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 11.12 compared with the industry template
  of 130.
• ORR Statement Sept 2010

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Data Input Levels

• There are four data levels of which three are
  Mandatory. From the lowest level 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 Level
• Is 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 the HELP tab on the menu bar
• Where available, click on the question mark
  button for further detailed descriptions
• A FAQ sheet will be attached to the HELP tab.
  This will be generated 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 system faults 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 automated email 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 cannot further 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 Filter
5. Hover over Actions
6. Select Manage Users Roles
7. New Window (Not shown)
8. Select the Role you want (Not Shown)
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
2. Select Filter projects
3. Enter Filter Details
4. Apply Filter
5. Hover over Actions
6. Select Edit Details
7. Reference Slide 9 and Select appropriate Data
   Requirement
8. Reference Slide 9 and Select appropriate Status
9. Select Apply

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Setting Data Requirements at Supplier Level

• Select Project
• Select Filter projects
• Enter Filter Details
• Apply Filter
• Click on the Project Name
• Hover over relevant Actions
• Select Edit Details
• Reference Slide 9 and Select appropriate Data
  Requirement
• Reference Slide 9 and Select appropriate Status
• Select Apply
• NB Setting at Supplier level will affect all POs
  raised for that supplier

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Setting Data Requirements at PO Level

• Follow steps 1 to 5 from the previous slide
• Click on the Supplier
• Hover over Actions against the required PO
  Description
• Select Edit Details
• Select the Data Requirement
• Select Update

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Submit Project Level Data Method 1

1. Select Project
2. Select Filter projects
3. Enter Filter Details
4. Apply Filter
5. Hover over Actions
6. Select Submit KPI
7. Click on the Project Description
8. New window pops up
9. Either Enter Data or confirm no KPI Data
   submission required
10. Select Submit Data (Not Shown)

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Submit Project Level Data Method 2

• Click on Submissions
• Click on All Submissions
• Filter if necessary
• New Window appears listing all required
  submissions
• Choose the submission you wish to complete
• 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 PO level.
  If you do it at Supplier level that person will
  be appointed to all the POs raised for that
  contractor on the project.
• Appointing at PO level means that you can have
  multiple Supplier Managers.
• A Supplier Manager can reject the nomination by
  the NR PM
• A Supplier Manager can set up Supplier Data
  Inputters. They can not reject the nomination
• Do not set a NR Supplier Data Inputter as the
  Supplier Manager

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Appointing a Supplier Manager 2 of 3

• At Supplier Level
• Select Projects
• Filter if required
• Select the required project
• Hover over Actions on the required Supplier
• Click on Manage User Roles
• Select Supplier Manager
• Warning Window pops up
• Click on Continue
• 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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Appointing a Supplier Manager 3 of 3

• At PO Level
• Select Projects
• Filter if required
• Select the required project
• New Window pops up
• Select the required Supplier
• New Window pops up
• Select the required PO by clicking on the
  description
• Hover over the Actions
• Click on Manage User Roles
• Create the Supplier Manager (Not Shown)

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Approving or Rejecting Data

• Select Submissions
• Select Review Submissions
• New Window pops up
• Select Submitted data
• New Window pops up
• Accept or reject the KPI data in groups or
  sub-groups
• Enter reason for rejection
• Submit Review (Not Show)
• NB You can not submit the review unless all the
  data has been either accepted or rejected
• NB2 Clicking Actions gt 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 tender requirements. 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 system calendar by Clicking on
  Calendar on the Menu Bar
• Key Activities
• OP Data upload Mon week 4
• Project set up Tues to Fri Week 4
• Early bird data submission Wed week 4 to Sunday
  week 1
• Latest On Time data submission Mon Week 1
• PM Approval Tues week 1
• Board Report Extract Wed Week 1
• Late submission deadline Sat week 4