OSHA Case Management Module Guide

​​

Overview

The OSHA Case Management module is used to:

• Track recordable work-related injuries and illnesses 
• Generate OSHA Forms 300, 300A, and 301 
• Analyze safety performance metrics such as TRIR, LTIR, DART, and DART Rate 

To learn more about OSHA recordkeeping, click here.

OSHA Safety Metrics and Calculations

The OSHA Case Management module calculates several standard safety performance metrics. These metrics normalize incident data based on hours worked, allowing comparison across organizations and time periods.

TRIR (Total Recordable Incident Rate)

Definition: 
TRIR measures the number of OSHA recordable incidents per 100 full-time employees during a given period.

Formula:

  
LTIR (Lost Time Injury Rate)

Definition: 
LTIR measures the number of work-related injuries or illnesses that result in days away from work per 100 full-time employees.

Formula:

DART (Days Away, Restricted, or Transferred Rate)

Definition: 
DART measures the number of OSHA recordable cases that result in:

• Days Away from work 
• Job Restriction 
• Job Transfer 

per 100 full-time employees.

Formula:

DART TIME (Severity Rate / Lost Time Severity)

Definition: 
DART TIME (often referred to as a Severity Rate) measures the total number of days away, restricted, or transferred relative to hours worked. It reflects the severity of incidents rather than just frequency.

Formula:

Notes on the 200,000 Factor

The constant 200,000 represents 100 full-time employees working:

• 40 hours per week 
• 50 weeks per year 

Setting Up Case Management

Note: 
To edit and access this module, you must have the OSHA Case Management permission granted.

Navigate to:

Control Panel > OSHA Case Management

You will see a message prompting you to enable the module.

Once you click Enable, the system will guide you through the setup process.

Creating Establishments

An OSHA Establishment is a single physical location where business is conducted or where services or industrial operations are performed.

You can create Establishments in two ways:

• Import from a list 
• Create manually 

Import from a List

Import from pre-existing data lists in your KPA Flex account, such as:

• Companies 
• Lines of Business 
• Locations 
• Other data lists 

Create Manually

Enter all required information manually.

Required Establishment Information

• Establishment Name and Street Address 
• Industry Description 
• SIC (Standard Industrial Classification) 
  • Use the Find It link to search OSHA resources 
• NAICS (North American Industry Classification System) 
  • Use the Find It link to search NAICS resources 
• Executive Title and Phone Number 
• Executive Signature and Date 
• Average Number of Employees per Year 

If any required fields are missing, an error message will appear with details.

Managing Establishments

Once created, Establishments can be:

• Edited 
• Deleted 
• Exported to Excel 
• Verified (green check mark indicates completeness) 

Adding Employee Hours

Employee hours are required to calculate OSHA safety metrics such as:

• TRIR 
• LTIR 
• DART 
• DART TIME 

Methods for Adding Hours

Import via Spreadsheet

Use the upload option to add hours in bulk.

Manual Entry

Click + ADD HOURS for each month and:

• Select the Establishment 
• Enter total Employee Hours 
• Select optional fields: 
  • Field Office 
  • Line of Business 
  • Client 

Additional options:

• + button: Add multiple entries for the month 
• Clone: Copy hours to another month 
• Clear: Remove all hours for the month 

Click Save Changes to store entries. Hours can be edited later.

Dashboard

Once Establishments and Employee Hours are entered, the Dashboard provides:

• Incident history 
• Safety statistics 
• OSHA metric calculations (TRIR, LTIR, DART, DART TIME) 

Adding a New Incident Case

To create a new OSHA recordable incident:

1. Navigate to the Dashboard 
2. Click + NEW CASE 

OSHA Recordable Incident Form

This form captures all required information for:

• OSHA Form 301 
• Internal reporting and analytics 

It also drives calculation of:

• TRIR 
• LTIR 
• DART 
• Severity metrics 

Outcome Tracking

If the case involves:

• Days Away from Work 
• Job Transfer 
• Job Restriction 

You must choose a tracking method:

Calculated

• Enter date ranges for time away 
• System automatically calculates total days 

Manual

• Enter total days manually 

Once completed, click Submit to create the case.