The main objective of any safety data collection and analysis system is to make events, hazards, safety trends, and their contributing factors VISIBLE and UNDERSTANDABLE so that the organization can take effective corrective action.
Generally, the same decision-making, communication breakdown, and distraction problems we see in a serious accident will also tend to see in minor incidents and even near misses. The safety reporting system should not only collect information about serious incidents but also hazards, near-misses, and errors that otherwise might have gone unnoticed.
Systems to encourage OPEN reporting based on trust, acceptance, and motivation include:
- Non-punitive, confidential hazard and incident reporting systems
- Formal and informal meetings to discuss safety concerns
- Feedback from management about action taken as a result of hazard and incident reports or safety meetings
Human Factors and safety reporting and data analysis checklist
SAFETY REPORTING
- Do the procedures for reporting hazards, near misses and safety occurrences encourage staff to report errors and violations?
- Is there a clear non-punitive safety reporting policy signed by the CEO?
- Is there a simple, user-friendly system for reporting occurrences?
- Does the organization have a policy of a strict timeframe for feedback to the person who submitted the report (Within 48 hours? Within 72 hours?)
- Is there an option for people to submit confidential reports if the issue is particularly sensitive?
- Do managers’ meetings with employees regularly explain why it is important to obtain feedback on errors and events?
- Do you describe management expectations and discuss how information will be used?
- Do you provide examples of hypothetical reports?
- Give people a template representing the level of detail and facility reference points that makes expectations clear?
- Do you have a designated event report coordinator who is seen as credible and trustworthy?
DATA ANALYSIS
- Do you use an error classification system to at least identify the difference between errors and violations?
- Do you periodically inform people of the significance of their reporting and how the data is being used?
- Do you track and trend errors from the reporting system? Do you use this information to identify areas of high risk where corrective actions can be taken to reduce error?
- Do you use data from the reports in ongoing training and lessons learned?
Source: Civil Aviation Safety Authority, 2012, www.casa.gov.au