Incident Tab – Convergence Training Support Center

INTRODUCTION

The Incident Tab contains the general details of the reported incident such as where and when it occurred and the type of incident.

The Incident Tab must always be completed for every incident.

Instructions to complete the incident tab will vary on whether you are:

Editing a User Reported Incident
Creating an Incident

INCIDENT TAB - USER REPORTED INCIDENT

Follow these steps to review and edit the Incident tab. Refer to the Edit an Incident Article for instructions to edit the incident.

Required entry fields are denoted in RED. Optional entry fields are denoted in BLACK.

Incident #: Displays the IMS assigned incident number.
Note: This number resets to 1 at the beginning of each calendar year.
Establishment: This will be a non-editable field and display the establishment the user is a part of.
Reported On: Displays the date and time the incident was reported. Change the date and time as needed.
Reported By: This will be a non-editable field and display user who reported the incident.
Type: Verify the type. Make additional selections as needed. Take the following actions for the incident types below:
Note: 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.
1. Safety Observation: No requirement to complete the Injuries tab
2. Near Miss: No requirement to complete the Injuries tab
3. Injury: Complete the Injury tab
4. Illness: Complete the Illness tab
5. Property Damage: Complete the Assets tab if you want to list the asset involved in the incident. Before you can add an asset to the incident, the asset must be added to the Incident Management System (IMS). Please refer to the following articles to add assets to the IMS.
  Assets: Overview - Learn how assets are used by the IMS.
  
  Asset Groups: Create, Edit and Delete - Learn how to create and manage an asset group.
  
  Assets: Create, Edit and Delete - Learn how to create and manage your assets.
6. Motor Vehicle: The Motor Vehicle Incident Details section will appear at the bottom of Incident screen. Refer to the Motor Vehicle Incident Details section of this article to learn how to complete the section.
  Complete the Assets tab if you want to list the asset involved in the incident. Before you can add an asset to the incident, the asset must be added to the Incident Management System (IMS). Please refer to the following articles to add assets to the IMS.
  Assets: Overview - Learn how assets are used by the IMS.
  
  Asset Groups: Create, Edit and Delete - Learn how to create and manage an asset group.
  
  Assets: Create, Edit and Delete - Learn how to create and manage your assets.
7. Environment: No additional fields are associated with Environmental. This incident type is matter of record only and allows you to report on these incident types.

Category: Displays the category the user selected. Follow these steps to change the selection:
1. Click the Select button.
2. Search and locate the desired incident category or scroll down the list.
  1. Check the checkbox to the left of the desired selection.
3. Click the Select button in the upper left corner of the screen.
4. You will return to the Incident screen and your selection will be displayed in the field.
Incident Name: Displays the incident name. Change the incident name as needed.
What Happened During the Incident: Displays the reporting user's statement. Change as needed.
Occurred On: Displays the date and time the incident occurred. Change as needed.
Place: Displays the place the user selected.
Follow these steps to change the existing place:
1. Verify Select Existing Place appears in the Place drop down.
2. Click the Select button.
3. Search and locate the desired place or scroll down the list.
4. Check the checkbox to the left of the desired selection.
5. Click the Select button in the upper left corner of the screen.
6. You will return to the Incident screen and your selection will be displayed in the field.

Follow these steps to create a new place:

Click and select Create a New Place in the Place drop down.
Type the new Place name in the text entry field.
The new place will be added to the Manage Places screen for the establishment selected in the incident.

Place Description: Type additional information that will help an investigator determine where the incident occurred. For example, the address or cross streets where a motor vehicle accident occurred. Or, a broader description of where the incident occurred if in a large facility like a warehouse.
Note: The Place Description provides an opportunity to further explain where the incident occurred and can help the investigator when investigating the incident. For example, you can add the cross streets if the incident occurs off your work-site. Or, provide further details if the incident occurred in a warehouse.
Contractor Incident: Select Yes when a contractor (non-employee or seasonal employee) is involved in the incident at your work-site.
Note: Contractor Incident is a filter on most reports so that you can easily report on when a contractor is involved in an incident.
PPE Required: Select Yes when PPE is required to be worn in the area where the incident occurred.
Tags: Note: Please refer to the Tags: Add, Edit, and Delete article to learn more about how tags are used by the IMS.
1. Click the Select button.
2. Search and locate the desired tag(s).
3. Check the checkbox to the left of the desired selection on the Available Records table.
4. Click the right arrow to move the selection to the Selected Records table.
5. Repeats steps 2-4 until all tags are selected and appear in the Selected Records table.
6. Click the Select button in the upper left corner of the screen.
7. You will return to the Incident screen and your selection(s) will be displayed in the field.
Investigation Started: Enter the date the investigation started.
Was an Agency Contacted: Select Yes if a government agency is required to be contacted when an incident of this type occurs. For example, a federal, state or local agency such as the EPA or a worker's compensation agency. Refer to the Agencies Contacted section of this article to learn how to complete the section.
Click the Save button.
The incident status will be updated to Approved.
Click on the links below to learn how to continue adding your findings to the remaining tabs on the incident.

INCIDENT TAB - ADMIN REPORTS INCIDENT

Refer to the Report an Incident - Admin article to create an incident.

Follow these steps to review and edit the Incident tab. Required entry fields are denoted in RED. Optional entry fields are denoted in BLACK.

Incident #: Displays the IMS assigned incident number.
Note: (1) The Incident # field will not display until you save the incident. (2) This number resets to 1 at the beginning of each calendar year.
Establishment: Follow these steps to add the establishment where the incident occurred:
1. Click the Select button.
2. Search and locate the desired establishment or scroll down the list.
3. Check the checkbox to the left of the desired selection.
4. Click the Select button in the upper left corner of the screen.
5. You will return to the Incident screen and your selection will be displayed in the field.
Reported On: Add the date and time the incident was reported.
Reported By: This field defaults to your name. Follow these steps to change who reported the incident:
1. Click the Select button.
2. Search and locate the desired user or scroll down the list.
3. Check the checkbox to the left of the desired selection.
4. Click the Select button in the upper left corner of the screen.
5. You will return to the Incident screen and your selection will be displayed in the field.
Type: Verify the type. Make additional selections as needed. Take the following actions for the incident types below:
Note: 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.
1. Safety Observation: No requirement to complete the Injuries tab
2. Near Miss: No requirement to complete the Injuries tab
3. Injury: Complete the Injury tab
4. Illness: Complete the Illness tab
5. Property Damage: Complete the Assets tab if you want to list the asset involved in the incident. Before you can add an asset to the incident, the asset must be added to the Incident Management System (IMS). Please refer to the following articles to add assets to the IMS.
  Assets: Overview - Learn how assets are used by the IMS.
  
  Asset Groups: Create, Edit and Delete - Learn how to create and manage an asset group.
  
  Assets: Create, Edit and Delete - Learn how to create and manage your assets.
6. Motor Vehicle: The Motor Vehicle Incident Details section will appear at the bottom of Incident screen. Refer to the Motor Vehicle Incident Details section of this article to learn how to complete the section.
  Complete the Assets tab if you want to list the asset involved in the incident. Before you can add an asset to the incident, the asset must be added to the Incident Management System (IMS). Please refer to the following articles to add assets to the IMS.
  Assets: Overview - Learn how assets are used by the IMS.
  
  Asset Groups: Create, Edit and Delete - Learn how to create and manage an asset group.
  
  Assets: Create, Edit and Delete - Learn how to create and manage your assets.
7. Environment: No additional fields are associated with Environmental. This incident type is a matter of record only and allows you to report on these incident types.
Category: Displays the category the user selected. Follow these steps to change the selection:
1. Click the Select button.
2. Search and locate the desired incident category or scroll down the list.
3. Check the checkbox to the left of the desired selection.
4. Click the Select button in the upper left corner of the screen.
5. You will return to the Incident screen and your selection will be displayed in the field.
Incident Name: Type the name of the incident.
What Happened During the Incident: Type a description of what happened to cause the incident.
Occurred On:Enter the date and time the incident occurred.
Place: Select the place where the incident occurred.
Follow these steps to select an existing place:
1. Verify Select Existing Place appears in the Place drop down.
2. Click the Select button.
3. Search and locate the desired place or scroll down the list.
4. Check the checkbox to the left of the desired selection.
5. Click the Select button in the upper left corner of the screen.
6. You will return to the Incident screen and your selection will be displayed in the field.

Follow these steps to create a new place:

Click and select Create a New Place in the Place drop down.
Type the new Place name in the text entry field
The new place will be added to the Manage Places screen for the establishment selected in the incident.

Place Description: Type additional information that will help an investigator determine where the incident occurred. For example, the address or cross streets where a motor vehicle accident occurred. Or, a broader description of where the incident occurred if in a large facility like a warehouse.
Note: The Place Description provides an opportunity to further explain where the incident occurred and can help the investigator when investigating the incident. For example, you can add the cross streets if the incident occurs off your work-site. Or, provide further details if the incident occurred in a warehouse.
Contractor Incident: Select Yes when a contractor (non-employee or seasonal employee) is involved in the incident at your work-site.
Note: Contractor Incident is a filter on most reports so that you can easily report on when a contractor is involved in an incident.
PPE Required: Select Yes when PPE is required to be worn in the area where the incident occurred.
Tags: Follow these steps to select one or more tags:
Note: Please refer to the Tags: Add, Edit, and Delete article to learn more about how tags are used by the IMS.
1. Click the Select button.
2. Search and locate the desired tag(s).
3. Check the checkbox to the left of the desired selection on the Available Records table.
4. Click the right arrow to move the selection to the Selected Records table.
5. Repeats steps 2-4 until all tags are selected and appear in the Selected Records table.
6. Click the Select button in the upper left corner of the screen.
7. You will return to the Incident screen and your selection(s) will be displayed in the field.
Investigation Started: Enter the date the investigation started.
Was an Agency Contacted: Select Yes if a government agency is required to be contacted when an incident of this type occurs. For example, a federal, state or local agency such as the EPA or a worker's compensation agency. Refer to the Agencies Contacted Section of this article to learn how to complete the section.
Click the Save button.
The incident status will be updated to Approved.
The New Incident notification will be generated and sent to the administrators you identified in the Notification Groups.
Note: Please refer to the Groups Overview: Incident Management System article to learn more about Notification groups.
Click on the links below to learn how to continue adding your findings to the remaining tabs on the incident.

AGENCIES CONTACTED

List any government agencies called during the incident investigation. This is a matter of record only. Entries will appear on the Incident Detail Report only.

Follow these steps to complete the Agencies Contacted section.

Click the Add Agency button.
Click the drop down list in the Agency Type column.
Select the appropriate agency.
Type any desired notes or comments in the Details field.
Add the case number (if applicable) to the Case Number field.
Repeat steps 1-5 until all agencies have been added.

MOTOR VEHICLE INCIDENT DETAILS

Complete this section for incidents that involve a motor vehicle. Data entered in this section will appear on the DOT - Recordable Accident Register Report.

Follow these steps to complete the Motor Vehicle Incident Details section.

Check the Motor Vehicle checkbox as an Incident type.
Scroll down the screen to view the Motor Vehicle Incident Details section.
Driving Conditions: Make a selection from the drop down list or choose other.
Describe Driving Conditions: Only appears when you select Other in Driving Conditions. Type a description of the conditions.
Road Type: Make a selection from the drop down list.
Where did the accident occur: Type the Street, Nearest City and State.
Hazardous Materials Released: Select Yes or No.
Driver: Select the driver from the drop down list.
State or Insurance Report Number: Enter report number as applicable.

NEXT STEPS

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

Articles in this section