HSW IT Systems Uplift Program

Welcome to the Health Safety Wellness (HSW) IT Systems Uplift Program (2022 - 2025). This space provides key project information and resources to support YOU, our valued end-users whilst we deliver our seven project initiatives.

HSW IT Systems Uplift Program

The Health Safety Wellness (HSW) IT Systems Uplift Program commenced in 2022 to identify, consolidate, integrate and/or replace existing systems within our current HSW virtual ecosystem

The uplift program aims to ensure accurate and timely data is available for reporting, improve efficiencies, streamline workflows, and develop reporting dashboards to support and inform operational decisions and strategic planning.

The uplift program is guided by our vision: Inspiring a culture committed to the health, safety and wellness of the UQ community as outlined in HSW Strategy 2022-26 and UQ Technology Master Plan (TMP) 2024-27 strategic framework.

Cumulatively, the uplift program will actively contribute to:

the delivery of integrated systems and decision making (one of five key priorities and measures of success under the HSW Strategy 2022-26)
proactive management of due diligence, risks and reporting of health, safety and wellness data University-wide
improved end-user experiences (includes mitigating manual reporting)
enhanced data quality (and access to quality data) for the purpose of reporting, governance, compliance and strategic planning.
Since November 2022, the HSW IT Systems Uplift Steering Committee has prioritised seven discrete components and deliverables to future proof our HSW virtual landscape.

As project sponsors, the HSW Division continue to work with key UQ community stakeholders and Information Technology Services Division HSW IT Systems Uplift Project Team to deliver these exciting initiatives.

For more information or additional support, please email the HSW IT Systems Uplift Project Team.

Key Contacts:

Karl Kennaugh Project Manager (ITS)

Marj Scheuierman Business Analyst (ITS)

Narelle McCallum Senior Manager, Health, Safety and Wellness (HSW)

1. UQSafe Riskware version upgrade (R3)

What is changing?

UQ is upgrading UQSafe from Riskware version R2 to Riskware version R3 to improve platform stability, user experience and system functionality.

Why?

UQSafe is a crucial health and safety tool for our community and is used by all UQ staff and students for reporting incidents and hazards, documenting risk assessments, field trip planning approvals, and managing laboratory activity applications (eg biosafety), licences and certifications. The upgrade is necessary to ensure UQSafe continues as a reliable platform for users. The data gathered from UQSafe reports, assessments, applications, approvals, and plans are instrumental in effective risk management, future hazard control and incident prevention programs.

Staged delivery to minimise disruption

To minimise end-user disruption, the upgrade to UQSafe R3 will be staged in delivery. The first phase will be completed by the beginning of 2025. Two modules will be moved into UQSafe R3,

Incident and Hazard Reporting
Inspections and Checklists (currently in iAuditor)

The following modules are out-of-scope and will remain in the current (R2) version of UQSafe,

WHS Risk Assessment
Work Off-campus and Fieldwork Plans
Laboratory Activity Applications (Biosafety, Certifications, Facilities)

Until all modules are moved into the new Riskware version, UQSafe versions R2 and R3 will run in parallel, with links connecting the two platforms for a seamless user experience.

When will it happen?

From Q1 2025, the UQ-wide ‘Annual HSW Workplace Inspection Checklist’ will be completed in UQSafe R3. All other inspection checklists will transition across into UQSafe by the end of 2025 and outstanding actions will need to be closed in iAuditor. During this time, iAuditor and the new UQSafe Checklists Module will be run in parallel. iAuditor will be decommissioned once all iAuditor checklists have been transitioned to the UQSafe Inspection and Checklist Module.

From Q1 2025, new hazards and incidents will be reported and actioned in the new version of UQSafe. Incidents reported prior to this date will remain in the previous version and will continue to be accessible until all historical reports have been finalised and the actions closed out. No historical data will be lost or become unavailable. Ongoing access to a view only version of the register will be maintained during the period of transition.

Who benefits from the upgrade?

UQSafe provides a user-friendly platform for all UQ staff and students to manage health and safety risks, and to report workplace hazards and incidents. We are investing in the upgrade of UQSafe Riskware (R2 to R3) and moving workplace inspections into UQSafe to capitalise on improved system functionality. This will ensure we continue to have a compliant and user-friendly platform in future years.

For end-users, the upgrade:

streamlines systems and processes by rationalising the number of systems deployed
saves time through enhancements to workflow automation and upgraded task management
provides improved access to quality data for decision-making
enables more intuitive navigation and reporting (especially useful for supervisors)
enhances module functionality (you can add, configure, design and link modules and forms)
improves user experience with a new interface and mobile phone access (the PocketSafety app will be retired and replaced with a new phone application).

What next?

To ensure the transition of the two UQSafe modules into the new version goes smoothly, users will be supported through this change via targeted engagement events, online support resources and regular communication.

The HSW IT Systems Uplift project team aims to ensure all end-users, supervisors and interested parties have the knowledge and ability to navigate any changes to use UQSafe pre and post the upgrade.

User acceptance testing, end-user training, workshops and ongoing communication and engagement activities will be rolled out in the coming months to support this change.

Further information

If you have any further questions about this project, or other aspects of the HSW IT Systems Uplift Program, please email hswuplift@uq.edu.au for additional support.

Key Contacts

Karl Kennaugh IT Project Manager | Narelle McCallum Health, Safety and Wellness Division

2. HSW Reporting Dashboard (UQ Reportal)

What is changing?

An automated, validated, and robust set of reporting tools are required to streamline communication of HSW trends and learnings across the University in a consistent format that drives ongoing improvement and informs decision making.

A set of standard HSW reports will be developed and published in UQ Reportal, to enable users to be able to access and analyse HSW data from multiple data sources as real-time dashboards.

3. Workday Health Monitoring

What is changing?

The objective of this project is to decommission the existing Health Surveillance System and utilise Workday (UQ’s Human Resources system) to maintain records of health monitoring.

Why change?

It is necessary to decommission the existing Health Surveillance System and utilise Workday for the Health Monitoring System. Why? We need to improve efficiencies, reduce system duplication, and provide opportunities for improved functionality, integration and reporting.

Replacing the old Health Surveillance System with Workday Health Monitoring will:

•   save time by automating manual tasks
•   improve access to quality data for decision-making
•   enable more intuitive navigation and reporting (especially useful for supervisors)
•   enhance user experience with the new Workday interface
•   support the identification of changes to health status because of exposure to certain occupational hazards.

Why use Workday and not retain the old Health Surveillance System?

Workday meets key business requirements as the platform provides:

• single sign-on to a safe and secure location for personal details of UQ Staff
• live and accurate staff data in a centralised location mitigating the need for system integration

The Workday platform provides the Occupational Health Nurse Advisor (OHNA) with the ability to:

•   track health monitoring compliance via quality reporting within Workday and via UQ Reportal
•   configure due dates, notifications and reminders
•   safely record personal medical documentation e.g. medical test results, Statement of Exposure
•   configure (internal UQ) approval workflows
•   refer to relevant HSW Policy and Guidelines within messages
•   record medical consent
•   archive records for the life of the system for future reference when required and store records securely under the Health Records Act 2001.

What are the benefits?

We are investing in this upgrade to ensure we have a compliant and user-friendly health monitoring management system.

The Workday Health Monitoring benefits include:

Early detection of trends, work related illness
•   reduces the complexity and time taken to extract data
•   enables relevant staff members to easily identify trends and risks
•   improves data management (record management and reporting)

Simplified record management and reporting
• reduces time taken to provide monthly reporting data by up to 50%.
• alignment with UQ Reportal, data warehouse, and relevant UQ systems allows for simplified report generation and record storage

Enhanced workflow automation
• ensures upcoming monitoring activities are automatically flagged, allocated and completed

Ability to exceed HSW statutory requirements
• health monitoring records are retained in one central and secure location with appropriate archiving settings for 30+ years

What next?

To minimise end-user disruption and achieve a smooth transition, a soft go-live schedule was applied between January to March 2024.

The soft go-live phase tested Workday’s functionality for health monitoring, identify and resolve issues, and gather further feedback from users.

Our dedicated focus group, end-users, supervisors and interested parties participated in engagement activities to garner the knowledge and ability to use the new Workday Health Monitoring System.

Transition of current Health Monitoring records into Workday is now complete.

Reporting requirements for the old and new Workday health monitoring system will commence in January 2024 (expected completion end June 2024). This process involves mapping both old and new data with a dependency on exporting Workday data and generating the feed for UQReportal.

The Health Monitoring Team within the HSW Divison are also committed to help you navigate the Health Monitoring requirements in the UQ Community.

Sustain the change

Ultimately, it is our valued end-users that will sustain the change .The Occupational Health Nurse Advisor (OHNA), within the HSW Divsions (HSWD, is comitted to help end-users navigate the upgraded Workday Health Monitoring System and Health Monitoring requriements within our UQ Community. Please email OHNA@uq.edu.au or call (07) 3365 4883.

Key timing

HSW Sponsor Demos (Oct to Dec 2023)
HSW Focus Group Demos (Nov to Dec 2023)
User Acceptance Testing (Dec 2023 to Jan 2024)
Soft go-live (14 March 2024)
Decommission old database (May 2024)
Online training resources available (March 2024)
Information session (1 of 2) (18 March 2024)
Information session (2 of 2) (25 March 2024)
Report provisioning (June 2024)

Further information

If you have any further questions about this project, or other aspects of the HSW IT Systems Uplift Program, please email hswuplift@uq.edu.au for additional support.

HSWD Health Monitoring

Health Monitoring User Guides (via the Systems Training Hub)

Health Monitoring Information Session 1

Key Contacts

Karl Kennaugh Project Manager (ITS) | Marj Scheuierman Business Analyst (ITS) | Occupational Health Nurse Advisor (OHNA)

HSW IT Systems Uplift Program