Configuring the JSA/SWMS Module

Getting the Module ready for use 

1. Name the SWMS Module

In Settings > Risk > Organisational Language you change the name of this module to match the terminology used in your Company.

2. Create templates with your preferred options

You can choose to have all your SWMS look the same, using just one template. You can also setup several different SWMS templates with different options selected, so that your SWMS can look different for different types of work. This would allow you to have a simple, streamlined SWMS for general work, as well as a more comprehensive SWMS for work that requires it.
If you have enough security, you can find templates in Settings > Risk > JSA/SWMS Templates.

Type

The top of the screen (Details) is sometimes used to create or change template types.
The Template Type creates a field that you attach to a JSA/SWMS which can be used to filter your JSA/SWMS in the main register. You can use the JSA/SWMS Type field for anything you like. For example, If you have many JSA/SWMS templates you might select types to group different types of work instructions.
You might select types to group work instructions in another way, like your Company’s standard JSA/SWMS vs RMS work instructions vs other types of work instructions.

Template Type

The most important part of this screen is the bottom half, (Settings) where you can add new templates or edit existing templates.

Inside each template, you need to select a job position for the manager responsible for the SWMS. Make sure that the position you want to use already exists in Settings > People > Job Positions.

Field	Description
DETAILS
Template Name*	A name for your template
Type*	Used to group templates for filtering in the main register
Active	Tick the box if you want this SWMS template to be available for use
Description of this template's settings *	A description of how and when this template should be used. It is displayed in the Settings section only
Main document heading*	This is what is displayed as the heading on the print of the SWMS
Introduction	This is the text that is displayed under the heading of the printed document for example, work must be performed in accordance with this SWMS
Position title for the Responsible Manager *	The title of the manager responsible for example, Works Manager or Supervisor
Paragraph above Worker Signoff	This is the text that will be displayed above the worker sign off section of the printed document for example, read and signed by supervisors and workers undertaking the work
SETTINGS
Show/Print Principal Contractor	Tick box to include a section in the SWMS to show or print Principal Contractor details on the document
Show High Risk Work Categories	Tick box to show the high risk work (HRW) activities that can be used when creating the SWMS  Generally used for SWMS. This item may not be needed for Safe Work Instructions or other documents that do not require this information
Print High Risk Work Categories	Options include: Print all: will print all of the HRW categories, showing the relevant HRW categories with a tick box Print selected only: only the HRW categories that were selected when creating the SWMS will be printed Print none: HRW categories will not be printed, even if they have been selected within a SWMS
Show/Print Key Plant/Equipment Used	Tick box to add or print any Key Plant or Equipment in the SWMS
Show/Print Consultation /Authorisation	Tick box to add or print the names of the people who were consulted during the development of the SWMS as well as the people who developed, approved, or authorised the SWMS
Field	Description
Show/Print Main Photograph	A main photograph can be added to a SWMS. Tick this box to enable users to add or print a main photograph
Print Risk Matrix	A tick box to print the Risk Matrix that is stored within the platform
Select impacts to print	When the Print Risk Matrix option (above) is selected, this dropdown box is activated  Select the type of impacts to include (recommend that you select WHS impacts).
Print Hierarchy of Controls	Tick box to include the image of the Hierarchy of Controls that is stored within the platform
Show/Print Risk Ratings on Steps	Tick box to add or print Risk Ratings for each step within the SWMS
Show/Print Risks Associated	Tick box to add or print the Risks Associated with the SWMS by selecting a risk from the Risk Assessment Standard module It is suggested this box not be ticked and to use the ‘related’ tab for linking JSA/SWMS to RA WHS
Show/Print Factors	Tick box to add or print Factors (Factors can include:) Personal Qualifications, Licences and Experience Personnel Duties and Responsibilities Training Required to Complete the Work Engineering Details/Certificates/Permits/Approvals Codes of Practice, Legislation, Standards Equipment/Material Maintenance Checks Safe Work Practices PPE Required Other Documentation Required Onsite Measures to Monitor Compliance with this document SOP
Show/Print Workers Signoff	Tick box to add or print a list of workers to include in the sign off section. Can include workers, contractor workers, volunteers, or other person types
Print Supporting Photos	Photos can be added to each step for the activity/task This tick box will display the photos at the end of SWMS with a reference to the relevant step
Print Amendments Page	An additional section/page can be added onto the SWMS to enable amendments to be added (for example a new hazard or different control measure will be used)
Default time for review (0-240 months)	Set a default period for review of the SWMS (months)

The SWMS Register

The SWMS Register shows the active SWMS that are visible to you based on the sites you have permission to see.
There are two types of SWMS – Generic and Specific. Generic SWMS describe the general hazards, risks and controls for the work activity. The Specific SWMS take into account both the general, as well as the specific circumstances of the particular location on a given day. In the Work Activity/Task column you will see ‘(Generic)’ next to the generic SWMS, and the remaining SWMS are specific.
SWMS can have two statuses – Draft or Authorised. You can indicate that a SWMS has been approved by adding a name in the Approved By field in the Details tab. Unauthorised SWMS are shown in the register with an orange highlight behind the Type field.

Other Modules that SWMS can refer to

The SWMS module can optionally refer/link to other parts of the Damstra Safety system. If you are not already using a module but you want to link to it within the SWMS module, you can add records to these modules by completing just a few mandatory fields.

Module	Details
Physical Location Register	Settings > Locations > Manage Locations In the Details tab, you can link a SWMS to a physical location you have setup in your Location Register
Key Plant/Equipment	Assets > Plant/Equipment In the Details tab, you can select items from your Plant/Equipment register that are relevant to this SWMS
Key Transport	Assets > Transport In the Details tab, you can select items from your Transport register that are relevant to this SWMS
Training	People > Training > Course Register In the Factors tab, you can select items from your Training Course register that are relevant to this SWMS
PPE	Assets > PPE In the Factors tab, you can select items from your PPE register that are relevant to this SWMS
SOP	Assets > Safe Operating Procedures/Manuals In the Factors tab, you can select items from your Safe Operating Procedures/Manuals register that are relevant to this SWMS
Risk Assessment WHS	Risk > Risk Assessment WHS > Hazard Accountability For each Hazard you add to a SWMS, you need to select a Hazard Category/Subcategory. In the Risk Assessment WHS module, you can add Suggested Controls for each of the Hazard Categories/Subcategories. These suggested controls are shared across both the SWMS and the Risk Assessment WHS modules.