Accor Hotels

Online Work Health and Safety Portal: Guide

A Step-by-step guide

Table of ContentsIntroduction....................................................................................................................................................................3

Definitions...................................................................................................................................................................3

Incident Types and Examples......................................................................................................................................3

How to Access & Login to the Portal...............................................................................................................................4

Submitting an Incident Report if a Staff Member, Contractor or Guest was Injured.......................................................5

To Report a Staff Injury...............................................................................................................................................6

To Report a Contractor Injury......................................................................................................................................6

To Report a Guest or Visitor Injury..............................................................................................................................8

Personal Health Incidents................................................................................................................................................9

Witnesses and Uploaded Attachments.........................................................................................................................11

Submitting an Incident Where No One Was Harmed....................................................................................................12

For Guest Property Damage or Loss..........................................................................................................................13

To Report Hotel Property Damage or Loss................................................................................................................14

To Report a Security Incident....................................................................................................................................15

To Report a Near Miss...............................................................................................................................................16

Hazard Report...............................................................................................................................................................17

Submitting a Suggestion................................................................................................................................................19

Log Out..........................................................................................................................................................................20

Further Information......................................................................................................................................................20

Health and Safety Links.............................................................................................................................................20

Accornet....................................................................................................................................................................21

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IntroductionThe Work Health and Safety (WHS) legislation requires Accor to effectively record and manage incidents and hazards that occur in the workplace, including near-misses, property damage, security related issues, as well as those that cause injury or illness to staff, contractors or guests/visitors. Accor has implemented an online system to better enable legal compliance and efficient operational management. All Hotels are required to use this system to manage incidents and contractor activity, and further improve their management of WHS.

DefinitionsFor the purpose of this Guide, Accor defines:

“Online WHS Portal” refers to the online and electronic system provided by Health Safety Works Pty Ltd (‘the system provider’) that was tailored for Accor’s needs. It currently covers Incident and Hazard Management, however will be modified in time to meet Accor’s evolving needs.

“Incidents” refer to uncontrolled events or occurrences that caused some form of harm to a person (injury or illness) or damage to property.

“Near Miss Incidents” refer to incidents that did not actually result in harm to people or property, however may have if the situation was different.

“Notifiable Incident” refers only to those incidents that satisfy the criteria of the local safety regulator (e.g. NSW WorkCover). These are generally more significant in nature. It does not refer to incidents that need to be lodged as workers compensation claims, although some incidents may be both.

“Hazards” refer to anything that has the potential to cause harm to a person (injury or illness) or damage to property, including aspects of the work practices, workplace layout, environmental factors, equipment and substances used, and behavioral factors.

“Risk” refers to the probability of a specified level of harm resulting from a particular hazard. “Contractor” is a person (other than a Hotel employee) or a company performing work for the Hotel.

Incident Types and Examples

Incident Type ExamplesStaff Injury Staff member burned hand in the kitchen

Staff member plugged in vacuum and received a shock Staff member injured back whilst moving chairs

Contractor Injury Contractor fell off ladder and injured back Housekeeping contractor strained shoulder pushing trolley AV contractor twisted ankle on cable

Guest Injury In house guest tripped and fell in lobby Conference delegate dropped glass and cut hand Visitor (friend of guest) slipped on tiles by poolside and fell on knee

Near Miss Chairs stacked in walkway fell over but missed everyone Staff slipped in kitchen, no injury sustained Guest reported smoke came from electrical outlet

Personal Health Guest fell at the shops and got first aid on return to hotel Staff member was having abdominal pain and left work early Guest had heart attack and wife asked reception to call an ambulance

Hotel Property Damage or Loss Guest bath overflowed and flooded room Broken window discovered on Hotel fleet vehicle Linen trolley collided with and damaged corridor wall

Security Related Incidents Guest returned to the Hotel and became aggressive to staff Armed hold up Stock missing from cellar room (assumed stolen)

Damage or loss of guest property Guest baggage was lost in baggage room Guest reports iPad stolen from room Guest car damaged in car park

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How to Access & Login to the PortalThe portal can be entered and used from any computer with internet access, providing a valid account is utilised.

1. Open Internet Explorer2. Enter the following web address in the Address Bar – www.onlineinduction.com/accor

3. Enter Username and Password then click Login (ask your manager or supervisor for login details)

4. You will be redirected to the home page specific to your hotel

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Submitting an Incident Report if a Staff Member, Contractor or Guest was Injured1. Click the “Report an Incident” link on the home page.

After clicking on “Report an Incident” you will be asked questions to direct you to the appropriate form.

2. The first question you will be asked is “Was anyone harmed in this incident?” – click “Yes”

3. You will then be asked “What was the reported origin of harm?” – Click “Hotel Incident” NOTE: “No Incident” is only be used if the situation was completely unrelated to the Hotel operations.

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4. You will then be asked “Who was injured?”

To Report a Staff InjuryClick the “Staff” link

To Report a Contractor Injury Click the “Contractor” link

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5. Complete all the required fields.Note: There is no obligation to complete a hardcopy of the “Incident Report Form” however these can be uploaded onto this portal if you choose to do so.

6. If you do not have all the required information, you can either click “Save without Submitting”, which retains the information as a DRAFT only, or click “Submit” and return to edit it later. It is preferable to “Submit” as this will generate the appropriate notifications, however a DRAFT will not.

7. When you have completed all the required fields click “Submit”

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To Report a Guest or Visitor Injury Click the “Guest or Visitor” link

5. Complete all the required fields on the “Public Liability Report” Form (Publiab001)

6. When you have completed all the required fields click “Submit”

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Personal Health IncidentsThis section applies to personal health issues that Hotel staff respond to, however the cause is not related to the Hotel operations (e.g. guest heart attack, staff member has stomach pains).

1. Click the “Report an Incident” link on the home page

2. You will be directed to the below page, & asked “Was anyone harmed in this incident?” – click “Yes”

3. You will then be asked “What was the reported origin of harm?” – Click “No Incident (i.e. General/ Personal Health Concern Only)”

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4. Complete all the required fields.Note: There is no obligation to complete a hardcopy of the “Incident Report Form” however these can be uploaded onto this portal if you choose to do so.

5. When you have completed all the required fields click “Submit”

6. This incident report has now been completed and will automatically be logged on the hazard register. Please ensure you print a copy and have it signed by the GM or another suitable manager.

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Witnesses and Uploaded AttachmentsOnce you have submitted your “Incident Report” Form you will be redirected to the “Witnesses” page. This is where you will be able to record witness contact details and statements (if applicable).

1. Complete all the required fields

2. To attach electronic files, save the document first, then browse to find it on your PC and upload in the appropriate location. Examples of documents you may wish / need to attach are;

a. Witness Statement(s) – these should only ever be written by the witness (unless extraordinary circumstances apply) on a separate document and must be signed and dated by the witness.

b. Other attachments (e.g. hard copy of incident report , photographs, sketches, medical certificates, or repair quotes)

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3. When you have completed all the required fields click “Continue”

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Submitting an Incident Where No One Was Harmed1. Click the “Report an Incident” link on the home page

2. You will be redirected to the below page, and asked “Was anyone harmed in this incident?” – click “No”

3. You will then be asked “What type of incident would you like to report?”

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For Guest Property Damage or Loss1. Click the “Guest Property Damage or Loss” link

2. Complete all the required fields on the “Public Liability Report” Form (Publiab001)

3. When you have completed all the required fields click “Submit”

4. This incident report has now been completed and will automatically be logged on the hazard register.

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To Report Hotel Property Damage or Loss1. Click the “Hotel Property Damage” link

2. Complete all the required fields

3. When you have completed all the required fields click “Submit”

4. This incident report has now been completed and will automatically be logged on the hazard register.

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To Report a Security Incident1. Click the “Security” link

2. Complete all the required fields

3. When you have completed all the required fields click “Submit”

4. This incident report has now been completed and will automatically be logged on the hazard register.

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To Report a Near Miss1. Click the “Near Miss” link

2. Complete all the required fields

3. When you have completed all the required fields click “Submit”

4. This incident report has now been completed and will automatically be logged on the hazard register.

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Hazard ReportOnce you have submitted your incident report, you will be automatically directed to the “Hazard Report and Management Form”, which is mandatory for every incident. This can be completed immediately, or at a later date (preferably as soon as practicable). The “Incident Report” and the “Hazard Report and Management” Forms may be completed by different people, depending on the type of incident and department impacted (i.e. Executive Chef may be responsible for all kitchen related incidents, whilst an AM completed the initial incident report).

1. Complete all the required fields

2. You will not be able to “Close” an incident without logging a “Hazard Report and Management Form” and completing the “Risk Controls” and “Authorisations and Status” sections.

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3. Refer to the “Risk Matrix” & “Hierarchy of Control” at the bottom of the Form to complete the “Risk Controls” section

4. Once you have completed all the required fields click “Submit”

5. The portal will now assess whether the Incident can be closed off by reviewing the following; a. What date was the final risk control implemented – a valid date or “N/A” needs to be selectedb. What is the status of this incident – needs to be “Incident completed and finalised” c. Name and position of the manager authorising the status of the incident.

6. If all of the required fields are completed appropriately, the system will prompt you to close the incident when you click submit.

7. If not, the incident will remain “Outstanding” and you will need to re-enter the “Hazard Report and Management Form” to update documentation and resubmit upon completion.

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Submitting a SuggestionTo make a suggestion -

1. Click the “Suggestion Box” link on the Home Page

2. You will be redirected to the below page, complete all the required fields. Choose one of the three options of who you want to view your suggestion;

a. Your Hotel Managerb. Accor Corporatec. The System Provider

3. Once you have completed all the required fields click “Submit”

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Log OutOnce you have completed your report or submission please log out.

Further InformationFor further information:

1. Click on the “MISC” Tab on the Home Page

2. It will give you a choice of:a. Health and Safety Linksb. Accornet

Health and Safety Links

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Accornet

Go to Accornet for:

WHS forms, policies and procedures Risk management forms, policies and procedures

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