User Manual Synergi en 11.1

SYNERGI User Manual
Version 11.1
Written by: Synergi Solutions AS
Verified by: Synergi Solutions AS
Approved by: Synergi Solutions AS
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1
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Date: 11. August 2006
Rev. no. 1
TABLE OF CONTENTS
1. PREFACE.................................................................................................................................................... 4
1.1 SYNERGI OBJECTIVES ......................................................................................................................... 4
1.2 WHAT IS SYNERGI .............................................................................................................................. 4
1.3 WHAT DOES IT DO?............................................................................................................................... 5
1.4 HOW DOES IT WORK?............................................................................................................................ 6
1.4.1 Collecting across languages, layers and processes..................................................................... 6
1.4.2 Processing the unique Synergi solution ..................................................................................... 7
1.4.3 Analyzing Act on Fact.................................................................................................................. 9
1.4.4 Communicating online real-time control, reporting and stewardship....................................... 10
1.5 WHO USES SYNERGI? ....................................................................................................................... 11
2. USER INFORMATION ........................................................................................................................... 12
2.1 USER PROFILES ................................................................................................................................... 12
2.1.1 Basic User..................................................................................................................................... 12
2.1.2 Extensive User .............................................................................................................................. 12
2.1.3 Administrative User ...................................................................................................................... 13
3. START UP................................................................................................................................................. 14
3.1 LOG ON PROCEDURE ........................................................................................................................... 14
3.2 GENERAL INFORMATION .................................................................................................................... 15
3.3 INITIAL REPORTING ............................................................................................................................ 18
3.3.1 Duplicate case .............................................................................................................................. 23
3.3.2 Delete case.................................................................................................................................... 23
3.3.3 General interaction....................................................................................................................... 24
3.4 FACTS................................................................................................................................................. 28
3.4.1 Where & what ............................................................................................................................... 28
3.4.2 Who............................................................................................................................................... 29
3.4.3 References and comments............................................................................................................. 31
3.4.4 Connected cases............................................................................................................................ 35
3.4.5 Signatures and log ........................................................................................................................ 37
3.5 CLASSIFICATION ................................................................................................................................. 40
3.5.1 General classification ................................................................................................................... 40
3.5.2 Consequences ............................................................................................................................... 41
3.5.3 Loss potential................................................................................................................................ 53
3.5.4 Insurance ...................................................................................................................................... 55
3.6 CAUSES .............................................................................................................................................. 57
ACTIONS ........................................................................................................................................................... 59
3.7 BEHAVIOUR BASED SAFETY CHECK LIST FUNCTIONALITY .............................................................. 61
3.7.1 Input screens for Behaviour based safety................................................................................... 61
3.7.2 Case processing for Behaviour-based safety ................................................................................ 67
3.8 ATTACH DOCUMENTS AND LINK TO DOCUMENTS / WEB PAGES ........................................................... 68
4. PROCESSING CASES AND ACTIONS ................................................................................................ 71
4.1 CASE PROCESSING GENERAL DESCRIPTION ...................................................................................... 71
4.1.1 My cases ....................................................................................................................................... 71
4.1.2 E-mail ........................................................................................................................................... 73
4.1.3 Case processing buttons ............................................................................................................... 74
4.1.4 Status ............................................................................................................................................ 77
4.1.5 Unit in charge / Person in charge................................................................................................. 77
4.1.6 Circulation of cases ...................................................................................................................... 80
4.1.7 Automatic transfer of experience .................................................................................................. 83
4.1.8 Sending of case information via E-mail........................................................................................ 84
4.2 ACTION PROCESSING .......................................................................................................................... 87
4.2.1 My actions..................................................................................................................................... 89
4.3 INTELLIGENT PROCESSING .................................................................................................................. 90
4.3.1 Confidential or sensitive information ........................................................................................... 91
Users manual Synergi 11.1 2

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4.3.2 Case administration mode ............................................................................................................ 92

5. ANALYSING STATUS AND RESULTS................................................................................................ 93
5.1 ACT ON FACT ..................................................................................................................................... 93
5.2 SEARCH SCREEN ................................................................................................................................. 94
5.3 GENERAL QUERIES ............................................................................................................................. 96
5.4 ADVANCED QUERIES .......................................................................................................................... 97
5.4.1 Example of performing an advanced search, personal injury .................................................... 100
5.4.2 Example of searching for hierarchical fields.............................................................................. 103
5.5 FAVOURITE ...................................................................................................................................... 108
5.5.1 Organizing favourites ................................................................................................................. 110
5.6 ANALYSING VIEWS/REPORTS ............................................................................................................ 110
5.6.1 Action view.................................................................................................................................. 111
5.6.2 Short case report......................................................................................................................... 112
5.6.3 Action report............................................................................................................................... 112
5.6.4 Complete case descriptions ........................................................................................................ 113
5.6.5 Statistical view ............................................................................................................................ 113
6. COMMUNICATING PERFORMANCE AND TRENDS................................................................... 114
6.1 COMMUNICATING INFORMATION ONLINE CONTROL AND STEWARDSHIP........................................ 114
6.2 STANDARD REPORTS ........................................................................................................................ 114
6.2.1 Short case report......................................................................................................................... 115
6.2.2 Action report............................................................................................................................... 115
6.2.3 Long case report ......................................................................................................................... 115
6.2.4 Feedback to user when producing reports.................................................................................. 116
6.2.5 Print or save report .................................................................................................................... 117
7. STATISTICAL PRESENTATION ....................................................................................................... 118
7.1 SELECTION REPORT .......................................................................................................................... 118
7.2 LOSS POTENTIAL REPORT ................................................................................................................. 125
7.3 RISK FACTOR REPORT ....................................................................................................................... 126
7.4 FREQUENCY REPORT ........................................................................................................................ 127
7.5 FAVOURITE VIEWS AND REPORTS .................................................................................................. 127
8. OTHER FUNCTIONS............................................................................................................................ 128
8.1 TOOLS .............................................................................................................................................. 128
8.1.1 Export/Import ............................................................................................................................. 129
8.1.2 My profile ................................................................................................................................... 132
8.1.3 Change password dialog. ........................................................................................................... 133
8.1.4 Change language dialog............................................................................................................. 133
8.1.5 Change user group ..................................................................................................................... 134
8.1.6 Go to basic.................................................................................................................................. 135
9. SPECIAL WORD AND EXPRESSIONS USED IN THIS DOCUMENT ......................................... 136

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1. Preface
This document contains the scope of features of Synergi.
1.1 Synergi objectives

Our clients report several areas of immediate improvement as a result of
implementing Synergi. The most commonly cited are:
Real-time reporting, follow-up and management of all risks

Major contribution to company and industry standardization
Improved learning and experience transfer
Reduced paper-flow and bureaucracy.
Reduced servicing, maintenance and personnel costs
Simplified interfaces and language independence.
Rapid and verified implementation process (ISO 9001).
Deployed in more than 30 countries around the world. Globally fit for purpose.
Stable and proven technology compatible with industry standards.
Reduced incident costs.
Reduced insurance costs.
Demonstrates compliance with regulations and legislation.
Supports continuous improvement processes.
Supports strategic benchmarking.
1.2 What is Synergi

Synergi is a comprehensive, operational risk management solution. It is in use in
many large, global organizations and has been on the market for more than ten
years. Synergi provides business units and the company management with all the
information they need to be able to prevent unacceptable risk, share lessons they
have learned and manage corrective actions. The Synergi solution incorporates
years worth of invaluable experience in Health, Safety, Environment and Quality
(HSE&Q) from leading companies within oil and gas, transportation, and the
processing industry. The application provides companies with the ability to share and
rollup data across complex, multi-layered organizations, allowing them to recognize
trends and ensure compliance with global requirements. Synergi reduces costs by
improving the efficiency and effectiveness of the operational risk and incident
management processes. It adds substantial value through standardization and
quality work processes.
Synergi appears as a totally HSE&Q improvement management concept. From the

early versions re-active focus for safety management till the pro-active improvement
focus supporting tomorrows needs.
Synergi is launched with a state of the art technology and architecture. New
modules and new functionality will ensure that the system supports all improvement

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processes initiated by our clients to ensure and protect people, environment,

production and assets in general. A modern, wide approach to proactively support
operations integrity across industries and regions replaces the more reactive incident
management tool of yesterday.
Our vision is to bring the next generation HSE&Q management concept to the
market. Synergi gives you the ultimate support to track, process, analyse,
communicate and prevent unacceptable operational risk.
1.3 What does it do?

Unlike most other HSE applications, Synergi combines the total scope of proactive
and reactive HSE&Q management in a single integrated enterprise solution:
1. Collects information related to proactive initiatives and reactive indicators

2. Processes the information
3. Analyzes the information
4. Communicates lessons learned and key performance indicators (KPIs)

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1.4 How does it work?

The overall objective is to provide our clients with the best tool available to track and
calculate risk and safety performance.
1.4.1 Collecting across languages, layers and processes
Synergi allows users to capture and store all the basic attributes of the different
sources of information in their native language. Information can be collected from
permanent and mobile installations throughout the organization via Web and E-mail
interfaces. Typically, cases will contain information about:
Where, when, what and who was involved

What is the consequences/loss details?
Positive findings
What is the loss potential involved risk evaluation
Why did it happen (unplanned) root cause analyses
Why did we do it (planned?)
How can we correct the situation and prevent this from reoccurring
Who should be involved as responsible parties?
What should be the action due dates and priorities?
Connected documents, pictures and reports
Processing and experience transfer log

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1.4.2 Processing the unique Synergi solution
Flexibility to meet different industries needs and standards for HSE information
workflow is a critical issue. Our solution recognizes this with four key configuration
elements:
Sources tracking scope:

All kind of proactive initiatives or occurrences that require a follow-up workflow
process: incidents, near misses, hazards, non-conformances, deviations,
improvements, observations, inspections, assessments and audits.
Workflow Status:
Pre-defined milestones that a case is required to pass in order to bring it from initial
entry to final solution. Optional statuses include save (first entry), plan, forward,
approve, cancel or complete.
Workflow Criteria:
Configured, automatic database instructions connected to the different workflow
statuses. The processing criteria will instruct the database what to check for, verify
and/or execute when a case is brought to a new status. Examples of automatic
responses from the database include:
o Sending off action follow-up e-mails or notification e-mails/alerts

o Check for mandatory information
o Validate input
o Forward the source to the next responsible party
o Sending feedback to initiator
o Triggering experience transfer
o Verifying that the risk levels, classifications and root causes are
properly identified according to local requirements.

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User Groups:
Users will be configured as Administrators, Extensive Users or Basic Users and will
have different access rights, depending on processing responsibilities and needs. A
specifically defined group of Synergi users (employees) that have identical needs
when addressing Sources, Workflow Statuses and Workflow Criteria is referred to as
a User Group.
Combining the above four configuration elements and functions makes it possible to
implement and configure different workflow cycles for different sources and user
groups in a single database.
The system is thus fully configurable, enabling it to meet and reflect specific
corporate and local in company requirements as well as different statutory
regulations around the world. The case log will be updated and store detailed
information about the total workflow and processing of every source from initial
phase to final completion:
Who did what?
When did they do it?
What was the last step?

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1.4.3 Analyzing Act on Fact
Synergi is built on a highly structured and

consistent data model. Information is entered
and confirmed via dropdown tables, check-off
fields, tree structured pick-lists and free-text
description fields. Information is validated and
verified several times during processing in
order to assure data consistency and quality.
A powerful and flexible analyzing tool makes it
possible to prioritize and focus on all relevant
improvement potentials.
Typical analyses produced by using the

application include:
o Loss causation (root causes)

trends per location
o Risk profile (higher, medium &
lower) per business unit/location
o Critical activity profile
o Risk performance rolling
averages per year
o Normalized trends/frequencies
for internal and external
benchmarking of all risk-related key
performance indicators, e.g. injuries/illnesses, spills, fires, explosions,
costs
o Number of incidents in relation to number of proactive initiatives per
location
o Corrective action analyses and status
o Equipment failure trends
o Human failure trends
The integrated analysis tool offers more than 30 000 possible combinations of data
selections for trend analyses and the results can be presented in a range of different
automatically generated formats, including text, tables, graphics or diagrams.

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1.4.4 Communicating online real-time control, reporting and stewardship

Synergi provides online, real-time information to all management levels in order to
identify improvement areas and correct and prevent problems. Synergi provides a
wide range of dynamic output options. Integrated e-mail and web interfaces allow
rapid corporate information exchange and sharing of lessons learned via best
practice e-boards, e-mail newsgroups or other intranet/ internet communication
channels.
What gets measured gets done

Automatic and manual report generation supported by easy-to-use functionality
make Synergi probably the strongest analyzing and stewardship tool available for
health, safety and environmental management. You will always have up-to-date
snapshot overviews or drill down details at your fingertips. It is always ready to
demonstrate compliance and prove performance. Reports are generated
automatically in Word, Excel, PowerPoint, HTML or PDF formats to allow you to
communicate this information in the best possible way to internal and external
parties. New reports and customized filters can be implemented for individual clients,
and individual administrators and users can easily configure these filters and related
output to include all local key performance indicators.

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1.5 Who uses Synergi?

Synergi may be used by any organization. By virtue of its flexibility in configuration
of modules and functionality, it can easily be modified and accommodated to meet
any different corporate and statutory standards around the world. The Synergi
Implementation Mapping Process ensures that all needs are identified, analyzed and
transformed into a fit for purpose tool. The Synergi client base is global and
covers all areas of industry. The main segments are:
o Oil & gas industry: operating companies and contractors

o Transportation industry: train, shipping and bus companies
o Processing industry: metal, paper & pulp, petrochemical and manufacturing
companies
o Civil engineering: construction, refurbishing and infrastructure companies
o Health sector: hospitals, medical offices, dental offices, home care services
Synergi is compatible with Industry Standard Information Systems
Synergi is based on proven stable technology, offering tailor-made interfaces and

functionality, designed and customized to
meet different users needs. Simple
explanatory e-mail, web or Windows
interfaces are available to meet the varying
needs of the different users, i.e.
Administrators, Extensive Users and Basic
Users. Our highly experienced staff, certified
for the ISO 9000 standards, are available
to assist with installation, training and
deployment activities, and our clients are
generally up and running within a few
months. Our support-services team has
proven their performance, ability and
availability for a global client base for ten
years, and client feedback is very positive. The Synergi Solution can be
implemented in most standard information network environments.

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2. User information
If you need to change your profile parts of it you can change yourself in My profile
in the Tools menu and parts of it need to be changed by your contact your local
administrator.
2.1 User profiles
2.1.1 Basic User

Most employees will from time to time potentially be involved in risk occurrences or
preventive activities. It has to be very straight forward and simple to conduct their
requested tasks, since it is very likely that these users not will be familiar with all
methods, terminology and HSE&Q systems. That is why we introduced the simplified
front-end interface.
This interface will require that the user knows where to find the initial page (intranet),
and that they are able to fill in a simple web form with basic facts. From the same
initial portal they will be able to follow-up their own cases (incidents, audits,
inspections, etc) and assigned corrective actions. Simple statistics and reports can
also be retrieved here. Each company can have several different front end forms for
different user groups and needs. The key word is always simplicity.
The Basic User is requested to save this basic information and the processing of the
case will be initiated, according to the configured specification. The Basic User will
receive a case ID and the next-in-line process responsible will be notified/ alerted via
e-mail.
2.1.2 Extensive User

The extensive users will have all functionality for planning, collecting, processing,
analysing and reporting purposes available. Most of this features guide is as such
written with the extensive user in mind in order to show all functionality available.
Extensive users can still be limited to specific modules, case types or processing
authority levels, configured on basis of company criteria.
Extensive users will also be able to plan for audits, inspections and other proactive
initiatives.

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2.1.3 Administrative User

The administrative user is dedicated to configuration, customisation and
maintenance of the system. For most companies the system will be configured and
operated with one corporate administrator to assure necessary consistency, as well
as local administrators in order to maintain the system fit for purpose at local sites
in different business areas.
An individual manual has been developed for configuration and maintenance of the
system.
It will be possible to grant access to different administration types (operations). The

following administration types will be defined:
Administration - Central
Administration - Local
Administration - Limited local

3. Start up
3.1 Log on procedure

The logon dialog will appear (if single sign-on is not used) after the icon or link has
been chosen.
If the administrator has added any new messages for the users, the message dialog
will appear the next time the user log in to Synergi.
The start-up screen will appear after closing the message dialog.
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3.2 General information
The start-up screen will always be displayed when the user clicks on the Synergi
logo in the upper left corner.
The blue/dark area to the left contain shortcuts to the most important functions, such
as new case, new search, search for case number, my cases and my actions.
Select case type screen will be displayed when the user clicks on the link.
Search screen will be displayed when the user clicks on the link.

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Enter a case number. Click Go to perform search.
My cases will be displayed in the case view screen if the user clicks on the link.
When the user clicks on the button the cases will be displayed as a short list
containing case number and the first part of the title.
The following cases are defined as My cases:
Cases the user is in charge of.
Only open cases will be displayed.
My actions will be displayed in the action view screen if the user clicks on the link.
When the user clicks on the button the actions will be displayed as a short list
containing case number, action number and the first part of the action description.
The following actions are defined as My actions:

Actions that the user is in charge of.
Only open actions will be displayed.
The menu line and the menu items will vary from screen to screen according to what
is appropriate.
Case menu
Reports menu

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Favourites menu
Tools menu
Help menu

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3.3 Initial reporting

When the user clicks on the New case link to the left or selects New case from the
Case menu, the Select case type window will be displayed.
This list will reflect the number of enabled and customised modules (case types) in
the company. There are optional modules for incident management, quality
management, environmental management or combinations of several modules,
which contributes to a total risk- or HSE management system. All case types can be
divided in sub-categories on unlimited levels.
Scope
Quality: The term Quality infers that the incident has either led exclusively
to loss of production or there has been a non-conformance with
procedures/routines. This may either be the product itself, reputation,
clients, work instructions, etc.
HSE: The term HSE infers that the incident has led to an accident, near
miss or condition involving people, the environment or property.
The term Deviation infers that it was known in advance that there would be
a non-conformance with the rules, regulations and procedures that apply
internally in the company, or which are imposed on the company by the
authorities. In this event, approval for a deviation is sought. The deviation
may be of a Permanent or Temporary nature.

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Proposed Improvements. It is also possible to register proposals for

improvements. These proposals shall be a link in an ongoing improvement
process. This may be, for example, a proposal for improvements in internal
procedures, routines, equipment, systems, operations etc.
Security. It is also possible to register security problems, illegal acts

attempted to harm people, production or property.
Audits, inspections, reviews and other proactive initiatives. It is

possible to plan, register and track different kind of preventive activities and
their related findings and corrective actions.
Examples of supplement modules:

Exposure values: It is possible to register working hours and sick hours.
This information forms the foundation for further frequency calculations.
Target: This module provides the opportunity to define different measure

values. Personal injury frequencies calculated by the system can be
compared to the companys objective. Are the personal injury
frequencies acceptable, or is it higher/lower than the companys
objective?
Case types will be displayed according to the users access and active case types. If
the user only has access to one case type the system will automatically move on to
the next level. For instance, if the user only has access to HSE incident, the system
will automatically move on to level two.

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When the user clicks on the link , the following registration screen will be
displayed.
Mandatory fields can be marked with an asterisk *. A tab marked with an asterisk
indicates that the tab contains mandatory fields. It is possible to configure what fields
and tabs that should have an asterisk. Save conditions must also be added to
ensure that mandatory fields are filled in.
A check mark is used to indicate that data has been entered for a screen/tab.
Date is automatically defaulted to todays date.
It is possible to configure Synergi to insert a default value for each field. What fields
that insert default values can be changed by your administrator.

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When appropriate information has been entered the screen look like this:
Case header and footer will always be visible. Number of attached documents,
consequences and potential risk is visualised in the case heading. No., Unit in
charge, Person in charge and Status is displayed in the case footer. The
information in the case footer will not be set until the case has been saved.
Click the button to save the case. The following screen will be displayed.

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This screen will be explained in details when case -processing is discussed later in
this guide.
Select appropriate Status, Unit in charge, Person in charge and/or Message to

responsible persons. Click to save the case. Registration screen will
then be displayed as shown below.

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3.3.1 Duplicate case

It can sometimes be useful to duplicate a case.
Example: A company register work hours for each month for each unit. The list of the
units will be the same for each month, but the values might vary. Having the list will
help the user to not forget any units and saving some time since the user doesnt
have to click to select the units.
To duplicate a case: open the case, select Case menu and then Duplicate case.
All information except date and case number is duplicated.
3.3.2 Delete case

Select Delete from the Case menu to delete a case.
Access control will control the users possibility to delete cases. The user must have
Delete or Case administrator access for the specific case type to be able to delete
a case.

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3.3.3 General interaction

This section briefly describes the different types of fields that are used during the
process of entering data.
3.3.3.1 Text field
3.3.3.2 Date field
When clicking on the date icon, the following dialog box will appear. Select desired
date and click OK.

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3.3.3.3 Number field
In a number field only numbers are accepted, not other characters.
3.3.3.4 Check box
When the box is indicated with a tick it means that the code has been selected.
3.3.3.5 Radio buttons
The radio buttons are used to choose between several fixed options.
3.3.3.6 Drop down list
This field is used to select between a numbers of pre-defined values. When the list of
options is showing, you can type in text in order to search for a code beginning with
the letters just typed.

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3.3.3.7 Multiple select list
By clicking on the button a new window will come up where you can choose from
a list of valid values on one level. Click on the value you want to select/remove. Click
on the button to select all the options. Click on the button to remove all
selected values.
Click to clear all values.

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3.3.3.8 Hierarchy field single select
By clicking on the button a new window will come up where you can choose
between a numbers of valid values on several levels (hierarchy). Navigate down in
the hierarchy to the level desired; only underlined values are selectable. Click on the
desired value to select it. Alternative: Enter part of the name in the search field and
hit the Search button.
Click to clear the value.

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3.4 Facts
3.4.1 Where & what
This screen is designed to collect all basic facts related to the occurrence or activity.
The screen may look different for different information sources, i.e. incidents or
audits.
Date is automatically defaulted to todays date. This feature can be switched off.

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3.4.2 Who
Responsible unit and Reported by unit is automatically defaulted to the users

default values for these fields for current case type. This feature can be switched off.

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3.4.2.1 Involved persons
Synergi is by default not set up to display the Involved persons table.
Involved persons will only be visible when the user has been granted access to this
information.
Click on to delete an involved person.
Click on the link to enter a new person. Click on the link to edit existing
involved person. The following dialog will be presented allowing the user to enter/edit
details. It is not possible to edit information directly in the table.

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3.4.3 References and comments
References are very often used to collect additional company specific information.
3.4.3.1 References
References are defined per subset and case type.
Click on to delete a reference.
Click on the reference link to edit the existing reference. Existing

information will then be displayed in a dialog allowing the user to edit information. It
is not possible to edit information directly in the table.
Click on the link to enter a new reference. The following dialog appears, allowing
the user to select a reference/ID and/or enter a text/mask according to reference
type (details follows).

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Select a reference by clicking on a reference link, for

instance .
3.4.3.1.1 Text reference
If a text reference is selected, all characters are accepted in the reference ID field.

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3.4.3.1.2 Mask reference
If a mask reference is selected, the text entered is to be according to a predefined

mask. See help text for correct format of the mask.
3.4.3.1.3 Code reference single select

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3.4.3.1.4 Code reference multiple select
If a multiple select code reference is selected, click on the desired references to

select.
3.4.3.1.5 Default references

Default references for current subset and domain will be inserted automatically as
shown below.
Click on the link or to enter ID for reference.
When an existing case is fetched from the database, the default references that have
not already been entered will be displayed as shown above.

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3.4.4 Connected cases
Click on to delete the connection to superior case or subordinated case.
Click on the case number link etc, to open connected case in a new registration
window (will be opened in a new browser window if possible).
Click on the link to create new connections to superior cases or subordinated

cases. It is not possible to edit information directly in the table. The following dialog
appears, allowing the user to enter existing case numbers or create a new case.
A new case cannot connect to another new case. One of the cases needs to be
saved first.

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Examples:
A superior case may be used if the case is registered is a part of an Audit that has
several issues that are registered as cases in Synergi.
Subordinated cases may be used if you for example are registering the Audit
mentioned above and this Audit lead to the registration of several other cases.
If the user chooses to enter a new case, a new explorer window will be started and
the case can be registered. The new case is automatically connected to the case
that submitted connection.
To be able to see that the cases have been connected the Connected cases screen
must be refreshed. Click on the link .

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3.4.5 Signatures and log
3.4.5.1 Log
In the main screen there is a log which shows what has happened in the particular
case. The processing log states what has been carried out, who carried out it out
and when was it carried out.
The most common log options:

Registered
Forwarded
Changed
Approved
Declined
Closed
Other log options:

Circulated
Planning started
Processing started
Case mailed
Action mailed
Transfer of experience sent
Planning cancelled
Case processing cancelled
Approval cancelled
Rejection cancelled
Close cancelled

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3.4.5.1.1 Mail log

During case processing, many e-mails are sent to different recipients. Information regarding
these e-mails is available to the users from the processing log. Note that action mails are not
logged.
The column Mail log is shown in the Processing grid as shown below. If Synergi has sent
e-mail during case processing, an image button is displayed in Mail log column.
When clicking on button in the Mail log column the following dialog will appear:

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3.4.5.2 Signatures
Signature types will be automatically displayed according to case type and subset.
Click on the link to sign the case. Current date and time will then be
automatically inserted into the column Date, and logged on user will be inserted into
the column Signature if not already existing.
The link will only be available when the user has access to sign the case.
The user has access to sign when the signature matches the name of the logged on
person, or when signature is empty.
Click on to remove a signature. A signature can only be removed by the person

who signed the case in the first place and by case administrators. The signature type
Circulation will only be displayed when the case has been circulated. For details,
see chapter 4.1.6 Circulation of cases.

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3.5 Classification
3.5.1 General classification
The purpose of the Classification screen is to collect all detailed information about
the consequences of the occurrence or activity, the involved processes, systems and
equipment as well as the loss potential involved.

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3.5.2 Consequences
Consequence types specified to be visible for actual consequences will be displayed

according to current case type and subset. Additional consequences can be
configured.
, Loss, and Actual severity can be edited directly in the table. Click on the links
, , etc to open the personal injury screen, gas leak screen, and
so on.
The consequence will be checked when information has been

entered into personal injury screen, gas leak screen, etc. The consequences symbol
will also be displayed in the case header as shown.
A save condition is defined to ensure that the personal injury consequence cannot
be selected unless personal injury details have been entered into the personal injury
screen. The same applies to the other consequences having a separate screen for
consequence details. Be aware that the save condition can be deactivated.
A column Gain will by default not be visible for HSE incidents since incidents
normally dont have any gain. The Gain column is default visible for Proposed
improvement since the improvement might give gain.

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3.5.2.1 Consequence information
Click on the link to display consequence information for current

user group.

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3.5.2.2 Personal injury

Click on the links in the consequence screen to open the personal
injury screen.
When personal injuries have not been entered before, the screen will be ready for
the user to input personal injury information.
When thirteen personal injuries has been entered for a case, the lower part of the
personal injury screen is displayed as shown below.
To enter another personal injury, click the link at the end of the personal injury
screen.
To delete active/current personal injury click on button .
To go to the next personal injury click on the button .
To go to the previous personal injury click on the button .
To go to the first personal injury click on the button .
To go to the last personal injury click on the button .
To go to the 4th personal injury click on the link .
To go to the next ten personal injuries click on the button
Go back to the consequence screen by clicking on the link in the upper

right corner.
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Save condition is defined to ensure that LTA and Restricted work case cannot be
selected at the same time. Save condition is also defined to ensure that either
Estimated workdays or Actual workdays must be entered for loss time accidents
(LTA checked).
A case cannot be closed until Actual workdays has been entered. These conditions
can be deactivated. The same applies for restricted work case.
The fields Estimated workdays and Actual workdays for LTA and Restricted work
case will not be visible by default, and hence save conditions will be inactive by
default.
Default radio button can be either Man, Woman or none. Synergi is set up to use
none as default.

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The folder Injured person is only visible if the user has been granted access to this
screen.
3.5.2.3 Gas leak
In the gas leak screen you can record information about the leak.

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3.5.2.4 Environmental impact
In the Spill to external environment screen you can record information about the spill.
3.5.2.5 Fire/explosion
In the fire/explosion screen you can record information about the fire.

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3.5.2.6 Occupational illness
Save condition will be defined to ensure that Loss time and Restricted work case
cannot be selected at the same time. Save condition will also be defined to ensure
that either Estimated workdays or Actual workdays must be entered for loss time
accidents (Loss time checked). A case cannot be closed until Actual workdays has
been entered. These conditions can be deactivated. The same applies for restricted
work case.
The fields Estimated workdays and Actual workdays for Loss time and Restricted
work case will not be visible by default, and hence save conditions will be inactivate
by default.

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Default radio button can be either Man, Woman or none. Synergi will be set up to
use none as default.
See personal injury chapter 3.5.2.2 for details.

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3.5.2.7 Delay
The Delay consequence screen was originally designed to track transport related
delays following from train accidents. Some clients have reconfigured the tables in
order to track down all kind of product, process or project related delays.
Total loss for all delays will be automatically transferred to the column Loss for
consequence Delay in the consequence table when the user leaves the delay
screen or when the case is saved. It is possible to edit the loss column in the
consequence table manually, but this value is lost the next time the user edits the
delay screen.
Synergi is by default not set up to display the delay screen.

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3.5.2.8 Production shutdown/Down-time (ESD / PSD)
Synergi is by default not set up to display the Esd/Psd screen.
3.5.2.9 Permit breach
Synergi is by default not set up to display the Permit breach screen.

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3.5.2.10 Security breach
Synergi is by default not set up to display the Security breach screen.
3.5.2.11 Reputation
Synergi is by default not set up to display the Reputation screen.

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3.5.2.12 References for consequences
These consequences have a reference tab:

Fire/explosion
Gas leak
Occupational illness
Permit breach
Personal injury
Reputation
Security breach
Spill to environment
Synergi is by default not set up to display the reference tab for any of the
consequence screens.
These consequences do not have any reference tab:

Delay
Esd/Psd

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3.5.3 Loss potential
The loss potential functionality is the trigger for risk evaluation. This is relevant both
for real incidents and near misses; What could have happened?
This classification requires that the occurrences must be evaluated for potential
severity outcome and potential frequency. The results from this operation will be
shown in a matrix, configured to match company criteria.

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Most probable recurrence frequency will be automatically inserted if only one

probable recurrence frequency code exists. The loss potential screen can be
configured to not display this field.
Consequence types specified to be visible for loss potential will be displayed

according to current case type and subset.
The potential hazard will be indicated in the case header by a traffic light symbol and
the risk weight as shown below.

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3.5.4 Insurance
Several occurrences and their related consequences might be subject to lawsuits or

insurance claims. The insurance screen is designed to handle all information related
to this.
Cost estimate can not be updated when first saved. Only application administrator
can change this field.
Balance is automatically calculated as (Cost estimate Total expenditures +

Total income). This is a read only field.
Expected compensation is automatically calculated as (Cost estimate Initial

losses). This is also a read only field.
Economy details are normally imported from the companys economy system.
Interface to economy system is not part of standard Synergi, but can be
implemented on request. If such interface is not implemented, manually registration
will be possible.
(Total Expenditure Total Income) for all insurance types will be automatically
transferred to the column Loss in the consequence table when the user leaves the
insurance screen or when the case is saved. To determine which consequences the
loss should be related to, each insurance type is connected to a consequence type.
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This is set up in the administration application. It will be possible to edit the loss
column in the consequence table manually, but this value will be lost the next time
the user edits the insurance screen.
When the expenditure/income entries are transferred from the economy system to
Synergi, the loss column in the consequence table will be automatically updated. If
interface to economy system is not implemented, Synergi will update the loss
column in the consequence table when the user leaves the insurance screen or
saves the case.
Economy details related to each insurance type will be displayed as shown below. It
will be possible to delete, edit and insert new records in economy details even when
economy interface is implemented. It will however be possible to limit the users
access to the insurance screen if necessary.
Click on to delete an economy entry.
Click the link to add a new economy entry. Click on the link to edit existing
economy entry. The following dialog will then be displayed.

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3.6 Causes
Describe and select relevant direct, underlying and root causes. Fully flexible to meet
different cause models, multiple levels and multiple number of cause categories.
Cause categories are displayed according to current user group and current case
type. Causes are displayed according to cause category, current user group and
current case type. Click on the plus sign to the left to expand next level of causes
as shown below.

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Click on the minus sign to the left to collapse one level of causes.
Click on one of the links to select a cause. Selected cause will be

moved to the Selected causes list to the right as shown below. The user can be
forced to select causes at a minimum level; i.e. element of control must be selected
on level 2.
To remove all selected causes click on the button between the two squares.
Only selectable causes will be displayed as links.
To remove a selected cause, click on the link you want to remove from the Selected
causes list, for instance .

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Actions
Action types (e.g. Preventive, Corrective, and Temporary) are displayed according to
current case type. An e-mail is automatically sent to the Synergi user responsible for
action if any person has been assigned the responsibility for the action when the
case is saved. All kind of additional references can be added also for actions, se
below.

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It is possible to send e-mail from the action screen. For more details, see section
4.1.2.

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3.7 Behaviour Based Safety Check list functionality

Behaviour based safety is a pre-configured module in the standard edition of Synergi. The
case type has functionality to enter behaviour observations. The customers can use these
observations as part of their behaviour based safety work.
Behaviour observations rely on a general, namely checklist functionality. It is possible to use

the checklist functionality for other case types, but for the time being Behaviour based
safety is the only case type that will make use of this functionality in the standard edition of
Synergi.
3.7.1 Input screens for Behaviour based safety

An observer conducts a behaviour based safety observation. The following information
classifies the observation:
Date
Title
Location
Responsible unit
Number of people involved
Observer
Work process
Shift
During the observation, the observer might come across unsafe conditions that require
additional incident reports to be completed. It is possible to connect these incident reports to
the behaviour based safety observation using the standard Synergi functionality for connected
cases.
The observers identity is anonymous within the system. Hence, the case log is not visible in
the input screens for the Behaviour-based safety case type. Note that the processing log in
the database will contain name of the on-logged user.

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This information is reported in the Facts screen.

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A predefined checklist for behaviour-based safety observations is evaluated during the

observation process. See screenshot below.
Checklist items will be populated automatically when the user selects a check list category.
When default value is used for checklist category field, the check list items will be populated
before the user enters the screen. By default, all items will be marked as Not evaluated. If
check list category is changed, check list items not belonging to the new category will be
deleted, even if they contain data, but existing items that also belongs to the new category
will not be overwritten, but kept as they are.

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The link Reload can be used to update an existing case with checklist items added prior to
the first registration of the case. New checklist items will be added. Deleted check list items
will be re-inserted.
Example of using Reload link:

As default these Check list items appear for Behaviour based safety category:
The user who registered the case removed two of the items and saved the case:
Then later on the administrator has decided to add another item in the list (Lock Out, Tag
out). One user enters the case and hit Reload; now the new item appears in the list with
default evaluation Not evaluated, and the items that originally were deleted are added again
(Safe Job Analysis and Helmet).
The different checklist item evaluations are marked as Safe, At risk or Not evaluated.

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Click on each check list item link to enter observation details, or alternatively click on the
link Go to at-risk evaluation form. The latter link will take the user to the first checklist item
evaluated as At-risk.
At risk behaviours are completed with the following observation details:

Number of repetitions
What
Why
Solution
Interactions
Screenshot for At-risk details:
If the user enters a checklist item marked as Safe or Not evaluated none of the at-risk
detail fields are available. It is possible to configure which fields that should be visible for
which Evaluation.
Data entered in At risk screen will be kept until the case is saved even if the user changes
evaluation behaviour. This is done so you will not loose any data by mistake.

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Screenshot for checklist items marked as Not evaluated:
Screenshot for checklist items marked as Safe:
Use the link to navigate back to the checklist screen.
Use these buttons to navigate to other

checklist items; First, Previous, Next and Last. The link Next at risk will take the
user directly to the next checklist item evaluated as At-risk.

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3.7.2 Case processing for Behaviour-based safety

Normally, the behaviour based safety observations are completed once they have been
entered into Synergi, and no further case processing is necessary. A behaviour based safety
observation case can be either Registered or Closed. As default, the case will be moved
directly to status Closed when the case is about to be saved. It will be possible for the user
to select status Registered before the case is saved.

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3.8 Attach documents and link to documents / web pages

In case registration screen it is possible to attach documents and links to documents
and web pages. The documents that are attached to the case are saved in Synergi
database. Documents attached as links are stored somewhere else, and since the
user opens the document via a link you will always get the latest update of the
document.
Number of attachments / links can be seen in the header of the case registration
screen:
The file name or Unified Resource Identifier (URI) is often complex, and therefore it is a
need to add a document title to the screen.

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When adding new attachments the user has to specify whether it is a document or a link to an
existing document, web page, etc.
If the user wants to add and store a document in Synergi, he will select the first option. This
functionality is about the same as in the previous version of Synergi; the document will be
attached to the case and stored in the database.
If, while in the options-dialog, the user selects the second option Attach link to existing
document/web page the following screen will appear:

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The user may enter a URI to a file on the local network, or a web page located on either the
intranet or the Internet.
NB! When referring to files it is important to know that all users of Synergi has access to the
place where the files are located. Referring to files on your local PC may cause other Synergi
user not to be able to reach the files. It is recommended that files linked to in Synergi are
stored on a public area for your Synergi users.
Additionally, like in the Attach document-dialog, the user may enter a brief description of
the link in the Title-field. Below the field where the user enters the URI, there are some
helpful examples of valid URIs, to help the user in the right direction.
In both cases; if the user do not enter any title in the dialog boxes the title will appear as the
same as the name of the document / link.
The attachments have now been inserted into the Synergi database. The text values in the
second column are links used to open attachments. When clicked, a new dialog will open
displaying the attachment, either it is a document stored in the Synergi database or a link to
an external system.
To edit document title and/or URI, click on link in first column.

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4. Processing cases and actions
4.1 Case processing general description

Most extensive users will participate in the processing activities on a regular basis.
The shortcuts on the left side will always hold a list over cases waiting for each
individual user to follow-up.
4.1.1 My cases
My cases will be displayed in the case

view screen if the user clicks on the link.
When the user clicks on the button
the cases will be displayed as a short list
containing case number and the first part
of the title.
My cases is a predefined search that is

automatically performed. The following
cases are defined as My cases:
Cases the user is in charge of.

Only open cases will be displayed.
Click to sort column. Default sort order is No..

Click to go to the search screen to edit the search or to adjust output
options.

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Use to navigate between pages.

Click to go to next page. Previous is available whenever appropriate.
Synergi can be set up to send notification mail automatically when a case and/or
action is about to expire. It is also possible to configure Synergi to send a
notification mail when all actions have been completed and the case can be closed.
Most initial entry will however be done by end users via simplified forms. They
complete their registration by storing the information, and the processing will start
automatically according to company criteria. This first operation will also send of
notifications, alerts and warnings depending on the nature and severity of the
occurrence. A next-in-line responsible will also be notified via e-mail that a new
case is on his desk.
Click on the case number link to open the case in the registration screen.

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4.1.2 E-mail
E-mail is used to notify other about different incidents or occurrences registered in
Synergi. There are several ways to trigger electronic mail.
E-mail is sent automatically for the following scenarios:
Initial registration
Forwarding
Approval
Closing/Rejecting
When Person/Responsible unit in action screen is assigned or changed for
an action
If Unit in charge or Person in charge is changed after initial registration
If text is added to Message to receiver
If transfer of experience mail is set up and the criteria activated.
It is possible to send mail manually. For more details, see section 4.1.8. Regardless
of how a mail is sent (automatically or manually) the content of the mail is similar.
This person will just click on the link in the e-mail to be taken into the main panel
where investigations, verifications and further processing can be conducted.

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4.1.3 Case processing buttons
When editing a case there are three buttons:

will undo all the changes the user has done to the case, and the case
will be the same as before the user started editing the case. The case will be deleted if
the case is new.
will go directly to the Send-email screen.
will go to the Save screen.
Before clicking or the user must enter all the necessary information to all the
tabs (Facts, Classification, Causes and Actions).

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In the Save screen the user must choose Status and Unit in charge. The user may add a
Person in charge and he may write a message to Person/Unit in charge.
In the Save screen there are four buttons:

will take the user back to the tabs where he can change the information in
the case (Facts, Classification, Causes and Actions).
will undo all the changes the user has done to the case, and the case
will be the same as before the user started editing the case. The case will be deleted if
the case is new.
will save the changes the user has done to the case and send emails (if
any emails are suppose to be send). The user will now see the case in read mode.
will save the changes the user has done to the case, send
emails (if any emails are suppose to be send), and get the user back to the Save screen.
Save/send & continue is for example used when a user wants to change status from
Processing to Approve and then Close without clicking too many times.

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In Read mode there are three buttons:

will show the user a long case report of the case.
will take the user directly to edit mode in the Save screen. This is useful when
the user doesnt want to change the information in the case, but he want change
Person/Unit in charge, send an email or change Status.
will allow the user to edit the information in the case.

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4.1.4 Status
The following case statuses are pre-defined:
Registered
Planned
Processing
Approved
Rejected
Closed
Available statuses will vary according to current case type and current status. In
addition, the users access rights can also limit the number of available statuses, i.e.
not everyone should be allowed to approve to an investigation. Current status will
normally be selected, but it will be possible to define another status as default status
by using conditions specified in the administration application.
4.1.5 Unit in charge / Person in charge

After the information has been completed/validated and the proper status has been
selected we are ready to send this case to the next person in line (if any). The case
would of course be closed if this was the final completion and everything is within the
persons area of responsibility.
Otherwise we will pass this case on to someone else.

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The fields Unit in charge and Person in charge will always show current unit in
charge and person in charge. Current unit in charge and person in charge are
displayed in the case footer.
If the case has not been saved before, Unit in charge and Person in charge will be
empty.
Unit in charge is mandatory and must be filled in. Click on the button to select
Unit in charge. The following dialog is displayed.

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The user must have extended access to selected Unit in charge to be able to assign
a person in charge.
Exception: The user does not have extended access to Unit in charge, but he
doesnt change Unit in charge nor Person in charge (a previous user had extended
access to Unit in charge and this person selected a Person in charge).
Click on the button to select Person in charge. The following dialog will be
displayed. Click on A and all names starting on A will be displayed. Click on B and
all names starting on B will be displayed, etc. Alternative write parts of the name in
the search field and hit Search button.

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4.1.6 Circulation of cases
Some information sources might need comments, contributions or feedback from a

wider group of people. Typically an audit would often require to be circulated to
everyone within the audit team.
Click on to build the Circulation list.
Click on A and all names starting on A will be displayed. Click on B and all names
starting on B will be displayed, and so on (as shown above). Alternative write parts
of the name in the search field and hit Search button.

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Select names by clicking on the links.

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Selected names are added to Circulation list. Type a message to the receiver(s) if
required and click to save the case. An e-mail is sent to all names in the
circulation list.
Circulation list will be displayed in the Facts screen, folder Signatures and log and
signature type will be Circulation, see screen shot below. All persons on circulation
list must sign before the case can be closed. This will be assured by a close
condition (criteria). Information about signatures and log, see chapter 3.4.5.

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4.1.7 Automatic transfer of experience

After any case processing operation (save, approve, reject, close, etc) has been
performed Synergi will automatically check if the case is of interest for subscriber
groups and e-mail case information.
The subject field tells which subscriber group the email is sent to.

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4.1.8 Sending of case information via E-mail

It is essential to be able to inform other people about occurrences or preventive
activities for learning or feedback purposes. Without being forced to train every
employee extensively on how to use the Synergi system. E-mail communication
seems to be the preferred way.
Click button or select E-mail case from the Case menu to mail case. The
following dialog will be displayed.
It is possible to manually enter e-mail addresses in the To field. In order to pick

names from an address list, click on and the following dialog appears:

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Personal address book, Users of Synergi and Address book can be selected/
deselected whether to limit or expand the search.
For instance type john in the Name field and hit Go. Users/persons that have john
as part of their name will appear in the search results.
Click to move e-mail addresses to the field Selected values.
When search are performed and all names are put in the field Selected values click
Ok, and the first dialog will appear again, containing all the selected addresses.
If too many persons appear when searching, try to be more specific.

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An e-mail will be composed and sent to the selected receivers when the user clicks
one of these buttons

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4.2 Action processing
Most actions will be proposed by front-end or extensive users at different stages of

the processing cycle. All actions will be forwarded via e-mail to Responsible unit or
Synergi user responsible for action. It is also possible to manually send e-mail to
give information about the case and the actions.
Action types (Preventive, Corrective, and Temporary) will be displayed according to

current case type.
When the user clicks on the folder the following dialog will be displayed:

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Information regarding current action will be emailed to the specified receivers as

shown below.
The first link within the e-mail will open the action panel, where person in charge for
that action can update the status of the action in question. The user can in addition
propose a new action by clicking on the link. The other link will launch the long
case report for the actual case.

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4.2.1 My actions
Another way to find and follow-up on open actions is to use the link on the
left side.
My actions will be displayed in the action view screen if the user clicks on the link.
When the user clicks on the button the actions will be displayed as a short list
containing case number, action number and the first part of the action description.
My actions is a predefined search that will be automatically performed. The

following actions are defined as My actions:
Actions the user is in charge of.

Only open actions will be displayed.
Click on the case number link to open the case in the registration screen. Click on
the action link to open the action in the action screen.
Click to sort column.
Click to go to the search screen to edit the search or to adjust output

options.

Click to go to next 10 pages. Previous will be available whenever appropriate.

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4.3 Intelligent processing

To be able to perform any operation on a case, the following must be fulfilled:
Permission to execute the operation in process for current case type.

The user must have been granted permission to execute the operation Save for
current case type to be able to save the case. The same applies for operations
Read, Approve and Close.
Conditions for operation in process are fulfilled for current case type.
The user can be granted permission to execute an operation for a limited type of
cases. Permission conditions can be activated / deactivated and new conditions
can be added.
For instance, access to approve cases according to criticality can be added.
Permission conditions can also be used to allow the user to read case
information for a specific involved company only.
To be able to make changes to a specific case at least one of the following must be
fulfilled:
Current user is in charge of the case (person in charge)

Current user has extended access to unit in charge for current case type
If the current user doesnt have access to the case, but he has access to
Responsible unit for an action or he is Synergi user responsible for action,
then he will be able to edit the action while he has only read access to the
case.
Verify condition before operation performed.
Before any case processing operation (save, approve, reject, close, etc) is
performed a set of operation conditions must be fulfilled. These conditions are
defined in system tables as criteria and connected to operations for the different
case types. Conditions can be either stop or warning conditions.
An operation condition can be connected to for instance HSE incident and will apply
to Accident, Near miss and Condition. The Conditions not fulfilled screen will be
displayed if one or more conditions are not fulfilled.

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4.3.1 Confidential or sensitive information

It will be possible to mark a case as confidential as shown below. Confidential cases
will only be visible to users with extended access to Unit in charge.
All users having access to save changes to a case will be able to indicate that a case
is confidential. Users having access to save changes to a confidential case may
remove the mark for Confidential.
The case will be marked as confidential in the case header as shown below.

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If the case is confidential the user must have extended access to unit in charge for
current case type to be able to read case information. A read condition will be
defined to ensure that this condition is fulfilled.
Confidential cases should be opened for access as soon as possible. Due to this the
user will be told that the case should be reopened as soon as possible when the
case is saved. This will be implemented as a warning condition.
By default, a confidential case cannot be approved. It will however be possible to

approve and close confidential cases if Synergi is set up to do so.
Synergi is by default not set up to display the Confidential check box.
4.3.2 Case administration mode

The following can be performed in case administration mode:
Cases can be deleted.
All fields can be edited regardless of status.
Fields that will normally be non-editable because the case is approved or closed
can be changed.
Users having access to operation Case administration will automatically operate Synergi in
case administration mode.
Warning: Case administrator access should normally be granted to a few people only!

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5. Analysing status and results
5.1 Act on Fact

Synergi is built on a highly structured and
consistent data model. Information is entered
and selected via dropdown tables, check-off
fields, tree structured pick-lists and free-text
description fields. Information is validated and
verified several times during processing in
order to assure data consistency and quality.
A powerful and flexible analyzing tool makes it
possible to prioritize and focus on all relevant
improvement potentials.
Typical analyses produced by using the

application include:
Loss causation (root causes) trends
per location
Risk profile (higher, medium & lower)
per business unit/location
Critical activity profile
Risk performance rolling averages
per year
Normalized trends/frequencies for
internal and external benchmarking of
all risk-related key performance indicators, e.g. injuries/illnesses, spills, fires,
explosions, costs
Number of incidents in relation to number of proactive initiatives per location
Corrective action analyses and status
Equipment failure trends
Human failure trends
The integrated analysis tool offers endless possible combinations of data selections
for trend analyses and the results can be presented in a range of different
automatically generated formats, including text, tables, graphics or diagrams.

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5.2 Search screen

The search screen will be displayed when the user clicks on the New search link to
the left. This screen consists of three tabs .
Search parameters contains some of the most used search fields.

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Advanced search displays a complete list of all searchable fields in Synergi. This
list is presented in a logical structure reflecting the different registrations screens.
Search parameters can be selected on several levels.

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Options contains output settings for search result, i.e. what view to use, sort order,
etc. As default, search result will be displayed as Case view. This will decide how
the result should be presented.
5.3 General queries

Search parameters contains some of the most used search fields.
Text field allows the user to search for any text entered in any field or code
description.
It is possible to select several case types, consequences, risk areas, locations, etc.
Search fields that are followed by support multiple selections of codes.
Search parameters that require a where-condition that includes several fields will be
listed as shown below. For instance, Action deadline expiring next week includes
search on action deadline for actions that are not closed. Search for Yes/No values
are also listed in the same manner, for instance Person in charge not assigned.

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To search for cases where for instance cases are not in process, select Cases in
Process and click the button. Cases in process will then be displayed in red.
5.4 Advanced queries

In the tab Advanced search the user is able to search for all fields in Synergi.
Click and all search parameters are listed in a logical structure.

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When clicking on Actions the user can select between all fields in the Action screen.

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5.4.1 Example of performing an advanced search, personal injury

The following shortcuts will demonstrate how to find number of personal injuries,
exclusive Shift for a specific location.
To locate the search fields that can give detailed information about personal injuries
the user must click on and then Personal Injury in the
advanced search screen.
Click on Shift to be able to select between the different shift types.

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In the search parameter specify a personal injury consequence, location and date
period. In the options tab specify type of output.

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Result:
Click button to perform search. As default, search result will be displayed as

Case view as shown below.
Click on the case number link to open the case in the registration screen.
Click to sort column. Default sort order is No..
Click to go back to the search screen and to edit previous search or to

adjust output options.

Click to go to the next 10 pages. These two buttons take one page forward
or backwards. Theses two buttons take you to the first or last page.

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5.4.2 Example of searching for hierarchical fields
In general; when searching for one code in a hierarchy, cases using this code or any of its
child codes will appear in the result.
Most of the hierarchical fields work like the location hierarchy. Example of similar fields:
unit fields, Work process, System involved, Equipment involved, Product. But there are some
hierarchies that do not work like location hierarchy. Cause and Check list hierarchy are
special since they first have a category and then have the rest of the hierarchy. Please see
examples below.
5.4.2.1 Example searching in location hierarchy
Search 1
When searching for Europe this location and all of its child locations will appear in
the result.
Search 2
When searching for Europe and not Denmark, cases with these locations will
appear in the result: Europe, Norway, Oslo or Stavanger. Cases in Denmark,
Copenhagen or Aalborg will not appear.

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5.4.2.2 Example searching in cause hierarchy

Cause hierarchy is not like all the other hierarchies. The first level in cause hierarchy is Cause
category. If you want to search for the first level in the hierarchy you must search for Cause
category
This search will work:
This will not work:

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If you want to search for level 2 or level 3 in causes you need to search at Cause:
This works similar for Selection report.

If you want to sort by the first level in the cause hierarchy you need to sort by Cause
category. If you only want to see some of the other levels in the cause hierarchy you
need to sort by Cause at level 1 or 2.
Note that the hierarchy is like this:

Cause category Cause level 1 Cause level 2
Example: A case has this info registered:

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If you want to sort by the first level in the hierarchy you must sort by Cause category:
Result:
If you want to sort by the second level in the hierarchy you must sort by
Cause level = 1
Result:

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If you want to sort by the third level in the hierarchy you must sort by
Cause level = 2. Now only one of the causes will appear since the other causes only
have 2 levels totally.
Result:
If you want to see the whole hierarchy you must first sort by Cause category, and
then sort by Causes level = 1:
Result:

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5.5 Favourite
Users are allowed to make a report and then save this as a favourite. The favourite
can be made available to individuals or to group of users. Open the search screen
and specify search criteria and type of report. Click on the Favourites menu and
select Add search/report to favourites
The following dialog is displayed:
In Favourite name enter the name of the favourite.
If is ticked this means that next time this favourite is

selected it will execute automatic. If not, it is possible to change or add search
criteria before producing the report. For sharing this favourite, select the user
group(s) and the users that should be able to run this favourite.

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In order to share a favourite in a folder with other users/user groups the user must
also share the folder(s) above the favourite.
Click Ok to save the report as a favourite.
Next time you click on Favourites, you will see that the report has been added to the
lower part of this menu.

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5.5.1 Organizing favourites
You can organize your favourites into folders. Click on Organise favourites and you
will be able to create a new folder or select folders that you want your favourites to
be put into.
The procedure for creating folders is similar to creating favourites.
5.6 Analysing views/reports

Access to the different views/reports is done from the Report menu. The search
screen is also used for generating views/reports.
The tab Options contains output settings for search result, i.e. what view to use, sort
order, etc. As default, search result will be displayed as Case view. This will decide
how the result should be presented.
The different views/reports are shown under the next chapter.

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5.6.1 Action view

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5.6.2 Short case report

The short case list gives a short description of the cases that are retrieved in a
report.
5.6.3 Action report

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5.6.4 Complete case descriptions

All information recorded on the cases is displayed in the long case report form.
5.6.5 Statistical view

For more information on the different statistical views, see chapter 7.

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6. Communicating performance and trends
6.1 Communicating Information online control and stewardship
Synergi provides online, real-time information to all management levels in order to

identify improvement areas and correct and prevent problems. Synergi provides a
wide range of dynamic output options. Integrated e-mail and web interfaces allow
rapid corporate information exchange and sharing of lessons learned via best
practice e-boards, e-mail newsgroups or other intranet/ Internet communication
channels.
What gets measured gets done

Automatic and manual report generation supported by easy-to-use functionality
make Synergi probably the strongest analyzing and stewardship tool available for
health, safety and environmental management. You will always have up-to-date
snapshot overviews or drill down details at your fingertips. It is always ready to
demonstrate compliance and prove performance. Reports are generated
automatically in Word, Excel, PowerPoint, HTML or PDF formats to allow you to
communicate this information in the best possible way to internal and external
parties. New reports and customized filters can be implemented for individual clients,
and individual administrators and users can easily configure these filters and related
output to include all local key performance indicators.
6.2 Standard reports
The Reports menu contains the following menu items:
The menu items serves as an alternative way to run reports. These reports can all be
run from the Search window by selecting the appropriate options. In fact, thats the
only thing that happens when one of these menu items is selected. When the user
selects for instance Action report, options will automatically be set to Action report.
Search parameters tab will be on top.

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6.2.1 Short case report
6.2.2 Action report
6.2.3 Long case report

All fields related to a case are incorporated in the long case report.

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6.2.4 Feedback to user when producing reports

A page will be displayed when the user is performing a search or producing a report.
This is a feedback to the user showing that work is in progress.
You will be notified by the system if your search criteria are set too wide. If the
search will return a lot of hits from the database you will get a message like this:

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6.2.5 Print or save report
When a report has loaded the user can print or save the output. The following
wizard appears if the button has been selected.
The report is saved as a Web archive, single file (*.mht).
It is also possible to save report as a favourite. By saving as a favourite the user can
re-produce the report as often applicable by selecting a favourite from the menu.
Search parameters and number of hits are printed on the first page of all reports.

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7. Statistical presentation
7.1 Selection report
Selection report makes it possible to extract registered information to be used in

analyses. Number and statistics can be distributed on one or several selection
criterion. Some of the selection criterion can be divided into intervals, like e.g.
Period.
This is a type of report that offers a large number of combinations due to number of
selected selection criterions and the sequence of selection criterion.
For instance, selection report may answer the following issues:

Number of personal injuries for a location, age divided
Days since last when reporting a personal injury
Number of working hours for a period
Number of registrations pr. involved company for a location

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Add a selection criterion by clicking on the button. The following dialog is

displayed.

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Navigate to appropriate field by clicking on the links , , ,

, etc. When the user has reached the lowest level, options relevant for the
selected field will is displayed to the right. See examples below.

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Select aggregate function from list. Number of registrations is default selected. The
following choices are available:
Finally, if aggregate functions Total, Average, Min or Max is selected the user
has to specify what field to aggregate upon, for instance Total (Loss), Average (Risk
weight), etc. Click on to select aggregate field. The following dialog appears:

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Click on to remove a selection criterion
Example of using selection report:

It is desirable to get information about how many days have passed since last
registration of a personal injury. The following values have to be set in Options:

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The report tells us that 551 days has passed by since the last registration of an
incident within the accident category First aid treatment.

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In Excel:
7.2 Loss potential report

The Loss Potential Report provides an overview of how the incidents or
occurrences are distributed related to Most probable recurrence frequency and
Potential Severity.
The Loss Potential report is available in html only.

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7.3 Risk factor report

This report presents a factor that indicates the risk. The risk factor is calculated on
the basis of The most probable recurrence frequency and the Severity of the
undesired events.
The Risk factor report is available in both html and in Excel. Below is an example of
the risk factor report (html).

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7.4 Frequency report

Specify what field to aggregate upon, and then select exposure type. It is possible to
change the exposure factor. Select which selection criterion that you want the data to
be distributed on. Select Target if you want to compare target values with the actual
values.
Rolling average can be used to calculate the average for the last X periods. In order
to use rolling average the first selection criterion must be a date field.
If you have specified the search criteria as shown above the frequency report will
present your data as follows:
7.5 Favourite views and reports

See section 5.5 for more information

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8. Other functions
8.1 Tools
From the Tools menu users can among other factors change password, language
and user group.
Export and Import are only visible if the user has been granted access to these
functions.

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8.1.1 Export/Import
It is possible to transfer cases between different Synergi databases using the export
and import function.
First, relevant data has to be exported from a database. The interface used during
export is the same interface as used when performing search or when generating
reports. Search parameters has to be defined and filled inn first, and if necessary
Advanced as well. Then select Export in the Options tab. (As shown below).
Finally click the Go button.
An XML file is generated instead of a report. The file contains all cases that fulfil the
search criteria. This file can be distributed via e-mail to those that need to import
data.

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Before importing data an import set is required. The import set is created and
maintained in the administration application. The import set lists all codes in the
import database. You have to tell which code from the export database that best
matches the codes in the import database.
More information about import set can be found in the administration manual. All
users with access to import can download the XML file in the import interface. Click
the link New, and the following image appears.

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The interface looks like this after Import set and XML file has been selected:
Click Selected in order to select import file. Then click Import. The import interface
is updated and displays amount of cases imported, even also cases not being
imported due to errors. Click Error report to get more information about why the
import was not successful.
When all data has been imported, the information is relocated to the tab Imported
files. This folder displays a list of all XML files that successfully has been imported
into the database.

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8.1.2 My profile
My profile screen is implemented as shown below. The User name is displayed in the header.
The users default values are displayed and it is possible to change the default values.
Click on to enter a new value or on link to edit an already existing row. The
following dialog will be displayed.
The fields Field and Default value will vary according to selected code table and case type.
When clicking on button to select default value, codes for selected code table and field
will be displayed.

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8.1.3 Change password dialog.
8.1.4 Change language dialog

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8.1.5 Change user group

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8.1.6 Go to basic
Extensive users are able to switch between extensive and basic user interface.
Select Go to basic in the Tools menu.
Alternatively, select Go to extensive if you need to return to extensive user

interface.

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9. Special word and expressions used in this document
Word / expression Explanation
ESD / PSD Emergency Shut Down / Process Shut down

HSE Health Security Environment
HSE & Q Health Security Environment & Quality
HTML HyperText Markup Language
ISO International Organization for Standardization
KPI Key Performance Indicators
LTA / LTI Lost Time Accident / Injury
MHT MIME-HTML
PDF Portable document format
URI Unified Resource Identifier
XML eXtensive Markup Language

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SYNERGI User Manual

Written by: Synergi Solutions AS

Verified by: Synergi Solutions AS

Approved by: Synergi Solutions AS

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Users manual Synergi 11.1 2

4.3.2 Case administration mode ............................................................................................................ 92

Users manual Synergi 11.1 3

1.1 Synergi objectives

Real-time reporting, follow-up and management of all risks

1.2 What is Synergi

Synergi appears as a totally HSE&Q improvement management concept. From the

Users manual Synergi 11.1 4

processes initiated by our clients to ensure and protect people, environment,

1.3 What does it do?

1. Collects information related to proactive initiatives and reactive indicators

Users manual Synergi 11.1 5

1.4 How does it work?

1.4.1 Collecting across languages, layers and processes

Where, when, what and who was involved

Users manual Synergi 11.1 6

1.4.2 Processing the unique Synergi solution

Sources tracking scope:

o Sending off action follow-up e-mails or notification e-mails/alerts

Users manual Synergi 11.1 7

Users manual Synergi 11.1 8

1.4.3 Analyzing Act on Fact

Synergi is built on a highly structured and

Typical analyses produced by using the

o Loss causation (root causes)

Users manual Synergi 11.1 9

1.4.4 Communicating online real-time control, reporting and stewardship

What gets measured gets done

Users manual Synergi 11.1 10

1.5 Who uses Synergi?

o Oil & gas industry: operating companies and contractors

Synergi is compatible with Industry Standard Information Systems

Synergi is based on proven stable technology, offering tailor-made interfaces and

Users manual Synergi 11.1 11

2.1 User profiles

2.1.1 Basic User

2.1.2 Extensive User

Users manual Synergi 11.1 12

2.1.3 Administrative User

It will be possible to grant access to different administration types (operations). The

Users manual Synergi 11.1 13

3.1 Log on procedure

3.2 General information

Users manual Synergi 11.1 15

Enter a case number. Click Go to perform search.

The following actions are defined as My actions:

Users manual Synergi 11.1 16

Users manual Synergi 11.1 17

3.3 Initial reporting

Users manual Synergi 11.1 18

Proposed Improvements. It is also possible to register proposals for

Security. It is also possible to register security problems, illegal acts

Audits, inspections, reviews and other proactive initiatives. It is

Examples of supplement modules:

Target: This module provides the opportunity to define different measure

Users manual Synergi 11.1 19

Date is automatically defaulted to todays date.

Users manual Synergi 11.1 20

Users manual Synergi 11.1 21