Your Guide to Setting up your Workplace Health and Safety Module

Getting started with Citation HR Software's new Workplace, Health & Safety Module (WHS) is simple and straightforward, involving the following key steps.

Step 1 - Core Citation HR Software Set Up

The foundation for the WHS module is set via core Citation HR Software.  You will need to first ensure that core Citation HR Software has been set up.

 - Your Checklist to Getting Started with core Citation HR Software

Step 2 - Citation HR Software Self Service Set-Up

Citation HR Software's WHS Module is powered by Self Service.  You will also need to make sure that Self Service has been set up.

 - Your Checklist on Getting Started with Self Service

Step 3 - WHS User Set Up

Businesses will need to identify the Manager/s who should have access to and be able to control the management of the new WHS module. 

For more information on how to create new users, please refer to the How to Create a New User article. For more information on how to control the different levels of access for new or existing users, please refer to the WHS Access and Security Roles article.

Step 4 - Upload Existing WHS Documentation

Upload Existing WHS Documentation

It is recommended that any current and active business specific WHS policies / procedures are uploaded under the ‘Our WHS Resources’ tab via the 'Upload' button.  Please keep in mind that any sub-tabs that include the words ‘Shown in eSS’ will provide eSS users with access to these documents directly from their Self Service portal.


Step 5 - Set Up Your Safety Management System

Businesses can set up their safety management system by focusing on the set of workflows available under 'Lead Safety'. Businesses should start with the 'Setting Up Workplace, Health and Safety Policies and Procedures' checklist and can take their time in working through each section according to priority.  

As part of completing this checklist, businesses will be prompted to create the following WHS documentation and tools. Please note that you have the option to skip items that are not relevant and/or link your existing company specific WHS documentation to the relevant step (provided you have already uploaded these as per the previous step 4).

  • WHS Document and Data Control Procedure
  • WHS Management System Implementation Procedure 
  • Workplace Health and Safety Policy
  • Workplace Health and Safety Responsibility Statement
  • Psychological Health and Wellbeing Policy
  • Risk Management Procedure
  • Create Rick Registers
  • Safe Work Procedure
  • Safe Work Method Statement
  • WHS Pre-Purchase Guideline
  • Legal & Other Requirements Guidelines
  • Legal & Other Requirements Register
  • WHS Management Plan and WHS Objectives and Targets
  • Emergency Plan
  • Emergency and First Aid Procedure
  • Volunteer Management Plan
  • Training Needs Analysis
  • Training Plan
  • Ergonomics Management Procedure
  • Preferred Equipment Register 
  • Workstation Ergonomics Assessment
  • Manual Tasks Procedure
  • Induction & Training Procedure
  • Worker WHS Induction
  • Manager WHS Induction
  • Senior Manager WHS Induction
  • Visitor WHS Induction
  • Contractor WHS Induction
  • Contractor Management Procedure
  • Contractor Site WHS Observation Checklist
  • Consultation Procedure
  • Issue Resolution Procedure
  • Safety Talks Guideline and Plan
  • External Communication Procedure
  • Hazardous Chemicals Procedure and Register
  • Plant and Equipment Guideline and Register
  • Offender Description Form
  • Bomb Threat Checklist
  • Psychological Health at Work Guidelines
  • Preventing & Responding to Workplace Bullying Procedure
  • Monitoring and Measurement Procedure
  • Incident Management Procedure
  • WHS Management System Audit Procedure
  • WHS Audit Register
  • Internal Audit Report
  • Management Review Guidelines
Step 6 - WHS User Training
Businesses are encouraged to train their WHS users by explaining the purpose of the module and how it is to be used across the business. Examples of potential WHS Administrators include Workplace, Health and Safety Managers, Site Managers, Contractor Managers, Volunteer Managers and Team Managers.
Step 7 - WHS Induction

Undertake a WHS Induction across all workers and as part of the induction train your workers on how to report hazards and incidents in Self Service and show them where your key safety information is located. We recommend the WHS Induction is undertaken periodically across all staff to ensure they are aware of the health and safety processes and procedures in your organisation.

Need Help?

Contact Client Experience for assistance.