Hazards

Use FarmIQ to record hazards on your farm and the controls you have put in place to address them. This allows you to easily communicate the identified dangers and how to avoid or minimise the risks.

You can:

You can show hazards on the farm map, if you have drawn them on the map or recorded a location in Hazards register, and:

Information
  • Visitors who are using SafeVisit are sent all the hazards in the Hazards register when you approve their first visit request to your farm. They also receive an update for any changes you make to your hazard register.
  • You can export the details of a hazard, including its map location, to share with others.

Hazards register

The Hazards register lists all the hazards recorded on your farm by hazard type. By keeping your Hazards register up to date you can be confident that people on your farm are made aware of identified hazards.

View the hazard in the Hazards register to see or edit the details of the hazard including controls, map location and the tasks in the action plan. You can also delete or export a hazard from the register.

To view the Hazards register and find a recorded hazard click here
To view the Hazards register and find a recorded hazard:
  1. On the Navigation bar, click H & S > Hazard/risks > Hazard register.
    • Recorded hazards are listed by hazard type down the left hand side of the screen.
  2. Click the hazard type you want to see or select All hazards.
    • Hazards of the selected type are shown on the screen.
  3. You can filter the hazards shown by the date range when the hazard was identified, Severity and level of Risk mitigation
    • The filter is applied as soon as you set it.
    • Click Clear to remove all filters. 
To view a hazard click here
To view a hazard:
  1. View the Hazards register and find the recorded hazard as described above.
  2. Click the hazard to see details recorded.

To edit a hazard in the Hazards register click here
To edit a hazard in the Hazards register:
  1. View the Hazards register and find the recorded hazard as described above.
  2. Click the hazard to see details recorded.
  3. Click the edit pencil next to the hazard name.
  4. Make the necessary changes.
  5. Click Save.

To delete a hazard click here
To delete a hazard:
  1. View the Hazards register and find the recorded hazard as described above.
  2. Click the expansion arrow. 
  3. Click Delete
  4. Click Confirm.
To export a hazard click here
To export a hazard:
  1. View the Hazards register and find the recorded hazard as described above.
  2. Click the expansion arrow. 
  3. Click Export
    • The hazard details are downloaded to your computer as a PDF.

Record hazards

This table shows the ways you can record hazards in FarmIQ.

You can record hazards in FarmIQ... This makes it easy to... Remember to also...

in the Hazard register.

add the action plan at the same time and in the same place as the hazard.
add the hazard location on the map.

by drawing them on the farm map.

visualise the hazard on the map.
edit the new hazard in the Hazards register to add an Action plan.

using the Mobile app.

take a photo and upload it to FarmIQ at the same time as you are recording the hazard.
edit the new hazard in the Hazards register to add an Action plan.

Record hazards in the Hazards register

Information
To add a new hazard to the Hazards register click here
To add a new hazard to the Hazards register:     
  1. On the Navigation bar, click H & S > Hazard/risks > Record hazard/risk.  
  2. Check or enter the Date identified and Hazard name.
  3. Select a Hazard type from the dropdown list.
    • If the hazard type is not listed, click Add new and type the hazard type in the Hazard type box.
  4. Enter the Potential harm posed by the hazard.
    • Choose preset and / or type in further information as required.
  5. Click Add hazard location to draw the hazard on the map.
    • Select the hazard shape and click Next
    • Click on the map to place points for the hazard. Depending on the hazard type, you will need to draw a dot, line or shape.
      • To move points, click and drag them.
      • To add a point on a line, click the line.
      • To close a shape, click the first point.
      • To remove a point, click the dustbin button in the Points panel.
    • Click Save.
  6. Record the Controls for the hazard.
    If...
    then...
    you can remove the hazard from your farm
    select Eliminate.
    you can't completely eliminate the hazard
    - select Minimise
    - Select controls you will use to minimise risk.
    For each minimisation method selected you can enter a more detailed Description.
    • You can calculate the Inherent risk (before Controls) and Residual risk (after Controls) of this hazard by selecting the likelihood and consequence of each.
  7. Add the hazard Action plan.
  8. Record other details.
    • You can add Notes.
    • To upload relevant files, click Manage attachments.
      • If you attach an image file, that image will be displayed in the Hazards register.
      • If you attach multiple image files, the file at the top of the list will be displayed.    
  9. Click Save.
    • This hazard will appear on the Hazards register.

Draw and edit hazards on the farm map

From the Farm map, you can use Draw & edit to:

Information
  • If you create a new hazard by drawing it on the map first, make sure to edit the hazard in the Hazard register to record more details and create an action plan.
  • You can see or edit hazards in the Hazard register by clicking them on the Farm map.

There are some default hazard types with pre-set map features. You can use these or add your own using dots, lines or shapes in any colour. 

This table shows the default hazard types:

 Hazard type  Map feature  Colour  Example
 Cables  Line  Grey

 No go zones  Filled shape

 Red

 Pits  Dot  Purple

 Streams  Line  Blue

Draw hazards on the map

If there is not a hazard type for the hazards you want to draw, you can create a new hazard type then draw the hazards.

To draw new hazards click here

To draw new hazards:

  1. Open the Hazards editing panel:
    • Click Draw & edit in the bottom bar of the Farm map.
    • In the side panel, click Hazards to expand it.
  2. Choose or add the hazard type.
    • To use a hazard type that is on the list, click it.
    • To make a new hazard type:
      • Click Add hazard type.
      • Enter the name, type of shape, and colour for the hazard type.
      • Click Next.
  3. Draw hazards by clicking on the map to place points.

    To draw dot hazards click here

    To draw dot hazards:

    Click on the map where you want to place the hazard.
    • Click and drag points on the map to move them.
    • Click the edit pencil edit pencil icon in the side panel to edit its map co-ordinates.

    To draw line hazards click here

    To draw line hazards:

    1. If required, change the feature's Name.
    2. Click on the map to place a point where you want the line to start. 
    3. Place further points wherever the line changes direction. 
      • To move points on the map, click and drag them.
      • To add a new point on an existing line, click the line.
      • To delete a point, click the dustbin in the side panel.
        A table with, for each Point number, a Distances, Longitude, Latitude, edit pencil button, and dustbin icon. The mouse pointer hovers over a dustbin icon which has the pop-up label 'Remove'
      • To edit the coordinates of a point, click the edit pencil Edit pencil in the side panel.
        • To save the coordinates, click the tick Save tick mark. Click the back arrow Cancel back arrow to cancel.
      • To start again, click Back.
    4. Place a final point where the line ends.

    To draw shape hazards click here

    To draw shape hazards:

    1. ​If required, change the feature's Name
    2. Click on the map to place a point where you want the boundary of the shape to start.
    3. Place further points wherever the boundary changes direction.
      • To move points on the map, click and drag them.
      • To add a new point on an existing line, click the line.
      • To delete a point, click the dustbin in the side panel.
        A table with, for each Point number, a Distances, Longitude, Latitude, edit pencil button, and dustbin icon. The mouse pointer hovers over a dustbin icon which has the pop-up label 'Remove'
      • To edit the coordinates of a point, click the edit pencil Edit pencil in the side panel.
        • To save the coordinates, click the tick Save tick mark. Click the back arrow Cancel back arrow to cancel.
      • To start again, click Back.
    4. Close the shape by clicking on the first point.
  4. Complete the hazard details in the side panel.
  5. Click Save.
    • To draw another hazard of the same type, click Save & draw another instead.

Edit and delete hazard types

Edit a hazard type to change its name or the colour of its hazards on the map.

To edit a hazard type, click Draw & edit, then open Hazards and click the name of the hazard type. Make your changes, then click Save.

To delete a hazard type, delete every hazard in it. See To delete a hazard, below, for how to do this. 

Edit and delete hazards

Edit a hazard to change or add its map location. You can also edit some hazard details, but more details are available in the Hazard register

To edit a hazard click here

To edit a hazard:

  1. Open the Hazards editing panel:
    • Click Draw & edit in the bottom bar of the Farm map.
    • In the side panel, click Hazards to expand it.
  2. Click the hazard type of the hazard you want to edit.
  3. Open the hazard details from the hazard list in the side panel.
    • If the hazard already has a map location, click the edit pencil Edit pencil.
    • If the hazard does not have a map location, click Draw.
  4. Make the required changes.
  5. Click Save.

You can delete hazards from the map. Deleting all the hazards for a hazard type you made will delete the hazard type.

To delete a hazard click here

To delete a hazard:

  1. Open the Hazards editing panel:
    • Click Draw & edit in the bottom bar of the Farm map.
    • In the side panel, click Hazards to expand it.
  2. Click the hazard type of the hazard you want to delete. 
  3. In the hazard list in the side panel, click the dustbin dustbin icon for the hazard.
  4. Click Save.
  5. Click Confirm.
    • If you have deleted the last hazard in the hazard type, closing the hazard type will delete it.

Add and manage hazard action plans

To ensure that the hazard controls you have identified are implemented and maintained, you can create and assign the tasks required in an action plan.

Information
  • You can refer to the Action plan to see the tasks that have been set, whether they have been completed, who the task was assigned to, who reported the completion and on what date.
  • Tasks in the hazard Action plan are shown in the Diary.
  • When the person assigned the task records it as Done in the Diary, it's status changes in the Action plan so you can easily see progress made.

To add an action plan task for a hazard in the Hazards register click here
To add an action plan task for a hazard in the Hazards register:
  1. View the Hazards register and find the recorded hazard as described above.
    or
    when you are recording a hazard...
  2. Under Action plan click Add another action.  
  3. To... click... then...
    create the action plan task from scratch
    Create new
    enter the Task title.
    use an H & S task template that has been published at Farm or Organisation level
    From template
    select the template you want to use.
  1. If you want to assign this task to a staff member, select their name from the Assign staff dropdown list.
  1. Enter the Start date and End date of the task.
  1. The task is automatically linked to the hazard. If required, add additional information and links to the task from the right hand panel of the Create task box.
    Information

    Click these links for more information on task categorieschecklists, linking tasks and task locations.

    To add a task category click here

    To add a task category:

    • Click Add category.

    • Select whether the category relates to Health and safety (H & S), Land, Stock or Other.
    • Select the categories you want to add from the list.
      • To filter the list, enter a keyword in the Filter box.
    • Click Save.

     

    To link the task to an asset, hazard, emergency equipment or emergency drill click here

    To link the task to an asset, hazard, emergency equipment or emergency drill:

    • Click Link to.
    • Then to...
      link to: select the... The task will be listed under...
      an Asset, Asset type and Asset. Maintenance tasks in the Asset record
      an Emergency drill, Emergency drill. Scheduled/completed drills in the Emergency drill record
      Emergency equipment, Equipment type and Emergency equipment. Checks in the Emergency equipment record
      a Hazard, Hazard type and Hazard. Action plans in the Hazard record
      • To remove a link, click the dustbin next to it.

    • Click Save.
      • The link can be seen in the Details column in the tasks view of the diary.
      • The task will appear in the action plan of the selected asset, emergency drill, emergency equipment or hazard.

     

    To add a checklist click here

    To add a checklist:

    • Click Checklist.

    • Select whether you want the check list to be Standard or Pass/fail.
      • Items on a Standard list can be marked as complete.
      • Items on a Pass/Fail list are recorded as passing or failing with a tick or a cross. 
        For example, the item: 'Check if there's enough vaccine to vaccinate the 2017 ewe mob.' can be marked as completed with a pass or fail depending on the amount of vaccine.
    • If you want to divide the checklist in to sections, select Labels.

      • Enter the first section heading in the Add label box.
      • Click Add label to add a heading at the begining of each section of the checklist.
    • Enter the title in the Add title text box. 
      • You can add more detail in the Add note text box.
      • To make an item compulsory, click the red asterisk.
      • To add an attachment to an item on the checklist, click the paperclip.
        • select the file From your computer or From your doc/image library
          or 
          drag and drop the file from the file list on your computer to the Drag and drop files here box.
           
      • To delete an item on the checklist, click the dustbin.
    • To add an item to the list, click Add another item.
    • Click Save.


    To attach a file from your computer click here

    To attach a file from your computer:

    • Click From computer.

    • Select the file from your computer. Do not try to drag and drop the file.
      The file is shown at the bottom of the Create task box.
      • To delete an attachment, click the dustbin next to the attachment.

      • To view the attachment, click the magnifying glass.

      • To export the attachment, click Export.


    To attach a file from your file library click here

    To attach a file from your file library:

    • Click From file library.

    • Select the file from your File library
    • Click Save.
      The file is shown at the bottom of the Create task box. 
      • To delete an attachment, click the dustbin next to the attachment.
      • To view the attachment, click the magnifying glass icon.

      • To export the attachment, click the export icon.


    To add a note click here

    To add a note:

    • Click Note.

    • Enter a note into the Note box.
      • To remove the note, click the dustbin next to it.


    To add a location click here

    To add a location:

    • Click Location.
      location button
    • Draw a dot, line or shape for the location by clicking on the map to place points.
      • To finish a shape, click back on the first point.
      • Click and drag points to move them.
      • To add a point on a line, click the line.
      • To remove points, click the dustbin buttons in the side panel.
        The table in the side panel with, for each point number, distances from the previous point, longitude, latitude, an edit pencil and a dustbin icon. The cursor hovers over one dustbin icon, which displays a 'Remove' label
    • Click Save
      • To delete the location from your task, click the dustbin next to it.
        beside the mini map for the location in the task creation window, an edit pencil and a dustbin button. The cursor overs over the dustbin, which displays a 'Delete location' label.


  2. Click Save.
To edit an action plan task for a hazard in the Hazards register click here
To edit an action plan task for a hazard in the Hazards register:
  1. View the Hazards register and find the recorded hazard as described above.
  2. Click the hazard to see details recorded.
  3. In the Action plan table, click the edit pencil next to the task you want to edit.

  4. Make the desired changes.
  5. Click Save.
To delete an action plan task for a hazard in the Hazards register click here
To delete an action plan task for a hazard in the Hazards register:
  1. View the Hazards register and find the recorded hazard as described above.
  2. Click the hazard to see details recorded.
  3. In the Action plan table, click the dustbin next to the task you want to delete.

  4. Click Confirm.

Manage inactivity notifications

It's important that records of Incidents, Hazards and Emergency procedures are kept up to date. To help you with this, the system can send notifications if these areas have had no updates in the last twelve months. These notifications are sent as an email to key people that you can set up by providing their email address. These people don't have to be FarmIQ users.

To manage notifications for incidents, hazards and the emergency plan:

  1. On the Navigation bar, click Office > Admin > Settings > Farm data settings.
  2. Click Edit.
  3. In the Health & Safety notifications section:
  1. Click Save.

Find out more