Logging Field Observations: A Step-by-Step Guide

Starting a New Field Observation

1. From the main menu, navigate to the Field Observations module.
2. Click New Record. This opens the main "Field Observations" form where you'll enter the general details of your observation session.

Filling the Main Field Observation Form

This form captures the overall context of your visit.

• Visit Type: (Mandatory) Select the primary purpose of your observation (e.g., "Safety Interaction," "Planned Task Observation").
• Date: (Mandatory) The date of your observation.
• Site Manager: (Mandatory) The manager responsible for the area observed.
• Line Manager/Supervisor: (Mandatory) The relevant supervisor.
• People Observed: (Mandatory) The individuals whose work or area was observed.
• Time Spent (minutes): Optionally, note the duration.
• Site Manager Notified: Check if the Site Manager has been informed.
• Hierarchy: Ensure the correct organizational unit (e.g., Site, Department) is selected.

Documenting Specific Findings (Individual Observations)

For each distinct safe or unsafe condition/behaviour you note, you'll create a linked "Individual Observation" entry.

1. On the main form, find the sections for observations:
   • To log a positive finding: Use the link/button typically labelled "Safe Condition/Behaviour Observed" (or similar like 'Create Observation' under this heading).
   • To log an issue or area for improvement: Use the link/button typically labelled "Unsafe Condition/ At Risk Behaviour Observed" (or similar).
2. This will open an "Observations" sub-form. Here, you'll provide details for that specific finding:
   • Observation Type: This may be pre-filled based on how you opened the form (e.g., "Recognition and achievement" or "At risk behaviour or hazardous condition"). Confirm it's correct.
   • Observation Description: Clearly describe what you saw.
   • Threat Type, Sub Type, Mechanism: For unsafe conditions/behaviours, use these fields to classify the observation. This helps in later analysis (e.g., Threat Type: "Work Environment", Sub Type: "Slips, Trips, Falls", Mechanism: "Uneven Surface").
   • Immediate Controls: (Mandatory) Describe any actions taken immediately to address the issue or reinforce good practice.
   • Proposed Controls: Suggest further actions if needed.
   • Risk Rating (Actual and Potential): If applicable (especially for hazards), assess the risk. "Actual Risk" is the risk with current controls in place. "Potential Risk" is the 'worst-case' risk if controls were absent or failed.
   • Associated Hazards/Actions: Link this specific observation to existing Hazard records or create new ones. Similarly, link or create specific Actions needed to address this point.
3. Save/Submit the individual observation sub-form. You'll return to the main Field Observation record.
4. Repeat steps 1-3 for each separate observation you need to document.

Completing and Submitting the Overall Field Observation

1. Once all individual observations are logged, review the main Field Observation form.
2. Comments: Add any overall summary, discussion points, or follow-up notes related to the entire observation session in the "Comments" (history) field.
3. Associated Risk Assessments/Actions (Main Form): Link to any overarching Risk Assessments or create general Actions that apply to the entire visit, rather than a single specific finding.
4. Saving vs. Submitting:
   • Save: Saves your Field Observation record as a Draft. You can return to edit it later. Individual observation entries also have a Draft state.
   • Submit: Finalizes the Field Observation record, changing its status to Complete. This typically makes the record read-only for most users and may trigger notifications to relevant personnel if configured.

Refer to "Adding Attachments" for guidance on uploading files, and "Understanding Hierarchy" if you need to adjust organizational units.