General SMIS Questions

About Logging Into The System

Common SMIS Errors & Their Meaning

About Compensation Claim Filing

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:

  • The Claimant OWCP module permits individuals who are injured on the job to complete claims for compensation (CA-1 and CA-2) forms electronically. Additionally, in cases where the individual is unable to file a claim for him/herself a proxy may be assigned to file a claim on the employee's behalf.
  • The Supervisor's module is available to all supervisors for the reporting of accidents that occur to employees, or other personnel injured while doing business or visiting a DOI site contractors and visitors. Reporters of incidents may enter new reports, edit reports they have entered, and generate various reports about incidents entered by the reporter. Accident reports are available for editing by the original reporter 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. The Supervisor's module also contains a component that include completion of the supervisor portion of an employee's CA1/CA2 (claim for compensation) When the supervisor portion of the CA1/CA2 (sometimes referred to as: "page 2" data) is complete, some info from the CA-1 & CA-2 is transferred to the accident report and the supervisor is routed to the Accident Reporting module to complete the missing elements.
  • 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.
  • The Compensation Coordinator module allows compensation coordinators to review and finalize claims for compensation before they are submitted to OWCP for establishment of a case number. This module also includes several sub-modules (granted on an as needed basis) to allow compensation coordinators to manage the assignment of other compensation coordinators, locate claim identifiers, create proxy users, edit major agency alpha codes, and run management data reports.
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What Roles are Defined in SMIS?

There are five (5) populations serviced by SMIS (accessing 4 major functions):

  • Compensation Claim Input
  • Accident Report Input
  • Claim Review
  • Accident Report Review
  • Help Desk Module

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

  1. Employees: Employees log-in to file claims for compensation to Department of Labor (CA-1/CA-2 forms). After a successful login, the employee is required to provide a valid e-mail address. When this is done, a claim identifier is generated and sent to the provided e-mail address. In order for the employee to access the claim module they must provide this claim identifier to the system. The employee is only permitted to view claim data that is associated with the last name, last-4 and a claim identifier associated with the prior two factors. The data provided is limited to information about the employee who has logged in. The primary function of this type of account is for data entry not retrieval.
  2. Proxy Accounts: In the event an employee is deceased or too severely injured to personally file a claim for compensation, some compensation coordinators (their access is described later) have the authority to establish a designated representative to act as a proxy for the injured employee. This proxy account, like Employee account permits the filing of Claims for Compensation. The proxy account is valid, by default, for a period of only 30 days. The proxy account is associated with one, and only one employee.Therefore a unique account must be created to each employee requiring this service. The account permits all the functionality afforded by the employee for the authenticated proxy user.
  3. Supervisors: Department of the Interior supervisors have two main responsibilities within the SMIS system. First: they fill out the supervisory portion of an employee's claim for compensation, and second: they investigate and file an accident report for any incidents that occur within their realm of supervisory authority. In order for the supervisor to access compensation data (i.e. complete the supervisor's section of the employees claim for compensation) the supervisor must also enter into SMIS, the claim identifier that was provided to the employee when the claim was initiated. This identifier is provided to the supervisor by the employee and mimics the action of passing a paper copy of the report to the supervisor to complete the appropriate section. Thus the personal information revealed to the supervisor is the same as that which would have been provided by the paper system. Beyond this, the supervisor module is an input-only module and does not reveal any information to the supervisor beyond that authorized/mandated by OSHA requirements.
  4. 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.
  5. 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 and which claims he or she must process. Additionally this compensation coordinator can assign privileges to new compensation coordinators that include: run reports, process claims for compensation, recover claim identifiers, create proxy users, etc. 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 20 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?

Netscape, Mozilla, Opera, Safari, and Internet Explorer are supported for SMIS. The browser must also have "Cookies Enabled".

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How does a property damage or "near miss" accident get reported?

Property Damage & "near miss" are reported using the Supervisor Module. This module can also be used to file Accident Reports for Minor Injuries that don't involve a claim for compensation or editing/updating accident reports that the supervisor has entered. It is important to remind the supervisor that all incidents entered through that link are considered minor and cannot be submitted to OWCP.

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

Employees do not require any special credentials to log into SMIS, you simply use your last name and the last-4 digits of your SSN to gain access to the system. On rare occasions (particularly if you have a common last name), your name and last-4 may match you and other employees, in such a case, SMIS will request that you enter your last-5 of your ssn, should that still match multiple people, you may be asked for your last-6 etc., until you are uniquely identified in the system.

NOTE: Your last name must match exactly the spelling within FPPS; i.e. if your name contains a hyphen, you must include the hyphen or if you have a suffix such as JR you must include it after your last name.

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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 to file a CA-1, the following options are available:

  1. If the employee needs medical care, a hard copy CA1 should be submitted to OWCP and at a later date, when the employee data is received & imported from FPPS, a CA1 can be filed electronically, however, the supervisor and/ or compensation coordinator should chose in the filling instructions to save the claim into SMIS and not transmit it to OWCP to prevent a duplicate case from being created at the Department of Labor.
  2. If it's not a medical emergency (for instance, the employee had a minor injury, or exposure and wants to document the case) the claim can wait until the employee's 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 to log into SMIS, you use your last name and the last-4 digits of your SSN to gain access to the system. On rare occasions (particularly if you have a common last name), your name and last-4 may match you and other employees, in such a case, SMIS will request that you enter your last-5 of your ssn, should that still match multiple people, you may be asked for your last-6 etc., until you are uniquely identified in the system.

NOTE: Your last name must match exactly the spelling within FPPS; i.e. if your name contains a hyphen, you must include the hyphen or if you have a suffix such as JR you must include it after your last name.

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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. After receiving your credentials, you will need to use the provided user ID and password to log into the system for the 1st time. During that first login, you will be required to change your password in the system.

NOTE: Your last name must match exactly the spelling within FPPS; i.e. if your name contains a hyphen, you must include the hyphen or if you have a suffix such as JR you must include it after your last name.

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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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Why does the system keep going back (or "looping") to the sign-in screen after I log-in?

The user id/password/email address are stored in a browser "cookie" and sent to the SMIS server. The user's browser doesn't allow cookies to be stored and therefore the info doesn't make it to the server.

Possible Solutions:

  1. Have user change browser security setting to "Medium"
  2. Contact their IT department for assistance.
  3. Try to log on to another computer.
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I received an error: "Element TOKEN is undefined in session"

This is a "runtime" error caused by leaving the session idle. Because of security reasons, there is a time variable that expires when you don't submit the page within 20 minutes. The employee will need to close the browser (using the back button won't work) and log back into SMIS to start a new session. The SMIS staff is currently researching a solution to this problem. The solution may involve warning you a few minutes prior to the expiration of your sesson, or perhaps allowing you to take some action to extend the session.

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When I try to print the CA-1/CA-2, it prints with missing or blank fields

This is normally a data related issue and is typically caused by a parenthesis in one of the narrative fields. Adobe Acrobat triggers all kinds of errors like blanks and misaligned fields whenever there are parentheses in any of the narrative fields. If you encounter this problem, you will need to contact the SMIS Help Desk.

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I received an error "REJ-DUPL" from the system, why was the case rejected and do I need to re-enter the case into the system to get a case number?

REJ-DUPL means that OWCP rejected it because it is a duplicate claim, most probably a hard copy was submitted to OWCP and that one was approved. You shouldn't resubmit another electronic CA-1 to OWCP with the same date of injury because it will probably be rejected again. If you change slightly the date/time of the injury, there's a chance for the claim to be accepted resulting in basically the same injury with two OWCP claim numbers. You should resubmit the claim as described above if and only if you are reporting an injury that is distinct and different from the one reported on your approved paper application.

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Why does a Supervisor get an error message when he/she tries to send the form with the number of days lost time entered?

That sometimes happens because there are a couple of spaces before the number. Place the cursor on that number and hit backspace until the number is completely aligned at the left side, or they can select the spaces before the number and delete them.

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How Long Does it Take to Process a Claim for Compensation?

From the time the employee submits their claim for compensation in SMIS, i.e. completes their portion of the form and hits the submit button, the Department has only 10 working days to process the claim and dispatch it to the Department of Labor for the claim to be considered timely by OWCP. The process is normally completed much more quickly if the employee immediately notifies their supervisor that the claim needs to be processed.

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Why have I not received a DOI claim ID number?

There two possibilities:

  1. The claim id was generated but the employee hasn't received the notification email.
  2. The claim id was not generated because the system was designed to assign only one claim at the time. As long as the claim is still open, meaning it was not completed by the CC (compensation coordinator) a second claim id will not be generated automatically.
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How do I check the status of my claim?

Normally you will receive an e-mail at each stage of the processing of your claim, but should that not occur, you should contact your HR office or compensation coordinator for information.

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Can changes be made to the CA1/CA2 once my claim is submitted?

Changes can be made ONLY if the claim has not been completed by the Compensation Coordinator. If the claim has been completed, the data is now locked and unable to be changed. If you have important facts to provide to the Department of Labor regarding your claim, you should contact them directly or through your compensation coordinator to provide this information, being to sure to use the claim number to reference your account. Remember, the SMIS role in the process is only to act as a conduit for you to submit your initial claim and receive your claim number very quickly. Once you have received your claim number, the role of SMIS in the process is finished and your contact should be through your HR office (Compensation Coordinator) or directly with the Department of Labor.

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Can another individual enter a claim on behalf of an employee (proxy)?

In the event an employee cannot file a claim on their own, a person, who will represent the employee (typically a family member or supervisor) must contact a Compensation Coordinator (CC) and request a Proxy User ID/Password. Once you have the proxy user id and password, log in on the "File a Workers' Compensation Claim (CA1/CA2)" option and use the "Designated Representative (Proxy) for DOI Employee Login" side of the screen.

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Can SMIS be used to file a claim for a volunteer, or other non-DOI category of personnel?

If the volunteer or the other non DOI personnel (fire fighters, YCCE (Youth Con. Corps (Enrollee), YCCA (Young Adult Con. Corps), students, contractors, menominee Tribe, etc) had not been injured before, they will not identified in the SMIS system. SMIS can only process claims for personnel that it has in it's database. SMIS only imports data from FPPS for regular, temporary, or seasonal employees. All other eligible categories of Non DOI personnel need to have a profile entered into the system manually by the Compensation Coordinator to establish the person's identity in the SMIS database. Once this is done, the eligible Non-DOI person may file a claim for compensation in a manner identical to regular DOI employees. To find a compensation coordinator, contact your Human Relations office.

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How do I find out who the compensation 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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What does an employee need to do if the employee has a reoccurrence of an injury?

Presently SMIS only accommodates the electronic submission of CA-1/CA-2. All other forms including CA-7 or CA-16 or revised CA-1/CA-2 must be submitted to OWCP via hard copy. Remember, the SMIS role in the process is only to act as a conduit for you to submit your initial claim and receive your claim number very quickly. Once you have received your claim number, the role of SMIS in the process is finished and your contact should be through your HR office (Compensation Coordinator) or directly with the Department of Labor.

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How can an employee who has already filed a CA1/CA2 review the information or reprint the CA1/CA2?

First check the status of the claim. See notes under "Check the status of the claim".

If the claim is still open (was not completed by the Comp Coordinator), the employee can login following the same steps as it did when it first filed the claim. To re-print the claim the "Print CA1/CA2" link can be used. If any changes are made, the employee should resubmit the CA1/CA2, than notify the supervisor about the resubmission of his claim. The Compensation Coordinator will be notified automatically by SMIS upon the resubmission of the claim.

If the claim is already closed the employee does not have direct access to it anymore. The employee should contact the Compensation Coordinator and ask for a copy of his CA1. The Compensation Coordinator can retrieve his claim and reprint it.

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I am a compensation coordinator and I need to reprint or review a claim that is no longer in my queue, how can I access this claim?

Once the you have completed processing a claim, the claim disappears from your queue. However you can use the search box at the bottom of your list and retrieve the CA1/CA2 by entering the claim identifier or OWCP claim number.

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