Occupational Safety & Health Administration (OSHA)

How HR Technology Can Assist in the Management of the Revised Regulations

GetApp, has listed HR management software CakeHR as having one of the top HR applications for managing the current OSHA regulations on illness and injury reporting.

Want to know why?  Check out some of the following key features GetApp highlighted from our app that make CakeHR a top contender for easier OSHA management.

But first, let’s start with the facts.

“With the Occupational Safety and Health Act of 1970, Congress created the Occupational Safety and Health Administration (OSHA) to assure safe and healthful working conditions for working men and women by setting and enforcing standards and by providing training, outreach, education and assistance.” OSHA Mission Statement

Since OSHA’s introduction to Improve Tracking of Workplace Injuries and Illnesses in May of last year, a further update in January 2017 now calls for US employers to electronically submit injury and illness data which they already record.

This is to be made public on the organization’s website in a bid to prevent workplace deaths, injuries and illnesses by creating pressure to prove that they operate safe and well-managed working environments.

The compliance schedule is dependent upon the size and industry classification of the organization and will be phased in over the next 2 years as follows:

  • Establishments with 250+ employees in industries covered by the recordkeeping regulation must submit information from their 2016 Form 300A by July 1, 2017 and will then be required to submit information from all 2017 forms (300A, 300, and 301) by July 1, 2018. Beginning in 2019 and every year thereafter, the information must be submitted by March 2.
  • Establishments with 20-249 employees in certain high-risk industries must submit information from their 2016 Form 300A by July 1, 2017 and their 2017 Form 300A by July 1, 2018. And the same again, beginning in 2019 and every year thereafter, the information must be submitted by March 2.
  • Establishments in the non-mandatory industries are not required to keep any OSHA records unless asked to do so in writing by OSHA, BLS or an agency acting on behalf of either of those authorities. All employers however, including those partially exempted by reason of company size or industry classification, must report to OSHA any workplace incident that results in a fatality, in-patient hospitalization, amputation or loss of an eye.

The above dates will soon be upon us and Companies without the support of great HR technology are really going to feel the pressure to adhere to the new rules applied within the stated time frames.

“The best way to ensure that your business can stay compliant is by having a HR solution in place provided by a software vendor that tracks these rules and enables you to stay compliant with the ever-growing raft of new and modified regulations.”  Karen McCandless, Editor – GetApp

So how can the key features found within the CakeHR app assist with OSHA compliance?

Online Leave Management

With the ability to log and manage leave online, illness data is already logged electronically which falls in line with the Improve Tracking of Workplace Injuries and Illnesses requirements and therefore makes it easy to just export and submit the data as and when required.

hr management software

Time-off Requests

Employees are able to request any time off through the CakeHR portal which triggers an email notification directly to the manager and automatically updates the employee’s absence file.

Paperwork is reduced, time is saved and the risk of human error in manual entries copied from one database to another is significantly reduced.

With the new OSHA regulations, incorrect data can incur costly penalties, so these features of the app can prove to be really beneficial.

hr management software time off request

Employee Self-Service

The CakeHR HR management software puts more control in the hands of employees by providing a self-service portal that is easily accessible and available to download to a mobile device which means there’s no excuse not to have live, accurate OSHA data for management to deal with, freeing up time that could be spent elsewhere in the organization. hr management software cakehr mobile app employee self service

Shared Leave Calendar

Management are able to view any overlapping leave or sickness absence and organize cover to ensure business runs smoothly so if there are any unfortunate events which lead to an employee having time off, it can be handled quickly with ease.

hr management software shared calendar cakehr

Detailed Company Reports

A highly necessary key feature that aids in the successful monitoring and submission of OSHA reports in line with the current regulations.

“Without a robust HR suite has been likened to hitting a moving target with a catapult.”  Karen McCandless, Editor – GetApp

Having the option to add as much detail as possible within reports will save time in the long run; better to have too much information than not enough in these situations.

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 Google Apps Integration

CakeHR’s leave management system can be integrated with the Google Suite, meaning leave can be recorded and shared through Google Calendars, documents can be created and shared via Drive, spreadsheets can be easily created and manipulated with the ability to analyze data collated all with the added benefit of security for all the data stored.  As most organizations use some part, if not all, of the Google applications it makes for easy integration into your day to day business.

g suite google hr management softwareCSV Export

One of the three ways to submit your electronic OSHA report alongside manually entering data via a web form or transmitting the data electronically via an API.  CSV export enables companies to process OSHA reports for single or multiple establishments at the same time, (perfect for the larger organizations), and as the CakeHR app already includes the CSV export and API features, there’s no need to spend too much time debating which way to submit the information as the options are already readily available.

“When it comes to these regulations, companies can create an illness report as a CSV file, export this, and upload it to the OSHA compliance website. It’s a matter of three clicks.”  Lee Chapman, Head of Customer Success – CakeHR

Just three clicks – how simple is that?!

hr management software csv export data

File Storage

Employee files are easily stored and accessible through an online, secure portal.  OSHA data can be viewed, manipulated and submitted as per the up to date requirements which gives your organization some flexibility with the ever changing workplace law practices.

hr management software document upload storage cloud

Works on Multiple Devices

As the CakeHR app can be used online via any Android or iPhone device, most of the workforce should have ease of access from any location, 24/7.  Already moving along with advancements in technology, the app not only allows for time saving, it also cuts down on paper work, reduces the risk of incorrect data being submitted and therefore OSHA records can be updated, managed and stored quickly and competently even when you are not physically in the office.

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 Use CakeHR API

Users of automated record keeping systems will have the ability to send data electronically to OSHA via an Application Programming Interface (API).

Management using this feature will have the ability to request streamed, real time data which can be analyzed and submitted to the OSHA compliance website right up until the last minute.

cakehr api hr management software

Customizable Fields

Managers and employees with access to the app can customize certain fields of data so the focus is on what is important or necessary according to regulations and control who can view data for specific purposes with ease.  This enables companies to collect as much information as possible to cover all bases and gives the option to add more fields if the OSHA reports need further details at some point in the future (very likely).  It’s also possible to omit fields of data for the same reason without requiring a complete overhaul of the database to meet the ever changing demands US employers are expected to adhere to.

cakehr hr management software customizable fields

Build a Centralized Database of Employee Profiles

Keeping a record of injury and illness on employee profiles can enable monitoring of progress for each employee and reports can be taken to identify and highlight any on-going issues that need to be dealt with, with evidence to back it up.

centralized employee data hr management software cakehr

See Graphical Reports to Easily Gather Key and Meaningful Insights

Graphical reports are a great way to visually pinpoint areas that are doing both good and bad.  OSHA reports could be looked at periodically to see where improvements can be made and give management the opportunity to investigate reoccurring problems with health and safety in the workplace.

performance management hr management software cakehr

With all of the above key features of support within one HR app, organizations can get prepared for when OSHA finally releases the report submission website (keep an eye on the OSHA website for updates on this).

If the site goes live close to the mentioned deadline dates, at least all of the required information would be readily available to transmit across immediately.

This would save any penalties being dished out to your organization.

The more employees you have, the harder it will be to file so get the right HR tech in place sooner rather than later.


Written By

Robyn South

Robyn is a HR professional with over 7 years experience in generalist and complex employee relations matters. A newly established Virtual HR Assistant offering a range of HR services online, who loves to travel and part of the content management team at CakeHR.