Develop and maintain management information systems for incidents of violence in the workplace

This standard is about developing and maintaining management information systems for incidents of violence in the workplace. It includes producing a qualitative system of information to aid in the prevention and management of work-related violence and the monitoring of incidents involving employees. It is also about using the systems for producing reports and making these available for reviews.

This standard is for anyone  responsible for developing and maintaining management information systems for data on incidents of violence at work.

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1. establish the objectives, scope and requirements of the information system to be able to request the necessary information
2. develop the management information systems to meet organisational requirements
3. involve managers and workers to encourage reporting in the future
4. confirm that all the information is up-to-date and complies with the requirements set out in the organisation’s policy and procedures
5. carry out regular updates of the systems ensuring that information corresponds with all other relevant material
6. store information in accordance with relevant statutory regulations concerning data records
7. set-up relevant accesses for control of information systems
8. make the information available in the specified format for authorised employees
9. make the records accessible to all authorised users
10. analyse the information in accordance with specified requirements
11. produce the required reports from the information available
12. confirm that information is complete and secure
13. consult with relevant employees about how to improve the well-being, health and safety using the information held
14. update the information held with any new details or specifications
15. make the information available for reviews of the policy and procedures
16. communicate the reports produced and the decisions on action to all relevant employees

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1. the procedures for safeguarding confidentiality in accordance with data protection regulation
2. your legal duties for ensuring your and other employees’ well-being, safety and health in the workplace
3. the channels of communication within your organisation
4. the relevant procedures for reporting injuries, diseases, near misses and dangerous occurrences
5. the job roles and responsibilities of all employees for whom you are responsible
6. the importance of keeping employees informed and involving them in discussions about violence at work
7. the purpose of the information systems and the type of data required
8. how to develop an appropriate system which enables quick and efficient information retrieval in a secure manner
9. who to contact to access all relevant details on the information systems
10. the appropriate data for collection and the methods of analysis
11. how to produce concise and clear information from information systems
12. how to set realistic performance objectives to meet organisational and professional standards
13. the employees authorised for receiving the data
14. the importance of involving workers to encourage reporting in the future
15. the importance of keeping accurate records of all discussions and reviews
16. the legal responsibilities and your organisation’s policy and procedures

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Aggressive behaviour
Any behaviour or actions aimed at harming a person or damaging physical property.

Aggressive communication
A style of communication in which individuals express their feelings and opinions and advocate for their needs in a way that violates the rights of others.

Conflict
A state of opposition and disagreement between two or more people or groups of people, which is sometimes characterised by verbal abuse, threatening behaviour or physical violence.

Conflict Management
The practice of identifying and handling conflict in a sensible, fair, and efficient manner. Conflict management requires such skills as effective communicating, problem solving, and negotiating with a focus on common interests and safeguarding all concerned.

Dynamic Risk Assessment
This is a continuous assessment of the risks faced in a situation as it unfolds to ensure the safest and most effective response is being employed.

Equipment
These could include equipment such as pagers, mobile phones, walkie-talkies, panic buttons, public address systems, etc.

Evaluation
The process of determining whether an item or activity meets specified criteria.
It can include comparing the adequacy of policies and procedures with current practice or professional standards to manage work-related violence.

Generic Risk Assessment
It is:

• an examination of the work and workplace activities to identify what could cause harm to people (a hazard); and
• an assessment of the chance, high or low, that somebody could be harmed by the hazards identified, together with an indication of how serious the harm could be (the risk).

On the basis of this assessment a decision is made as to what prevention or control measures should be taken to prevent the possibility of harm.

Physical Intervention
This should include personal safety techniques to reduce the impact of hazardous behaviours, protective stances, disengagement and breakaway techniques” (when responding to physically threatening behaviours or defending oneself or another) or “restraint techniques” (when physically restricting a person’s movement).

Positive Working Environment and Culture
A working environment and culture which does not tolerate any violent behaviour.

Procedures
A series of steps following in a regular definite order that implements a policy.

Precautionary Measures
These could include: protective barriers, protective clothing, security responses, working in pairs or teams instead of lone working, etc.

Responsible Person
A person named in the organisation’s procedures as having responsibility for incidents of violence at work.

Risk
A risk is the likelihood of potential harm from that hazard being realised.
The extent of the risk depends on:

• the likelihood of that harm occurring;
• the potential severity of that harm, i.e. of any resultant injury or adverse health effect; and
• the population which might be affected by the hazard, i.e. the number of people who might be exposed.

Source: HSE “Management of health and safety at work –Approved Code of Practice & Guidance”.

Safe Working Practices
Established safe methods of carrying out activities, procedures or techniques used in carrying out your job or work activities to deliver a service with levels of quality and efficiency required by the organisation.

Service Users
Examples are: school students, patients, clients, passengers, customers, detainees, the public, parents, volunteers and carers.

Triggers of Violence
Factors that might cause violence to occur. They can be categorised in four different types:

• temporary personal factors for example, the service-user being uncomfortable from a lack of food, warmth, light, or presenting challenging behaviour whilst under the influence of drink or drugs, or
• persistent personal factors such as deteriorating mental health, having a difficulty or disability, which prevents normal communication, movement or behaviour, or
• temporary environmental factors such as a hot, noisy, crowded room, poor work dynamics in terms of furniture layout, etc., or
• persistent environmental factors such as too much being expected of the service-user, or the quality of the service offered consistently failing to meet the required standards of the user.

Work-related Violence
The Health and Safety Executive’s definition of work-related violence is: “Any incident in which a person is abused, threatened or assaulted in circumstances relating to their work‟.

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ACAS https://www.acas.org.uk/
Equality and Human Rights Commission http://www.equalityhumanrights.com/
Institute of Conflict Management https://instituteofconflict.management/
The Health and Safety Executive (HSE) http://www.hse.gov.uk/
Trade Union Congress http://www.tuc.org.uk/
Victim Support www.victimsupport.org

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1

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2030

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Current

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Original

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Instructus

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CFAPMVW11

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Managers and Senior Officials, Personnel, Training and Industrial Relations Managers , Trade Union Representatives and Professionals, Personnel and industrial relations officers

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1135

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Prevention; Management; Work; Violence; Information Systems; Incidents; Effective

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