Health and Safety Executive

Work recording activities, cost recovery and output performance measures (OPMs) for 2008-2009

SLC/2008/03 Version 3

Purpose

This SLC describes amendments to work recording activities as a result of changes introduced by the Universal Work Recording (UWR) Project and revised cost recovery and performance measurement arrangements for 2008/9. It provides staff with copies of the relevant reference tables for work recording on COIN. The annex has been updated to include some earlier omissions.

The following operational staff should work record: B2 & B3 Inspectors, B4 Trainee Inspectors & B5 RCOs.

Universal Work Recording

1  The HSE Board has agreed that Universal Work Recording (UWR) will be implemented in HSE this year. Those HID staff who currently work record on COIN will continue to do so using, from the 7th April 2008, the activities and categories listed at Annex 1.

2  HID staff who do not currently work record will be required to do so later on this year and we expect this to be from the middle of the 08/09 planning year (early October).Training and guidance, developed by the UWR Project Team and HID will be made available to staff before work recording is extended.

3  The Universal Work Recording project has led to some rationalisation of previous activities, the introduction of new ones, and refinement/clarification of some activity definitions.  Some changes have been necessary to enable us to record work that, because of changes to the Fees Regulations introduced this year, is now cost-recoverable. Some changes to Categories have also been introduced, some redundant ones removed and new ones added. 

4  HID plan and record against the full range of overhead activities.

Cost recovery

5  Some changes to work recording have been introduced as a result of the change in scope of HSE’s cost recovery. HSE will now recover a greater proportion of costs incurred in operating its permissioning regimes which are not directly attributable to an individual company or site – referred to as ‘common good’ work. These activities are marked ‘indirectly cost recoverable’ in Annex 1.  In addition, the cost of work carried out at most Top Tier COMAH sites to enforce relevant statutory provisions (RSPs) will now be recovered.

Monitoring performance

6  Care is needed when selecting work recording activities. This information is used by HID for monitoring performance and forecasting income which is then published in Government accounts. Inspectors should note that, even where interventions are recorded as ‘non-chargeable’ (Business Unit HIDNC), many of these activities will be counted as ‘common good’ and will contribute to the calculation of the charge out rate for the following year. Such activities are identified as ‘Indirectly Cost Recoverable’ in Annex 1.

7  Work Recording Activities are grouped (and reported on) according to five Categories used across Operations Group, namely: Front Line, Business Critical, Corporate, Other and Training – and these are also indicated in Annex 1. These are used to derive performance measures e.g. for operational productivity.

Guidance and instructions

Key dates for 2008/2009

8  Week 1 of the 2008/9 planning year starts on 7 April 2008 for planning and reporting purposes. Due to this, quarterly reviews will be based on data between the following dates:

  • Qtr 1 - week 1 (ending 13 April) to week 12 (week ending 29 June)
  • Qtr 2 - week 13 (ending 6 July) to week 26 (ending 5 October)  
  • Qtr 3 - week 27 (ending 12 October) to week 39 (ending 4 January) 
  • Qtr 4 - week 40 (ending 11 January) to week 52 (ending 5 April)

Work recording activities

9  The list of work recording activities for 2008/9 is attached as Annex 1. These will apply from week commencing 7 April 2008.

Operational performance measures

10  HID reports to HSE’s Senior Management Team (SMT) on  the following Operational Performance Measures:

Performance based OPMs

OPM A - Number of safety cases/reports completed to time and quality standards as a proportion of those due for completion. Target 100%

Further information on measurement of OPM A is contained in the new SPC entitled ‘Measuring HID’s Performance on Assessment of Safety Cases/Safety Reports’. Staff should note the importance of completing the Service Order Line which records the target and completion date for issue of the safety report/safety case conclusions letter/acceptance decision. OPMA will be derived from this information. Guidance for completion of Cases & Service Orders can be found on the COIN site.

OPM B - Actual time/resource committed to strategic programmes as a proportion of that planned. Target 100%
Strategic programme time refers to assessment and statutory functions, inspection, investigation and enforcement work.

  • OPMB2 - Proportion of total resources spent on frontline activity in accordance with Directorate targets.

This OPM is designed to capture front line productivity levels as agreed at OMT. Annex 1 provides details of how work recording activities relate to Operational Productivity measures.

  • OPM C - Proportion of complaints investigated or followed up. Target 90%
  • OPM D - Proportion of incidents/events requiring mandatory investigation actually investigated. Target 97%

Mandatory Investigations (events meeting HSC selection criteria)

11  In order to mark an event as ‘Mandatory’, a link called Incidents Page will appear on the main Case page when RIDDOR or Non-RIDDOR is selected in the Category field. Opening this link allows the user to add further details about the incident, including the option to mark it as Mandatory. Guidance regarding HSC selection criteria can be found on the operational procedures site.

12  To enable HQ1A to gather information to report against OPMs C and D please ensure that all notification records on COIN are coded correctly and updated promptly.

Completion of time reports

13. All Timesheets must be completed and submitted within 5 working days of the end of any working week. This tight deadline is required in order for HID to assess and report on cost recovery and performance. Missing time sheets contribute to difficulties in submitting accurate information which could have serious repercussions for HID’s financial position.

14  Please note that due to a requirement to record time spent on site, ‘Work Context’ needs to be completed for all timelines that are ‘frontline’ activity e.g. inspection.  Work Context identifies whether work is contact-related and where it takes place. Multiple timelines will need to be entered for a single piece of work if different work contexts apply. The four options are listed below.

COIN Subcategory COIN Description Definition

OFFCO

Office Contact

Time spent in the office in contact with duty holder.

OFFNC

Office Non Contact

All other time spent in the office.

OSITE

On Site

Time spent on site in contact with duty holder.

ELSE

Elsewhere

Any time spent in contact in a location not specified by the above.

Guidance for completion of Time Reports [177KB] can also be found on the COIN site.

Recording time spent working for FOD

15  All time spent by HID staff working for FOD should be recorded against the equivalent HID Activity (Inspection Non Chargeable, Investigation Non Chargeable etc.). The Category 'FOD Work' should be selected to allow the collation of time spent in support of FOD. As well as this you should ensure that the work is linked to the related SO or Case.

Recording time spent on Freedom of Information (FOI)

16  All time spent by HID staff working on FOI should be recorded against Category 'Freedom of Information'.

Recording time spent on HID CI strategy work streams

17  A number of categories have been specified for use by HID CI staff when recording time spent on CI strategy work streams e.g. COMAH Remodelling – Category: CRM. Page 5 of HID work recording on COIN [177KB] gives details.

Recording time spent on HID OSD strategy work streams

18  A number of categories have been specified for use by HID OSD staff when recording time spent on OSD strategy work streams.

19  A list of all HID categories is included in Annex 1.

Further information

Contacts:

UWR : Dave Pauls HIDHQ1C Ext. 3091

Performance Measures:

Simon Reynolds, HID HQ1A, Ext. 3174,
Richard Delleman, HID HQ1A, Ext. 5876

Annex 1 - HID work records under 5 separate Business Units (BU) on COIN

OFFSH – Offshore Chargeable work
COMAH – COMAH chargeable work
GSMR – GSMR chargeable work
HIDNC – Non-chargeable activities
HIDOH – HID overheads

The activities are listed below.

UWR Activity Definition Definition includes Definition Excludes
Assessment, Approvals and Permissioning OFFSHORE

All work associated with assessment of safety cases, exemptions, consents, statutory notices, and other approvals.                                               This activity covers what was previously in Assessment & Approvals (Offshore)  


Front Line


Directly cost recoverable

All activities associated with the assessment of safety cases and other approvals and from the receipt of the submission to completion of the assessment / processing including contributions to the decision making process (legal, technical and operational) and topic peer review.

 

Initial detailed assessment, decision making and where approval is required, issuing that approval including assessment of additional information that is requested by HSE to supplement information provided in the safety case.

Note work on SCR05 reg 6,10 and 13 submissions (design/relocation notifications, combined operations notifications and processing of thorough review summaries) should be recorded as inspection not assessment (see below).

Enforcement OFFSHORE

All work associated with formal enforcement action on or in connection with offshore installations. 


Front Line


Directly cost recoverable

Any enforcement activity e.g. preparation, information gathering, report writing, issuing / checking compliance with notices; taking statements and collecting evidence; attending court, tribunals etc responding to appeals, and ensuring that matters giving rise to prosecutions have been rectified. 
Inputting data to COIN, report writing.


Note: For time recording purposes, 'enforcement' time begins at the point the breach of the Relevant Statutory Provision is considered to warrant formal enforcement (IN, PN or PR). For prosecutions the work should be recorded using this activity until a summons is obtained (England) or the prosecution report is delivered to the Procurator Fiscal (Scotland). After this point work should be recorded under HIDNC Enforcement.

Any enforcement activity not related to specific offshore installations e.g. Pipelines Enforcement work, carried out after a summons has been obtained (England) or the prosecution report delivered to the Procurator Fiscal Work directly associated with the legal preparation and responding in a tribunal to an appeal against a notice. All the above should be recorded as Enforcement NC. 

Inspection OFFSHORE

All planning, preparation, conduction, provision of formal advice and any follow up action specific to an inspection on or in connection with an offshore installation.


Processing of combined operations notifications


Work in connection with well notifications for wells which are connected to an offshore production installation


Front Line


Directly cost recoverable

Inputting data to COIN, Report writing, revision of plans, subsequent visits, Technical support work, HSAOs dealing with ELCI matters


Inspection of contractor's activities associated with specific offshore installations; Inspection of pipeline operators at offshore installations; all work associated with annual reviews of primary duty holders; preparation of inspection strategies and AIPs for those duty holders. 

Note: work carried out on SCR05 regulation 6,10 and 13 submissions design/relocation notifications, combined operations notifications, processing of thorough review summaries), should also be recorded as inspection.

Travel time from check-in at the heliport (or from the airport check-in point where travel is via Shetland) to and from the offshore installation associated with the above activities.

Review and handling of well notifications which are not connected to a production installation.

Investigation OFFSHORE

All work carried out by an inspector, relating to an Investigation resulting from Accidents (inc. Fatal/Major), Complaints, Dangerous Occurrences or any other reported incident on or in connection with an offshore installation.


Front Line


Directly cost recoverable

All planning, preparation, conduction, provision of formal advice and any follow up action specific to an Investigation.

Inputting data to COIN; Report writing.

Travel time from check-in at the heliport (or from the airport check-in point where travel is via Shetland) to and from the offshore installation associated with the above activities.

Investigations broadened to become an 'inspection'; follow-up visits; Technical follow-up work carried out by an inspector if not directly required for the investigation- these should be recorded under Inspection.

Any work undertaken after a decision to prosecute – this should be recorded under Enforcement

Assessment, Approvals and Permissioning COMAH

All work associated with assessment of safety reports, exemptions, consents, statutory notices and other approvals. This activity covers what was previously in Assessment (COMAH) 


Front Line


Directly cost recoverable

All activities associated with the assessment of safety reports and other approvals and exemptions from the receipt of the submission to completion of the assessment / processing including contributions to the decision making process (legal, technical and operational) and topic peer review.
PERMISSIONING includes:

See guidance at:

SPC/Admin/54 - COMAH cost recovery from April 2005

Charging for COMAH activities – A guide

 

Enforcement COMAH

All work associated with formal enforcement action.


Front Line


Directly cost recoverable

Any enforcement activity e.g. preparation, information gathering, report writing, issuing/checking compliance with notices; taking statements and collecting evidence; attending court, tribunals etc responding to appeals, and ensuring that matters giving rise to prosecutions have been rectified.
Inputting data to COIN; Report writing.
See guidance at :

Charging for COMAH activities – A guide

Note: For time recording purposes ‘enforcement’ time begins at the point the breach of the Relevant Statutory Provision is considered to warrant formal enforcement (IN, PN or PR).  For prosecutions the work should be recorded using this activity until a summons is obtained (England) or the prosecution report is delivered to the Procurator Fiscal (Scotland).  After this point work should be recorded under HIDNC Enforcement.

Enforcement work, carried out after a summons has been obtained (England) or the prosecution report delivered to the Procurator Fiscal.  Work directly associated with the legal preparation and responding in a tribunal to an appeal against a notice.  All the above should be recorded as Enforcement NC.

Inspection  COMAH

All planning, preparation, conduction, provision of formal advice and any follow up action specific to an inspection.


Front Line


Directly cost recoverable

Inputting data to COIN, Report writing, revision of plans, subsequent visits, Technical support work, HSAOs dealing with ELCI matters.


See guidance at:


Charging for COMAH activities – A guide

 

  

Investigation COMAH

All work carried out by an inspector, relating to an Investigation resulting from Accidents (inc. Fatal/Major), Complaints, Dangerous Occurrences or any other reported incident. 


Front Line


Directly cost recoverable

All planning, preparation, conduction, provision of formal advice and any follow up action specific to an Investigation.
Inputting data to COIN; Report writing.


See guidance at:

Charging for COMAH activities – A guide

 

Investigations broadened to become an 'inspection'; Contacts; follow-up visits; Technical support work carried out by an Inspector - these should be recorded under Inspection.

Any work undertaken after a decision to prosecute – this should be recorded under Enforcement.

Enforcement COMAH RSP

Enforcement action taken where costs are recoverable in respect of Relevant Statutory Provisions arising from Fees Regs changes 2008.


Front Line

Directly cost recoverable

Enforcement activity as for COMAH but at sites and for activities where RSP costs are recoverable 

Note: For time recording purposes, ‘enforcement’ time begins at the point the breach of the Relevant Statutory Provision is considered to warrant formal enforcement (IN, PN or PR).  For prosecutions the work should be recorded using this activity until a summons is obtained (England) or the prosecution report is delivered to the Procurator Fiscal (Scotland).  After this point work should be recorded under HIDNC Enforcement

 Enforcement work, carried out after a summons has been obtained (England) or the prosecution report delivered to the Procurator Fiscal.  Work directly associated with the legal preparation and responding in a tribunal to an appeal against a notice.  All the above should be recorded as Enforcement NC.

Inspection COMAH RSP

Inspection action taken where costs are recoverable in respect of Relevant Statutory Provisions arising from Fees Regs changes 2008

Front Line

Directly cost recoverable

Inspection activity as for COMAH but at sites and for activities where RSP costs are recoverable 

 

 

Investigation COMAH RSP

Investigation action taken where costs are recoverable in respect of Relevant Statutory Provisions arising from Fees Regs changes 2008

Front Line

Directly cost recoverable

Investigation activity as for COMAH but at sites and for activities where RSP costs are recoverable 

 

Assessment, Approvals and Permissioning GASMR

All work associated with assessment of safety reports, safety cases, exemptions, consents, statutory notices, processing of design notifications, combined operations notifications and other approvals.   This activity covers what was previously in Assessment (GASMR)

Front Line

Directly cost recoverable

All activities associated with the assessment of safety cases and safety reports, processing of design notifications and combined operations notifications and other approvals and exemptions from the receipt of the submission to completion of the assessment / processing including contributions to the decision making process (legal, technical and operational) and topic peer review. PERMISSIONING includes:

 

 

 

 

Enforcement GASMR

All work associated with formal enforcement action. 

Front Line

Directly cost recoverable

Any enforcement activity e.g. preparation, information gathering, report writing, issuing/checking compliance with notices; taking statements and collecting evidence; attending court, tribunals etc responding to appeals, and ensuring that matters giving rise to prosecutions have been rectified.

Note:  For time recording purposes, ‘enforcement’ time begins at the point the breach of the Relevant Statutory Provision is considered to warrant formal enforcement (IN, PN or PR).  For prosecutions the work should be recorded using this activity until a summons is obtained (England) or the prosecution report is delivered to the Procurator Fiscal (Scotland).  After this point work should be recorded under HIDNC Enforcement.

 

Inspection GASMR

All planning, preparation, conduction, provision of formal advice and any follow up action specific to an inspection. 

Front Line

Directly cost recoverable

Inputting data to COIN, Report writing, revision of plans, subsequent visits, Technical support work, HSAOs dealing with ELCI matters.

See guidance at:

Charging for gas transportation activities: a guide

 

 

Investigation GASMR

All work carried out by an inspector, relating to an Investigation resulting from Accidents (inc. Fatal/Major), Complaints, Dangerous Occurrences or any other reported incident. 

Front Line

Directly cost recoverable

All planning, preparation, conduction, provision of formal advice and any follow up action specific to an Investigation.

Inputting data to COIN; Report writing.

See guidance at:
Charging for gas transportation activities: a guide

Investigations broadened to become an 'inspection'; Contacts; follow-up visits; Technical support work carried out by an Inspector - these should be recorded under Inspection.

Any work undertaken after a decision to prosecute – this should be recorded under Enforcement.

Enforcement GASMR RSP

Enforcement action taken where costs are recoverable in respect of Relevant Statutory Provisions arising from Fees Regs changes 2008

Front Line

Directly cost recoverable

Enforcement Indirectly Cost Recoverable activity as for GASMR but at sites and for activities where RSP costs are recoverable 

Note:  For time recording purposes, ‘enforcement’ time begins at the point the breach of the Relevant Statutory Provision is considered to warrant formal enforcement (IN, PN or PR).  For prosecutions the work should be recorded using this activity until a summons is obtained (England) or the prosecution report is delivered to the Procurator Fiscal (Scotland).  After this point work should be recorded under HIDNC Enforcement.

 Enforcement work, carried out after a summons has been obtained (England) or the prosecution report delivered to the Procurator Fiscal.  Work directly associated with the legal preparation and responding in a tribunal to an appeal against a notice.  All the above should be recorded as Enforcement NC.

Inspection GASMR RSP

Inspection action taken where costs are recoverable in respect of Relevant Statutory Provisions arising from Fees Regs changes 2008

Front Line

Directly cost recoverable

Inspection activity as for GASMR but at sites and for activities where RSP costs are recoverable 

 

Investigation GASMR RSP

Investigation action taken where costs are recoverable in respect of Relevant Statutory Provisions arising from Fees Regs changes 2008

Front Line

Directly cost recoverable

Investigation activity as for GASMR but at sites and for activities where RSP costs are recoverable 

 

 

Assessment, Approvals and Permissioning (nc)

All assessment, approvals and permissioning work not covered by other activities. This activity includes what was previously in Assessment & Approvals Other (NC) and Permissioning (NC)

Front Line

Not cost recoverable

Plans to LPAs and approvals. COSHH; approvals and exemptions not elsewhere specified.  LUP Advice.

Includes work with offsite emergency plans under Reg 10 of COMAH. See guidance at:

SPC/Admin/54 - COMAH cost recovery from April 2005

Assessment, approvals and permissioning work not covered by other Offshore, COMAH, GASMR or RSP activities.

 

Enforcement (nc)

All work associated with a formal enforcement action where costs are not recoverable.

Front Line

Not cost recoverable

All enforcement activity not included in other activities

 

 

Inspection (nc)

All planning, preparation, conduction, provision of formal advice and any follow up action specific to an inspection, where costs are not recoverable.

Front Line

Not cost recoverable

All inspection activity not included in other activities

For OSD this includes inspection of inshore diving activities, onshore wells and offshore windfarms.

 

For OSD all activities listed under Inspection Generic OFFSHORE

Investigation (nc)

All work carried out by an inspector, relating to an Investigation resulting from Accidents (inc. Fatal/Major), Complaints, Dangerous Occurrences or any other reported incident, where costs are not recoverable.

Front Line

Not cost recoverable

All investigation activity not included in other activities

 

Explosives - Classification

Preparation and issue of classifications under CLER. Includes time spent by inspectors and administrative staff

Front Line

Directly cost recoverable

See guidance at
Explosives – Fees

 

Explosives - Licensing

Preparation and issue of licenses under MSER.

Preparation and issue of license to handle explosives under DSHAR

Front Line

Directly cost recoverable

See guidance at
Explosives – Fees

 

GMO (CU) Assessment

All work associated with the chargeable portion of the statutory GM review.

Front Line

Directly cost recoverable

 

 

Stakeholder Engagement

Any interaction with an organisation or individual outside of HSE who can have significant influence on occupational health and safety (but not in their duty holder role).

Front Line

Indirectly cost recoverable

Any method of communication (meeting, telephone or written - on or off HSE premises) in any circumstance, for example discussions with Other Government Departments, Industry Bodies, Local Authorities, Offshore Europe public events etc. Delivering sessions at conferences to engage rather than train audience (which should be recorded as Advice, Education and Promotion, External).

Any contact with any organisations in their role of Duty Holder; Any discussions with HSE staff. Delivery of Conference sessions for training purposes. Any discussion involving the development of Operational Policy (which should be recorded under Development of UK and International Standards and Related Policy Work)

Development of UK & International Standards & Related Policy Work

All planned policy work relating to developments and initiatives.  New for 2008/09 and includes what was previously in Front Line External Policy and Standards


Front Line

Indirectly cost recoverable

Maintaining awareness of international developments in health and safety and regulation and make further progress towards enhanced international levels of health and safety and harmonised standards.

Developing domestic health and safety policy.

Developing and negotiating standards which are formal but not statutory; preparation and attendance at European & Int. standards meetings including EC meetings, working parties, conferences etc.

Attendance at defined committees.

Input to HSE, NRPB and other government departments' committees on radiological protection, also includes NUSAC.

Advice, Education & Promotion - External

The provision/production of oral or written advice, guidance and/or training for use outside of HSE.  New activity for 2008/09 and includes what was previously in General Communications, External Technical Guidance & Support and Regulatory Communications


Front Line

Indirectly cost recoverable

Providing or replying to requests for advice from Duty Holders, Other Government Departments, Advisory Committees; Knowledge Centre advice to members of the public or Duty Holders; referrals from the Infoline/ICC; Participation in industry/topic liaison groups.

Briefings: All work in producing and contributing to briefings for use by people outside HSE.  Briefing work commissioned by HSE senior managers on behalf of external sources; Ministerial Briefings; Parliamentary Questions; Responding to MP’s letters; Responding to Chief Executive cases; FOI Commissioner; FOI cases; FOI Requests; Media enquiries.

Disclosure of information to, and attendance at, civil enquiries, fatal accident enquiries and coroners inquests (for incidents which HSE have not investigated); developing and issuing general information externally;

Annual release of statistics; Production of statistical reports/data.

All advice and publicity work promoting health, safety and welfare issues and provision of educational events for non-HSE staff;

Expert advice to advisory committees;

Includes work carried out to develop, produce, maintain, publish and distribute guidance material for external use. Can be formal publications and web based.

Developing and delivering training events & conferences for external organisations.

Any contact with organisations in their role as a Stakeholder - this should be recorded under Stakeholder Engagement.

Briefings etc. for internal use.

Ad-hoc briefings commissioned for HSE staff or Commissioners - this should be recorded under Advice, Education & Promotion - Internal.

Work relating to any incidents that were/have been investigated should be recorded under Investigation.

Preparing for, attending or evaluating a training course as a student/delegate; Attendance at a conference. Delivering conference sessions for stakeholder engagement purposes.

Developing Policy

All planned policy work relating to developments and initiatives. New for 2008/09


Business Critical

Indirectly cost recoverable

All policy development work not directly connected to the development of UK and International standards

Internal operational policy i.e. development of operational policy such as permissioning processes, integrated inspection/investigation policy and procedures.

Any related activities inherent in progressing PQ and PO cases or briefings for Select Committees;

Meetings & Discussions, internal and with OGDs etc; Brainstorming, thinking time; Drafting, commenting on and clearing: position papers, Board and HSC papers, Ministerial submissions etc; Policy analysis as part of a project.

Identifying and clarifying issues/ problems; Clarifying and defining desired outputs/outcomes; Identifying and evaluating options.

Internal diversity; Staff health and safety; Recruitment; Termination of employment; Pay & reward; Staff terms and conditions; Working time; Learning and development; Performance management; Discipline;
Employee relations; Liaison with cabinet office and OGDs.

Commissioning and management of research contributing to the policy analysis should be recorded under Managing Science and Research.

 

Horizon Scanning

Anticipating, identifying and preparing for new or changing risks in the workplace or related to work activity, and to consider the implications that new and emerging issues will have for the distribution of resources, existing policy, priorities and delivery.

Business Critical

Indirectly cost recoverable

The full range of political, technical, social and work related issues and will focus on the medium to long term (3/5/10 years) e.g. developments in science and technology; the workplace; socio-economic factors that affect the labour force and market; public attitudes to risk and health and safety; the UK political agenda; the European Union; and international developments.

 

Managing Science and Research

Management of all planning, commissioning and delivery activities relating to Science and Research projects. New for 2008/09 includes what was in 'Research & Technical' and to capture Science Management activity

Business Critical

Indirectly cost recoverable

Preparing, overseeing and agreeing Science and Research Programme / Project plans and other documents;
Managing Science and Research Programme / Project risks and issues
Science and Research Programme / Project Board Briefing and liaison
Managing Business and Supplier input;

Any management activity that is not part of a formal Science or Research programme or project; Preparing HSE Science plans.

Analysing evidence

The analysis of intelligence and information on Health and Safety in the UK and on Health & Safety interventions.  New for 2008/09

Business Critical

Indirectly cost recoverable

Impact assessments; Evaluating interventions; Responses to analytical requests; Undertaking evaluation; Strategic analytical advice based on statistical evaluation.

Prosecutions; Evidence relating to a specific company or incident is excluded; 
General internal and external advice and guidance (separate generic activity)
Horizon Scanning.

Evidence Base Development and Maintenance

Evidence and intelligence on the general state of occupational health and safety in the country, and its determinants and consequences. Corporate intelligence including the full range of HSE's interventions and evidence on the effects or effectiveness of these interventions, and internal corporate systems. New for 2008/09

Business Critical

Indirectly cost recoverable

Designing, creating, running and maintaining data sources.
Identifying and gathering evidence; Ensuring integrity of data sources; Survey work; Evidence relevant to an entire sector is included.
Interrogation of personnel and operational data warehouses using specialist data mining tools (both standing and ad hoc requests for data).

Quality assurance of data sources, including corporate information systems - monitoring and evaluation.

 

Prosecutions;
Evidence relating to a specific company or incident
Running standard system reports
Maintenance and general use of COIN

Managing Business Performance

All activities carried out by staff to monitor and review organisational performance including those whose prime function is Business Management System, Excellence Model and Continuous Improvement work.  New for 2008/09 includes what was in BI, Information & Quality Management, Operational Support and Divisional Organisation.

Corporate

Not cost recoverable

Measurement of organisational performance and progress in meeting business plans; Corporate and d/d balanced scorecards; performance reviews of business plans; measurement of performance against targets and standards; work included in the Continuous Improvement Plan; Divisional Business Improvement Plans; Managing risks  that link into the HSE Risk Register; Establishing benchmarks and developing performance metrics.

Direct Line Management, which is covered in Managing People.
Production of plans is covered in Managing Finance/Planning

Advice, Education & Promotion - Internal

The provision/production of oral or written advice, guidance and/or training for use by internal HSE staff.  New for 2008/09 includes what was in Internal Technical Guidance and Support

Corporate

Not cost recoverable

Providing or replying to requests for advice from HSE staff. Examples include sector guidance to policy staff; policy, sector, specialist or legal advice in response to operational issues or requests ; HR Service Centre advice to HSE staff; Knowledge Centre advice to HSE staff.
Briefings:  All work in producing and contributing to briefings in response to requests from internal sources for use by HSE staff or Commissioners.  Briefings etc. commissioned for HSC/E staff use e.g. briefings for senior managers; Chief Executive Briefings; Briefings for staff attending events.

Producing Job Guides; Drafting Directorate newsletters; writing global staff messages; Express articles; developing and issuing general information internally.

Work carried out to develop, produce, maintain, publish and distribute guidance material for internal use. Can be intranet or web based.

Any contact with organisations in their role as a Stakeholder - this should be recorded under Stakeholder Engagement
Ministerial Briefings; Parliamentary Questions; Responding to MPs’ letters; Responding to Chief Executive cases; FOI cases.

Travel Front Line

All travel (excluding travel from heliport to offshore and return) associated with front-line activities

Front Line

Travel time is not cost recoverable

Time spent travelling for: Assessment, Approvals & Permissioning COMAH, GASMR, Offshore and Other Inspection COMAH, GASMR, Offshore and Other;
Investigation COMAH, GASMR, Offshore and Other;
Enforcement COMAH, GASMR, Offshore and Other;
Enforcement, Inspection, Investigation RSP;
External Advice Education and Promotion;
Development of UK & International standards and related policy work; Stakeholder Engagement.

All work carried out in relation to Inspections, Enforcements etc whilst travelling, such as Inspection Plans and  report writing, should be included in the appropriate front line activity

Inspection Generic OFFSHORE

For use in Offshore Division only. This is to be used for all offshore related inspection activity which cannot be related to a specific installation or duty-holder, but for which the costs of undertaking the inspection would have been recoverable under the charging regulations  if installation or dutyholder specific  New for 2008/09.

Front Line

Indirectly cost recoverable

Generic activities in connection with contractors including diving contractors, audits of contractors, well notification work not associated with a particular production installation, S6 and similar work which is related to equipment supplied to the offshore industry such as pipe-handling and mechanical drill floor equipment.

 

Travel Non Assignable

All travel associated with activity that is not Front Line.

Other

Not cost recoverable

 

 

Training and Development

All training, development and performance management activities for you as an individual.

Leave & Training

Not cost recoverable

Preparation for and attending any HSE authorised [funded or non-funded] training or development intervention as a participant or delegate; Any course (e.g. Management, IT etc.); Conferences or Seminars; Continuous Professional Development; External Training Courses; Attending and preparing for Performance Appraisals; Preparing and agreeing performance agreements or Development plans; Pre/post event review for jobholder; Job shadowing/receiving mentoring; Preparation of job application forms.

Delivering a training course or session; Presenting at a conference (recorded under Advice, Education & Promotion - external or Internal).
Managers should record performance appraisal activity and pre and post course evaluation under managing people; Self funded night classes; Training courses attended in one's own time

Training Delivery Internal

All work involved in developing, administering, preparing for, delivering or evaluating internal training

Corporate

Not cost recoverable

Developing and delivering training events; Preparing & delivering staff training; Delivering sessions at internal conferences; preparing and delivering training frameworks and professional development programmes; Mentoring.

Preparing for, attending or evaluating a training course as a student/delegate; Attendance at a conference. Delivering conference sessions for stakeholder engagement purposes.

Keeping HSE Running

Routine administration tasks not assignable to any other activity or programme/project. 

Other

Not cost recoverable

Reading/writing general emails; Photocopying; Reading office instructions/literature; Booking rooms, completing or processing forms (i.e. T&S claims, tea/coffee orders, etc.); Exchange Briefings; Updating eHR (applying for leave etc.); Attending general team meetings; Completion of HSE survey's and questionnaires; Offshore medicals/other health checks; Time spent on Union business; DSE Assessor; Fire Warden; First Aider; Harassment Officers; Purchasing of PPE; asbestos/disinfecting kits, etc.

Tasks that are clearly assignable to other activities e.g. writing ministerial briefings or project documents; letters/emails to duty holders;

Leave

All absences from work excluding Flexi Leave or Time off in Lieu (TOIL).

Leave & Training

Not cost recoverable

Holiday F/T Days, Holiday P/T Hours, Industrial Action, Jury Service, Part Time Med Grounds, Reserve Forces Paid, Reserve Forces Unpaid, Sickness Absence, Special Leave Paid, Special Leave Unpaid, Unauthorised Absence, Vol Public Serv Paid, Vol Public Serv Unpaid.

Flexi Leave, Time off in Lieu (TOIL).

Managing Finance and Planning

Work carried out by Corporate, Directorate and Divisional Finance Managers and Teams in agreeing and allocating budgets, profiling, monitoring and reporting variance against budget, authorise and review spending, cost recovery, accruals, Main Budget Holder and SCS Budget Monitor activities. The production and co-ordination of plans across HSE which contribute to business and operational plans. New for 2008/09

Corporate

Not cost recoverable

Agreeing and allocating budgets, profiling income and expenditure, monitoring and reporting variance against budget, authorise and review spending, affordable staffing plans, etc. Reporting and re-profiling by line managers in response to Finance team call-in notes/review requests; Management meetings on divisional finance; Production of Memorandum Trading Accounts etc.

Periodic planning events, Public Expenditure Reviews, Strategic Plan, Spring Review. Periodic Reviews, Analysing work recording data whilst planning; D/D Business and Operating Plans, preparing HSE science plans, etc.

Submitting and processing financial forms e.g. Accounts 34, Training applications, DIRECTA orders for software, hardware, etc.

Managing People

All line management activities.

Corporate

Not cost recoverable

Delivering Performance management e.g. Performance Reviews; Pre/post course discussions with job holder; Agreeing Performance Agreements; High Performance Awards Process; Attendance and work involved on High Performance Award Panels and promotion sifts/boards; Managing attendance; Filling vacancies as a vacancy holder; Completing managerial requirements of vacancy process; Dealing with grievance and disciplinary issues; Delivering general team meetings.

Meetings between staff and their line managers on managing specific areas or pieces of work where there are no personal performance issues; Progress meetings linked to managing projects and programmes.

HID CATEGORIES  2008/09

  • (OSDCP) OSD Contractor Competence and Dutyholder Relationships
  • (OSDCO) OSD Corrosion
  • (OSDVP) OSD Verification
  • (OSDMC) OSD Management of change project
  • (OSDAA) OSD Audit arrangements to target risk control barriers
  • (OSDPS) OSD Product Safety
  • (ACALL) Callaghan Review Work 
  • (CCDG) Carriage Dangerous Substances
  • (CIVCO) Civil Contingencies
  • (CRM) COMAH Remodelling Programme
  • (CPHSC) Planning (Hazardous Substances) Consents / 3 zone map programme
  • (COSHH) Control of Substances Hazardous to Health Regulations 2002
  • (CLUP) Land Use Planning support
  • (CLEG) Legionella 
  • (OFSEP) Off site Emergency Planning
  • (CORLE) Operational Review & Large Employer Liaison
  • (CSAFE) Priority Occupational Safety Inspection
  • (CRCC) Responsible Care Cells
  • (CSUBC) Sub COMAH
  • (ODMA) David Moore Fatal Accident
  • (FOI) Freedom of Information
  • (FODW) FOD Work
  • (PSHUB) Process Safety Hubs
  • (OSH) Process Safety Hubs

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Health and Safety Executive
Caerphilly Business Park
Caerphilly CF83 3GG

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Updated 28.05.09