People Tab – Convergence Training Support Center

INTRODUCTION

The People Tab allows you to enter all the people (users or contacts) involved in or are witnesses to the incident. It is also used to assign one or more investigators.

Users and Contacts are defined as follows:

Users are employees that may witness or be involved in an incident.
Contacts are non-employees that may witness or be involved in an incident. For example, contractors, seasonal workers, visitors, temporary employees, seasonal workers.

Contacts MUST be added for each establishment in order for a user with an Incident Submitter role to pick from an existing contact.

Administrators can add Contacts on-the-fly when creating a new or editing an existing incident. Read below to learn how to add a new or select from an existing Contact.

Please refer to the Contacts Overview: Incident Management System article to learn more about contacts and how they are used by the IMS.

ADD USERS

Follow these steps to add users to the People tab.

Search and locate the desired incident.
Click on the People tab.
Click the Add Existing User or Contacts button.
The Users Picker screen will appear. The Users picker screen allows you to select one or more users that are involved the incident.
1. Select User from the Look for drop down list.
2. Search for the user(s) in the search field or scroll down the list to find the user(s).
3. Click the checkbox to the left of the user's name and use the right arrow to move to the Selected Records table.
4. Repeat this process until all users are added to the Selected Records table.
5. Click the Select button in the upper left corner of the screen.
You will be returned to the People tab of the Edit Incident screen. The users selected will display in the People list.
Click the Save button.
Take the following actions:
1. Follow the steps below to complete the Incident Specific Details screen for each user.
2. Click on the links below to learn how to continue adding your findings to the remaining tabs on the incident.
  Incident Tab | Injuries Tab | Statements Tab | Assets Tab | Attachments Tab | Root Causes Tab | Corrective Actions Tab | Instructions Tab |

ADD AN EXISTING CONTACT

Follow these steps to add an existing Contact to the People tab.

Search and locate the desired incident.
Click on the People tab.
Click the Add Existing User or Contacts button.
The Users Picker screen will appear. The Users picker screen allows you to select one or more contacts that are involved the incident.
1. Select Contact from the Look for drop down list.
2. Search for the contact in the search field or scroll down the list to find the contact.
3. Click the checkbox to the left of the contact name and use the right arrow to move to the Selected Records table.
4. Repeat this process until all users are added to the Selected Records table.
5. Click the Select button in the upper left corner of the screen.
You will be returned to the People tab of the Edit Incident screen. The contacts selected will display in the People list.
Click the Save button.
Take the following actions:
1. Follow the steps below to complete the Incident Specific Details screen for each contact.
2. Click on the links below to learn how to continue adding your findings to the remaining tabs on the incident.
  Incident Tab | Injuries Tab | Statements Tab | Assets Tab | Attachments Tab | Root Causes Tab | Corrective Actions Tab | Instructions Tab |

ADD A NEW CONTACT

Follow these steps to add new contacts to the People tab.

Search and locate the desired incident.
Click on the People tab.
Click the Add New Contacts button.
The Incident Specific and Contact Details screen will appear
Refer to the Incident Specific section below to learn how to complete this section.
Note: None of these fields are required entry. You may skip completing this section and only complete the Contact Details section.
Complete the Contact Details section as follows:
Note: Red fields = Required Entry Black fields = Optional entry
1. First Name: Type the Contact's first name.
2. Last Name: Type the Contact's last name.
3. Middle Name: Type the Contact's middle name.
4. Address: Type the Contact's street address.
5. City: Type the Contact's city.
6. State: Type the Contact's State.
7. Zip: Type the Contact's zip code.
8. Phone: Type the Contact's phone number.
Click the Back to all people link located above the Incident Specific Section
You will be returned to the People tab of the Edit Incident screen. The contact added will display in the People list.
Click the Save button.
Repeat these steps until all new contacts have been added.
Take the following actions:
1. Follow the steps below to complete the Incident Specific Details screen for each user or contact.
2. Click on the links below to learn how to continue adding your findings to the remaining tabs on the incident.
  Incident Tab | Injuries Tab | Statements Tab | Assets Tab | Attachments Tab | Root Causes Tab | Corrective Actions Tab | Instructions Tab |

INCIDENT SPECIFIC DETAILS SCREEN

The Incident Specific Details screen allows you to collect specific details for all users and contacts related to this incident.

These instructions assume you have already added the users and contacts to the incident. Please refer to the Add Users and Contacts section of this article to learn how to add users and contacts to an incident.

Follow these steps to collect incident specific details for each user and contact.
Note: All fields on this screen are optional. Complete the fields necessary to comply with your policy for tracking the details of incidents.

Search, locate and edit the desired incident.
Click on the People tab.
Click the Edit button to the left of the User or Contact name on the People tab.
The Incident Specific screen will appear.
Injuries/Illnesses: Click the Add link if the user has an injury or illness. Please refer to. the Injuries Tab article for instructions to complete the Injuries tab.
Witness Statements: Click the Add link to enter the witness statement. Please refer to the Statements Tab article for instructions to complete the Statement tab.
PPE Used: Select Yes if PPE was used in the area where the incident occurred.
PPE Details: Type any details related to PPE being used. For example, the circumstances that explain why the user was not wearing the prescribed PPE for the area where the incident occurred.
Substance Test: Check if a substance test is required. When checked the following two additional fields will appear:
1. Substance Test Details: Type the substance test results as necessary. For example, passed or failed and the reason for failure.
2. Substance Test Facility: Select the facility where substance tests are conducted for your company.
  1. Click the Select button.
  2. Search for the treatment facility in the search field or scroll down the list to find the treatment facility.
    Notes: Treatment Facilities must be added to the system prior to adding them to the incident. If you are unable to locate the treatment facility, refer to the Treatment Facilities: Add, Edit and Delete article to learn how to add a treatment facility.
  3. Click the checkbox to the left of the desired treatment facility
  4. Click the Select button in the upper left corner of the screen.
  5. You will be returned to the Incident Specific section of the People tab
What Was the Employee Doing Just Before the Incident Occurred? Type any pertinent details related to the incident.
Click the Save button to save the incident details.
You will be returned to the People tab.
Repeat the steps until the Incident Specific Details have been added for each user or contact.
Take the following actions:
1. Follow the steps below to Add Investigator(s) to the incident.
2. Click on the links below to learn how to continue adding your findings to the remaining tabs on the incident.
  Incident Tab | Injuries Tab | Statements Tab | Assets Tab | Attachments Tab | Root Causes Tab | Corrective Actions Tab | Instructions Tab |

ADD INVESTIGATOR(S)

Follow these steps to add one or more investigators to the People tab.

Search, locate and edit the desired incident .
Click on the People tab.
Click the Add Investigators button.
The Users Picker screen will appear. The Users picker screen allows you to select one or more users that will be investigators for the incident.
1. Search for the user in the search field or scroll down the list to find the user.
2. Click the checkbox to the left of the user name and use the right arrow to move to the Selected Records table.
3. Repeat this process until all users are added to the Selected Records table.
4. Click the Select button in the upper left corner of the screen.
5. You will be returned to the People tab of the Edit Incident screen. The persons selected will display in the Investigators list.
If more than one investigator is added, select which investigator will be the lead by clicking the Lead button in the Lead column.
Click the Save button.
The incident status will be updated to Under Investigation.
The Incident Investigator Assigned 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.
Incident Tab | Injuries Tab | Statements Tab | Assets Tab | Attachments Tab | Root Causes Tab | Corrective Actions Tab | Instructions Tab |

DELETE USERS AND CONTACTS FROM AN INCIDENT

Follow these steps to delete one or more users and contacts from the incident. Deleting a user or contact will delete any injuries or statements tied to this user for this incident.
Note: Deleting a user or contact from the incident does NOT delete the user or contact record.

Search, locate and edit the desired incident .
Click on the People tab.
Click the Delete button (trash bucket icon) to the left of the user or contact name to be deleted.
Click the Yes button on the Confirmation screen.
The user will be deleted from the Person list.

DELETE INVESTIGATORS FROM AN INCIDENT

Follow these steps to delete one or more investigators from the incident.
Note: Deleting an investigator from the incident does NOT delete the user record.

Search, locate and edit the desired incident.
Click on the People tab.
Click the Delete button (trash bucket icon) to the left of the investigator name to be deleted.
Click the Yes button on the Confirmation screen.
The user will be deleted from the Investigators list.

NEXT STEPS

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

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