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The Review and Close stage of a Safety and Environmental Concern is assigned to the location's Safety and Environmental Coordinator following the Verification of Corrective Action Effectiveness being submitted. Notification of Safety and Environmental Concern Submitted for Closure When an EHS Concern is submitted to you for closure, a task will be created for you to review and close the concern, and Intelex will email you a notification, similar to the one shown below. If you use the link contained in the email, you will be taken directly to the concern once you login to Intelex. Please note that if your location has more than one person listed in the Safety and Environmental Coordinator role, each listed individual will receive a notification and be assigned the task to close the Concern. Whoever completes it first completes it for all who received the task. Complete the Review and Closure Stage To complete the Review and Closure stage of the Safety and Environmental Concern workflow, login to Intelex and follow the instructions below. 1. If you do not access the task through the link in the email, click on My Tasks, find the record no. of the concern, click on the link, and then click Edit. 2. Scroll down until you reach the Verify Corrective Action Effectiveness section and review the verification that was submitted. If approving the verification, select "Yes" in the Verification Approved? field in the EHS Review and Closure section, enter any final comments. If not approving the verification, select "No" in the Verification Approved? field in the EHS Review and Closure section, enter the revisions that you would like the Verifier to make. 3. Submit the form by clicking the Submit Concern button. In the event that the evaluation of the corrective actions' effectiveness showed that they were not effective, submit a new Concern to address the issue. Reference the previous Concern's Record No. in the description.

The Review stage occurs after an EC is initially submitted and is performed by individuals assigned to the Environmental Engineering role in Intelex. If an EC is submitted to you, a task will be created for you to review the concern, and Intelex will email you a notification. If you use the link contained in the email, you will be taken directly to the EC once you login to Intelex. Complete the Review Stage If you do not access the task through the link in the email, click on My Tasks, find the record no. of the EC, click on the link, and then click Edit. Review the Concern Description section and any documents attached in the Supporting File Attachment section. Complete the fields in the Review section and click Save. If you specified that the Concern is Valid, you will see that the EC Type and Non-Compliance Type fields appear with the defaults based on the Occurrence Category and Type selected. Should you wish to change the Default EC Type, click Edit, check the Override Default EC Type field and complete the Revised EC Type and Override Reason fields. The timing for completing subsequent stages of the EC will be based on the Revised EC Type. Submit the EC as follows: (A) Assign for Investigation: advances the Concern to the Investigate stage and creates a task and notification for the Shop Environmental Rep selected. (B) Cancel Concern: cancels and closes the EC. A confirmation window will appear. Click "Ok". A notification with the cancellation reason is sent to the Submitter and/or Reporter.

Note: Because of the volume of findings that you will receive during an audit, notifications are not sent to the TMS EHS Representative when each individual finding is submitted. Monitor your My Tasks list for submitted findings. They will appear as categorized as Type:"TIMS Findings" and Stage:"Review Finding". When you're ready to review a finding, click on the task link. Alternatively, you can also access submitted findings from the TIMS Verification page: Review what the auditor submitted in the Finding Details and Private Document Attachment sections. Ensure the form is in Edit mode (click Edit button in the menu bar if it's not) and in the Finding Review section, fill in the fields as shown. If you are returning the Finding to the Auditor for revision, click Return Finding to Auditor. Otherwise, continue with Step 5. If you indicated that a Concern or Follow Up was required, the corresponding Safety and Environmental Concern, HazMat Concern, or Follow Up grid will appear below. Click Add Entry in the grid. (Note that the example shown in steps 4 - 6 is for a Safety and Environmental Concern, but HazMat Concerns and Follow Ups function in the same manner.) PLEASE NOTE: Ensure that your Location dropdown in the upper right hand corner of the screen is set to the location of the person whom will be assigned the concern or follow-up (typically the current audit location). On the pop-up window, complete the fields in the first section displayed and click Next. All applicable fields from the Finding will transfer to the TIMS Safety Environmental Concern; review the Description of Concern section. If desired, you may make edits by clicking the Edit button. Click Submit Concern (or Submit Follow Up). Confirm that any Concern or Follow Up issued has been assigned (the Current Stage will NOT say "Draft"). Click Close Finding. Repeat this process for each finding.

What Records and Documents Should be in Intelex?

Prior to the meeting, you may want to add details to the agenda, add some planned attendees who are not part of the normal meeting group, change the scheduled date or time, etc. All of these edits can be made after you schedule the meeting in Intelex. To edit your scheduled meeting, log on to Intelex and follow the instructions below. Click the down arrow on the Applications dropdown (A) and then select the Meetings Management application (B). If you are a full access or supervisor user, the application will open on the Coordinator tab. If you are a Corporate EHS user, the application will open in the Corporate tab. From the appropriate tab, click on the Data sub-menu and choose Scheduled Meetings. Look for your meeting and click the pencil next to the record number. Make any updates or edits in the Meeting Details or Attendees sections and click the Save button. Highlighted fields below can be edited at any point during a scheduled meeting.

The Environmental Manager Approval stage occurs after an EC is approved by the Environmental Engineering department. It is assigned to the Environmental Engineering Manager role. Intelex will create a task and send an email notification to approve the concern to each person assigned to the Environmental Engineering Manager role at that location. Whoever completes the task first, completes it for everyone assigned to the role. If you use the link contained in the email, you will be taken directly to the EC once you login to Intelex. Complete the Shop Approval Stage If you do not access the task through the link in the email, click on My Tasks, find the record no. of the EC, click on the link, and then click Edit. Review the Concern Description and Investigation sections of the EC, including the CCM's and PCM's, as well as any documents attached in the Supporting File Attachment section. Complete the fields in the Approval section under Environmental Engineering Manager Approval. If you do not approve the concern, you will be prompted to enter Requested Revisions; these comments will be sent to the Shop Environmental Rep when the EC is returned for revision. Click Submit Concern. If you indicated "Yes" in the Approved? field, Intelex will create a task for the Shop Environmental Rep to implement countermeasures and send them a notification. If you indicated "No" in the Approved? field, it Intelex will create a task for the Shop Environmental Rep to revise the Concern. Your Requested Revisions will be included in the notification that is sent to the Shop Environmental Rep, the Approving Shop Manager, and the Approving Environmental Engineer by Intelex.

The Intelex EHS Objectives application was refreshed in July 2017 -- here are the changes to the application: Application Setup EHS Objectives and Kaizens are now consolidated into one tab. The Objective Setting tab no longer exists. The application uses a sub-menu to organize Objectives, Kaizens and Help Documentation. The link to Help Documentation is a new feature in the application. Objectives Form Workflow diagram added to the top to help you know your place in the workflow Fields removed from the main Objectives form: Related MRC EHS Category Area of Risk Starting Fiscal Year is not a select field instead of type-in. Click select to choose the correct fiscal year from the list. Kaizen Form Attaching the Kaizen file is now done through a specific Kizen File Field within the Kaizen Description section of the form. Previously, the file had to be attached in a different section called Supporting File Attachment. Help Documentation Set Objectives Adding a Kaizen Completing a Kaizen Complete and Close an Objective

As a Full Access (i.e. Coordinator) user, you have the ability to delete or archive records. In some applications, you'll see the Delete button on the inventory screen; in others you'll see the Archive button. Both accomplish the same thing: removing the record. The only difference is that a System Administrator may be able to restore an archived record in the event it's mistakenly removed. Deleted records are removed permanently. To delete or archive, simply check the selector box next to the record you want to remove, and click the Delete or Archive button. Example of Archiving a Record Example of Deleting a Record

Notification that an Inspection is Ready for Review When a Corporate Inspection Request is submitted to you for review, you will receive an email notification, similar to the one below. You can click on the link in the email to login to Intelex and be taken directly to the inspection record. Review the Inspection Review the inspection by logging on to Intelex and following the instructions below. Select Audits and Inspections from the Applications dropdown in the upper-right hand corner. The application will open to the Audits Lists on the Scheduled Audits tab. Find the inspection and click the inspection's record number. Alternatively, you can use the link in the email notification for the inspection or click on the link in your My Tasks list. Review the information contained in the Audit Results section and files attached in the Private Document Attachment section. Determine if the inspection details and attachments provided were sufficient to assign Audit Follow Ups and/or close the inspection. If the information provided was sufficient, select "Yes" in the Inspection Sufficient? field and click Save. If the information provided was NOT sufficient, select "No" in the Inspection Sufficient? field, enter in details of what additional information needs to be included and the date you want the information submitted by, and click Save. Proceed to step 6. If corrective or preventative action needs to be taken as a result of the inspection findings, click Add Entry in the Audit Follow Up section and then follow the instructions contained in the Enter an Audit Follow Up and Respond to an Audit Follow Up sections. Click the appropriate button to either close the inspection or return the form back to the EHS Coordinator for more information. If approving the form and NO Follow Up Actions were assigned, click Close With No Follow Up Actions Required. Intelex will then send an email notification to the EHS Coordinator notifying them that their inspection was accepted and no additional action is required. If approving the form and Follow Up Actions were assigned, click Assign Follow Up and Close. If returning the form to the EHS Coordinator for revision, click Return to Inspector for Revision.

This article applies to Document Owners, i.e. EHS Coordinators, Business Unit Coordinators, Corporate EHS. In Intelex, you remove unwanted documents with the Obsolete Document process. This process includes an approval stage - with the same approver(s) as when the document was registered or revised - followed by a retention period. At the end of the retention period the document can be deleted by the Document Owner. The retention period starts on the effective date entered by the Document Owner when submitting the document for obsolescence. The standard retention time period is one (1) year. Once everyone has approved the obsolete revision, the document disappears for other Document Users (on the Documents tab), although the Document Owner will still be able to see it (on the Document Explorer tab). If the document is a Word document, the obsolete document watermark will be applied when a document with the status Obsolete is opened. At the end of the retention period, the Document Owner will get a notification letting them know they can delete the document. You can't delete an obsolete document until any change requests are either accepted or rejected. When the document is deleted, all revision versions of the document are also deleted, along with any outstanding acknowledgments and document return records. Start Obsolete Document Process On the Document Explorer tab, locate the document you want to make obsolete. Click Obsolete Document in the Open Revision column. Scroll to the Revision Information section and enter the Reason for Revision. You can leave the Effective Date blank for now, or if you have date you want the retention period to start, you can enter it. At the top of the page, click Next. After the screen refreshes, scroll to the Approval Process Options section and select the approval process that best fits your document, based on Type (Program, Form, etc.) and content (Environmental, HazMat, Safety, or Cross EHS). The selections you see may vary and are based on the chosen Document Life Cycle. At the top of the page, click Next. The document will automatically be routed for approval and the document will go into Pending Approval status. Three (3) new grids will appear at the bottom where you can track Approvals, Reviews and any Comments. Once the document is approved, it will automatically be made obsolete and the retention period will start on the Effective Date you specified in Step 3 above. If no date was specified, the Effective Date will be the approval date. Once the one-year retention period comes to an end, Intelex will send you a reminder email and task to delete the document or issue a revision if the document is still needed.

A recurring planned emergency drill or exercise only needs to be scheduled initially one time. After a drill or event is entered, Intelex will reschedule the drill for the time interval you specify when scheduling it. Unplanned emergency events, also need to be "scheduled" after the fact; however, when entering these types of events, you will indicate that they are one-time only. To schedule a Drill or Event, log on to Intelex and follow the instructions below. Select Emergency Response from the Applications dropdown in the upper-left hand corner. The application will open to the Emergency Events and Drills List. Click Add Entry. Complete the fields as shown below and click Save. When entering theTitle, if this is a recurring drill, it's helpful to describe it so that it will encompass actual related events as well. For example, if you periodically hold fire drills, tornado drills, and chemical shelter in place drills, you can create 3 records and title them "Fire Drills and Events", "Tornado Drills and Events", and "Chemical Release Drills and Events". There are several benefits to this: Because actual emergency events can be counted as drills, the task for conducting the drill can be completed by entering the actual emergency event and the task will reschedule for the following year (or whatever frequency you specify in the Frequency field). The complete drill and event history for a single Emergency Situation can be held in one record, making it simple to see all the related activities at once. Also, be sure to change the Frequency to match when the drill is typically scheduled (annually, every 2 years, etc.). If you're recording an unplanned Emergency Event that does not have a related scheduled drill, you can leave the Frequency field at the default of One Time. When you save the record, Intelex will create a task for the Person Responsible to record the results of the drill or event. The screen will refresh and look similar to the one shown below. If the emergency event or drill has already taken place, you can continue on at this point and record the results .

Prior to a planned audit, you may want to add details to the agenda, change the scheduled date or time, etc. All of these edits can be made after you schedule the audit in Intelex. To edit your scheduled Audit, log on to Intelex and follow the instructions below. Select Audits and Inspections from the Applications dropdown in the upper-right hand corner. The application will open to the Audits Lists on the Scheduled Audits tab. Find the audit you would like to edit and click the pencil to the left of the audit's record number. Alternatively, you can use the link in the email notification for the audit. To edit any field in the Audit Details section, click the Edit Read-Only button. Note that this button only appears for EHS Coordinators. If a Coordinator assigns and audit to a non-Coordinator, they will not be able to edit the audit details. Make any updates or edits in the Audit Details section and click the Save button.

Intelex allows you to have multiple applications and/or views open at the same time. So if you're using several applications periodically throughout the day or you need to see multiple views of an application at the same time, you can open multiple browser tabs. The picture below shows 3 tabs open to different applications: Incident Management, Safety & Environmental Concerns and Reports: The easiest way to open multiple tabs is to simply duplicate the tab that you are working with and then navigate to another application in the duplicated tab. Duplicating tabs can be performed in both Internet Explorer and Chrome by right-clicking the tab you'd like to duplicate, and then clicking on Duplicate Tab (IE) or Duplicate (Chrome), as shown below. Internet Explorer Chrome

The Emergency Response application performs the following functions: Schedules planned emergency drills and exercises Records results of both actual emergency events and planned drills Records and tracks follow-up actions issued as a result of an emergency event or drill The Emergency Response app should be used to schedule and/or record all planned and unplanned emergency events and drills, including: Explosion, Fire or Smoke Weather Related Events, including: Severe Storm Flooding Tornado Blizzard Earthquake Power Outage Injury and Illness (drills only - actual injuries and illnesses should be recorded in the Incident Management application) Spill or Release (drills only - actual Spills/Releases should be recorded in the Incident Management application) Workplace Violence Suspect Letters/Parcels Bomb Threat Written or Telephonic Threat Civil Unrest or Disturbance Animal Encounters

Unfortunately, once a First Aid or Personal Injury (Non-Work Related) record is closed, there is no way to go back and edit it to make it Recordable. Therefore, if you think an injury may become Recordable within a few days, do not submit the record at the Document Injury stage. Once a First Aid or Non-Work Related Injury is closed, to make it Recordable, you will need to delete the Injury or Illness Sub Incident from the main Incident Management report (shown below) and then re-enter the record following the steps in Enter Injury/Illness Sub-Incident. Once submitted, follow the steps in Documenting an Injury/Illness and OSHA Recordkeeping for an Injury/Illness.

This article applies to Document Owners, i.e. EHS Coordinators, Business Unit Coordinators, Corporate EHS. When a document is registered in Intelex, a review schedule is automatically applied. Document Owners are required to review their documents at least annually. After the document has been reviewed, the Document Owner can either indicate that no change is needed by recording the review or if changes are needed, they can start a revision. Both options will close out the Periodic Review task. Document Owners will receive a notification 30 days prior to the review being due. Note that Document Owners can add a periodic review at any time. Even when one is not due. So if you have conducted a review of the document for whatever reason, take credit for it by recording the review in Intelex. The task due date will reset for one year out. Review the Document Click on the Document Name from My Tasks or on the Document Explorer tab inventory to open the document record. Review the current version of the document and any Change Requests that have been submitted to determine if the document needs to be revised. If the document needs to be revised: revise the document. You do NOT need to add a Periodic Review or proceed to the next step in these instructions. Once the new revision is released, the review date will automatically update and won't be due again for another year. However, if you want the review task to be closed right away, you still have the option of adding a periodic review and indicating "New Revision" in the Review Action field as described in the steps below. If the document does NOT need to be revised: proceed to the next step. If you determine no revision is necessary (or you want to close the task before the new revision is released), click Add Periodic Review at the top of the page. In the Periodic Review Details complete the fields as indicated below. Review Action Select New Revision is needed or Up-to-Date Notes Add any optional notes regarding the document Review Date Reviewed by Confirm auto-filled values are correct and update as needed. At the top of the page, click Save. IMPORTANT! At the top of the page, click Complete Review. Once complete, the task will close and the Last Date Reviewed field will update on the main document page.

Summary This document summarizes how to create a Task Definition. A Task Definition is created for a local requirement and defines the due date and person responsible. Creating a Task Definition creates individual tasks on the defined frequency basis. A Task Definition is created from an already created task template. Task Templates apply to global requirements. Task Definitions must be created for each individual local requirement to set up specific tasks for that location. Note: Before creating a local Task Definition, you must have created a Task Template on the global requirement. Action Completed By EHS Engineer Navigation Navigate to Compliance Assurance’s Engineer Tab Go to the menu and under Manage Requirement click into View Local Requirements Click the record to open the local requirement Open Local Requirement Action Within the local requirement, go down to the Compliance Task Settings section. In the Task Templates sub-section, under the “Add” column of the table, click the plus icon on the task template you want to create the task for. Note that the plus button does not have the usual “Add Entry” text and is simply the blue plus icon. Add Task Definition to Task Template - Click Plus Icon In the pop-up window, select the first task due date and the person responsible. First Task Due Date – The first created task will have this due date End Date – This is not a required field. If provided, Tasks will not be generated after this end date. If you leave it blank, tasks will be generated indefinitely at the defined frequency. Person Responsible – specify the person or role responsible for the task Note: You can assign an individual (Employee) or Location Role. Location Roles are recommended where appropriate. When selecting, filter by Type (Employee or Location Role) and by the Location to which the task is assigned. Common roles include: EHS Role - Safety & Env Coordinator and EHS Role - Hazmat Coordinator. Create a Task Definition When the task definition is saved, a task will be assigned to the person responsible and will have the First Task Due Date as the Due Date. Task can be viewed within the Task Definition record itself or within the Tasks section of the local requirement. Based on the frequency specified, a new task will be generated once the current open task is completed. Two Options to View Tasks

Notification that a Finding was Returned to You for Revision If a finding is returned to you, a task will be created for you to resubmit the finding, and Intelex will email you a notification, similar to the one shown below. The email will contain the required revisions. If you use the link contained in the email, you will be taken directly to the finding once you login to Intelex. Revise and Resubmit the Finding To resubmit the finding, login to Intelex and follow the instructions below. If you do not access the task through the link in the email, click on My Tasks, identify the finding, click on the link, and then click Edit. Alternatively, you will also be able to access the Finding on your TIMS Verification Assignment record as shown below: Make the requested revisions to the record as described in the email notification and click Resubmit Finding.

Home Pages are designed to provide system-related news, information and key metrics. The home page that you see depends upon the security group to which you are assigned. Home pages are visible not only when you login, but also from the Dashboard Viewer. If you are a Full Access licensed user (e.g. Coordinator), you will be able to see not only your home page, but the home pages of the other security groups at your location via the Dashboard Viewer. Intended Views Please note that each dashboard has an intended view, meaning that the charts are sized for the number of locations that you are viewing. Most users will see a home page that is intended to be viewed for a single location, e.g. a VDC or PDC. Users who login at a roll up location, typically Corporate and Business Unit users, will have a home page that is intended to view multiple locations. If the user decides to look at a dashboard that is intended for a single location, such as those listed below or those that have "Facility" in the title, they should be sure to drop down into an individual location; otherwise the data will not display correctly. The same is true if attempting to view a multi-location dashboard and your location is set to an individual location as opposed to a roll-up location. Users with Multiple Locations/App Suites Some users who have multiple locations (e.g. AirFlite, TdPR, TRD) or have access to multiple app suites, e.g. EHS and Compliance, will be assigned multiple home pages. These users can choose which Home Page they log into by (A.) going to their User Profile and (B.) selecting the Home Page that they would like to see as a default. Home Pages App Suite Access Group Home Page Name Intended View Notes EHS EHS Coordinator Home - EHS - Coordinator Single Location EHS Supervisors and Managers Home - EHS - Supervisor Single Location EHS Business Unit Home - EHS - Business Unit Multi-Location EHS Corporate Home - EHS - Corporate Multi-Location EHS Limited Access Home - EHS - Limited N/A Includes hourly production team members EHS Nurses N/A N/A If the Coordinator at the facility has delegated OSHA Recordkeeping responsibilities to an onsite nurse, the nurse will login directly to the Incident Management application.

To enter a new permit or license, select Legal and Other Requirements from the Application dropdown menu in the upper right-hand corner. Please note that if you manage multiple facilities, you will want to select the appropriate location using the Location link above the Application menu. When you open the application, the Legal Requirements tab will be selected by default. Click on the Permits and Regulatory Records tab. Click the Add Entry button on the Permits Inventory page. Fill in the fields relating to the Permit as shown below and click Save. In the Supporting File Attachments section at the bottom of the page, click on the Attach Document button to upload a copy of the Permit. Click Save & Exit to save your changes.

Confirming the Response has been Delivered After confirming that all Leadership Group members have approved, the screen will refresh and the Delivery Confirmation Details section will display. Fill-in required information, including uploading a signed copy of the final response. At the top of the form, click Confirm Delivery of Government Statement. Intelex will close out the record and send an email notification with the delivery details and a copy of the final response to all Leadership Group members.

On the Work Order, click Add Entry in the Progress Updates section. A popup window will appear. Enter the Update and % Complete and click Save and Exit. On the Work Order Progress Update grid, the update you just entered will appear.

This article applies to all Document Control users. Change requests are sent to the Document Owner, who can accept or reject them. If the change request is accepted, it is saved with the document, and can be included in a future revision of the document. If the owner rejects the change request, you’ll get a notification, and can optionally add comments and re-submit it. This article covers how to: Submit a Document Change Request Respond to a Rejected Change Request Submit a Document Change Request Find the document on the Document tab, or on the Document Explorer tab and click the in the Change Request column. Complete the fields on the form. Change Type Select the type of change being requested. Description of Desired Changes Enter the details of the requested change. Change Criteria Check off any change criteria that apply. Edited File If you have a marked up version of the document, click Select File and follow the prompts to upload the document. Due Date for Approval Enter the date by which the Document Owner should respond to the request. Comment Enter any other comments. At the top of the page, click Submit. Respond to a Rejected Change Request If the Document Owner rejects your request, you will see a task appear in your My Tasks list. You can either resubmit the change request or close it. Open My Tasks and click the link to the task. To cancel, click Cancel Change Request. Otherwise, to resubmit, proceed to Step 3. To resubmit, click Edit. Scroll down to the Comment field and enter the reason you would like the change request reconsider. At the top of the page, click Re-submit for Approval.

This instruction will guide a user through the steps required to complete and close a corrective action. Go directly to the Corrective Action by selecting the link in the email notification or navigate to MY TASKS in the Intelex main menu, select MY TASKS. Search for Corrective Action requiring close out. Select the Record Description of the corrective action you will be closing out. Select Edit from the menu at the top of the corrective action page. Fill out the Completion Information section of the form. Select Complete and Close Corrective Action from the menu at the top of the page. Corrective action is closed.

The Verify Effectiveness stage of an Incident is assigned to a member of management as designated by the location's Safety & Environmental Coordinator in the Person Responsible for Verification field on the form. This article contains the following sections: Notification of Task to Verify Effectiveness Complete the Verify Effectiveness Stage Notification of Task to Verify Effectiveness If you are assigned to verify whether or not the corrective actions of an Incident were effective, a task will be created for you to complete the verification, and Intelex will email you a notification, similar to the one shown below. If you use the link contained in the email, you will be taken directly to the concern once you login to Intelex. Complete the Verify Effectiveness Stage To complete the Verify Effectiveness stage of the Incident Management workflow, login to Intelex and follow the instructions below. If you do not access the task through the link in the email, click on My Tasks, find the record no. of the incident, click on the link, and then click Edit. Scroll to the Verify Effectiveness section and fill out the fields as shown: Submit the form by clicking the Submit Investigation button.

The Record Inventory utilizes information from the Corporate Records Management Program. This program utilizes 'Record Class' and 'Record Type' to help assist group record types. To facilitate your listing of a record within the inventory, please see listing of active record classes and multiple record types which are associated to them below: Record Classes Record Types Above/Underground Storage Tanks Inspection Logs Above/Underground Storage Tanks Above/Underground Storage Tank Records Above/Underground Storage Tanks Agency Notifications Above/Underground Storage Tanks Notice of Registrations Above/Underground Storage Tanks Spill Reports Above/Underground Storage Tanks Release Notifications Accidents and Injuries Incident Investigations Accidents and Injuries Ergonomics Program Records Accidents and Injuries Injury and Illness Incident Reports EHS Management Emergency Preparedness and Response EHS Management Development EHS Management Communications EHS Management EHS Concerns EHS Management Waste Management EHS Management Contractor EHS Management Chemical Management EHS Management Training EHS Management HazMat Systems Management EHS Management Management Review EHS Management Training Attendance and Certification EHS Management Objectives, Targets, Kaizens EHS Management Confined Space EHS Management Hazards and Risks Environmental Incidents and Site Remediation Environmental Test Records Environmental Incidents and Site Remediation Site Remediation Records Environmental Incidents and Site Remediation Incident Investigations Environmental Incidents and Site Remediation Incident Reports Environmental Testing and Monitoring Spill Prevention Control and Countermeasure Plans (SPCC) Environmental Testing and Monitoring Soil Test Records Environmental Testing and Monitoring Hazardous Waste Materials Test Records Environmental Testing and Monitoring Oil and Chemical Spill Plans Environmental Testing and Monitoring Storm Water Polluntion Prevention Plans (SWPP) Environmental Testing and Monitoring Emissions Test Records (Non-Vehicle) Environmental Testing and Monitoring Air Quality Test Records Environmental Testing and Monitoring Fuel Farm Regulatory Testing Environmental Testing and Monitoring Spill Prevention Control and Countermeasure Documentation Environmental Testing and Monitoring Environmental Test Records Environmental Testing and Monitoring Emission Inventories Calculations (Non-Vehicle) Equipment Calibration Records Machine Service Reports Equipment Calibration Records Calibration Records Equipment Calibration Records Certificates of Calibration Hazardous Materials Handling and Exposures Hazardous Waste Manifests (Disposal Copy) Hazardous Materials Handling and Exposures Safety Data Sheets (Material Safety Data Sheets) Hazardous Materials Handling and Exposures Radiation Exposure Monitoring Records Hazardous Materials Handling and Exposures Industrial Hygiene Monitoring Records Hazardous Materials Handling and Exposures Hazardous Material Certificates Hazardous Materials Handling and Exposures Asbestos Exposure Records Hazardous Materials Handling and Exposures Chemical Inventories Internal Operational Audits Pump Inspections Internal Operational Audits Sprinkler Inspections Internal Operational Audits TIMS Audit Reports Internal Operational Audits Elevator Inspections Internal Operational Audits Audit Findings Internal Operational Audits EHS Walkthrough Reports Internal Operational Audits Fire Extinguisher Inspections Licenses, Permits and Certifications Carrying Capacity Certificates Licenses, Permits and Certifications Certificates of Occupancy Licenses, Permits and Certifications Business Licenses Licenses, Permits and Certifications Building Permits Licenses, Permits and Certifications Hazardous Material Permit Licenses, Permits and Certifications Environmental Permit Licenses, Permits and Certifications Water Quality Permits Licenses, Permits and Certifications Equipment Permit Licenses, Permits and Certifications Air Quality Permits Maintenance, Repair and Inspection Manufacturer Maintenance Guidelines Maintenance, Repair and Inspection Equipment Preventative Maintenance Schedules Maintenance, Repair and Inspection Operator Manuals Maintenance, Repair and Inspection Equipment Testing Record Maintenance, Repair and Inspection Powered Industrial Equipment Inspection Maintenance, Repair and Inspection Preventative Maintenance Records Maintenance, Repair and Inspection Equipment Repair Records Maintenance, Repair and Inspection Equipment Manuals Maintenance, Repair and Inspection Roof Condition Assessment Reports Maintenance, Repair and Inspection Maintenance Manuals Maintenance, Repair and Inspection Equipment Cleaning Records Maintenance, Repair and Inspection Machine Service Reports Maintenance, Repair and Inspection Maintenance Records Maintenance, Repair and Inspection Equipment Repair Report Shipping and Receiving Hazardous Materials Hazardous Materials Shipping Manifests Shipping and Receiving Hazardous Materials Hazardous Materials Loading Sheets Shipping and Receiving Hazardous Materials Certificates of Analysis Shipping and Receiving Hazardous Materials Hazardous Materials Bills of Lading

Underlying data allows you to minimize the amount of fields displayed to only the fields you want to report on when building a report. It also allows you to pre-filter the data so you can then do calculations using formulas on the filtered data. You should use Underlying Data whenever you need to do calculations that require complex grouping or filtering over the same data or related data. Activating Underlying Data Navigate to Reports and start a new report by clicking Add Entry Chose the data source you would like to report on and click Add Find the fields you would like to add to the report and drag them to the Columns section After you have the fields you want to make available in your report click on the “Underlying Data” button. After a few seconds you will get a pop-up with a warning and link to activate the data. Note that you only want to activate data on a new report, as you will lose all existing charts, i.e. visualizations after activating the data. To proceed click on the Click Here to Activate button. Name your report (A) and then save it (B). At this point, you can summarize your columns to get counts, sums, or averages. Note that any columns that you do not want to display as a number after you summarize a column, you have to Summarize By also. Next, you can filter the data. After you setup your filters, Click on the New Chart tab at the bottom of the page. Notice how the number of fields you have to report on are limited to just the fields in you underlying data. IMPORTANT: The only data that will be visible on reports that use underlying data is the information that is visible on the underlying data tab. If you filter it in underlying data you will not be able to report on it.

To enter information regarding an injury or illness that resulted from an Incident, follow the instructions below. Note that each associate who sustained an injury/illness needs to be entered on a separate Injury/Illness report; therefore, you will need to repeat the process if more than one associate is injured or ill. 1. On the main report, click the Add Entry button in the Sub-Incidents section. 2. A pop-up window will appear prompting you to select the type of Sub-Incident to create. By default, Injury Reporting will be selected, so click Ok. 3. A new pop-up window will appear. Complete the applicable fields on the form and click Save. Note that required fields are marked with an asterisk (*). 4. Click Submit Injury Report. Note that you cannot submit the Main Incident report if you forget to submit the Injury Report. A notification will be sent to the facility's Injury Coordinator who will properly document the injury/illness. Additional information can be found in the Documenting an Injury/Illness section. You will be returned to the main Incident screen. If more than one associate was injured/made ill as a result of the incident, repeat steps 1 - 4 to enter additional Injury Reports.

The recommended method of updating training records is to do so through the Training Status tab. However, for facilities that utilize a software platform to record online training and would like to import Training History exported from that software, TIMS Help can provide a template that can be used to import multiple records. Please note that TIMS Help is not responsible for troubleshooting import failures. Additionally, the import function tends to run slowly or not import at all with large files. No more than 200 import records at a time are currently recommended. Make sure the Coordinator tab is selected and click on Update Training History. Click on Data Import. A pop-up window will appear. In the Imports field, select "Coordinator Training History Import" and click Choose File to navigate to the prepared import file. Once the file is located and appears in the File field, click Import. If an error is found on the file, no records will be imported. Instead an error message will appear. Enough information is typically displayed to allow you to identify which record is causing the error. Note that the import stops on the first error identified. There may be other errors in the sheet. Common errors include: - The associate is not assigned to the appropriate Work Group and is therefore not assigned to take the Course. - The Associate ID is not correct. - The Course Number is not correct. If the import is successful, the result will show how many new records were inserted.

To enter a new HazMat Concern (referred to as the Draft stage of the HazMat Concern), log on to Intelex and follow the instructions below. Click the down arrow on the Applications dropdown (A) and then select the EHS Concerns application (B). If not already selected, click on the Add a HazMat Concern tab. Complete the applicable fields on the form and click Save. Those that are required are marked with an asterisk (*). After you click Save, the buttons for the Parts Affected subform will appear. Click the Add Entry button. Complete the applicable fields on the subform and click either (1.) Save & Exit to save the part information and return to the main HazMat Concern form, or (2.) Save & Add Entry to save the part information and bring up a blank form to enter another part. Fields that are required are marked with an asterisk (*). Attach any relevant files you want to submit with the Concern (pictures, SOPs, etc.) by clicking Attach Document in the Supporting File Attachment section, then by clicking Browse to navigate to the file you wish to attach. Click Submit Concern. An email notification will be sent to the person you specified in the HazMat Concern Administrator field, and a task will be generated within Intelex for them to investigate the Concern.

This instruction will guide a user through the steps required to complete a Permit Activity. Permit Activities are administrative tasks related to the overall permit (e.g. renewal submissions, response to agency questions, etc.) Permit Activities that have been assigned to you can be found in two ways: 1. By clicking on My Tasks, and then filtering the list for Type = Permit Activities 2. Navigate to the navigation bar and search for the Permits and Registrations Management application, click on the Permit Activities menu, and then filter for your name in the Person Responsible column 3. When you find the Permit Activity you wish to complete, click the Edit icon 4. Inside the permit activity, review the Permit Activity Details. When the task has been completed, complete the following fields: a. Date of Completion: (mandatory) The date the permit activity was completed b. Completed By: The person who completed the activity c. Completion Notes: Any notes related to the completion of the permit activity Attachments can also be added to the Supporting File Attachment grid by clicking Attach Document. Then click Upload file, and select the file you wish to attach, then click OK. When all of the details of the Permit Activity are finished, click the Complete Permit Activity button to finish the permit activity.

If a Meeting Follow Up Action is assigned to you, a task will be created for you to complete the action, and Intelex will email you a notification. If you use the link contained in the email, you will be taken directly to the corrective action when you login to Intelex. To complete the Follow Up Action, login to Intelex and follow the instructions below. If you do not access the task through the link in the email, click on My Tasks, find the record no. of the follow up action, click on the link, and then click Edit. Complete the applicable fields in the Follow Up Details section, attach any supporting documents and click Save. After you click Save, the buttons will change. Click Complete to complete and close the follow up action.

This article applies to Document Owners, i.e. EHS Coordinators, Business Unit Coordinators, Corporate EHS. As a Document Owner, you receive all change requests. You have the option of approving or rejecting each change request; the person who submitted the request can then add a comment and re-submit, or they can choose to cancel the request. When you accept a change request, it’s added to the list of approved change requests for the document. Note that you can add and approve your own change requests to keep track of updates you'd like to make on the next revision. When you Revise a Document, if you've made the change requested, you can add the request to the revision. Once the revision is released, the change request is closed. Respond to a Document Change Request On the document record, scroll to the Change Requests section and click on the record number of the request. Alternatively, click on the task description in My Tasks. If necessary, click Edit. Enter your reason for approving or rejecting the request in the Comment field. If approving, you can also let the requester know that the change will be implemented in a future revision. At the top of the page, click Approve or Reject. The originator of the request will receive a task to review and either resubmit or cancel the request.

This stage is completed by the EHS Coordinator for the facility or HQ department. You will receive an email notification from Intelex when a Chemical should be in 3E and you can complete the verification stage. Open 3E and click on the Inventory tab and select Search Inventory. Select the location where the SDS was added by using Browse or Search on the left side of the screen. Search for the specific chemical. Verify that the new chemical appears and that the correct SDS is attached. The SDS can be viewed in the “Action” menu. Note: In rare instances, the chemical does not get added to 3E. If the Verify task has gone into overdue status and the SDS does not appear in 3E, use the following boilerplate language to send an email to [email protected]: I submitted a Chemical Approval Request through Intelex and the SDS did not appear in 3E. The record number in the Chemical Approval application is [Insert record number] and it has been in the verify stage since [insert date]. Open the corresponding Chemical record in Intelex by clicking on the link in the notification email or by searching in My Tasks. You can also view All Requests and determine which are ready to Verify by looking at the Existing Request inventory for records in the "Verify" stage as shown below. Complete the Verification Details section. Click on SDS Verified. The system will record the verification and close the record.

Schedule a New Meeting While meetings can be scheduled as one-time only occurrences, most of your meetings will be recurring. A recurring committee meeting only needs to be scheduled initially one time. After a meeting is completed, Intelex will create a new meeting for the next scheduled date, carrying over all the details that you initially enter. To schedule the initial occurrence of a meeting, log on to Intelex and follow the instructions below. Click the down arrow on the Applications dropdown (A) and then select the Meetings Management application (B). If you are a full access or supervisor user, the application will open on the Coordinator tab. If you are a Corporate EHS user, the application will open in the Corporate tab. From the sub-menu first select Schedule a New Meeting and then select New Meeting. Complete the Meeting Detail fields and click Schedule Meeting. **Please note that you will need to modify the Frequency if the Meeting is recurring. If the exact frequency you need is not listed, choose the one that most closely matches. You can change the scheduled meeting date on future recurrences of the meeting when you schedule them.

If a Work Order is not valid for some reason, the Lead has the option of cancelling it within the Assign stage. Select "No" in the Fulfill Request? field in the Assign Work Order section. Enter the reason why the Work Order is being cancelled. Click Cancel Work Order. A Confirmation window will appear, click Ok to proceed with cancelling the Work Order. Notification that a Work Order Has Been Cancelled When you click Cancel Work Order, Intelex will send an email to the individual who submitted the Work Order. The notification will look similar to the following:

The final basic step you need to complete for a new report is to name it and optionally let other users use it as a source report. When you click Save at the end of this section your report is saved. It won’t be visible to any other users until you share it; for details, see Share a Report. Click the report caption field (it says New Report at first). Complete the fields as follows and click Save. Name: this is the report caption that users see in the Reports inventory list. Description: this is the report description that users see in the Reports inventory list. Available as Source Report: when this option is checked, users will be able to copy the data fields when they create new reports, full access users will be able to edit the report, and it will be available for dashboards.

Attention TMNA/Legacy TMS/Legacy TEMA Users: effective 5/25/18, Intelex became a Single Sign On application. To access Intelex, go to https://clients.intelex.com/login3/Toyota and you should be automatically logged in (or prompted to enter your Toyota ID and network password). If you encounter issues, send an email to [email protected]. The instructions below apply only to Consultants or other third-parties who have access to Intelex. See also: Troubleshoot Logging on to Intelex Launch your web browser. Enter the Intelex URL in the address box: https://clients.intelex.com/Login3/ToyotaExternal/ Enter your User Name (typically your email address) and Password in the appropriate fields and click the Login button. Troubleshoot Logging on to Intelex If you get an error message as shown below at Step 3, please verify the following items: Did you access the correct website? Verify that you have accessed the correct website in Step 2 (https://clients.intelex.com/Login3/ToyotaExternal/). Do NOT use previously bookmarked links! Did you enter the correct User Name? For Consultants, it is your email address. Once you check the two items listed above, send an email to your TMNA contact, as your account may not be active. If you get an error message as shown below at Step 3: Please reset your password by following these instructions. Do NOT continue to attempt to login or you risk being locked out. If you get an error message as shown below at Step 3: You have locked yourself out of the system due to 5 failed login attempts. In the future, please reset your password before you are locked out. Accounts automatically unlock in 4 hours. At that point, you will be able to reset your password and login.

Navigate to the EHS Objectives application and select the Objectives & Kaizens tab. Select the edit pencil to the left of the Record No. from the Objectives & Kaizens list. Scroll down to the section Objective Completion. Complete the field information. Scroll to the top of the page and select Complete and Close Objective from the menu. The record will moved to the Completed stage and it will be locked from further edits

The Resubmit Concern stage of a Safety and Environmental Concern occurs if a Manager or EHS Coordinator returns the report to the Investigator for revision. This article contains the following sections: Notification of Returned Safety and Environmental Concern Revise and Resubmit the Concern Notification of Returned Safety and Environmental Concern If an EHS Concern is returned to you, a task will be created for you to investigate the concern, and Intelex will email you a notification, similar to the one shown below. The email will contain the required revisions. If you use the link contained in the email, you will be taken directly to the concern once you login to Intelex. Revise and Resubmit the Concern To complete the Investigation stage of the Safety and Environmental Concern workflow, login to Intelex and follow the instructions below. 1. If you do not access the task through the link in the email, click on My Tasks, find the record no. of the concern, click on the link, and then click Edit. 2. Make the requested revisions to the record as described in the email notification and click Save. 3. Resubmit the report by clicking Submit for Approval. If the Potential Severity is Low, the report will be sent to the EHS Coordinator. If the Potential Severity is Medium or High, the report will be sent to the Approving Manager.

The Investigate stage of a Safety and Environmental Concern is typically assigned to the Supervisor over the Department where the concern was observed. This article contains the following sections: Notification of Concern Investigation Complete the Investigation Enter and Assign Corrective Actions Notification of Safety and Environmental Concern Investigation If an EHS Concern is submitted to you, a task will be created for you to investigate the concern, and Intelex will email you a notification. If you use the link contained in the email, you will be taken directly to the concern once you login to Intelex. Complete the Investigation Stage To complete the investigation stage of the Safety and Environmental Concern workflow, login to Intelex and follow the instructions below. 1. If you do not access the task through the link in the email, click on My Tasks, find the record no. of the concern, click on the link, and then click Edit. 2. Review the Concern Details section and any documents attached in the Supporting File Attachment section. For details on the fields in this section, see Submit a Safety and Environmental Concern. 3. After investigating the Concern and identifying the root cause and corrective actions, complete the following fields in the Investigation of Concern (Root Cause and Corrective Action) section and click Save. 4. To enter Corrective Actions, click the Add Entry button and follow the instructions found in Entering and Assigning Corrective Actions. 5. Once Corrective Actions are entered, submit the report by clicking Submit for Approval. If the Potential Severity is Low, the report will be sent to the EHS Coordinator. If the Potential Severity is Medium or High, the report will be sent to the Approving Manager. Enter and Assign Corrective Actions The process is slightly different between entering a Corrective Action that has already been completed versus entering a Corrective Action that will completed at a later date. However, they both start by clicking the Add Entry button. Enter a Completed Corrective Action When the Corrective Action you are entering is already completed, you can enter it and then immediately mark it as complete in the system without ever generating a task to complete it. 1. Select Yes from the "Already Completed?" dropdown, complete the following fields, and click Submit Corrective Action. Enter an Uncompleted Corrective Action When the Corrective Action you are entering is not yet completed, you will need to enter and assign it so that Intelex generates a task requiring the person responsible to complete the Corrective Action. 1. Select No from the "Already Completed?" dropdown, complete the following fields, and click Submit Corrective Action.

If an OSHA case is subsequently determined not to be related to work, you will want to update the record so that it is removed from the OSHA log. Open the My Tasks tab, click on the task link for the Injury/Illness case and then click Edit. Alternatively, you can access the record directly from within the Incident Management application on the Injury/Illness tab. Scroll down to the Injury/Illness Information section of the form and change Injury Status to "Personal Injury (Not Work-Related)". Scroll down further on the form until you reach the Lost Time, Job Transfer and Restricted Work Days Summary. Check the box above in the filter field to select all the records below and click Delete. Scroll to the OSHA Record Closure and in the Final Approver's Comments enter information related to the denial of the claim. Attach any documentation supporting the denial in the Private Document Attachments grid and click Save. Click Close Injury Report to finalize the record and close out the task.

Facility-level audits that are scheduled in Intelex by the EHS Coordinator and carried out by facility personnel or 3rd party auditors include the following types: EHS Walkthroughs TIMS Audit Internal and External EHS Compliance Reviews Change Management or New Hazard Inspections Contractor Work-in-Progress Audits External Management System Audits Government Inspections TMS Risk Management Reviews This section details how to schedule, prepare , and record these types of audits in Intelex.

This instruction provides guidance on how to conduct a Rapid Entire Body (REBA) Assessment. Login to Intelex. Navigate to the Application drop-down and begin typing Ergonomic in the search box and then select Ergonomic Assessments. There are three ways to conduct a REBA: By selecting Job Tasks from the sub-menu, Selecting Assessments from the sub-menu (see instructions 14-15), or Through the dashboard (see instruction 16). For the purpose of this demonstration, select Job Tasks from the sub-menu. To view an inventory of existing Job Tasks select All Job Tasks from the sub-menu. If the Job Task you need to assess is not available, select the Add Job Task button. Select Add Job Task. Complete the Job Task Details then select Save & Exit. Upon selecting Save & Exit you return to the Ergonomics Assessments Dashboard. Go to the sub-menu, under Job Tasks select All Job Tasks. In the inventory select the Record No. next to the Job Task you will be assessing. The Job Task will open in a new window, scroll down to the Assessments section. Select Add Entry. From the Confirmation pop-up box select Ergonomics: REBA - Rapid Entire Body. Complete the Assessment Details,Group A, and Group B sections then select Next. Scroll down the page the Exposure Score section should be completely filled in. Note: If some scores appear empty, some observations were missed. Return to the menu and select Edit and ensure all sections of the assessment were filled in. Based on the Scores and Exposure Levels you have the option to add a Corrective Action. Scroll down the page to the section called Corrective Actions. To add corrective actions, select Add Entry. A New Ergo Corrective Action pop-up window appears. Complete the Corrective Action Details section and select Save & Exit in the menu at the top of the page. After the Corrective Action has been submitted scroll to the menu at the top of the page and select Save & Exit. The second way to conduct a REBA Assessment is to navigate to the Ergonomic Assessments application, and open the Assessments sub-menu. Click Add New REBA Assessment. The third way to conduct a REBA Assessment is to select Add New REBA Assessment from the dashboard. Complete the New Ergonomics: REBA Assessment Details and select Next from the main menu. Note: The only difference here is that you have to select the Task you are associating the REBA with. In Job Tasks, you are filling out the REBA in the Job Task, thus it is already specified.

Intelex is designed so that you do not need to search for tasks that you are responsible for; instead, there is a consolidated task list that includes required actions from all Intelex applications that you use. When you click on the My Tasks button, you will see various tabs that display information. The tabs that you see are dependent on your level of access to the system. My Tasks Displayed for: All users This tab displays a personalized inventory listing of all tasks assigned to you throughout the Intelex System. This inventory is listed in chronological order by default, and displays the task location, description, type, stage, person responsible, due date and overdue/upcoming status. Each task can be clicked on to display additional information. My Staff's Tasks Displayed for: All users, but will be blank unless you have direct reports This tab displays a personalized inventory listing of all tasks assigned to those who directly report to you. This reporting relationship is based on the reporting relationship as defined within Workday (TMS/TEMA) or Peoplesoft (NAMCs). The inventory is listed in chronological order by default, and displays the task location, name, type, stage, person responsible, due date and overdue/upcoming status. Each task can be clicked on to display additional information, and supervisors have the ability to complete the tasks for their staff if necessary. My Location's Tasks Displayed for: Users with Full Access licenses (e.g. Coordinators) who are the central contract point for Intelex for their location or suite of applications. This tab functions the same as the My Tasks and My Staff's Tasks tabs, but displays an inventory listing of ALL tasks for users at an Intelex location. My Training Displayed for: All users, but will be blank if you do not use the Training Management application This tab contains a filtered list of Training Courses that are assigned to you and the next due date of that training. My Staff's Training Displayed for: All users, but will be blank if your direct reports do not use the Training Management application This tab functions the same as the My Training tab, but displays an inventory listing of all Training assigned to those who directly report to you. This reporting relationship is based on the reporting relationship as defined within Workday (TMS/TEMA) or Peoplesoft (NAMCs). My Email Displayed for: All users This tab lists all the emails that have been sent to you, in chronological order, so that you can view a complete history of your emails. Users can also click on the entries to view the email text and can also click on the link in the email to view the record associated to that email message.

The Intelex Notice of Violation application is used to record notices of violation. There is no workflow associated with the application. User Access Levels Individuals who use the Notice of Violation application are assigned to one of the following Groups: Group Description Examples of who should be assigned to this group: Application Coordinator In addition to being able to add new or edit existing notices of violation, individuals assigned to the App Coordinator and Coordinator groups can access the Setup tab where dropdowns are managed Select Team Members in the Corporate EHS Department Users Individuals assigned to the Users group can add new and edit existing notices of violation Corporate EHS Department Engineers Application Structure and Menu The following Menu options are available in the application: Tab Menu Item Use this Menu Option to: New Notice of Violation Add a new Notice of Violation NOV Inventory View all Notice of Violation records Setup Manage Dropdowns Manage dropdowns that are available throughout the application. These include: Toyota Classification Source of NOV Topic Related Program Resolution

This article covers the high level structure and contents of the External Communications application. The External Communications application is used to record and track correspondence with external entities including neighbors, suppliers, professional organizations and government agencies. User Access Levels Individuals who use the External Communications application are assigned to one of the following Groups: Group Description Examples of who should be assigned to this group: EHS - Supervisor Access - Managers EHS - Supervisor Access - Supervisors EHS - Supervisor Access - TQC Supervisors EHS - Supervisor Access - Consultants View External Communications. Managers, Supervisors, Consultants EHS - Supervisor Access - Mfg Coordinators EHS - Supervisor Access - TQC Coordinators EHS - Supervisor Access - Business Unit Submit and view External Communications. Coordinators EHS - Full Access - EHS Dept EHS - Full Access - Coordinators EHS - Full Access - Business Unit Submit, modify and close External Communications. Team Members in Corporate EHS department Application Structure and Menu The following tabs and menu options are available in the application: Tab Menu Item Use this Menu Option to: Communication Communication List Use this tab to view Communications Inventory Communication Report New Communication Add a Communication Workflow The Communications workflow depends on the Related Program Selected and consists of Open and Closed stage. If the Related Program is related to Hazardous Materials Systems Management, it requires closure by the EHS HazMat Coordinator, otherwise closure is required by EHS Safety & Environmental Coordinator. If the Correspondent/Visitor Type is a Government Agency and the Subject of Communication is an Inspection (Scheduled or Unannounced) then Findings and Corrective Actions can be added. The following sections will explain: What's New in External Communications Add an External Communication Complete the Government Inspection Section (EHS HazMat Coordinator, EHS Safety & Environmental Coordinator Only)

To submit a new Incident, log on to Intelex and follow the instructions below. 1. Select Incident Management from the Applications dropdown in the upper-left hand corner. Hint: Start typing the application name in the search box to quickly filter the list. 2. Make sure the Incidents tab is selected and click on Add Entry above the list of Incidents. The Draft stage occurs when you create a new Incident. 3. Complete the applicable fields in the Incident Details section. Note that fields that are required are marked with an asterisk (*). Fields displayed may hide/show depending on your selections in other fields. 4. Attach any relevant files you want to submit with the Incident (pictures, SOPs, etc.) by clicking Attach Document in the Supporting File Attachment section and following the onscreen prompts. 5. Click Next to continue. 6. Add all Team Members involved in the Incident by clicking Add Entry in the Team Member Information section and following the onscreen prompts. 7. Enter all applicable Sub-Incident reports by clicking Add Entry in the Sub-Incidents section and following the onscreen prompts. A Sub-Incident report is required for each of the following situations: Injury/Illness occurred as a result of the incident - see Enter Injury/Illness Sub-Incident Powered Industrial Equipment (PIE) was involved in the incident - see Enter PIE Sub-Incident A vehicle was involved in the incident - see Enter Vehicle Sub-Incident 8. Click Submit Incident for Investigation. An email notification will be sent to the Person Responsible for Investigation, and a task will be generated within Intelex for them to investigate the Incident. Note that if the Person Responsible for Investigation is the same as the one submitting the initial Draft, once the Submit button is clicked, the page will refresh, and the Person Responsible for Investigation can click Edit and continue entering the root cause and corrective actions as described in the Investigate Incident section.

To schedule a TIMS Verification, log on to Intelex and follow the instructions below. Select Audits Management from the Applications drop-down in the upper-left hand corner. Note that only administrators in Corporate EHS have visibility to this Application. Select the facility that is the subject of the Virtual Review by selecting the appropriate location from the Locations drop-down in the upper right-hand corner. The application will open to the Coordinator tab. Click the Setup tab. Click Add Entry. A dialogue box will open, with a dropdown of Audit or Inspection types. Select TIMS Virtual Review from list. Complete the fields as shown below and click Next. When you're ready to assign checklists to this Verification record, follow the instructions in Assign Virtual Review Checklists.

To schedule a TIMS Verification, log on to Intelex and follow the instructions below. Select Audits from the Applications dropdown in the upper-right hand corner. The application will open to the Audits List. Click theTIMS Verification tab. Note that only members of TMS EHS have visibility to this tab. Click Add Entry. Complete the fields as shown below and click Next. When you're ready to assign checklists to this Verification record, follow the instructions in Assign Auditor Checklists.