Article Links Introduction | Best Practices | Corrective Action Assigned | Corrective Action Complete | Corrective Action Overdue | Verify Completion of Corrective Action | Incident Investigator Assigned | Incident Pending Final Investigation | New Incident
INTRODUCTION
Notifications can be enabled to notify administrators and users of the status of an incident or corrective action.
There are seven notifications that apply to the Incident Management System. They are described in this article with an explanation for how they are used and when they are generated.
Notifications require an email address be added to a user record.
The follow notifications alert administrators when:
- New Incident
- Incident Pending Final Review
- Corrective Action Overdue
- Corrective Action Complete
- Verify Completion of Corrective Action
The following notifications alert users when:
- Corrective Action Assigned
- Incident Investigator Assigned
Refer to the following articles:
- Notifications: Sample Notifications article to view sample language for these notifications.
- Groups: Overview Incident Management System article to learn more about how to manage the notification groups for the IMS.
- Notifications: Activate and Deactivate to learn how to enable and disable notifications.
BEST PRACTICES
Below is a list of recommended best practices when enabling notifications:
- Notifications require email addresses be added to employees user records. At a minimum, the employees you have identified as IMS administrators need to have email addresses added to their user records. If not all your users have email addresses, you could add your employee's supervisor email to the user record and instruct them to contact their employees.
- Customize the wording in the notifications. At a minimum, consider removing references to Convergence Training and replace them with your company name. Add contact information so that they know who to contact with their questions.
- Identify in advance who you want notified for each incident type. For example, you may want to have the same administrators notified when an injury or illness is reported and other administrators notified when a safety observation or near miss is reported.
- Identify in advance if you want the same administrators notified be the same at every establishment or will they be different at every establishment.
CORRECTIVE ACTION ASSIGNED
Purpose: Notifies a user they have been assigned a corrective action to complete.
More Information
- Notifies a user they have been assigned a corrective action to complete.
- The notification requires that email addresses be entered in the user record.
- The user can change the status of their corrective action to complete on the Home Tab >> My Corrective Actions.
CORRECTIVE ACTION COMPLETE
Purpose: Notifies administrators each time an assigned corrective action for an incident has been completed.
More Information
- An incident may include more than one corrective action. This notification may be sent out multiple times for the same incident.
- The Corrective Action Complete notification is sent when the nightly job is run around 2:00 a.m.
- The notification will be sent to anyone added to the notification group.
CORRECTIVE ACTION OVERDUE
Purpose: Notifies administrators that an assigned corrective action for an incident has become overdue.
More Information
- The Corrective Action Overdue notification is sent when the nightly job is run around 2:00 a.m. on the night the corrective action becomes overdue.
- The notification will be sent to anyone added to the notification group.
VERIFY COMPLETION OF CORRECTIVE ACTION OVERDUE
Purpose: Notifies administrators when all the corrective action owners have completed their assigned corrective action(s).
More Information
- An incident may include more than one corrective action with one or more owners. This notification will be sent once all owners have completed their assigned corrective action.
- The Verify Completion of Corrective Action notification is sent when the nightly job is run around 2:00 a.m.
- The notification will be sent to anyone added to any notification group.
INCIDENT INVESTIGATOR ASSIGNED
Purpose: Notifies selected users they have been assigned an incident to investigate.
More Information
- The Incident Investigator Assigned is sent immediately once the investigator has been selected on the People screen and the incident saved.
- The notification requires that email addresses be entered in the user record.
- An incident investigator must be assigned an Incident Manager Admin or an Incident Manager Master role to be able to edit the incident and enter their findings.
INCIDENT PENDING FINAL REVIEW
Purpose: Notifies administrators when the status of ALL corrective actions have been changed complete.
More Information
- The Incident Pending Final Review is sent immediately following a date is entered in the Completed on field in the completion section of the corrective action.
- The notification will be sent to anyone added to the Pending Final Review Notification group.
NEW INCIDENT
Purpose: Notifies administrators that a new incident has been submitted.
More Information
- The New Incident notification is sent immediately following the incident being submitted.
- The next step message will vary based on the selection made when setting up your establishments.
- The notification will be sent to anyone added to the notification group.