Incident Management

1. What is on the screen

At the top, two buttons: “Report Incident” (the full report) and “Quick report” (the essentials for an emergency). Below, four figures: “Total Incidents”, “Under Investigation”, “Closed” and “Critical/High” (high or critical severity).

The list has the columns “Incident” (title, INC code and place), “Incident Type”, “Severity”, “Status”, “Reported by” and “Report Date”. The “Reportable” label marks the incidents that must be notified to the authorities.

“Filters” narrows the list by incident type, severity, injury type or status and “Export” downloads the list, as filtered, in CSV or Excel.

2. Reporting an incident

1. Click “Report Incident”. The wizard has five steps: “Basic Information”, “Location & Time”, “People Involved”, “Attachments” and “Review & Submit”.

2. In the first one fill in “Title”, “Description” (the “Dictate” button transcribes it from your voice), “Incident Type” (accident, near miss, property damage, chemical spill…), “Severity” and “Injury Type” (from “No Injury” to “Lost Time” or “Fatality”). If a chemical is involved, choose it under “Chemical Involved”.

3. Continue with place and time, the people involved and the photos or documents, review and submit. The incident starts as “Reported”.

In an emergency, “Quick report” asks only what happened, where and when (three steps); people and files are added later by editing the report.

3. Investigating and closing

1. Click the incident in the list. Its page shows the summary, the people and the “Key Information”.

2. Under “Accident investigation” click “Open investigation”: the immediate and underlying causes, the corrective measures with owner and date, and the conclusions are recorded there.

3. Under “Related Risks”, “Associate Risk” links it to the risk assessment of the position, so it can be reviewed in the light of what happened.

4. With “Update Status” you move it from “Reported” to “Under Investigation” and, once the investigation is done and the measures applied, to “Closed”.

4. Notifying the labour authority

If the incident is one that must be notified, its page shows the notification block for the labour inspectorate. It is not the official notification: it gathers the data ready to copy into the official service and warns of what is missing before you can file (for example, the days unable to do the usual job).

Once you have filed it, click “Mark as filed” and, if you have it, note the reference: that stops the overdue reminders.

5. Permissions

Reporting, editing, changing the status of or deleting an incident requires write permission. By default the incidents module is open to editors and administrators; a read-only user sees the notice “This module is switched off”.