SMIS FAQ

General SMIS Questions

About Logging Into The System

What is SMIS?

The Safety Management Information System (SMIS) is a collection of computer programs that assist Safety Managers and DOI employees in managing the safety risks associated with employment in the Department of the Interior. Additionally, SMIS serves as a conduit for employees who are injured on the job to file claims for compensation and enables Compensation Coordinators to track, review and monitor the Workers' compensation program.

The SMIS System consists of 4 major modules:

(1) The Employee module allows individuals to report Incidents, Hazards, Near Misses and Exposures.

(2) The Supervisor's module allows the creation of new reports on behalf of employees that don't have a GOV email address or are incapacitated. Supervisors can edit previously entered reports until a safety manager has reviewed them. A limited edit capability remains for several years after a report has been filed to enter information that augments the report.

(3) The Safety Manager module that is available only to individuals designated as either permanent or collateral duty safety managers, allows safety managers to correct, reject, edit, and review accident reports that have been entered within their area of responsibility. There are also options that allow printing hard-copy listings of the incident / accident report. The Safety Manager module contains several sub-modules (granted on an as required basis) to permit final review and posting of accident reports to the SMIS database, add/modify/remove users from the system, edit reports in the permanent database, perform certain utility functions, and run management information reports.

(4) The Compensation Coordinator module manages the assignment of compensation coordinators, handle case management, edit major agency alpha codes, and run management data reports.

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What Roles are Defined in SMIS?

There are four (4) personnel types serviced by SMIS:

Each major function has its own login process and will be described in turn.

  1. Employees: Employees log-in to initiate an accident report, with the option of starting a claim of compensation. The employee is required to provide a valid government issued e-mail address. A verification email is then automatically generated to the provided e-mail address, and will contain a link that must be clicked and a password must be created. On the first use of SMIS, the employee will need to connect their email address with their payroll record. This one-time process allows SMIS to correctly route their incident details to the appropriate org-code.
  2. Supervisors: Department of the Interior supervisors have two main responsibilities within the SMIS system. First: they investigate and complete accident report for any incidents that occur within their realm of supervisory authority. Second: they complete OWCP Case Audits that have been generated by the Case Management System. The supervisor will be notified when they are listed as the supervisor on a Case Management account and they have an audit to complete. The supervisor is required to provide a valid government issued e-mail address. A verification email is then automatically generated to the provided e-mail address, and will contain a link that must be clicked and a password must be created. On the first use of SMIS, the supervisor will need to connect their email address with their payroll record. This one-time process allows SMIS to correctly route their incident details to the appropriate org-code.
  3. Safety Managers: Safety managers are privileged users. The safety manager with add/edit user creates an access list for the new safety manager. An organizational access list defines the organization codes that the safety manager has rights to view. It also determines what accident reports will appear on the Safety Manager's review or final-review list. Additionally the safety manager can assign privileges to subordinate safety managers that include: run reports, review accident reports, post final-reviews, view/edit the permanent SMIS database, etc. While some safety managers (typically bureau level) have the authority to add new users; no safety manger my grant this privilege to others. To prevent the uncontrolled propagation of new users, this privilege may only granted by the SMIS program manager.
  4. Compensation Coordinators: Compensation coordinators are privileged users. The compensation coordinator with add/edit user authority also creates an access list for the new subordinate compensation coordinator. This access list defines the organization codes that the compensation coordinator has rights and responsibility to view. Additionally this compensation coordinator can assign privileges to new compensation coordinators that include: run reports and create/edit case management records. While some compensation coordinators (typically bureau level) have the authority to add new users; no safety manger my grant this privilege to others. To prevent the uncontrolled propagation of new users, this privilege may only granted by the SMIS program manager.
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Are there defined time-out parameters for SMIS?

All user sessions time-out after 120 minutes of inactivity. This lengthy period is required due to the complexity of the data input. Supervisors, compensation coordinators, and safety managers must typically perform research-while-on-line that may involve reading documentation to make interpretations of policy, or telephonic contact with individuals involved in the accident being reported.

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What browsers are supported by SMIS?

Chrome, Internet Edge and Safari are supported for SMIS. The browser must also have "Cookies Enabled".

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How does an exposure, property damage, hazard or "near miss" accident get reported?

These incidents can all be reported using the Employee or Supervisor Module.

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I want to file a Claim for Compensation: How Do I Log-In?

A SMIS Accident Report is the first step for the Workers' Compensation Claim and is mandatory for every work related safety incident. Employee logs into SMIS via the Employee Module using their government issued email address. Employee clicks the "Report Incident" button and answers the question "Do you want to file a Workers' Compensation claim?" and follow the on-screen directions.

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How long does it take before a new employee is loaded into the SMIS System?

It normally takes 2 pay periods or more for a new employee to be populated into the SMIS system. If the employee needs access prior to that, the following options are available:

(1) A supervisor can initiate an accident report on behalf of the employee. The supervisor will sign into the SMIS supervisor module and in the "Create New Accident Report" section, select "New Report". Supervisor will answer the question: "Does the employee intend to file a Workers' Compensation Claim?"

(2) The employee can wait until their record is available in the system.

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I'm a Supervisor: How Do I Log-In?

Supervisors do not require any special credentials. Sign into SMIS via the supervisor module and use your government issued email address to gain access to the system.

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I'm a Compensation Coordinator or a Safety Manager: How Do I Log-In?

If you have been assigned duties as a compensation coordinator or safety manager then you are a privileged user of the SMIS system and as such, must have specifically assigned credentials. You will need to have these credentials assigned to you by a bureau-level compensation coordinator or safety manager who has been granted permission to manage user accounts. A list of the relevant personnel is provided as a hyperlink on the compensation coordinator or safety manager login page, as applicable to you. Once you have been assigned your priveleges, you will select the module you wish to use and enter your email and user created password.

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How long does a login account remain active in SMIS?

Employees & Supervisors can access the system as long as they remain active employees of the Department of the Interior. Privleged accounts (safety managers & compensation coordinators) that haven't been used for over a year or whose owner is no longer an employee of the Department are retired from the system.

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How do I find out who the compensation coordinator is for an employee?

You may contact your Human Relations Office. Normally they will be able to direct you to an appropriate Compensation Coordinator. Failing that, you should contact the SMIS helpdesk for information.

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