As an experienced safety professional with years of managing workplace safety, I know how critical it is to track the effectiveness of safety programs. Monitoring safety performance using the right Key Performance Indicators (KPIs) ensures that you’re not just meeting regulatory requirements but actively reducing risks and improving safety culture. I’ll guide you through the essential KPIs that every safety program should track.

Key Performance Indicators (KPIs) for safety performance include both leading and lagging indicators such as incident rates, near misses, safety audits, and employee training completion. By measuring these metrics, organizations can gauge the success of their safety programs and take proactive steps to reduce risks.

KPIs are invaluable for understanding how well your safety initiatives are working. But to truly drive improvement, you need to focus on the right metrics. In this post, we’ll explore key safety KPIs that provide actionable insights, helping you maintain a safer workplace and foster a proactive safety culture.

Contents

Key Performance Indicators (KPIs) for Monitoring Safety Performance

Lagging Indicators: Measuring Past Performance

Leading Indicators: Predicting Future Performance

Balancing Leading and Lagging Indicators for Comprehensive Safety Measurement

How to Implement KPIs in Your Safety Program

Implementing KPI Data Collection with SharePoint and PowerApps

Step 1: Create a SharePoint List

Step 2: Create a PowerApps Form for the SharePoint List

Step 3: Connect the SharePoint List to Power BI

Step 4: Set Up Real-Time Data Refresh in Power BI

Step 5: Share the Dashboard

Additional Tips

Utilizing SharePoint, PowerApps, and Power BI for Real-Time KPI Tracking

Conclusion

References

Lagging Indicators: Measuring Past Performance

Lagging indicators reflect incidents that have already occurred and are valuable for understanding past safety performance. However, they do not provide insights into preventing future incidents. Common lagging indicators include:

1. Total Recordable Incident Rate (TRIR): TRIR measures the number of work-related injuries or illnesses per 100 full-time employees during a given year (Occupational Safety and Health Administration [OSHA], n.d.). Van Derlyke et al. (2022) argue that while this metric is a widely recognized benchmark, its use alone may not lead to proactive safety improvements if organizations focus solely on compliance rather than fostering a safety culture.
2. Lost Time Injury Frequency Rate (LTIFR): This KPI tracks the number of injuries resulting in time away from work per million hours worked. The dairy manufacturing industry, for instance, has higher injury rates than other sectors, emphasizing the need for safety programs that go beyond mere compliance (Van Derlyke et al., 2022).
3. Days Away, Restricted, or Transferred (DART): This metric assesses how often workplace injuries cause employees to miss work, be placed on restricted duty, or be transferred to another job. While lagging indicators such as DART are valuable for understanding past performance, they do not always indicate which preventive measures were effective (Van Derlyke et al., 2022).

Leading Indicators: Predicting Future Performance

Leading indicators are proactive metrics that help predict and prevent future incidents. Tracking activities and behaviors that promote safety can lead to risk reduction. The study by Van Derlyke et al. (2022) found discrepancies between the leading indicators implemented and those perceived as effective, underscoring the need for careful selection and evaluation. Examples of leading indicators include:

1. Near Miss Reporting Rate: Tracking near misses is crucial as it reflects the effectiveness of hazard identification and a proactive reporting culture (Dursun & Şengül, 2022). The more near misses reported, the more opportunities there are to prevent future incidents.
2. Safety Audits and Inspections: Regular audits are essential for identifying potential hazards. Van Derlyke et al. (2022) highlight the importance of conducting safety audits not just for compliance but as a genuine tool for improving safety performance.
3. Employee Training Completion Rate: Adequate training is key to reducing risks. According to Khan et al. (2023), strategic management initiatives like training, when aligned with KPIs, enhance organizational performance and employee safety.
4. Safety Observations and Behavioral Audits: Observing safety behaviors in real time allows managers to assess protocol adherence. The use of validated scales and safety climate assessments can indicate the overall safety performance and highlight areas for further training (Dursun & Şengül, 2022).

Balancing Leading and Lagging Indicators for Comprehensive Safety Measurement

A balanced approach is crucial for an effective safety program. Van Derlyke et al. (2022) argue that merely implementing safety indicators does not guarantee reduced incidents. Organizations need to balance lagging indicators (to understand past performance) and leading indicators (to identify and mitigate risks proactively).

1. Establishing a Balanced Scorecard: The Balanced Scorecard (BSC) approach integrates both types of KPIs, providing a comprehensive view of safety performance (Khan et al., 2023). For example, while TRIR offers an overview of past incidents, tracking near misses and safety audits helps address potential future risks.
2. Using KPIs to Drive Continuous Improvement: Continuous review of safety KPIs is necessary to identify trends and areas needing improvement. Van Derlyke et al. (2022) emphasize that KPIs should not be static; they should evolve as the organization’s safety culture develops.

How to Implement KPIs in Your Safety Program

1. Set Clear Objectives: Define what you aim to achieve with your safety program. Your KPIs should align with these objectives to ensure relevance and effectiveness (Van Derlyke et al., 2022).
2. Choose the Right KPIs for Your Industry: Not all KPIs are suitable for every organization. In industries like dairy manufacturing, a strong emphasis on safety observations and preventive maintenance is more effective in reducing injuries (Van Derlyke et al., 2022).
3. Review and Adjust KPIs Regularly: As safety culture evolves, so should the KPIs. Regular review ensures alignment with current safety objectives and addresses new challenges (Dursun & Şengül, 2022).

Implementing KPI Data Collection with SharePoint and PowerApps

While selecting the right KPIs and reviewing them regularly are crucial steps in driving safety performance, it’s equally important to establish a reliable method for collecting, managing, and analyzing this data. Leveraging digital tools like Microsoft SharePoint, PowerApps, and Power BI can significantly enhance the efficiency of your data collection process, enabling you to maintain a comprehensive view of your organization’s safety metrics in real time. An automated system not only streamlines data entry but also improves accessibility, allowing safety professionals to make data-driven decisions and address issues proactively.

Here’s a step-by-step guide on how to implement a SharePoint list to collect information using a PowerApps-linked form and display it on a real-time Power BI dashboard. These instructions assume you have access to Microsoft 365 (Office 365) services and Power BI.

Step 1: Create a SharePoint List

1. Access SharePoint:
2. Navigate to your SharePoint site where you want to store your KPI data.
3. Create a New List:

2. On your SharePoint site, click the gear icon (Settings) in the top-right corner.
3. Select “Site Contents” and then “New” > “List.”
4. Choose “Blank List” and name it (e.g., “KPI Data Collection”).
5. Click “Create.”
6. Add Columns to the List:
7. After creating the list, add columns to capture the necessary KPI data. For example:
   • Date (Date and Time)
   • Employee Name (Single line of text)
   • KPI Metric (Choice, e.g., “Incident Rate,” “Training Completion”)
   • Value (Number)
   • Comments (Multiple lines of text)
8. Customize Columns:

4. Click “+ Add Column” to create custom columns for each piece of KPI data you want to track.
5. Set the appropriate data types (text, number, choice, etc.) based on the information you need to collect.

Step 2: Create a PowerApps Form for the SharePoint List

1. Launch PowerApps:

1. On the SharePoint list’s page, click on “Integrate” in the top menu.
2. Select “Power Apps” > “Customize forms.” This opens the PowerApps studio in a new browser tab.
3. Customize the Form:

2. PowerApps will automatically generate a form based on your SharePoint list columns.
3. Use the drag-and-drop interface to modify the form. You can:
   • Change field labels, sizes, and positions.
   • Add input validation (e.g., required fields).
   • Customize the form’s appearance by modifying fonts, colors, and button styles.
4. Save and Publish the Form:

3. Click “File” > “Save” to save the changes in PowerApps.
4. Click “Publish to SharePoint” to make the form live.
5. Test the Form:
6. Go back to the SharePoint list and click on “+ New” to test the new form. The customized PowerApps form should appear, allowing you to input data directly into the SharePoint list.

Step 3: Connect the SharePoint List to Power BI

1. Open Power BI Desktop:
2. Launch Power BI Desktop on your computer.
3. Connect to the SharePoint List:

2. Click on “Home” > “Get Data” > “SharePoint Online List.”
3. Enter the URL of your SharePoint site (e.g., https://yourcompany.sharepoint.com/sites/YourSiteName).
4. Choose the list you created (e.g., “KPI Data Collection”) and click “Load” to import the data into Power BI.
5. Build the KPI Dashboard:

3. Create visualizations using the imported data. For example:
   • Use a line chart to display trends in KPI values over time.
   • Use a gauge chart for individual KPI metrics.
4. Apply filters and slicers to allow real-time data exploration on your dashboard.
5. Publish the Dashboard to Power BI Service:
6. Click “Publish” in Power BI Desktop and select the appropriate workspace in the Power BI service.

Step 4: Set Up Real-Time Data Refresh in Power BI

1. Schedule Data Refresh:

1. Go to the Power BI service (https://app.powerbi.com) and navigate to your workspace.
2. Find the dataset linked to your SharePoint list, click the ellipsis (…), and select “Settings.”
3. Under “Scheduled refresh,” set the data refresh frequency (e.g., hourly).
4. Enable Auto-Refresh for Near Real-Time Updates:
5. For near real-time updates, consider using Power BI’s DirectQuery or Push Data features. This is more advanced but allows the dashboard to reflect changes in the SharePoint list almost immediately.

Step 5: Share the Dashboard

1. Share the Dashboard:

1. In the Power BI service, open the dashboard you created.
2. Click on “Share” to invite others or create a link that can be sent to team members.
3. Embed the Dashboard (Optional):
4. If you want to embed the dashboard in SharePoint or other internal sites, use the “File” > “Publish to web” option or “Embed in SharePoint Online.”

Additional Tips:

• Data Security: Make sure that only authorized users have access to the SharePoint list and the Power BI dashboard. Adjust permissions in SharePoint to restrict access to the KPI data.
• Mobile Access: Use the PowerApps mobile app to input data directly from smartphones or tablets.
• Testing: Test the entire workflow to ensure data entry in PowerApps flows correctly into the SharePoint list and updates the Power BI dashboard.

Utilizing SharePoint, PowerApps, and Power BI for Real-Time KPI Tracking

One practical way to implement an efficient KPI tracking system is through the use of SharePoint lists connected to a PowerApps-linked form. This setup allows for easy data collection directly from employees, while the data can be visualized in a Power BI dashboard for real-time monitoring. By establishing a seamless workflow between these Microsoft tools, you can ensure that your safety KPIs are effectively captured, reviewed, and adjusted to align with your evolving safety culture. Here’s how you can set up this system step-by-step.

Conclusion

Key Performance Indicators (KPIs) are essential for measuring the success of safety programs. By using a combination of lagging and leading indicators, organizations can gain a comprehensive view of safety performance, identify potential risks, and drive continuous improvement. The synthesis of recent research demonstrates that effective use of KPIs, beyond mere regulatory compliance, fosters a proactive safety culture and reduces workplace injuries.

References

Dursun, S., & Şengül, B. (2022). The Relationship Between Safety Climate and Safety Performance Indicators: A Field Study. Sosyoekonomi. http://dx.doi.org/10.17233/sosyoekonomi.2023.02.01

Khan, S. H., Kureshi, N., Aslam, M. S., & Rafique, S. (2023). Balance Scorecard (BSC): Incorporating “Key Performance Indicators” (KPIs) in the Evaluation of the Healthcare System. Pakistan Armed Forces Medical Journal (PAFMJ). https://doi.org/10.51253/pafmj.v73i6.8649

Occupational Safety and Health Administration (OSHA). (n.d.). Guidelines for Safety Performance Metrics.

Van Derlyke, P., Marín, L. S., & Zreiqat, M. (2022). Discrepancies Between Implementation and Perceived Effectiveness of Leading Safety Indicators in the US Dairy Product Manufacturing Industry. Safety and Health at Work, 13, 343–349. https://doi.org/10.1016/j.shaw.2022.04.004

Todd Jerome Jenkins President

Todd Jerome Jenkins is a Certified Safety Professional (CSP), safety consultant, and seasoned author with a passion for protecting working people and fostering safer workplaces. Drawing from years of experience in both the field and academia, Todd specializes in creating practical solutions for occupational health and safety challenges. Todd is the author of several insightful books, including: Human Organizational Performance (HOP) Tools for Individuals AI: ChatGPT – A New Tool for Smarter Safety Through his writing, Todd empowers safety professionals to elevate their programs, embrace innovation, and lead with confidence. His books offer actionable strategies and tools to tackle real-world safety challenges, from implementing cutting-edge AI technologies to mastering the principles of Human Organizational Performance. As a service-connected disabled veteran, Todd combines his dedication to safety with a mission to give back to the community, partnering with organizations to build safer and more resilient work environments. When Todd isn’t consulting or writing, he’s helping organizations take their safety programs to the next level, mentoring future safety leaders, or sharing his knowledge as a speaker and educator. Explore his latest work and learn more about his services at toddjeromejenkins.com.

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