Safety and Disability Management Software System

The Vendor is required to provide to procure an integrated Safety and Disability Management software system to support compliance, incident management, return-to-work coordination, and safety training across multiple departments and facilities.
- This system must be scalable, secure, user-friendly, and capable of integrating with existing enterprise systems such as Human Resource Information System (HRIS) and payroll.
- Objectives
• Centralize health and safety data (e.g., incidents, inspections, training) and disability/absence case management.
• Improve reporting accuracy and timeliness for internal and regulatory purposes (e.g., agency, certificate of recognition (COR) audit).
• Enhance early intervention in injury and illness cases to support faster, safer returns to work.
• Promote proactive risk identification and continuous improvement through analytics and dashboards.
• Reduce risk to the organization as the current process is fragmented and manual.
- Health and Safety Module
• Incident reporting and investigation workflows (with Web/mobile access)
• Inspection and audit tracking (scheduled and ad hoc)
• Corrective actions tracking (Assignment, due dates, escalations, completion tracking; audit trail).
• Training management (registration, certifications, renewals, records)
• E-Learning module creation including: basic authoring/hosting for selfpaced modules; completion tracking
• Real-time dashboards for Total Recordable Injury Frequency (TRIF), severity rate, claim costs
• Customizable reports aligned with COR safety audit requirements
• Trends analysis by department, location, incident type; export to common formats.
• Automated alerts (e.g., overdue investigations, expiring certifications)
• Optional:
o iCalendar integration for training events
o Training post-survey creation and reporting
o Dedicated mobile app for inspections/investigations
o Ability to track evacuation drill events
o First aid information tracking (e.g. location of kits, inspection frequencies, number of attendants)
- System Integration & Technical Requirements
• Integration with HRIS: PeopleSoft (employee profile, organization, job data) – near real-time or scheduled sync
• Integration with PeopleSoft Payroll and Oracle E-Business Suite Financials: for wage-loss/RTW cost calculations
• Test site from vendor and advance notice of version upgrades for testing and changes to internal Standard Operating Procedures (SOPs)
• Single Sign On
• Role-based access control (RBAC)
• Data residency in state (mandatory) including data backups and failover
• Mobile-responsive design (iOS and Android compatible)
- Data Migration
• Import of legacy data (e.g., spreadsheets, shared documents): various core entities (e.g., incidents, claims, employees, RTW plans, actions) and associated attachments.
• Vendor to provide validated mapping templates, test loads, and reconciliation reports.
- Security and Compliance
• Compliance with applicable provincial and federal privacy legislation, such as the Freedom of Information and Protection of Privacy Act (FIPPA).
• Secure data storage, encrypted transmission, and regular backups.
• Role-based access controls and administrative permissions.
• Comprehensive audit logs for tracking changes and system usage.
• The system must provide a clear process for informing affected customers and providers in the event of a security incident.
• The system must maintain compliance in the secured hosting environment through regular audits, automated monitoring tools, and detailed logging.
• The system must secure web servers and login pages using a Web Application Firewall to block malicious traffic and defend against common cyber threats.