How does this template calculate TRIR and DART rate?

TRIR is recordable cases times 200,000 divided by hours worked in the same 12 months; DART rate does the same with cases that had days away, restricted work or a job transfer. In the example data, 6 recordable cases in 435,610 hours give a TRIR of 2.75, and 3 DART cases give a DART rate of 1.38. The TRIR Calculator gives the same answer for the same inputs.

Why does the dashboard use rolling 12-month rates instead of monthly rates?

A month of hours is too small for a stable rate. In a plant working about 36,000 hours a month, one recordable case makes that month's TRIR 5.6 and the next month's 0.0, which says nothing about the trend. Twelve months of cases over twelve months of hours smooths that out, and the monthly chart shows how the 12-month figure moves as each month is added.

Does the workbook decide whether a case is recordable?

No. You choose the classification (near miss, first aid, other recordable, restricted or transfer, days away or fatality) using OSHA 29 CFR 1904 or your own jurisdiction's rules, and the workbook applies it. Record each case once at its most serious outcome: if a first-aid case later needs medical treatment, change its classification instead of adding a second row.

What is the difference between DART rate and LTIFR?

DART rate counts cases with days away, restricted work or job transfer per 200,000 hours. LTIFR counts lost-time cases, here days-away cases and fatalities, per 1,000,000 hours. In the example, 2 lost-time cases in 435,610 hours give an LTIFR of 4.59; on the 200,000-hour basis that is an LTIR of 0.92, one fifth of the LTIFR.

Which hours should go in the Hours Log?

Hours actually worked by everyone whose injuries you record, including temporary workers you supervise day to day, and excluding paid leave and holidays. Use the same department names as the Incident Log so department rates divide like by like. The Check column flags more than 300 hours per employee in a month, which is almost always a typing error.

Can I use it to fill in the OSHA Form 300A?

It holds the numbers the 300A summary asks for: cases by outcome (deaths, days away, restricted or transfer, other recordable), total days away and restricted, and hours worked for each calendar year. It does not reproduce the form, and it shows hours rather than the annual average number of employees, which you take from payroll.

Safety and People

Safety Incident Log Excel Template

Log every incident from near miss to fatality, add the hours worked each month, and see rolling 12-month TRIR, DART rate, lost-time rate and overdue corrective actions on a live dashboard.

Overview

This safety incident log is a working Excel workbook for EHS managers, plant managers and safety committees who need more than a list of accidents: it turns the register into the rates leadership and customers ask about. It ships with 24 months of example data for a fictional 210-person metal fabrication plant, so the dashboard and charts are populated the moment you open it; delete the example rows, add your own, and everything recalculates.

Each incident is logged once with one of six classification words, from near miss to fatality, at its most serious outcome. The workbook derives whether the case is recordable, a DART case (days away, restricted work or job transfer) or a lost-time case, and adds up the days lost. Hours worked are logged per department per month. TRIR and DART rate are cases times 200,000 divided by hours worked, the OSHA basis that equals 100 full-time workers for a year and the same formula as the TRIR Calculator on this site; LTIFR uses 1,000,000 hours, the basis common in the UK, Australia, India and many annual reports. Every rate is a rolling 12 months, because one month of hours is too small for a stable rate.

In practice, log cases as they happen and hours when payroll closes, then review the dashboard monthly. The rolling TRIR chart shows the trend behind the headline, the cases chart shows whether near-miss reporting is growing while injuries fall, the department chart shows where to focus, and the Pareto shows which event types hurt people most. Corrective actions carry due and closed dates, so overdue actions are counted on the dashboard instead of being forgotten.

What this template includes

Incident Log table: case number, date, department, job title, event type, classification, injury, days away and restricted, what happened and the corrective action with due and closed dates
Recordable, DART and lost-time flags worked out from six fixed classification words, days lost per case, and an action status (Complete, In progress, Overdue) against a status date you set
Hours Log table with hours worked and headcount per department per month, the denominator of every rate
Check columns that name problems in words: duplicate case number, days away on a case that is not a days-away case, more than 180 days, an action closed before the incident, more than 300 hours per employee
Dashboard with department and 12-month window filters, KPI tiles for TRIR, DART rate, LTIFR per 1,000,000 hours, recordable cases, days lost, near-miss and first-aid reports, overdue actions and days since the last recordable
Four native charts: rolling 12-month TRIR and DART rate by month, cases by month and type, TRIR by department and an injury Pareto by event type
Monthly, department and calendar-year tables, including the case and hours totals an OSHA Form 300A summary asks for
Method sheet with every formula and its sources, and a Verify sheet that re-checks the formulas against an independent reference (Self-check: PASS)

Suggested use case

Use it as the plant's incident register and monthly safety report: the EHS manager logs cases and hours, the safety committee reviews rolling rates, departments and overdue actions, and the year-end totals help fill in the OSHA 300A summary.

How to use it

On Setup, enter your site name, the status date and your own TRIR and DART targets, then replace the example departments and event types.
On Hours Log, add one row per department per month with the average headcount and the hours actually worked, from payroll.
On Incident Log, add one row per incident with its classification at the most serious outcome, the days away or restricted and the corrective action; use job titles, not names.
Fix anything the Check columns flag, and update the status date on Setup before each review.
Open the Dashboard and filter by department or move the 12-month window to review any period.

Frequently Asked Questions

How does this template calculate TRIR and DART rate?: TRIR is recordable cases times 200,000 divided by hours worked in the same 12 months; DART rate does the same with cases that had days away, restricted work or a job transfer. In the example data, 6 recordable cases in 435,610 hours give a TRIR of 2.75, and 3 DART cases give a DART rate of 1.38. The TRIR Calculator gives the same answer for the same inputs.
Why does the dashboard use rolling 12-month rates instead of monthly rates?: A month of hours is too small for a stable rate. In a plant working about 36,000 hours a month, one recordable case makes that month's TRIR 5.6 and the next month's 0.0, which says nothing about the trend. Twelve months of cases over twelve months of hours smooths that out, and the monthly chart shows how the 12-month figure moves as each month is added.
Does the workbook decide whether a case is recordable?: No. You choose the classification (near miss, first aid, other recordable, restricted or transfer, days away or fatality) using OSHA 29 CFR 1904 or your own jurisdiction's rules, and the workbook applies it. Record each case once at its most serious outcome: if a first-aid case later needs medical treatment, change its classification instead of adding a second row.
What is the difference between DART rate and LTIFR?: DART rate counts cases with days away, restricted work or job transfer per 200,000 hours. LTIFR counts lost-time cases, here days-away cases and fatalities, per 1,000,000 hours. In the example, 2 lost-time cases in 435,610 hours give an LTIFR of 4.59; on the 200,000-hour basis that is an LTIR of 0.92, one fifth of the LTIFR.
Which hours should go in the Hours Log?: Hours actually worked by everyone whose injuries you record, including temporary workers you supervise day to day, and excluding paid leave and holidays. Use the same department names as the Incident Log so department rates divide like by like. The Check column flags more than 300 hours per employee in a month, which is almost always a typing error.
Can I use it to fill in the OSHA Form 300A?: It holds the numbers the 300A summary asks for: cases by outcome (deaths, days away, restricted or transfer, other recordable), total days away and restricted, and hours worked for each calendar year. It does not reproduce the form, and it shows hours rather than the annual average number of employees, which you take from payroll.