In Assure you have the ability to create your OSHA 300, 300A and 301 reports automatically following an incident report. This article covers the end-to-end OSHA reporting workflow in Assure (Evotix's health, safety, and risk management platform), including how to configure OSHA Establishments (the physical workplace locations required to generate OSHA logs), report an OSHA-related injury, manage an OSHA case, and run OSHA reports. This workflow spans the Incident Record module and the People, Injuries and Absences (OSHA 301) module.
Note: If you do not see the "OSHA Reportable" button in the Incident module, or see reference to RIDDOR instead, please contact Evotix to have the OSHA reporting options enabled.
Prerequisites
- The OSHA Reportable Incident Region must be enabled on the relevant Organisational Units (Org Units). If this is not visible, contact Evotix Support.
- Users must choose the appropriate Org Units by selecting Settings > Organizational Unit and clicking the OSHA Reportable button for Incident Region under the Details tab.
- Users require read and edit permissions to the Incident Record module and the People, Injuries and Absences (OSHA 301) module to manage injured person records.
Configuring OSHA Establishments
An OSHA Establishment is a physical workplace location record used to associate incident cases with the correct OSHA logs.
Step 1 - Set the Incident Region on Organisational Units
Choose the appropriate Org Units by selecting Settings > Organizational Unit and click the OSHA Reportable button for Incident Region under the Details tab. If you would like to apply the same Incident Region to all child Org Units, click Apply Incident Region to Children. Otherwise this setting will need to be updated as appropriate for all child Org Units.
Step 2 - Add OSHA Establishments
Add OSHA Establishments in Incident > OSHA Establishment. You should add any establishments for which you want to generate OSHA records. This section contains the establishment information needed to populate the OSHA 300, 300A, 300 ITA electronic submission bulk upload spreadsheet, and 301.
Reporting an OSHA-Related Injury
To report an OSHA-related injury, follow the standard Incident reporting process. In the Incident Record > What Happened tab, mark the case as reportable and click on Create OSHA 301 Record, After Saving This Record, to create the 301 record for the injury.The initial information entered in the Incident Record is copied to the 301 record. Lost or restricted days and any additional updates to the OSHA case will be entered on the 301 record.
Managing the OSHA Case
All information related to the OSHA case is entered in Incident > OSHA 301. This submodule contains the fields needed to populate the OSHA 300, 300A, and 301. Choose the appropriate OSHA Establishment to associate the record with the correct OSHA logs. Enter any additional information needed to populate the OSHA logs.
Removing a Case from the OSHA Logs (Red Lining)
If you need to remove or line out a case from the OSHA log, open the OSHA case record in Incident > OSHA 301. Near the bottom of the screen is the Red Lining tab. Check the box to mark this record as not reportable and add the reason for removing the record.
Entering Annual Average Number of Employees and Total Hours Worked
The OSHA 300A log requires the total hours worked and average number of employees for each Establishment and calendar year. Assure provides two methods for populating this data: manual or automated.
To access this section, go to Incident > OSHA 300/300A and choose the record for the Establishment and year required. Assure will automatically create a record in this section for each Establishment each calendar year.
Manual Entry
To populate this information for the OSHA 300A log, go to Incident > OSHA 300/300A and choose the record for the establishment and year required. Assure will automatically create a record in this section for each establishment each calendar year - you do not need to create these. You can select to populate the hours worked and number of employees for each establishment manually or automatically. If manual is selected, you can edit the fields and add your data.
Note: The case, LWD/RWD (Lost Workdays/Restricted Workdays), and other injury information is automatically populated based on the 301 records associated with that Establishment. You only need to enter the hours and employee count manually.
Automated population
If Automated is selected, the total hours worked and number of employees fields will become read-only and populate based on data entered in the corresponding hours worked and number fields of the linked Incident Analysis module records where the 300/300A record has been selected.
To use the automated option:
1. Create an Incident Analysis module record and select to automate the hours worked and number of employees checkbox.
2. Select the 300/300A record you want to aggregate the data to.
3. Data entered for the number of hours and employee fields in the Incident Analysis record will then be populated in the selected 300/300A record.
Running OSHA Reports
OSHA 301 Standard Reports
Go to Incident > OSHA 301 > Reports > Standard Reports to download any of the following reports:
- OSHA 301 Injury and Illness incident report for OSHA cases
- Cal/OSHA 301 Injury and Illness incident report for the same report aligned to Cal/OSHA
OSHA 301 CSV Extract (Annual Electronic Submission)
To download an OSHA 301 CSV extract for the annual OSHA submission, go to Incident > OSHA 301 > Reports > OSHA Submission > Export CSV, select your reporting year, and click Continue.
Your CSV report will be downloaded, which you can then upload to the OSHA ITA website.
OSHA 300/300A Reports
Go to Incident > OSHA 300/300A > Reports > Standard Reports to download any of the following reports:
- OSHA 300 - Log of Work-Related Injuries and Illnesses
- Cal/OSHA 300 - Log of Work-Related Injuries and Illnesses, aligned to Cal/OSHA
- OSHA 300A - Summary of Work-Related Injuries and Illnesses. You will be prompted to enter a calendar date, which will automatically apply to the PDF report in the signature section.
Cal/OSHA 300A - Summary of Work-Related Injuries and Illnesses. You will be prompted to enter a calendar date, which will automatically apply to the PDF report in the signature section.
AI Metadata
- Product Area: Incident Record, People Injuries and Absences (OSHA 301), OSHA 300/300A, OSHA Establishment, Incident Analysis, System Configuration
- User Role: Assure System Administrator; EHS Manager; Safety Officer (US/NA organisations)
- Tags: OSHA, OSHA 300, OSHA 300A, OSHA 301, OSHA Reporting, OSHA Establishment, Incident Region, Red Lining, Cal/OSHA, ITA Submission, Lost Workdays, Restricted Workdays, Hours Worked, Incident Analysis, OSHA Recordable, OSHA Reportable
- Version/Region: All Assure versions; North America (NA) region; applies to customers using OSHA Reportable Incident Region
- Important Synonyms: OSHA 301 = People, Injuries and Absences; OSHA 300 = Log of Work-Related Injuries and Illnesses; OSHA 300A = Summary of Work-Related Injuries and Illnesses; LWD = Lost Workday; RWD = Restricted Workday; Red Lining = removing a case from the OSHA log; OSHA Establishment = workplace location for OSHA reporting; ITA = Injury Tracking Application (OSHA website submission portal); Cal/OSHA = California OSHA variant
- Suggested Embedding Keywords: OSHA reporting Assure, OSHA 300 Assure, OSHA 300A Assure, OSHA 301 Assure, configure OSHA establishment Assure, red line OSHA case Assure, OSHA CSV export Assure, OSHA ITA submission Assure, hours worked OSHA 300A, Cal/OSHA report Assure, OSHA recordable case Assure, OSHA injury report Assure, automated hours worked Assure
- Relevant Modules and Cross-Module Implications: This workflow spans the Incident Record module (where incidents are reported and marked as OSHA Reportable), the People, Injuries and Absences (OSHA 301) module (where individual injury cases are managed and absence days tracked), the OSHA 300/300A submodule (where annual log summary records are maintained), and the OSHA Establishment submodule (where workplace location data is configured). The Incident Analysis module interacts with OSHA 300A records when the automated hours worked option is selected. OSHA reporting is only available where the Incident Region for an Org Unit is set to OSHA Reportable. Organisations configured for RIDDOR (UK) will not see OSHA reporting options by default.