How to Optimize 5800.1 Reporting for Safety Success

The 5800.1 form is the document used by the Pipeline and Hazardous Materials Safety Administration (PHMSA) to gather important data on incidents involving hazardous materials in transit and must be filed within 30 days of the incident. Why is this process needed? Do you know where to go for help? Are you aware that the data you gather for it can be used to help your own company operations?

We have a Webinar to help answer some of those questions! Titled "Data to Action: Optimizing 5800.1 Reporting for Safety Success", it features three speakers who share their insights and experiences on how to optimize 5800.1 reporting and use the data to enhance safety and security in the hazardous materials transportation sector.  The Webinar was held on July 15, 2024, hosted by CHEMTREC and including guests from PHMSA, the American Chemistry Council (ACC), and A. Duie Pyle, a leading LTL carrier. The webinar is available on demand.

This blog post will summarize the main points of the webinar and highlight a few key takeaways for shippers, carriers, and other stakeholders. Here are some topics that were covered:

• The significance of the 5800.1 form and why it matters for safety and security
• PHMSA’s use and analysis of the data and how they disseminate the information to various stakeholders
• The challenges faced by shippers and carriers in reporting and using the 5800.1 data
• The data insights and tools provided by ACC to its members and partners
• Best practices and lessons learned shared by A. Duie Pyle with its employees and customers
• What CHEMTREC can do to help 

Keep in mind that this is only a general overview – the full details can be found in the Webinar.

The 5800.1 Form – Its Significance to both Public and Private Safety and Security

Our first presenter was Serita McKoy, a Program Analyst at PHMSA. She reviewed the regulatory requirements, the primary use for that data, and how the public benefits from the process. She advised that completion of the form is mandated by federal regulation under 49 CFR part 171.16. Other insights shared included: 

• A description of how PHMSA uses the data internally and externally for various purposes, such as policy making, risk analysis, emergency preparedness, performance benchmarking, and regulatory oversight. 
• The form promotes a culture of safety and responsibility in the industry and the communities by holding companies accountable for Hazardous Materials incidents
• PHMSA collaborates with different stakeholders, such as government agencies, industry professionals, and emergency responders, to share the data and makes the information accessible to the public through various platforms.
• She showed examples of graphical content, such as maps, charts, and tables produced using the raw data
• Acknowledged some of the challenges that PHMSA and its stakeholders face in reporting and using the 5800.1 data
• Noted that PHMSA is working to address some of the difficulties in complying with the regulation by providing more resources, improving technology integration, and developing more customer-focused services.

ACC Data Analysis and Dissemination Methods

The second speaker was Daniel Forest, Director of Data Analytics for Responsible Care (RC) at ACC, who explained the RC initiative and how it relates to the 5800.1 data. ACC has been collecting and analyzing the 5800.1 data for about 20 years to provide its members and partners with data insights and tools to help them improve their EHS&S performance and benchmarking. Some program insights he provided:

• Microsoft Power BI is used to create customizable and interactive dashboards that allow users to alter visualizations and perform a variety of analytical functions
• Users can combine the ACC metrics with third party sources, such as PHMSA, EPA, or CSV files 
• This tool helps users identify trends, causes, risks, and opportunities for improvement
• Mr. Forest advised that ACC is working to expand their use of Power BI to provide more flexibility, utility, and in-depth analysis for the 5800.1 data and other EHS metrics. 
• Beyond providing a tool for their members, ACC is developing further benchmarking and comparative analysis of the data to examine safety and security performance related to ACC members versus non-members, Responsible Care Partners vs non-Partners, etc.

A.    Duie Pyle Best Practices and Lessons Learned

The third and final speaker was Rich Kaczynski, Safety Manager at A. Duie Pyle, who shared his experiences and challenges faced as a carrier in reporting and preventing incidents and spills. Some of his insights gained:

• A. Duie Pyle uses PHMSA’s online reporting form. Mr. Kaczynski participated as part of the PHMSA workgroup that developed the online version.
• To capture the correct information consistently and uniformly across all their personnel and terminals, they created their own internal spill form based on the 5800.1 form 
• Created internal HAZWOPER spill response teams to handle incidents efficiently and effectively. 
• Uses videos and pictures to record incidents and share them with both employees and customers for training and awareness. 
• Analyzes the data to identify trends, locations, times, equipment, and other factors that can help them identify and address root causes and risk factors. 
• Mr. Kaczynski’s motto for promoting continuous improvement is “Training, Training, Training!”  

How Can CHEMTREC Help?

After hearing from the experts and practitioners on how to optimize 5800.1 reporting for safety success, you might be wondering how CHEMTREC can help you with your incident reporting needs. 

• CHEMTREC is more than just a 24/7 emergency response center; we are also your partner in compliance and risk management 
• We have technology and trained staff ready to help you simplify your reporting efforts and guide you through the complexities of completing the 5800.1 form accurately and efficiently

• Whether you need to submit a report to PHMSA, Responsible Care, or other agencies, CHEMTREC can help you meet your obligations and improve your safety performance 

  
  Please reach out to us if you have any questions or if you want to learn more about our incident reporting services. CHEMTREC is here to help you stay safe and compliant.