360° Strategic Asset Management > Common > Incident Register > Incident Register

OR

Risk Management > Common > Risk Incident Register

This form covers the functional use of Incident/Accident Management in the 360° Strategic Asset Management environment. The Management of Incidents and Accident can be triggered from any business process in an organisation. The progression of incidents and accidents should be managed continuously. This form is for the recording of incidents and accidents against an object during the execution of an operational task. Incidents and Accidents may be registered by using the Register Incident / Accident function, and the information pertaining to that incident / accident will then be displayed on this form.

Risk incidents : Not all the users or employees will be able to register and raised a new risk case. Therefore the Risk Incident register will be used to create a risk incident. The incident will be evaluated and if the risk incident is valued to be important enough to raise a risk, a risk can be raised to be analysed and treated.

It provides the following functionalities:

  • Register a new incident
  • Confirm an incident
  • Raise a work order to investigate or resolve an incident
  • Record cause of incident information against the incident for analysis purposes
  • Record resolution of incident information against the incident for analysis purposes
  • Record defect information against the incident for analysis purposes
  • Record ageing information against the incident for analysis purposes
  • Record impact information against the incident for analysis purposes
  • Record long text incident detail

Tasks that use this form

Create a New Incident

Add and maintain characteristics to an incident

Add and maintain incident actions to an incident

Add and maintain team to investigate the incident

Add and maintain cause of an incident

Add and maintain resolution of an incident

Add and maintain participants to an incident

Create a risk

Navigating the form

The following tables provide descriptions for the controls in this form:

Incident register actions

Action Button

Description

Incident New

Create a new Incident.

Edit

Modify/add the details of the Incident. When you click this button, the incident is switched from read-only mode to modify mode.

Delete

Delete the selected incident.

Header view

View header and header-related information on FastTabs.

Line view

View the header and line information together. You can expand the lines and line details tabs to see more information about lines.

Setup

The function is used to add characteristics, incident actions, detail, team, cause and resolution information to the Incident record.

Open a menu with the following items:

  • Characteristics - The purpose of this form is to define specific characteristic values for the incident.
  • Incident actions - This form view and maintain the actions for the incident.
  • Detail - This form allows the user to give more detail about the specific incident.
  • Team - This form is used to assign a team against an incident for investigation.
  • Cause - This form is used to capture the observations made as to the cause of the incident.
  • Resolution - This form is used to create the resolution made against the incident.
  • Related images - This form is used to link a related images to give evidence for the incident.

Status history

This function is used to view the status history of the incidents.

Execution incident link

This function displays all the incidents/failures link to this work order for the selected execution record. This function is used to view the status history of the failures.

Status

The function is used to change current status of the Incidents and the Record Status.

Refresh

Refresh the page. (This function is only available in the grid view mode)

Export to Microsoft Excel

The function is used to export selected data to Microsoft Excel. (This function is only available in the grid view mode)

Generate from template

This button is a document handling function

Attachments

View and open the documents that are attached to this incident. This includes external documents.

Create a Risk

This button is used to create a new risk. (Not all the users or employees will be able to register and raised a new risk case. Therefore the Risk Incident register will be used to create a risk incident. The incident will be evaluated and if the risk incident is valued to be important enough to raise a risk, a risk can be raised to be analysed and treated.)

Incident header

This tab is displayed ONLY in the line view of the form.

Field name

Field description

Incident ID

The unique number allocated to an incident event for tracking purposes. It is allocated by the system according to parameters setup for the organisation.

Description

The description of the incident.

Category

This category should be selected to indicates the category area for the registered incident/accident. In the event of a failure register the record is always under the category failures.

Classification

The classification describing the severity of the incident/accident that needs to be logged. The user must select the classification from the available lookup.

Type

The type describing the incident/accident type and the user must select the type that defines the incident.

Application

Update the classification for the contract type, Internal for contracts within the organisation between different divisions/departments, or External for contracts to external customers/vendors.

Origin ID

This field defines, together with the origin type, where the work order was originated.

Origin type

This field defines where the work order was originated.

Observed by

Select the ID of the person who observed the failure/observation. The current logged in user's detail will defaulted into the field. But another user can be selected. The name of the person who observed the failure will display.

Date observed

Add the date when the failure was observed.

Reported by

Select the ID of the person who reported the failure/observation. The current logged in user's detail will defaulted into the field. But another user can be selected. The name of the person who reported the failure will display.

Date reported

Add the date when the failure was reported.

Record status

The current record status is displayed. The status can be changed with the Status function.

Status

Shows the current status of each incident that was registered. The status can be changed with the Status function. The incident status is in one of the following phases/status: Registered, Investigate, Completed or Cancelled.

Stage

This field will uniquely identifies the stage for a specific status.

Participants

This grid is displayed ONLY in the line view of the form.

Button

Description

Add line

Use this to add another contract specific line.

Remove

Use this remove a contract specific line.

Additional information

This function is used to add/maintain additional information for submitting to the selected failure record.

Setup

Use this button to define ageing, impact codes detail and add related images as evidence for an incident.

Open a menu with the following items:

  • Ageing - This form is used to enter the ageing meters during the incident process.
  • Impact - This form is used to define the impact of the incident.
  • Related images - This form is used to link a related images to give evidence for the incident.

Create

The purpose of this function is for the creation of new maintenance execution from an incident.

Open a menu with the following items:

  • Maintenance - This function is used to create a new maintenance execution order for the selected incident.

Field

Description

Participant ID

A system generated unique identifier of participants for an incident.

Object type

This field defines the object type for the selected incident. The value must be selected from the available list on the lookup.

Object code

Select the correct object code to uniquely identifying the object type.

Structure code

This field displays the Position (Structure Code) of the object and defines where on the structure the incident occurred. This field are populated from the object baseline, and may never be added, changed or deleted manually, only by process.

Participant

This field uniquely identifying the participant.

Supplier

This field defines supplier code in short the supplier of physical items, as opposed to a contractor that is contracted to perform a specific job. A supplier can also be a contractor and even the manufacturer of some of the goods. Select this field if the participant to an incident is from a supplier.

Specific description

The description for the specific object. The description is defaulted from the description of the object structure base but may be modified by the user who captured the incident.

Description

The description of the incident.

Criticality value

The defines a calculated criticality value for the failure.

Participants Ageing

This grid is displayed ONLY in the line view of the participant form.

Button

Description

Ageing

The purpose of this form is to enables you to update the incident record current meters. It will update the meters of the selected incident record. This function can only be executed if there is already a record in the participants tab.

Field

Description

UOM

Select the UOM for identifying the type of units in which the ageing of the item/equipment type will be measured. The type must be selected from the lookup. Available values are METER, CALENDAR and QUANTITY. This will automatically be added from the selected participant record.

UOM code

The unit of measure for the interval of the execution record must be selected from the lookup. This field is a user definable code uniquely identifying the UOM.

Age value

Enter the unit of measure value for the selected incident record.

Participants Impact

This grid is displayed ONLY in the line view of the participant form.

Button

Description

Impact

The purpose of this form is to enables you to update the incident record with the impact detail of the incident. This function can only be executed if there is already a record in the participants tab.

Fast Tabs

Tab

Description

General

This tab displays general detail of the impact.

Immediate impact actions

This tab is used to add/remove incident actions registered against an impact record.

Fields

Description

Identifier

This field is an unique identifier of the incident and will automatically be added when a new impact record is created.

Participant ID

This field is an unique identifier of the participant and will automatically be added when a new impact record is created.

Name

This field defines the name of the participant that is linked to this impact.

Impact description

This field defines the description of this impact.

Object type

This field defines the object type that is linked to this impact.

Impact ID

This field is an unique identifier of the impact. It is a system generated code.

Impact code

This field together with the object type will uniquely define an impact type.

Severity code

This field defines how severe the injury or damage is that occurred during an incident/accident.

Nature

This field defines with the object type the nature of the impact.

Incident impact description

This field should be a short description of the impact on the incident.

Action ID

This field is a unique identifier of the incident. The field is system generated.

Location

This field defines the location where the incident occurred.

Action description

This field is a short description of the action that was performed on a participant during the incident.

By whom

This field defines the name of the person who performed the action. An example will be someone like paramedic in an ambulance or first aid officer.

Line details

This tab is displayed only in the line view of the form.

Tab

Field

Description

General

Identifier

The unique number allocated to a incident event for tracking purposes. It is allocated by the system according to parameters setup for the organisation.

Participant ID

A system generated unique identifier of participants for an incident.

Description

The description of the incident.

Setup

Object type

This field defines the object type. For example organisation, equipment types, location and personnel. The value must be selected from the available list on the lookup.

Object code

Select the correct object code to uniquely identifying the object type.

Structure code

Select the structure code or position within the selected object type, where the specific incident code may be applicable.

Participant

This field uniquely identifying the participant.

Specific structure code

This field shows the structure position of the specific participant and the field will automatically be added from specifics list.

Supplier

This field defines supplier code in short the supplier of physical items, as opposed to a contractor that is contracted to perform a specific job. A supplier can also be a contractor and even the manufacturer of some of the goods.

Information

Comment

This field is used to add/maintain additional information for submitting to the selected incident record.

Header View

This detail is displayed only in the header view of the form.

FastTabs

Field

Description

General

Identifier

The unique number allocated to a incident event for tracking purposes. It is allocated by the system according to parameters setup for the organisation.

What happened?

Application

Update the classification for the contract type, Internal for contracts within the organisation between different divisions/departments, or External for contracts to external customers/vendors.

Customer

Use the lookup button to select the applicable customer. This is more for billing purposes and set-ups regarding the cost allocation to specific customers.

Category

This category should be selected to indicates the category area for the registered incident/accident. In the event of a failure register the record is always under the category failures.

Classification

The classification describing the severity of the incident/accident that needs to be logged. The user must select the classification from the available lookup.

Type

The type describing the incident/accident type and the user must select the type that defines the incident.

Where did it happen?

Where specific ID

This field defines the specific ID of an equipment/component/building place/area where the incident occurred.

Where structure code

This field defines the specific structure code of an equipment/component/building place/area where the incident occurred.

Where occurred

This field defines the internal on-site description of where the incident occurred.

Location code

A code uniquely identifying the specific physical location where the incident occurred.

Location structure

This field defines the structure position of the physical location and the field value will be automatically added from the location information.

Incident location

This field defines the structure position of the physical location and the field value will be automatically added from the location information.

Latitude

GPS longitude reference.

Longitude

GPS latitude reference.

When did it happen?

Responsible org

The user may select the organisation responsible for the management of this incident.

Organisation structure

This field defines the structure code of the responsible organisation and the field value will be automatically added from the organisation information.

Observed by

The person who observed the occurrence. This will defaults to the person who is logged in and registering the incident. This is a changeable field.

Name

The name of the user who is logged and registered the incident, and will automatically be added.

Date observed

The date when the incident/accident occurred.

Reported by

The person who reported the occurrence. This will defaults to the person who is logged in and registering the incident. This is a changeable field.

Name

The name of the user who is logged and registered the incident, and will automatically be added.

Date reported

The date when the incident/accident was reported.

Setup

Reportable Indicator

This field is the indicator that specifies if the incident must be reported to regulatory bodies through reporting or not.