Incident Reporting Module Overview

Purpose

The Incident Reporting module is your primary tool for effectively logging, tracking, investigating, and analyzing safety incidents. It helps manage various incident types, associated corrective actions, hazards, and specialized investigation processes like ICAM.

Key Components

• Incident Form: The main form for capturing all incident details.
• ICAM Form: A specialized form for conducting in-depth root cause analysis for major incidents.
• Vehicle Details Form: Used to log information about vehicles involved in incidents.
• Work Hours Logging: Essential for calculating safety performance metrics (this is further detailed in the "Searching, Filtering, and Reporting" guide).

Understanding Incident Classifications (Outcomes)

Incidents are categorized by their outcomes (e.g., Injury, Equipment, Environment, Near Miss). Your selection here is important as it dynamically adjusts the incident form to present sections relevant to that specific outcome, guiding you to provide the necessary details.

General Workflow

Incidents typically progress through these stages:

1. Draft: You can save an incident report partially completed and return to it later.
2. New: Once submitted, the report is usually assigned to a Supervisor or, if marked confidential, to Confidential Monitors.
3. Open: The assigned personnel review, further classify, assess risk, and conduct investigations as needed.
4. Pending Sign Off: After investigation, the report is submitted to an Authoriser for final review.
5. Closed: The Authoriser approves and closes the incident. Note: The exact workflow path can adapt based on the incident's assessed risk level and its confidentiality setting.

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Confidentiality Levels and Their Impact

You can set confidentiality for an incident:

• Standard: Follows normal visibility rules based on user roles.
• Legal Privilege / Confidential: Restricts visibility significantly and may alter the workflow, routing the incident directly to designated Confidential Monitors.

Automated Notifications

The system sends automated email notifications at key workflow points (e.g., submission, assignment, closure) to keep relevant parties informed, such as the Reporting Person, Supervisor, and Authoriser.

Linking to Other Records

The module allows you to connect incidents to:

• Injury Reports: Created and managed via the Injury Management module.
• Actions: For tracking corrective and preventive measures (managed in Actions Management).
• Hazards: For identified hazards requiring assessment or control (managed in Hazard Management).
• ICAM Investigations: For detailed root cause analysis.
• Vehicle Details: For incidents involving vehicles. Refer to the specific help documentation for these linked modules for more details on their management.