Register Incident Information

Explanation

This activity is used to register an incident which has caused an injury/illness to personnel and/or damages to property. Registration of an incident can be done using the Incident Report Assistant. It is also possible to use the Incident window directly in order to register new incident cases. Note that the incident reports you create using the assistant will also be accessible in the Incident window.

Prerequisites

In order to perform this activity;

• Incident classes are required to be already defined in the Incident Basic Data/Incident Class tab.
• Organization codes are required to be already defined in the Graphical Organization Structure window.
• Locations and sub-locations are required to be already defined in the Location Basic Data window.

System Effects

There are no system effects.

Window

Incident
Incident Report Assistant

Related Window Descriptions

Incident
Incident Report Assistant

Procedure

Perform the following procedure to register incidents using the Incident Report Assistant;

1. Open the Incident Report Assistant window.
2. In the Incident Case Reference Name field, enter a reference name for the incident.
3. Specify the time and date when the incident occurred in the Incident Date and Time field. You can use the calendar.
4. Select the type of incident which happened in the Incident Class field. Select the type from the list.
5. Specify a level of severity for the incident. Select a value from the list.
6. In the Location ID field, specify the incident location. You can use the value list. Note that the location selection determines the available sub locations.
7. Select a sub location from the list in order to describe the place better.
8. Enter details regarding the incident in the Detail Description field.
9. In the Immediate Actions Taken field, describe what was done immediately after the incident occurred.
10. Click Next.
11. Specify IDs of internal persons or IDs of employees- for company people- in the Internal Person or Employee ID field. You can use the value list.
12. Enter a description of experienced injury or resulting illness in the Injury/Illness Description field.
13. For external persons, not employed by the company, enter name and surname in the relevant fields.
14. Enter a description of experienced injury or resulting illness in the Injury/Illness Description field.
15. Click Next
16. Select the type for incident which happened in the Incident Type field.
17. If the incident occurred on the company premises, select the Company Premises check box.
18. If activities leading to the incident were connected to a project, select the project ID from the list of values in the Project ID field.
19. Enter information on conditions of environment in the place where incident occurred in the Environment Conditions field.
20. In the Substances Involved field, describe any substances involved in the incident, if known.
21. Enter any remarks or additional information on the incident in the Remark field.
22. Click Next.
23. Review the all the previously entered data. Click Save if you wish to finish and change the case status to prepared, or click Save & Confirm if you want to finish and change the case status to confirmed.
24. You can review the incident number as well as the case status. Click OK.

Perform the following procedure to register incidents using the Incident window;

1. Open the Incident window and create a new record.
2. In the Incident Case No field, enter a case number.
3. Enter the description for the incident in the Incident Case Reference Name field.
4. Specify the company in which the incident occurred in the Company ID field.
5. If the incident is relevant to a project, you can specify the relevant project in the Project ID field. You can select a value from the list.
6. Go to the Incident/General tab and specify the organization in the company which coordinates the incident report in the Coordinating Department field. Select an organization code using the list.
7. Select an incident class from the list in the Incident Class field.
8. Enter the date on which the incident happened in the Incident Date field. You can also enter the time of occurrence in the Incident Time field.
9. In the Responsible Organization field, enter the organization code in the company which is responsible for the overall incident.
10. You can also specify a person in charge and coordinator in the relevant fields.
11. Specify the address of the location in which the incident happened in the Location ID field. The address details will show in the Location field.
12. In the Sub Location field, specify details of the place.
13. Enter further details of the incident such as the objects/substance that were involved in the incident, the steps which were taken immediately after the incident, the environmental conditions which affected the incident, severity level of the incident etc. in the relevant fields.
14. You can specify the type of incident in the Incident Type field. Select a value using the list.
15. The Reported Date field, showing the date on which the incident is reported, is automatically filled by the system date.
16. If the incident type is reportable to an external regulatory body, the Reportable to External Body check box will be selected.
17. Select the Company Premises check box, if the incident occurred within the company premises.
18. Save the information. Your employee ID in the company will be will be automatically entered in the Reported By field.