Purpose
RPD measures its WHS performance, reports to clients where the contract calls for it, and gives Senior Management the information it needs to judge whether the WHSMS is actually working.
Breadcrumb provides day-to-day site data. PIMS provides audit results, findings, formal corrective actions, KPIs, LTIFR, trends, reports and management review data.
Procedure
| Field |
Requirement |
| Applies when |
WHS performance data is collected, reviewed, reported to a client, reported internally or used for management review. |
| Owner |
Project Manager prepares project/client WHS reporting. WHS-appointed person or PIMS reviewer maintains PIMS data and trend reporting. Director reviews performance and resources. |
| Before work starts |
Confirm contract/client WHS reporting requirements, reporting frequency, required metrics, responsible person and source records. |
| Minimum controls |
Collect accurate WHS data, verify source records, report at the agreed frequency, review trends, assign actions and feed results into management review. |
| Hold point |
Do not issue client or management WHS reports where key source data is missing, inconsistent or not verified in Breadcrumb, PIMS or the project file. |
| Breadcrumb function |
Source records for hazards, incidents, inductions, toolbox talks, inspections, permits, SWMS, corrective-action tasks, attendance and site communications. |
| Stop / escalate |
Escalate serious trends, repeat findings, overdue actions, increased incident risk, client concerns or missing performance evidence into PIMS and management review. |
| Measure |
Source |
Use |
| Incidents, injuries and near misses |
Breadcrumb / PIMS |
Track event frequency, severity and corrective-action status. |
| LTIFR and injury performance |
PIMS / HR where applicable |
Monitor lag indicators and management review trends. |
| Hazards reported and closed |
Breadcrumb |
Check whether workers are reporting issues and whether close-out is timely. |
| Site inspections and toolbox talks |
Breadcrumb |
Confirm planned site activities are happening and actions are closed. |
| Audit findings and non-conformances |
PIMS |
Track formal findings, root cause, overdue actions and effectiveness. |
| Training, induction and licence currency |
Breadcrumb / HR |
Confirm workers and service providers are competent and authorised. |
| Client or resident complaints |
Project file / Breadcrumb / PIMS where formal |
Monitor communication issues, public interface and project-specific concerns. |
| Corrective action close-out |
Breadcrumb for site actions; PIMS for formal actions |
Check timeliness, repeat issues and effectiveness. |
Reporting Frequency
| Report |
Frequency |
Prepared by |
Record location |
| Site-level WHS update |
As required by project risk, toolbox talks or client need |
Site Supervisor / Project Manager |
Breadcrumb / project file |
| Client WHS report |
Monthly or quarterly where required by contract or client risk |
Project Manager |
Project file / PIMS where trend data is used |
| PIMS performance report |
Monthly or quarterly, based on management need |
WHS-appointed person / PIMS reviewer |
PIMS |
| Management review report |
At least annually and when risk or performance requires |
Director / WHS-appointed person |
PIMS |
Records and Evidence
| Record |
System / location |
Evidence required |
| Client WHS report |
Project file |
Reporting period, metrics, issues, actions, close-out status and submission evidence. |
| WHS performance data |
PIMS |
KPIs, LTIFR, trends, audit results, findings, non-conformances and corrective-action status. |
| Breadcrumb source records |
Breadcrumb |
Incidents, hazards, inspections, toolbox talks, inductions, permits, SWMS and site actions. |
| Management review inputs |
PIMS |
Performance summary, trends, legal changes, resource needs, audit results and incident data. |
| Management decisions |
PIMS / management review minutes |
Actions, owners, due dates, resource decisions and follow-up. |
Quick Guide
| Step |
What RPD checks |
| 1. Confirm the reporting rule |
Check the contract, client risk and project needs for monthly, quarterly or event-based reporting. |
| 2. Use verified source data |
Pull live site data from Breadcrumb and assurance data from PIMS. |
| 3. Check the trend |
Look for repeat hazards, incidents, overdue actions, subcontractor issues and audit patterns. |
| 4. Report clearly |
Give the client and Senior Management the facts, actions and close-out status. |
| 5. Escalate weak signals |
Put serious trends, overdue actions and repeat findings into PIMS for management review. |
| 6. Close the loop |
Management review decides whether resources, training, supervision, systems or procedures need to change. |