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Updated on 10/8/2019
FarmIQ Help centre Publication
Hazards
Direct link to topic in this publication:

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:

  • record hazards
  • record the controls you have identified to mitigate a hazard
  • draw hazards on the farm map so that anyone on the farm can see where they are
  • set up an action plan so that the hazard controls are implemented and maintained 
  • review and report on hazards and their controls and action plans in the Hazards register.

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:
  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.
  1. Click the hazard type you want to see or select All hazards.
  • Hazards of the selected type are shown on the screen.
  1. 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 edit a hazard in the Hazards register:
  1. View the Hazards register and find the recorded hazard as described above.
  1. Click the hazard to see details recorded.
  2. Click the edit pencil next to the hazard name.
  3. Make the necessary changes.
  4. Click Save.

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.
  • Deleting a hazard from the Hazards register will also delete it from the map.

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:     
  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.
  1. Enter the Potential harm posed by the hazard.
  • Choose preset and / or type in further information as required.
  1. Click Add hazard location to draw the hazard on the map.
  • Select the hazard shape and click Next. Use the cursor to place a dot, draw a line or define a shape on the map where the hazard is. Click Save. For more information see Draw hazards on the farm map.
  1. 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.
  1. Add the hazard Action plan.
  2. 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.    
  1. Click Save.
  • This hazard will appear on the Hazards register.

Draw hazards on the farm map

You can draw any type of hazard on the Farm map.

Information

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


To draw, edit or delete a hazard on the farm map:
  1. On the Farm map, click Draw & edit.
  2. Click Hazards
  3. If the hazard type... click... then...
    is listed the hazard type All hazards of that type, that have been entered on the Hazard register, are listed. 
    is not listed Add hazard type Give it a name, choose a dot, line or shape to represent it and click Next.
    Go to step 5 and follow procedure for draw a hazard that is not on the list.
  1. To... click.. then...
    draw a hazard that is on the list go to step 6.
    draw a hazard that is not on the list - enter the details in the hazard details box.
    - go to step 6.
    edit a hazard that has already been drawn edit the details in the hazard details box.
    go to step 6.
    delete a hazard Click Confirm.
    Note: Deleting a hazard from the map will also delete it from the Hazard register.

  1. Use the cursor to draw a line, define a shape or place a dot on the map where the hazard is.
  • Hazards have to be drawn one at a time.
  1. Check or complete the Hazard details then click Save.
  2. If you added a new hazard, edit the hazard in the Hazard register to record more details and create an action plan.
To change the name or colour of a hazard type:
  1. On the Farm map, click Draw & edit.
  2. Click Hazards.
  3. Click the hazard type and click Edit hazard type

  4. In the Pick new colours box:
  • to change the name, enter the new name and click Save.
  • to change the colour:
    • Click the colour square.
    • Choose a colour using the colour picker:
      • Check the colour in the colour square and preview window if there is one.
    • Click away from the colour picker.
    • Click Save or OK.


To show and print Hazards on the map:
  1. On the Navigation bar, click Farm map.
  2. Click Layers.
  3. Tick the hazards you wish to display.  

  • To keep these hazards showing on the map click Views and then save the view. You can change this at any time.
  • Click a hazard on the map to view or edit its details. 
  1. Click Print to print the map showing the chosen hazards. See Print the Farm map. 

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:
  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.
  • You may need to scroll down to see these options.
  1. If you want to assign this task to a staff member, select their name from the Assign staff dropdown list.
  • You can assign tasks to farm staff and contractors who have been added to FarmIQ. They do not have to have their own FarmIQ account. See People for more details.
  1. Enter the Start date and End date of the task.
  • If you want this task to repeat, select the Repeat task checkbox then:
    • select the cycle from the Repeats box: Daily, Weekly, Monthly or Yearly.
    • select the interval from the Repeats every box: for example, if you select 2 weeks, the task will repeat every fortnight.
    • select when the task Ends: after a specified number of occurrences, after a specified date, or never.
  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.
    To add a task category to a task:
    • 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 a 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 to a task:
    • 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 to a task 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 to a task 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 to a task:
    • Click Note.

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


  2. Click Save.
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:
  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.

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