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Incidents: Report, Investigate, Reject, Close, Reopen and Delete

Convergence Training Support
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Article Links Introduction | Report an Incident-User | Report an Incident-Admin | Edit an Incident | Accept or Reject an Incident | Mark an Incident Complete | Reopen a Completed Incident | Delete an Incident | Incident Screen Overview | Next Steps |

 

INTRODUCTION

The Incident Management System (IMS) allows you to create, track and report on incidents that occur at your work-site. The IMS is designed to track the findings of your incident investigations.

You can report incidents in the IMS that include one or more of the following incident types:

  • Safety Observation
  • Near Miss

OR
incident_types.png

  • Injury
  • Illness
  • Property Damage
  • Motor Vehicle
  • Environmental

Safety Observations and Near Miss incidents are mutually exclusive from the other incident types.  By definition; incidents that include injury, illness, property damage, motor vehicle and environmental can no longer be considered a near miss or safety observation.

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REPORT AN INCIDENT - USER

There are two ways a user can report an incident:

  1. User reports an incident using the IMS: Home Tab. Please refer to the article User Reports Incident: Home Tab article.
  2. User reports an incident using the IMS: Mobile Application. Please refer to the User Reports Incident: Mobile Application article.

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REPORT AN INCIDENT - ADMIN

An Admin will follow these steps to report an incident:

  1. Click on the Administration tab.
  2. Click Incident Management then Incidents on the left menu.
  3. A list of reported incidents will appear on the Incidents screen.
    Note: Refer to the Incident Screen Overview section below to learn about the Incident Screen 
  4. Click the New button to the left of the incident.
  5. The Create Incident screen will appear.
  6. Please refer to the Incident Tab article for instructions to complete the Incident Tab.

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EDIT AN INCIDENT

The IMS allows an administrator to track the findings of an investigation for a previously reported incident.

Follow these steps to investigate an incident:

  1. Click on the Administration tab.
  2. Click Incident Management then Incidents on the left menu.
  3. A list of reported incidents will appear on the Incidents screen.
    Note: Refer to the Incident Screen Overview section below to learn about the Incident Screen 
  4. Search and locate the desired incident.
  5. Click the Edit button to the left of the incident.
  6. The Edit Incident screen will appear. Take one of the following actions:
    1. Refer to the Accept or Reject an Incident section below to learn how to accept or reject an incident.
    2. Continue to Step 7 if the incident has already been accepted to continue with the incident investigation.
  7. Click on the links below to learn how to complete each tab in an incident investigation. Not all tabs are required to be completed for all investigations. With the exception of the Root Cause and Corrective Actions tab, you can complete the incident tabs in any order to track the findings of your investigation.

Incident Tab | People Tab | Injuries Tab | Statements Tab | Assets Tab | Attachments Tab | Root Causes Tab | Corrective Actions Tab | Instructions Tab |

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ACCEPT OR REJECT AN INCIDENT

When a user reports an incident, an administrator can choose to accept or reject the incident.  Common reasons for rejecting an incident are:

  • Upon review, the administrator determines it is not a reportable incident.
  • It is a duplicate of an incident that has already been reported.

Rejected incidents:

  • Retains the incident with "read-only" access. 
  • Can be viewed by using the View Options filter on the Manage Incidents screen.
  • Cannot be restored .

Follow these steps to reject an incident:

  1. Edit the desired incident
  2. The Accept or Reject buttons will appear in the upper right corner of the screen. Take one of the following actions:
    Note: If a Save button appears instead of the Accept or Reject buttons, this means that the incident has already been accepted. Please refer to the Investigate the Incident section above to continue with the investigation.
    1. Click the Accept button to accept the incident and continue the investigation.  Please refer to the Investigate the Incident section above to continue with the investigation.
    2. Click the Reject button to reject the incident.
  3. Click the Yes button on the Reject Incident Confirmation screen.
  4. You will return to the Incidents screen.
  5. Click the View Options button and click the Include Rejected button to YES to view the rejected incidents.
  6. The status of the incident will display as Rejected.
  7. You cannot restore or make changes to a rejected incident.

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MARK AN INCIDENT COMPLETE

An incident can be marked complete once all the corrective actions on the incident have been marked completed.

Follow these steps to mark an incident complete:

  1. Edit the desired incident.
  2. Verify the incident has a Pending Complete status.
    Note: The Mark Complete button will not appear on the button bar until ALL corrective actions are completed and the incident has a Pending Complete status
  3. Click the Mark Complete button.
  4. You will return to the Incidents screen.
  5. The status of the incident will display as Completed.
  6. You cannot make changes to an incident that has been marked completed.  You can reopen a completed incident. See the Reopen a Completed Incident section below to learn how to reopen a completed incident.

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REOPEN A COMPLETED INCIDENT

Once an incident has been marked complete, you can reopen the incident. There is no limit to the number of times you can close and reopen and incident.

Follow these steps to reopen a completed incident:

  1. Edit the desired incident.
  2. Click the Reopen button.
  3. The status of the incident will change to Pending Review.
  4. Click the Save button to save the incident.
  5. Make any desired changes.
  6. Click the Save button to save any changes made.
  7. Click the Close button to close the incident.
  8. The status of the incident will remain as Pending Review until you Mark Complete.

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DELETE AN INCIDENT

Master Administrators can delete incidents. Common reasons an administrator may choose to delete an incident may be:

  • Upon review, the administrator determines it is not a reportable incident.
  • It is a duplicate of an incident that has already been reported.

Deleted incidents:

  • Permanently deletes the incident
  • Deletes all records associated with the incident
  • Will no longer appear on reports
  • Cannot be restored by you 

Should an incident be deleted in error, email support@convergencetraining.com. Support can generally restore the deleted incident and associated records.

Follow these steps to delete an incident:

  1. Search and locate the desired incident to be deleted.
  2. Click the delete button (trash bucket icon) to the left of the desired incident.
    Note: If the Delete button is inactive, you have not been assigned the Master administration role and will be unable to delete incidents.
  3. Click the Yes button on the Confirmation screen.
  4. Click the OK button on the Delete Confirmation screen.
  5. The incident will no longer appear on the Incidents screen.

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INCIDENT SCREEN OVERVIEW

Once an incident has been reported, it will appear as a line item on the Incident screen.

The Incident screen includes the functions listed below and displays the following data:

Button Bar

Search: Use to search for a specific incident to edit or delete.

New: Use to report a new incident.

Export: Use to Export the contents of the Incident screen to an Excel file.

View Options: Use to display the following by setting the toggle to YES.

  • Show Current Year: Displays current year incidents only
  • Uncategorized Root Cause: Displays incidents that do not have a root cause selected
  • Include Rejected: Displays rejected incidents

Actions Column

Edit: Use to edit any reported incident.

Delete: Use to delete any reported incident.
Note: (1) You many only delete incidents if you have been given an Incident Manager Master or Master LMS and IMS security role. (2) Deleting incidents will permanently delete the incident.

# Column

Displays the IMS assigned incident number.

Incident Date

Displays the date the incident occurred.
Note: There are three incident dates.  The date the incident was reported, the date the incident occurred and the date the investigation started. This column displays the date the incident occurred.

Name

Displays the incident name.

Status

Displays the current status of the incident.

Incident Type

Displays all incidents types selected.

Attachments

Displays the number of attachments added to the incident.

Reporting User

Displays who reported the incident.

Establishment

Displays the establishment where the incident occurred.

Place

Displays the place where the incident occurred.

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NEXT STEPS

Click on the links below to learn how to continue adding your findings to the remaining tabs on the incident:

People Tab | Injuries Tab | Statements Tab | Assets Tab | Attachments Tab | Root Causes Tab | Corrective Actions Tab | Instructions Tab |

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