guide attached to theHELP tab on the menu bar

Where available, click on the question mark button for furtherdetailed descriptions

A FAQ sheet will be attached to the HELP tab. This will begenerated as calls for help are received.

Contact your Programme Administrators for guidance. Contact

details of these will appear on the HELP tab

The Application is not supported by Network Rail IM. For systemfaults the service desk is provided by On-trac 0191 305 1155


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Setting PM Delegates and NR Data Inputters 1 of 2

The Project Manager named within Oracle Projects will receive an automatedemail confirming that he has a Project, and/or Purchase Order for which KPI

data is likely to be required

The Project Manager can delegate his duties which include:

Create one or more Project Manager delegates (They delegate cannotfurther delegate)

Create one or more Network Rail data inputters

Set the Project and Supplier HSE Data Requirement and Status

Submitting Project Level Data

Submitting Supplier Level Data (Crossrail only at present)

Appoint a Supplier Manager responsible for PO level data submission

Accepting or rejecting PO Level Data from the Contractor

The delegate can reject the nomination

The PM can nominate a data Inputter who cannot reject the nomination.


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Setting PM Delegates and NR Data Inputters 2 of 2

1. Select Project

2. Select Filter projects

3. Enter Filter Details

4. Apply Filter5. Hover over Actions

6. Select Manage Users Roles

7. New Window (Not shown)

8. Select the Role you want (NotShown)

9. Select Existing or Create New User

10. Enter specific details

11. Select Apply


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Setting Project Data Requirements & Status 1 of 2

HSE Data Requirement

The default set to each project is that HSE Data is required

Some Projects are purely set up for Sponsor Contingency, Capital

Payments and for other reasons whereby HSE KPI Data will not be

required. The HSE Data Requirement for these projects should be set to

not required

Project Status

Active (Default)

Inactive e.g. awaiting further financial authority, vacant possession etc

Completed, This allows immediate data submission

Closed i.e. no further KPI data is to be submitted for this Project

NB Any Requirement or Status applied at Project Level will automatically be

applied to Supplier and PO level beneath it


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Setting Project Data Requirements & Status 2 of 2

1. Select Project




6. Select Edit Details

7. Reference Slide 9 and Select

appropriate Data Requirement8. Reference Slide 9 and Select

appropriate Status

9. Select Apply


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Setting Data Requirements at Supplier Level

1. Select Project



4. Apply Filter

5. Click on the Project Name

6. Hover over relevant Actions


8. Reference Slide 9 and Select

appropriate Data Requirement

9. Reference Slide 9 and Selectappropriate Status

10. Select Apply

NB Setting at Supplier level will affect allPOs raised for that supplier


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Setting Data Requirements at PO Level

Follow steps 1 to 5 from theprevious slide

6. Click on the Supplier

7. Hover over Actions against therequired PO Description


9. Select the Data Requirement10.Select Update


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Submit Project Level Data Method 1

1. Select Project




6. Select Submit KPI

7. Click on the Project Description

8. New window pops up

9. Either Enter Data or confirm no KPIData submission required

10. Select Submit Data (Not Shown)


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Submit Project Level Data Method 2

1. Click on Submissions

2. Click on All Submissions

3. Filter if necessary

4. New Window appears listing allrequired submissions

5. Choose the submission you wishto complete

6. Enter Data as per slide 13


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Appointing a Supplier Manager 1 of 3

You can do this at either Supplier or POlevel. If you do it at Supplier level thatperson will be appointed to all the POsraised for that contractor on the project.

Appointing at PO level means that youcan have multiple Supplier Managers.

A Supplier Manager can reject thenomination by the NR PM

A Supplier Manager can set up SupplierData Inputters. They can not reject thenomination

Do not set a NR Supplier Data Inputter

as the Supplier Manager


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At Supplier Level

1. Select Projects

2. Filter if required

3. Select the required project4. Hover over Actions on the required Supplier

5. Click on Manage User Roles

6. Select Supplier Manager

7. Warning Window pops up

8. Click on Continue

9. Enter Supplier Managers details (Not

Shown)

NB This Supplier Manager will be appointed

to all POs raised on this project for this

supplier


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At PO Level

1. Select Projects

2. Filter if required

3. Select the required project4. New Window pops up

5. Select the required Supplier

6. New Window pops up

7. Select the required PO by clicking on the

description8. Hover over the Actions

9. Click on Manage User Roles

10. Create the Supplier Manager (Not Shown)


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Approving or Rejecting Data

1. Select Submissions

2. Select Review Submissions


4. Select Submitted data


6. Accept or reject the KPI data in groups orsub-groups

7. Enter reason for rejection

8. Submit Review (Not Show)

NB You can not submit the review unlessall the data has been either accepted orrejected

NB2 Clicking Actions > Review KPI


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Reports

Data Input Requirements

Click on Reports tab

Select KPI Data Requirements for a complete list of the data

requirements. A useful extract to put into your tenderrequirements. Particularly if combined with the Calendar

To view previous submissions

Click on Submissions

Click on Completed Submissions


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Timelines

You can access the systemcalendar by Clicking on Calendar onthe Menu Bar

Key Activities

OP Data upload Mon week 4

Project set up Tues to Fri Week 4

Early bird data submission Wed week 4to Sunday week 1

Latest On Time data submissionMon Week 1

PM Approval Tues week 1

Board Report Extract Wed Week 1

Late submission deadline Sat week 4

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