Creating a SWMS

1. Two types of SWMS

There are two types of SWMS – Generic and Specific. 

Generic SWMS provide general guidance for a common Work Activity/Task on the steps, hazards, and controls to keep workers safe. Generic SWMS do not consider any unique characteristics present on a specific day at a specific location. 

Specific SWMS are different as these SWMS take into account specific characteristics. 

2. How to create a SWMS

There are five different ways to create a SWMS.

• Create a Legacy SWMS from an existing SWMS PDF
• Create a Generic SWMS from scratch
• Create a Specific SWMS from scratch
• Create a Specific SWMS from a Generic SWMS
• Copy an existing SWMS

2.1 Create a Legacy SWMS using an existing SWMS PDF

The quickest and simplest way to start using SWMS in Damstra Safety is to gather all your existing SWMS, turn them into PDF files, and add each PDF to the SWMS register. This allows you to create a central register for all your company SWMS for all appropriate workers to see, without having to type in every field from the PDF.

2.2. To create a new SWMS using an existing SWMS PDF:

1. Click Risk > JSA/SWMS (the module name is specific to your settings and may have been renamed)
2. Click 
3. Complete the five mandatory fields (mandatory fields are marked with an *), as well as any of the other optional fields. Mandatory fields include Template Name, Generic or Specific, Ref ID, Work Activity/Task and Site/s.
4. Click 
5. In Legacy Final PDF Document (in the Details tab in the Document Details section), click on and select your PDF
6. Complete other optional fields, as necessary
7. Click 

If there is a Legacy Final PDF Document attached to a SWMS, this will be printed by default when someone prints this SWMS.  

2.3 Create a Generic SWMS from scratch

You can create a SWMS from scratch by clicking Risk > JSA/SWMS and then click .

2.3.1 Add Screen

The Add screen allows you to select the relevant template and to add general information about the SWMS. The add screen has the following data entry fields.

Field	Description
Ref ID *	Your reference ID for this SWMS document.
Template name *	Select the SWMS template that has all the correct options selected for this SWMS.
Generic or Specific *	Generic SWMS describe a common activity in your company, and that activity’s steps, hazards, and controls. Generic SWMS can only be created by a few people. Specific SWMS describe an activity that is performed at a specific location on a specific day.
Work Activity/Task *	This is the main name/title for your SWMS.
Description	If the Work Activity/Task does not clearly describe what this SWMS is about, you can add extra details into the Description.
Project	Enter the name of the project if this SWMS relates to a project.
Performed Offsite?	This field is not used.
Site/s *	This controls who can see this SWMS. Everyone who can log into the platform can see certain parts of your Company’s organisation structure. When you create a SWMS, you tick what sites (i.e. parts of the organisational structure) can see it.
Location	You can select one physical location from the Location Register if the SWMS relates to a specific location.
Specific Location	You can type in extra details of the location(s) this SWMS relates to. This can be very useful if the Location Register does not have the appropriate location choices.

Note: * indicates this is a mandatory field

Click to create the SWMS and open the more detailed SWMS screen.

2.3.2 Details Tab

The template you select for this SWMS will change what you can see in the SWMS screens and print outs. The most important two tabs are Details and Work Sequence.  In the Details tab, you describe the SWMS and who is involved, including adding 

• Principal Contractor details
• The worker/position responsible for ensuring compliance with the SWMS
• The worker/position responsible for training/induction into the SWMS

2.3.3 Work Sequence Tab

In the Work Sequence tab, you add the steps for the Work Activity/Task. Each step can have many hazards, and you need to create a record for each of those hazards. You need to choose a hazard category and subcategory for each hazard. You can add your own controls for each hazard. You can also add environmental hazards and controls as applicable to the activity/task. If you have many controls, it is best to add them individually. You might also be able to click on the Suggest Controls button to select from controls that have been setup in the system for that Hazard Category/Subcategory.

You can also add a photo against a hazard. Once you have finished adding all the details for a step and this hazard, there are 3 different save buttons to help you to move to your next step.

2.3.4 Factors Tab

The Factors tab allows you to add additional information such as:

Field                                                    Description
Personnel qualifications, licences, and experience	Free text field, add any specific details required, if you are using the Training module, then use the ‘Training required to complete the work’ factor.
Training required to complete the work	Links to the Training module.  Select the relevant training from the drop-down box.
Personnel duties and responsibilities	Free text field, add any specific duties or responsibilities for workers e.g. all works to follow pedestrian walkways, all workers must be fit for work including not under the influence of alcohol or other drugs, free from fatigue.
Engineering details Certificates/Permits/Approvals	Free text field. For example, Hot Work permit to work, SafeWork Asbestos removal notification etc.
Codes of Practice, Standards, Legislation	Free text field. For example, WHS Act, Code of Practice for Hazardous Manual Tasks.
Equipment/Material	Free text field. For example, hand tools, cement, herbicide, or other chemicals.
Maintenance Checks	Free text field. For example, pre-start inspection of backhoe, and other inspection and maintenance checks that will be or have been carried out on the equipment listed.
Safe Work Practices	Free text field. For example, SWP for backhoe. If you are using the SOP module, then use the ‘SOP’ factor.
SOP	Links to SOP/Manuals module.  Select the relevant SOP from the drop down box.
PPE required	Links to the PPE module. Select the relevant PPE from the drop down box.
Other documentation required onsite	Free field text. For example, safety data sheet, site specific hazard checklist, including specifying where key documents are kept on site.
Measures to sure compliance with this document	Free text field. For example, supervisor to conduct prestart toolbox talk, random SWMS compliance inspection conducted. Consider adding who will inspect and approve: Work areas Work methods Protective measures Plant, equipment, tools, structures, and substances

2.3.5 Other Tabs

Several additional tabs are available to enable you to include additional information to your SWMS:

• Supporting photos: attach photos to your SWMS in addition to the photos that can be added via the work sequence tab. Dependent on the template settings, these will print at the end of the SWMS.
• Worker sign off: select workers, contractor workers, volunteers or other worker types from the relevant registers. These will be displayed on the print with a section for their signature to be added.
• Previous revisions: a register displaying any previous revisions of this SWMS.
• Reviews: once a review of the SWMS is completed, add details in this tab.
• Related: you can relate Events, Substances, compliance items, other SWMS etc.
• Files: attach files or links to websites.

2.4 Create a specific SWMS from scratch

Follow the steps outlined in Create a Generic SWMS from scratch in the add screen select Specific SWMS from the drop-down list in the Generic/Specific data entry field. 

2.5 Creating a specific SWMS using a generic SWMS as a starting point

A Generic SWMS focuses on an activity that is commonly performed at your Company, and the associated usual steps, hazards and controls. If there is a relevant Generic SWMS, it can provide a very good starting point for your new SWMS.

2.5.1 How to find a Generic SWMS

Generic SWMS have the word (Generic) in the Work Activity/Task. There is also a filter: Generic/Job that you can use to just show Generic SWMS.

Note:  Some SWMS are still draft and have not been approved/authorised for use. These draft SWMS have their type shown in orange. You should take extra care if you create your Specific SWMS using a draft Generic SWMS because it may be missing important steps, hazards, and controls.

 2.5.2 How to create a Specific SWMS from a Generic SWMS

In the SWMS register, find the Generic SWMS you want to use, and click  > Create Specific. A new SWMS will be shown with all the details from the Generic SWMS copied in. You then make the appropriate changes to create your new SWMS.

2.6 Copying an existing SWMS as a starting point

To copy an existing SWMS, in the SWMS register, click .  A new SWMS will be shown with all the details copied in. You then make the appropriate changes to create your new SWMS.

3. Printing a SWMS

The template chosen for a SWMS can have a big impact on what information is included in the SWMS printout.

To print out a SWMS, in the SWMS register, click and then Print. If there is a legacy SWMS PDF attached, you can choose to print the PDF as is, or have the module generate a printout based on the information you have added to all the SWMS fields in the module. You can also choose whether to print any reviews of the SWMS.