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OSHA ITA Process in FROL

David Young
Updated

FROL OSHA ITA Process

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A quick "Step by Step" guide for you to consider.

  1. Be sure the "Required to submit data to OSHA ITA" is checked in the "Employer Profile"
  2. Be sure the 2017 incident data is correct in FROL
  3. Generate an OSHA ITA Readiness Report including all locations and correct data as needed
  4. Edit new ITA data points in the "Edit 300A Employment Info" form
    1. NAICS values for locations with 250+ employees
    2. NAICS values for locations of 20-249 employees for "certain industries" see link below
    3. Size value. 1 to 19=1, 20 to 249=2, 250+=3 for locations matching requirements above
    4. Verify the status of a State OSHA reporting requirement. Locations in those states may not not need to report and should not be included. see link below
  5. Rerun the ITA Readiness report and correct any errors or omissions
  6. Request the FROL app to run the OSHA ITA report in the Employer Profile, include year 2016 and the check box. The report will run overnight and be available for you to download from FROL to send to OSHA in your account with them
  7. Open and review the ITA report generated in FROL 
    1. Note: you cannot submit two locations with the same name...
  8. Register your "Employer" with OSHA ITA if not done yet
    1. Note: if you have multiple employers to set up with OSHA ITA understand that each must have unique email addresses or the setup will be rejected
  9. Login to OSHA ITA and transmit the report to them
  10. Watch for response emails from OSHA ITA on the status of the submittal.

Helpful Web Pages:

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A new checkbox labelled "Required to submit data to Osha ITA ?" has been added to the "Employer Profile."

 

EmployerProfile1.png

 

Checking this box enables the ITA process for the employer and causes the following three additional changes to appear:

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  • At the bottom of the employer profile page, a new "OSHA ITA Data Management" section appears. The current reporting year is now 2017.

EmployerProfile2.png

The "OSHA ITA Data Management" section on the employer profile allows the user to specify the year for which data is to be reported. This section also contains a checkbox that triggers the data export process.  When the export process is complete, a link to download the export file will appear at the bottom of the section.

Creation of the export file occurs as a daily batch process. Checking the "Ready to create ..." box will cause the export file to be created in the next daily batch process. Once the export file has been created, the download link will appear on the employer profile page. At the completion of the batch process the "Ready to create ..." box is automatically unchecked.

In addition to the download link displayed on the employer profile, the export file also shows up in the user's normal "Report History" throughout the FROL application.

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  • A new "Osha ITA Readiness Review" report option appears in the report selection list on the OSHA reporting page

ReadinessReports.png

"Osha ITA Readiness Review" report is a csv file that can be opened in Excel that contains readiness information for all of the locations under the selected organization level. The locations included in the spreadsheet are subject to the "Hidden" and "Deleted" filters on the Osha Report page. The employment information data included in the spreadsheet is subject to the "Report Year" filter on the Osha Report page.
The report can be run at the location, employer or employer group level. The data fields included in the spreadsheet are the fields that are required for the OSHA ITA submittal process.

Text fields that are blank or contain question marks are not complete and should be completed if the locationis to be included in the ITA submittal file. Number fields with a value of -9999 are not complete and should be completed if the location is to be included in the ITA submittal file. A value of -9999 in the AverageEmployees and TotalHours columns usually means that there is no corresponding entry in the Employment Information database table for that location. The user will need to open the Employment Information page in the FROL application to get the entry added to the database table.


"Osha ITA Readiness Review" report is a csv file that can be opened in Excel that contains readiness information for all of the locations under the employer. The locations included in the spreadsheet are subject to the "Hidden" and "Deleted" filters on the Osha Report page. The data fields included in the spreadsheet are the fields that are required for the OSHA ITA submittal process. Text fields that are blank or contain question marks are not complete and should be completed if the location is to be included in the ITA submittal file.

Number fields with a value of -9999 are not complete and should be completed if the location
is to be included in the ITA submittal file. A value of -9999 in the AverageEmployees and TotalHours columns usually means that there is no corresponding entry in the Employment Information database table for that location. The user will need to open the Employment Information page in the FROL application to get the entry added to the database table. 

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  • New data input columns "NAICS" and "Size" appear for each location on the OSHA 300A Employment Information Form

size2.JPG

 

The data input columns "NAICS" and "Size" that appear for each location on the OSHA 300A Employment Information Form are both required for all locations that are to be included in the ITA submittal file. Any location that does not have a value in both fields will not be included in the ITA submittal file. Any location that DOES have a value in both fields will be included in the ITA submittal file, even if the regulations do not require it.

It is the responsibility of the customer to determine which locations are required to submit their data and to enter the "NAICS" and "Size" information for those locations. If these fields are completed for a location, they can be cleared by deleting both fields and then saving the data. 

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The output of the daily batch process is a csv file that can be directly uploaded to the OSHA ITA site.(See Sample Files below) The file can also be opened in Excel. Even though the csv file is formatted for direct submission to the OSHA ITA website, the customer should always review the file to ensure the data is complete and correct before submitting to OSHA. In order to upload the file, the customer will first need to create an account on the ITA website. If they have multiple employers, they may need to create a separate account for each employer.

The ITA export process available through the FROL application only functions at the "Employer" level. The Visual Basic tool that actually performs the exports also has the capability to create export files at the "Employer Group" level. Creating files at this level is initiated manually, outside of the FROL application (similar to the way that multiple OSHA log printing is handled). Customers whose organization structure requires an export file at the employer group level can make a support request to us to have the file generated.

* Note that the NAICS value for the Osha ITA and BLS SOII processes are defined independently (the ITA value is on the OSHA 300A Employment Information Form and the BLS SOII value is on the location profile form). These values are also independent of any other value that may be assigned at the employer or location level to support First Report of Injury requirements.

If you check the "Required to submit data to Osha ITA ?" box on the employer profile and fill out the ITA fields on the 300A Employment Info page and save the data and then later uncheck the "Required to submit data to Osha ITA ?" on the employer profile, the ITA data on the 300A Employment Info page will only be retained if you DO NOT edit and save the 300A Employment Info again while the box is unchecked on the employer profile.

If you edit and save the 300A Employment Info while the box is unchecked on the employer profile any existing location ITA data will be deleted. If you do no edit and save the 300A Employment Info then any location ITA data will still be available on the 300A Employment Info page if the "Required to submit data to Osha ITA ?" is later checked again.

 Reference Links:

Electronic Submission of Injury and Illness Records to OSHA

Final Rule to Improve Tracking of Workplace Injuries and Illnesses Frequently-Asked Questions

BLS SOII Process in FROL

 

Sample Files:

 

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