New Incident Reporting Process
Managing and reporting incidents accurately is crucial for maintaining a safe and compliant work environment. The New Incident module in the system allows users to document all details related to an incident, from initial occurrence to resolution. This structured process ensures proper investigation, accountability, and learning from every incident.
Selecting Project and Incident Details
To begin reporting a new incident, the first step is to select the project name where the incident took place. Accurate project selection ensures that the incident is logged against the correct location and department for investigation and tracking purposes.
Next, users must choose the date and time when the incident actually occurred. This is critical for establishing a timeline for the event. Additionally, users must enter the reporting date, which is the date when the incident was formally reported into the system. Maintaining both sets of dates helps differentiate between when the incident happened and when it was documented, which is important for audits and compliance tracking.
Identifying the Incident Type and Severity
After recording the basic event details, users need to select the type of incident from the available categories (e.g., injury, equipment damage, security breach, environmental hazard, etc.). Correctly categorizing the incident ensures that it is routed to the appropriate investigation team.
Following this, users must choose the incident severity level. The system typically categorizes severity as High, Low, Minimum, or Critical, based on the potential impact and seriousness of the incident. Assigning the correct severity helps prioritize responses and resources for incident management.
Recording the Incident Location and Status
The next step is to mention the specific location where the incident occurred. Clearly documenting the exact site helps in localizing the investigation and implementing site-specific corrective actions.
Users must also select the incident status — choosing between Open or Closed.
- Open indicates that the incident is still under investigation or that corrective actions are ongoing.
- Closed indicates that the investigation is complete and all necessary actions have been taken.
Describing the Incident
A detailed incident description must be provided to explain how the incident happened. This section should narrate the sequence of events leading up to, during, and immediately after the incident. A clear and factual description helps investigators understand the full context without assumptions or missing information.
In addition, users are encouraged to attach incident photos. By clicking on “Add Attachment”, users can upload visual evidence related to the incident, such as photos of the site, damages, injuries, or any contributing factors. Photos are crucial for thorough investigations and accurate reporting.
Documenting Actions Taken
Under the Action Taken section, users must detail the immediate and subsequent actions carried out in response to the incident. This may include first aid administered, equipment shutdowns, notifications to authorities, temporary control measures, or any other steps taken to manage the situation. Clearly documenting actions helps verify that appropriate responses were implemented promptly.
Analyzing Causes and Lessons Learned
In the Why Did It Happen section, users must explain the root cause of the incident. This analysis should go beyond surface-level observations and identify underlying causes such as human error, equipment failure, process flaws, environmental factors, or management system gaps.
Finally, in the Lesson Learned section, users should document what insights were gained from the incident. This might include recommendations for training, changes to procedures, introduction of new safety measures, or cultural improvements within the team. Recording lessons learned ensures that the organization grows stronger and more resilient from each incident.
Conclusion
Accurate and detailed incident reporting is essential for building a safer, more efficient workplace. By following this structured process in the New Incident module, organizations can ensure transparency, accountability, and continuous improvement in their health, safety, and operational standards.