9.1. New Incident Report

In the Create New Incident form, users can create and customize a report detailing the specifics of an incident.

*For guidance on common form functions, please refer to the dedicated section in the manual.

1. What is the incident?: A text field for providing a brief description or title for the incident.
2. Reference No.: A text field for entering a unique reference number for the incident, if applicable.
3. Incident ID: A read-only field automatically populates with a unique identifier for the incident. This ensures each incident can be distinctly referenced and tracked within the system.
4. Reported By: A mandatory single-select dropdown field for selecting the person who reported the incident. This dropdown dynamically loads the list of active users in the system.
   
   *

   By default, this field is populated with the full name and login name of the user initiating the incident report.

   • User details, such as name and login information, can be updated in the Users tab of the Organization Management (Admin) application.
5. Reported (Date & Time): A date-time picker for selecting the date and time when the incident was reported.
   

   **By default, this field is populated with the current date.

6. Occurred (Date & Time): A date-time picker for selecting the date and time when the incident occurred.
7. Estimated Due Date: A date picker for selecting the estimated date for resolving the incident.
8. Incident Type: A mandatory single-select dropdown field for categorizing the type of incident being reported. This dropdown displays a fixed list of options.

   • Incident Types

     Incident Type	Definition
     Accident	An unexpected event that results in damage, harm, or injury, often due to a failure of procedures or equipment.
     Environmental Hazard	A condition or event that poses a risk to the environment, such as pollution, toxic waste, or natural disasters.
     HSW (Health, Safety, and Welfare) Issue	A situation or concern that negatively impacts the health, safety, or general well-being of employees, workers, or individuals.
     Injury	Physical harm to a person caused by an accident, fall, or impact, such as cuts, fractures, or bruises.
     Illness	A medical condition or disease caused by factors like infection, exposure to harmful substances, or other health-related risks, affecting the body or mind.
     HSW Pain and Discomfort	Physical or emotional distress experienced by an individual due to an unsafe working environment, poor ergonomic conditions, or health-related factors in the workplace.

9. Severity of the Incident: A single-select dropdown field for indicating the severity of the incident. This dropdown displays a fixed list of options.
   • Severity Levels: Critical, Major, Moderate, Minor, Negligible.
10. Priority of the Incident: A single-select dropdown field for specifying the priority level of the incident, based on its urgency and impact. This dropdown displays a fixed list of options.
    • Priority Levels: High, Medium, Low.
11. Probability of This Incident Recurring: A single-select dropdown field for specifying the perceived likelihood that the incident may occur again in the future. This dropdown displays a fixed list of options.
    • Probability Levels: High, Medium, Low.
12. Site: A single-select dropdown field for specifying the site where the incident occurred. This dropdown dynamically loads the list of active location sites in the system.
    • Site options in this dropdown follow the format: [Region] – [Country] – [Site].
      
      *

      Sites are set up in the Site form. Before adding a site, users must configure the corresponding region in the Region form and the country in the Country form.

      • For example, to establish Montreal as the site, North America must first be defined as the region, and Canada as the country, in the respective forms
        

      
      These forms are found in the Location module under General Settings.
      
13. Where the Incident Happened: A text field for providing additional details about the location or place where the incident occurred.
    

    *Unlike the structured Site field, this field allows for more specific location information, such as room numbers, specific work areas, or temporary locations.

14. Business Division: A single-select dropdown field for specifying the division or department associated with the incident. This dropdown dynamically loads the list of active business divisions in the system.
    
    *

    Business divisions are created and managed in the Departments tab of the Organization Management (Admin) application.

    • Selecting a division will filter the available options in the Business Line field.
15. Business Line: A single-select dropdown field for specifying the business line associated with the incident. This dropdown dynamically loads the list of active business lines under the selected division.
    
    *

    Business lines are created and managed in the Departments tab, with each line linked to its respective parent division.

    • Only the child departments of the chosen division will be available for selection
16. Category: A single-select dropdown field for specifying the category to which the incident belongs. This dropdown dynamically loads the list of active categories in the system.
    

    **Categories are created and managed in the Category module under General Settings.

17. Incident Report Reviewer: A mandatory single-select dropdown field for selecting the party responsible for reviewing the incident report. This dropdown dynamically loads the list of active users, roles, and groups in the system.
    
    *

    By default, this field is populated with the ‘Director of Quality’ role, to which users and groups can be assigned.

    • If the ‘Director of Quality’ role does not exist or has no user or group assigned, this field will be empty.

    
    

    Roles are created and managed in the Roles tab of the Organization Management (Admin) application.

18. Description of the Incident: A rich text field for providing a detailed description of the incident.
19. Advanced Report: A checkbox for including additional details beyond the basic incident report.
    • Selecting this checkbox reveals the Select the Incident Impact accordion.
20. Add Action Items: A checkbox for including additional actions to address and resolve the incident.
    • Selecting this checkbox reveals the Action Items accordion.
21. Immediate Response Actions: A section for documenting immediate actions taken in response to the incident.
    

    **For more information on this section’s purpose and functionality, click here.

22. Comment: A field for adding comments related to the incident.
    

    *This field functions like a discussion board, enabling users to initiate and participate in collaborative discussions with stakeholders involved in the workflow.

23. Submit Form: A button for submitting the completed form.
    • When submitting the form, a pop-up may appear to notify users of any necessary alterations to the Incident ID.
      
      *

      Background: This notification is triggered by the system’s ID allocation mechanism, designed to prevent duplicate incident IDs when multiple incidents are initiated simultaneously or in rapid succession.

      • Example Scenarios:
        • If two users submit incidents at the same time, one user’s Incident ID will match the value displayed in the form, while the other user’s ID will be incremented by one.
          
          
        • Similarly, if one user saves an incident as a draft while another submits one, the submitted incident will have an ID one value greater than the draft.

      
      

      Users can dismiss this window by clicking either the Exit button (X) or the OK button.

    • Upon submission, this form triggers the Incident Management workflow. The assigned reviewer will be tasked with reviewing the incident report.
      

      **If the reviewer is the Director of Quality, the task will appear in the Pending Tasks folder associated with that role.
      
      

*To access additional options or perform actions related to the form, please utilize the kebab menu ( ) located in the upper rightmost corner.