1. Environment, Health and Safety “ Managing the I/A Log Review process in Business Workplace”

2. Pg 2 Introduction The I/A Log review process outlines the timeframe for recording and reviewing I/A Logs internally. Why is this important?: All workplace injuries must be reported within the pre- established timeframe to the provincial Worker’s Compensation Board for claim adjudication. Who should read this?:  Supervisors, Superintendents and all other People Managers who are responsible to create or review I/A Logs.  Regional Workplace Safety and Health Professionals

3. Pg 3 Timelines to get an I/A log Approved What are the timelines for creating, approving and reviewing I/A logs? I/A Log Creator: 24 hours for the supervisor to investigate the incident, create an I/A log in SAP and to inform his/her second level of the new log for approval. I/A Log Approver: 24 hours for the second level supervisor to look at the content of new log and provide feedback to the Supervisor or approve the claim by informing both the Supervisor and the Safety Officer of his approval of I/A log. I/A Log Reviewer: 24 hours for the Safety Officer to review and provide feedback or approval to both the Supervisor and Second Level and change the status of the I/A log to enable the printing of forms.

4. Pg 4 Managing the I/A Log Review process in Business Workplace I/A Log timeline and responsibility chart First 24 hoursNext 24 hours I/A log Creator (1st level supervisor) Investigates accident/incident Creates log in CR status Updates log as needed Updates Log as needed Prints and distributes forms Approver (2 nd Level) Reviews and provides feedback Reviewer (Safety Professional) Reviews and provides feedback Sets log to IP status and updates log type for printing

5. Pg 5 How does the Reviewer process work during a Reviewer’s Absence As second level supervisor responsible for approving claims, what should I do when I’m to be on a scheduled absence? I/A logs must be reviewed within the specified timelines; therefore, you will need to assign a designate replacement to review and approve I/A logs during your absence. Following your regular “local practice”, your replacement designate should be your immediate supervisor (next level up) or a relief superintendent. You can modify your settings in Business Workplace to automatically forward “out of office” messages during your absence or have your e- mails “automatically transfer” to your replacement’s SAP Business Workplace. What if the absence is unexpected and I’m not able to assign a replacement in SAP’s Business Workplace? If the I/A creator does not receive any reply or feedback after the initial notification of a new log, he/she will need to return to the I/A log and through Business Workplace forward another note to the second level’s replacement for review and approval.

6. Pg 6 Viewing messages in Business Workplace Use A reference to an I/A log is sent to the 2 nd Level Supervisor for review; notification of an impending I/A log is transmitted via SAP’s Business Workplace Inbox. Procedure 1. Select the SAP Business Workplace icon.

7. Pg 7 Viewing messages in Business Workplace 2. Double click to highlight and view the selected message.

8. Pg 8 Viewing messages in Business Workplace Result: After reading the e-mail, the Second Level Supervisor takes note of the I/A log number, enters transaction CBIH83 in SAP and enters the I/A log number to access the specific I/A log identified in the e-mail. The log is now ready for review. 3. The I/A log’s basic information is displayed.

9. Pg 9 Creating an Automatic Reply in Business Workplace Use You can set an automatic reply feature for a stated time period from your SAP settings. The sender will be notified of your absence via an automatic reply created in your Business Workplace Office settings. Procedure 1. In Business Workplace, select Settings from the menu bar, then select Office settings.

10. Pg 10 Creating an Automatic Reply 3. In the Automatic reply tab, enter the dates and the message you wish to display in the Automatic Reply text field. 4. Select transfer to apply. 2. Specify the time period scheduled absence.

11. Pg 11 Creating an Automatic Reply Result The sender receives the automatic reply email that you have set up in your Business Workplace Office settings. If a sender sends several messages to you, he will receive a automatic reply on the first sent message only. The automatic reply feature will expire on the date that you have established in Business Workplace or, you can delete the forwarding feature by manually deleting the date specification entered.

12. Pg 12 Creating Automatic Forwarding in Business Workplace Use You can set an automatic forwarding feature for a pre-selected time period from your SAP Office settings. This feature will automatically forward all e-mails you receive to the message recipient that you identified and created in your Business Workplace Office settings during the specified time period. Procedure 1. In Business Workplace, select Settings from the menu bar, then select Office settings.

13. Pg 13 Creating Automatic Forwarding 2. In the Automatic forwarding tab, enter the designate’s name. 4. Select transfer to apply. 3. Specify the time period scheduled absence.

14. Pg 14 Creating Automatic Forwarding Result The sender’s messages are automatically forwarded to your assigned designate as set up in your Business Workplace Office settings. The forwarding feature will expire on the date that you have established in Business Workplace or, you can delete the forwarding feature by manually deleting the date specification entered.