Year-end Tasks to Prepare in November | Checking Remaining Tasks in Training, Health Checkups, Safety Inspections, and EAP

📌 First week of November, gathering what's left on one page

There is no need to create new departmental reports. The training manager can bring in the completion status, the health manager the screening progress, the safety manager the list of corrective actions, and the EAP manager the contract and operations reports.

Select only the unfinished tasks from each document and write them in the same table. This does not mean that you must include employee names or medical conditions in the table.

The table to be shared lists the task, personnel, and date, and individual lists are managed separately by an authorized person in charge.

Write the next action instead of the status.

If you only write the status, such as “Training in progress,” “Screening encouragement planned,” or “Facility improvement under review,” you will end up saying the same thing at the next meeting. “After identifying subjects who have not received training” supplementary training date Like “Notice”, “Re-notify those without reservations”, and “Determine replacement schedule after receiving estimate” Next action Please change it to.

The person receiving the request must know where to start.

📚 We match the training participants with their completion records.

It is difficult to conclude that all participants have been verified based solely on the “100% completion rate” report received from the training provider. If only those who initially applied for the training were included in the denominator, employees hired later or those who were removed from the application list may not be present in the report.

Reconfirm the targets for each training session based on the personnel list. Actual completion history Try attaching it. People who do not need education Reason for exclusion If you leave it, the next person in charge will not repeat the same verification.

STEP 1. Recreate the target list by training type.

Sexual harassment prevention training, disability awareness training, personal information handler training, retirement pension training, and industrial safety and health training differ in their target audiences and implementation standards. Do not process this by putting all employees on a single list and having them complete the same amount of training time.

First, check the requirements of the relevant training, such as whether the work involves handling personal information, whether the employee is a retirement pension subscriber, or whether the training is subject to industrial safety and health regulations. For specific times and methods, verify the latest standards for each training session and the conditions of the workplace.

STEP 2. Check hiring, return to work, and department transfer history.

After initially providing training information, check if there have been any personnel changes. You should not assume that the recruitment training required for new hires during the year or training related to job changes can simply be replaced by the regular year-end training.

Article 29 of the Occupational Safety and Health Act distinguishes between regular training and training required for hiring, changes in work content, etc. For cases requiring a judgment, such as rehiring or contract renewal, do not omit the training based solely on previous completion certificates; instead, verify both the applicable standards and the basis for the judgment.

STEP 3. supplementary training date Determine the method for submitting supporting documents.

For employees who have not yet received training, do not simply tell them to “make sure to take the course within this month”; instead, provide the course name, registration method, deadline, and contact person for inquiries all at once.

• Employees who find it difficult to take online courses due to field or shift work coordinate available time slots with their department during working hours.
• After completion, check whether the necessary records for each training, such as attendance and completion history, training materials, and implementation dates, have been collected.
• Please add a distinction to the file names as well to avoid mistakenly saving the application list as the final completion list.

🩺 We check the check-up appointment, actual examination, and follow-up guidance separately.

Making an appointment does not mean the screening is complete. The status report that the health official will receive is at least “ Before making a reservation ”, “ Reservation complete ”, “ Confirmation of checkup completion ”, “ Additional guidance needed It is better to divide it into ”.

Even for those whose appointment dates have passed, the actual completion of the examination is verified through procedures established by the hospital or company. Since the scope and frequency of examinations vary depending on work duties and exposure factors, we do not provide guidance suggesting that all employees must undergo the same test every year.

Please classify the remaining subjects by type of checkup.

If general health examinations and special health examinations based on hazardous factors are listed in the same column, it is difficult to distinguish which examinations remain. Health examinations prescribed by Articles 129 and 130 of the Occupational Safety and Health Act follow their respective targets and standards.

Even if the on-site hospital check-up schedule has concluded, if some subjects are missing, you must provide guidance on additional testing methods. Report the remaining personnel and processing schedule to the person in charge, but do not unnecessarily share diagnoses and test results widely.

Please also include post-examination guidance in your work.

Include guidance provided after receiving results in the task list. If necessary follow-up guidance is required, such as for re-examinations, medical treatment, or operational measures, schedule a contact date with the person in charge and record whether the guidance was actually provided.

When requesting cooperation from a department head, it is better to convey only the necessary task, such as "Please adjust the morning time on a specific date for a check-up," rather than explaining that "the check-up results are poor." Since health information is sensitive information, Individual originals and aggregated data for company reporting Manage it separately.

🦺 Safety inspections check whether any discovered problems have been fixed.

Signing the safety checklist does not mean the improvements are complete. Please double-check any remaining items, such as “handrail repair needed,” “additional protective equipment provided,” or “work procedure modification,” by attaching the person responsible for the action and the scheduled date.

The risk assessment under Article 36 of the Occupational Safety and Health Act must identify hazardous and dangerous factors and lead to measures to reduce risks. This is why the completion of the assessment form and the completion of corrective measures are not marked as the same status.

Also, please check for safety while waiting for construction or purchase.

When purchasing or construction is delayed, we do not simply write down the estimated completion date and wait.

• Whether the work can continue, necessary work restrictions, access controls, alternative equipment, etc., during that time temporary measures The on-site safety and health manager must review what it is.
• imminent danger You must not simply move tasks that exist to the “items to be processed in next year’s budget.”
• Whether to allocate a budget and measures to reduce current risks must be assessed separately.

Please leave a record confirming actual usage after installation.

Once the work is complete, instead of just collecting photos of the replacement or repair, please also record whether the department that will actually be using it has verified it. Including the date the photos were taken, the installation location, the person who verified it, and whether there is any additional work remaining will make it easier to compare during the next inspection.

By distinguishing between the status of requesting a quote, placing an order, installing, and verifying usage, you can explain to management in reports why the project is still incomplete despite the budget being spent.

💬 Check EAP contracts and usage guidelines before the end of the year.

If you operate EAP on a one-year basis Contract termination date and next contract start date Start by verifying the following with the operating company: whether there are any employees currently undergoing counseling, until when the remaining sessions can be used, and which contract applies to counseling requests made at the end of the year.

We also review the usage instructions to be shown to employees to ensure that the application link does not disappear or that guidance cannot be provided due to a change in the person in charge the day after the contract ends.

Please check the aggregated data instead of the individual counseling details.

The materials the company needs to receive at this time are This is not consultation content by employee. Check aggregated data that can improve the service, such as the number of applications and usages, available channels and times, reservation waiting status, guidance activities, and recurring operational inconveniences in staff inquiries.

Article 83, Paragraph 2 of the Framework Act on Labor Welfare is regarding the process of implementing the worker support program Guarantee anonymity We have decided to do so. Please avoid the method of linking user lists with personnel data to select next year's support targets.

For next year's requests, please write the terms of use you wish to change.

If you specify exactly what you want to change next year in your request, budget review becomes easier. Instead of stopping at simply stating, "I want to increase usage rates," discuss whether you need guidance visible to field staff, more information on evening and weekend counseling options, or training for managers to guide them to counseling when they detect crisis signals.

You can also check whether the staff allows you to choose a counselor and consultation method, and whether they have provided guidance on usage methods suitable for the region and working hours.

Please separate the confirmed plans from the plans still under review.

When discussing the Nudge EAP and operational plan, please provide this year's aggregated data along with changes in next year's work environment. If there are confirmed plans, such as the opening of new workplaces, expansion of shift work, personnel changes, or organizational restructuring, we can review the necessary components of counseling, diagnosis, training, and on-site programs in more detail.

Plans that are not yet finalized are listed separately from confirmed items. Even with the same number of users, the necessary guidance and support methods will differ if the usage routes and working conditions change.

💰 Divide this year's remaining expenses and next year's budget.

Just because there is work remaining at the end of the year does not mean all of those costs will be included in next year's budget. First, you must distinguish whether the costs are additional expenses to be incurred this year, costs already included in this year's budget under the contract, or costs actually needed next year.

If you copy this year's uncompleted items directly into next year's budget, you may reflect the same costs twice or postpone immediate actions. When determining the timing of accounting treatment, you must also check the company's financial standards and contract terms.

Please write the reason for the increase and the basis for the calculation together.

When requesting next year's budget, specify what is changing before the figure indicating the "increase from last year." After distinguishing the reason—whether it is an increase in the number of eligible personnel, the addition of new workplaces, a change in the frequency of training, or a change in counseling service conditions—then Quantity and Unit Price Calculates.

Unit prices are taken from the quotation whenever possible, and amounts for which a quote was not obtained are indicated as estimates. Actual expenditure We do not put a virtual amount that is easily mistaken for a fictitious amount in this year's performance column.

The attached budget preparation materials are designed to allow for separate entries for this year's performance, remaining tasks, next year's budget, and supporting files. In the report summary, The amount confirmed in the estimate class The estimated amount You can divide it.

The purpose is to prepare it so that the approver can verify “why it is necessary, what was calculated based on, and what is still unconfirmed,” rather than simply filling in the amount.

📅 Determine the person in charge, date, and completed materials, and check again.

Set the schedule in alignment with company approvals and on-site operations, but distinguish between the verification date and the actual processing date. You need dates for gathering materials, making decisions with other departments, and informing employees.

Below is an example of an internal schedule applicable in November. These dates do not mean they are statutory deadlines for all workplaces.

If the company has already established a statutory training or medical examination schedule or a deadline for risk improvement, that schedule takes precedence.

Set the criteria to mark as completed.

Please also standardize the criteria for marking tasks as completed among the person in charge. For training, go beyond sending notification emails to include the necessary training and confirmation of completion; for health checkups, go beyond making reservations. Confirmation of checkup completion For facility improvements, write them specifically, such as up to installation and usage verification, rather than just placing an order.

However, for support that requires personal choice, such as EAP usage, the company's operational check does not involve tracking whether the employee received counseling, but rather providing guidance on how to use the service and verifying that the application process is functioning properly.

Please leave the file location for the next person in charge to find.

Please note the file location and the last verification date so that the work can be continued even if the person in charge changes.

• Rather than copying files to multiple locations, have permissions Location of the original Record it, and separate folders for materials with different sharing scopes.
• For items for which a next verification date has not been set, write the reason for the blockage, such as "Decision by 담당자 (Person in Charge)" or "Awaiting Quote Reply," instead of "In Progress," to allow for the necessary decisions to be made during the meeting.

❓ FAQ

Q1. Do I have to finish all year-end work by November?

That is not the case. The November schedule in this post is an example of internal management used to check tasks in advance to prevent them from piling up all at once.

You must separately check the actual statutory deadline, contract period, and company schedule for each task.

Q2. If the training completion rate is 100%, is the training inspection complete?

First, please verify that the denominator includes the entire group of actual trainees. If the calculation was based only on applicants or if personnel changes such as hiring or reinstatement were excluded, further verification is required.

We also check if the education implementation records and completion history refer to the same subject.

Q3. If EAP usage is low this year, do we have to reduce next year's budget as well?

Do not make a decision based solely on usage volume; consider the application process, staff guidance, usage options tailored to working hours, and the services provided this year. For next year's plans, it is advisable to review them with the operator based on verified operational data and conditions that employees can actually utilize.

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