14 KiB
14 KiB
Product Requirements Document (PRD)
Centralized AI-Powered HSE Incident Management & Reporting System
Prepared for: Setia Corporation — 3PL Warehouse Operations
Based on: Draft Proposal (Nurul Ain Athirah, June 2026) + Incident Reporting Flowchart, reviewed and extended
Purpose: This document defines what the system must do. Hand it to Claude Code together with 02_Technical_Specification_for_Claude_Code.md and 03_Development_Roadmap_and_Claude_Code_Brief.md to build it.
1. Objectives
Replace the current WhatsApp / Excel / paper-based HSE reporting process with a single digital system that:
- Captures every incident, near miss, hazard, and asset event in one database — with photo, video, and document evidence attached at every stage, not just at first report.
- Runs a structured, auditable workflow from report → response → investigation → CAPA → verification → closure.
- Tracks CAPA (Corrective and Preventive Actions) to completion with owner, due date, evidence, and automatic overdue escalation.
- Gives management a live dashboard instead of a monthly manual compilation.
- Keeps Setia Corporation compliant with Malaysian DOSH reporting law (NADOPOD 2004) without manual form-filling.
- Uses AI (Claude) to reduce the admin burden on HSE staff — drafting summaries, suggesting root causes and CAPA, flagging incomplete reports, and detecting risk patterns across sites.
2. Users & Roles
| Role | Who | Access | Key responsibility |
|---|---|---|---|
| Reporter | Any employee, supervisor, witness, security guard | Submit reports via QR/app; view status of own reports only | Report incidents/hazards immediately |
| Operation Supervisor | Warehouse/shift supervisor | Full access to incidents in their site/zone | Secure area, first response, initial classification |
| HSE Officer | Safety Assistant / HSE team | Full access across all sites | Investigation, RCA, CAPA assignment, verification, closure, DOSH filing |
| CAPA Owner | Department head (Ops, Maintenance, HR, etc.) | Access to CAPA items assigned to their department only | Complete corrective actions, upload proof |
| Management / Admin | Ms. Agnes, Mr. Terence, Mr. Yap, Mr. Jensen, etc. | Read-only dashboard across all sites; admin can manage users/config | Review trends, approve budget for corrective actions, audit readiness |
| System Admin | IT/appointed super-user | Full config access | User management, site/zone setup, form configuration |
Every action in the system must be attributable to a logged-in user — no anonymous edits (see §9 Compliance).
3. Incident Types Covered
The current flowchart only branches on Injury and MHE (asset). The system must cover all of the following, each with its own lightweight intake form:
- Injury / medical treatment case (LTI and non-LTI)
- Near miss (no injury/damage, but could have) — kept fast and low-friction on purpose, since near-miss volume is the single best leading indicator of future serious incidents
- Unsafe condition / hazard observation (proactive, not tied to an event)
- Property / asset / MHE damage (forklift, racking, dock equipment)
- Environmental incident (spill, leak, chemical release, waste)
- Security incident (theft, unauthorized access, if relevant to your sites)
- Fire / emergency incident
4. Incident Lifecycle & Workflow Rules
This corrects and extends the two flowcharts supplied. The visual summary was shown earlier in this conversation; the rules below are the ones that must be encoded in the system's logic.
Phase 1 — Report
- Reporter scans a site/zone-specific QR code (or opens the app), selects incident type, fills a short form, and attaches at least one photo (video/documents optional at this stage).
- System auto-generates a unique incident reference number (format:
SITE-YYYYMM-####) and timestamps the report. - System auto-detects the reporting site/zone from the QR code (no manual typing → fewer errors).
- Automatic notification fires immediately to the relevant Supervisor and HSE Officer (see §7).
Phase 2 — Triage & Initial Response
- Supervisor/HSE confirms or reclassifies incident type and assigns a severity level (1–5), which the current flowchart does not have — this is what drives SLA timers in step below. AI can suggest a severity level from the description (see §8), but a human always confirms it.
- Workflow branches based on type:
- Injury involved → medical treatment or first aid → medical status (LTI / non-LTI).
- Asset/MHE involved → emergency shutdown & LOTO if needed → operator-error check → minor/major classification → HR/discipline path if applicable.
- Environmental → containment steps, spill-kit deployment logged, environmental authority check.
- Near miss / hazard observation → skip straight to root-cause + CAPA, no medical/asset branch needed.
- Regulatory check (new, mandatory): at this point the system checks the severity/injury data against the DOSH NADOPOD 2004 rules (see §9) and tells the HSE Officer exactly which obligation applies — immediate notification, JKKP 6/7 within 7 days, or record-only in JKKP 8. This removes reliance on the HSE officer remembering the rule.
Phase 3 — Investigation & CAPA
- HSE conducts investigation: witness statements, alcohol/urine test (if applicable), evidence collection, structured root cause analysis (5-Why and/or fishbone — selectable template, not free text only).
- Every CAPA item created must have: description, responsible department/owner, due date, priority, and linkage to the root cause it addresses.
- System auto-escalates (notifies owner, then owner's manager, then HSE) if a CAPA passes its due date without a status update.
Phase 4 — Verification & Closure
- CAPA owner uploads completion evidence (photo/document proof the fix is in place) before marking a CAPA "done."
- HSE verifies effectiveness. If not effective, the CAPA reopens rather than the incident being closed with an open gap — this loop is missing from both flowcharts provided and is added here deliberately.
- Once all CAPAs are verified, HSE closes the incident; record locks (no further edits, only addenda) and flows into the dashboard and the JKKP 8 annual register automatically.
5. Evidence Management (Photos, Videos, Documents)
This must be a first-class feature across the entire lifecycle, not just at initial report:
| Stage | Evidence expected |
|---|---|
| Report | Scene photo/video, hazard photo |
| Response | LOTO tag photo, first-aid record, medical referral letter |
| Investigation | Witness statement scans, CCTV export, equipment inspection report, alcohol/urine test result |
| CAPA | Before/after photos, purchase receipts, training attendance sheets, updated SOP document |
| Verification | Final confirmation photo/video that the corrective action is in place and working |
Requirements:
- Accept JPG/PNG/HEIC, MP4/MOV, PDF/DOCX/XLSX. Max file size per upload configurable (recommend 200MB for video, compress on upload).
- Every file stores: uploader, timestamp, incident ID, stage, and an immutable file hash (for audit integrity — important if DOSH ever questions a record).
- Files retained minimum 5 years to match DOSH JKKP 8 register retention law — do not auto-delete.
- Thumbnail/preview generation so HSE doesn't have to download every file to review it.
6. CAPA Monitoring (dedicated module)
Because this was explicitly requested as a standout feature:
- Central CAPA register, filterable by site, department, status (open/in progress/overdue/verified/closed), and due date.
- Kanban-style board view (To Do / In Progress / Verification / Closed) in addition to table view — much faster for a department head to scan than a spreadsheet.
- Auto-escalation ladder: 3 days before due → reminder; on due date → notify owner; 3 days overdue → notify owner's manager; 7 days overdue → notify HSE + flagged red on dashboard.
- CAPA effectiveness re-check scheduled automatically (e.g., 30/60/90 days after closure) to confirm the fix actually held — this is beyond what the current proposal covers and beyond most SME-level systems, but is standard in mature EHS practice.
7. Notifications
- Email for formal records (investigation assignment, CAPA assignment, closure).
- WhatsApp Business API for time-critical alerts (new serious incident, CAPA overdue) — recommended in addition to email because your teams already operate on WhatsApp; email-only notification (as in the original proposal) will likely be checked less often by warehouse floor staff.
- In-app notification badge for all users.
8. AI-Assisted Capabilities (this is what makes it an "AI" system, not just a digital form)
| Capability | What it does | Business value |
|---|---|---|
| Report quality check | Flags incomplete reports (e.g., injury reported but no photo, or description too vague) before submission | Fixes the "delayed/incomplete information" problem named in the original proposal |
| Auto severity/category suggestion | Suggests severity level and incident category from the free-text description | Speeds up triage, reduces inconsistent classification between HSE staff |
| Similar-incident retrieval | Surfaces past incidents with similar description/location/equipment | Reveals recurring hazards fast — supports the "limited safety trend visibility" gap named in the proposal |
| Root cause & CAPA drafting assistant | Suggests likely root causes and draft corrective actions based on the investigation notes, for HSE to accept/edit | Cuts investigation write-up time, improves CAPA quality consistency |
| Auto-fill regulatory forms | Generates JKKP 6/7 draft PDFs and the JKKP 8 annual register from stored data | Removes the single biggest admin burden named in the proposal |
| Risk heatmap / prediction | Combines near-miss + incident + audit data by site/zone/shift to flag rising-risk areas before a serious incident occurs | Matches what leading commercial EHS platforms (VelocityEHS, Intelex) market as "predictive safety" in 2026 — but tuned to your own warehouses instead of generic industry data |
All AI outputs are suggestions the human reviews and approves — never auto-submitted to DOSH or auto-closed without a human sign-off. This matters both legally and for HSE staff trust in the tool.
9. Compliance Requirements — Malaysia Specific (correction to the source flowchart)
The uploaded flowchart labels the legal threshold box "OSHA Regulations." For Malaysia this should be the Occupational Safety and Health Act 1994 (amended 2022) and its subsidiary regulation, NADOPOD 2004 (Notification of Accident, Dangerous Occurrence, Occupational Poisoning and Occupational Disease Regulations), enforced by DOSH/JKKP. The system's compliance logic should follow the actual rule, which is more specific than the flowchart's single ">4 days" box:
| Situation | Obligation |
|---|---|
| Fatality, or serious bodily injury as defined in NADOPOD's First Schedule (e.g., fracture, amputation, loss of sight) | Notify nearest DOSH office immediately by fastest means, then submit JKKP 6 within 7 days |
| Dangerous occurrence (Second Schedule — e.g., boiler explosion, structural collapse), regardless of injury | Notify DOSH immediately, then JKKP 6 within 7 days |
| Other injury causing incapacity for more than 4 consecutive days | Submit JKKP 6 within 7 days (immediate call not legally required, but recommended for serious cases) |
| Occupational poisoning/disease (Third Schedule) | JKKP 7 within 7 days |
| Any of the above | Also logged in the JKKP 8 annual register, kept on-site 5 years, submitted to DOSH before 31 January each year |
Build the severity/injury intake fields so the system can determine which box applies automatically, and generate a checklist/reminder for the HSE Officer rather than relying on memory.
10. Dashboard & Analytics Requirements
- Total incidents, near misses, severity rate, open vs. closed — as in the original proposal — plus:
- Leading vs. lagging indicator split (near-miss/hazard reports = leading; injury/LTI = lagging) — this is the single biggest gap vs. commercial platforms and the cheapest to add.
- Site/zone/shift heatmap — critical for a multi-warehouse 3PL operation to compare performance and spot which dock, zone, or shift is generating the most risk.
- CAPA on-time completion rate (%).
- Top incident category and top root cause, trended over time.
- DOSH-reportable incident count and filing status (filed / pending / overdue) — audit-readiness at a glance.
- Exportable to PDF/Excel for board reporting.
11. Non-Functional Requirements
- Mobile-first, works on low-end Android phones common on warehouse floors; must work with poor/no signal (offline capture, syncs when back online).
- Multi-language UI: Bahasa Malaysia, English, Mandarin at minimum (Tamil if your workforce needs it) — the original proposal's Google Form is English-only, which will suppress reporting from non-English-fluent floor staff.
- Multi-site from day one — site and zone are first-class fields on every record, not an afterthought.
- Role-based access control enforced at the data level, not just hidden UI elements.
- Full audit trail: every create/edit/status-change/file-upload logged with user + timestamp, immutable.
- Data retention: minimum 5 years per DOSH requirement; evidence files never hard-deleted.
12. Success Metrics for the Project
- 100% of incidents captured digitally within 30 days of launch (zero WhatsApp-only reports).
- CAPA on-time closure rate above 85% within 3 months.
- Time from incident report to HSE Officer notification under 2 minutes (vs. current dependency on someone forwarding a WhatsApp message).
- Monthly HSE report preparation time reduced from days to minutes (auto-generated from dashboard).
- Zero missed DOSH statutory reporting deadlines.