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The Incident Reporting module allows you to manage the reporting and investigation of incidents that occur in your workplace. Click any image for a larger version. |
Filing Cabinet
The ‘Filing Cabinet’ is a flexible record keeping system, similar in operation to a regular network or computer drive, but with enhanced access controls.
The folders you see when you log in will depend upon your permissions. Administrators determine which folders each user can view.
Document Vault
The Document Vault 
is reserved for the documents that are your company policies and procedures.
These typically are not edited or changed regularly, and are linked from your Management System page.
Any documents you wish to appear in your Management System must be placed in the Document Vault.
You can create folders within the Document Vault to better manage your documents.
Filing Cabinet
The Filing Cabinet 
is used for general document storage, such as for:
- Project Documents
- Site Specific Documents
- As a Shared Workspace
- Documents that you wish to access offsite.
Note that files stored in this area are not accessible from the Management System.
Common Operations
Upload a File
Select the folder you wish to place the file into.
Click ‘Add File’ 
Click ‘Browse’ to locate the file on your computer, and click ‘Upload’.
There may be a delay while your file uploads (depending upon file size).
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| Note that files larger than what you would typically email may be too large to upload to CS Intranet. Refer to Maximum File Size. |
Upload Multiple Files at Once
On your computer, combine the files you wish to upload into a .zip file. Ensure that the .zip file does not exceed the maximum file size
(typically 8MB unless modified by your Administrator). Only.zip files that you wish to appear in the same folder once uploaded onto CS Intranet.
Within the Filing Cabinet on CS Intranet, select the folder into which you wish to place the files.
Click ‘Upload Zip’ (select from the More Actions button).
Click ‘Browse’ to locate the zip file on your computer, and click ‘Upload’.
There may be a delay while your file uploads (depending upon file size).
Once uploaded your .zip file will be extracted and the files placed individually into the selected folder.
Download a File
Select the file you wish to download.
Click ‘Open’ 
Your file will download or open automatically using the appropriate application (depending upon your computer settings and the file type).
Maximum File Size
The maximum file size that can be uploaded to the Filing Cabinet is set by Administrators.
To CHANGE THE MAXIMUM FILE SIZE click the in the Login Controls Toolbar at the top of the page, enter a maximum file size and click ‘Save’.
It is a good idea to limit the file size to somewhere between 4000 and 8000 kB to avoid excessive download times for document access.
To set individual USER PERMISSIONS to restrict which parts of the Filing Cabinet each user can see, refer to Section 1.4 in the help found under the Tools > Help menu (far right tab).
This section is only accessible to Administrators.
The Maximum File Size cannot be set larger than 20000 kB (20 MB).
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Introduction
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The Incident Reporting module has 2 main components: the incident Report and the incident Investigation.
- Incident Report:
- Used by site staff to enter an incident
- Contains ‘what happened’ information
- Can only be edited by an Administrator following submission
- Contains injury information – this can only be edited by an Administrator following creation of the Report
Incident Investigation:
- Is created by Managers or Administrators following submission of the Report
- Reproduces key information from the Report
- Allows updating of information from the Report, but the updates are not copied to the Report (the Report is preserved)
- Contains a Q&A style investigation and root cause
- Contains actions required and sign off
Permission setting – the permissions applicable to the Incident Reporting module are detailed below.
| Permission | Description |
|---|---|
| No Access | Cannot see the Incident Investigation tab. |
| Submit | Can submit an incident but not view any incidents once submitted. |
| Submit and View | Can submit an incident and view all incidents. |
| Manage Own | Can submit and manage incidents that the user submits, and view all incidents. |
| Manage | Can submit, manage and view all incidents. |
| Admin | Full administrator permissions including deleting incidents. |
Reporting an Incident
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The following 3 screenshots (figures 1, 2 and 3) illustrate the data required to be captured when reporting an Incident/Accident/Injury.
Enter details such as:
- who is completing the form
- who was involved in the incident and their contact details
- a description of the incident
- where the incident occurred and when
- details of witnesses and bystanders
- how the incident occurred
- what was involved in the incident and
- attach photos and documents relevant to the incident.
Report Part A (Figure 1)
[click to enlarge]
The next section of the Accident/Incident/Injury form captures details of any injury that occurred as a result of the incident.
Use the body diagram to specify the location of the injury and details of the injury.
Report Part B (Figure 2)
[click to enlarge]
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| Note: Injury details are contained within the incident Report only, and can only be edited by an Administrator once the Report has been created. |
The final section of the form, Part C in Figure 3 captures details regarding when, how and the cause of the incident. Attachments can also be uploaded.
Report Part C (Figure 3)
[click to enlarge]
Nearly all fields are mandatory; users are encouraged to provide as much information as they can about the incident.
If some details are unavailable at the time TBA should be put into the fields so the report is accepted (details can be added by an administrator at a later date).
Investigating an Incident
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To investigate an incident select the Manage Existing left hand menu. Click the Incident Investigation edit icon to launch the Incident investigation form for
the corresponding incident report. The colour of the icon indicates the status of the incident investigation.
Red indicates – Investigation not started
Yellow indicates - Investigation in progress (started but not completed)
Green indicates – Investigation has been completed
[click to enlarge]
The incident Investigation form Part A is detailed below.
[click to enlarge]
The sections highlighted are transferred from the Report. Edits made in the incident Investigation are not reflected in the Report.
The information that was initially entered in the Report is preserved, and can only be edited by an administrator.
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| Injury details are contained within the incident Report, and can only be edited by an Administrator once the Report has been created. |
The incident Investigation form Part B is detailed below.
This section of the Investigation provides a Q&A style investigation of what occurred to assist in determining root cause and subsequently corrective actions.
Incident Investigation Form Part B
[click to enlarge]
The incident Investigation form Part C is where the root cause is detailed, actions are recorded and closeout is carried out.
The ‘By Whom’ for each action is free text, allowing actionees to be people that do not have user accounts within CS Intranet.
This provides maximum flexibility – the report can be emailed to actionees as a PDF or printed and passed to them for actioning.
A Responsible Manager monitors implementation and ensures follow up of outstanding actions.
Close out is a 2 stage process, requiring the Responsible Manager to sign off on completion, as well as the HSE office or equivalent to confirm
that the incident can be closed. Only after HSE office signoff is the incident marked as closed in the list and indicated as green.
Incident Investigation Form Part C
[click to enlarge]
Incident Notifications
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The Incident Reporting Module allows email notification to be automatically generated, notifying relevant persons that a new incident has been entered. These are accessed from the Administrator icon () which is in the top right corner of the page. It will open the administrator window as shown below.
Select the Incident Notifications tab (far right). You will be able to view the list of current notifications, and add new notifications.
To add a new Notification for a User, follow these steps (refer to image above for details):
- Select the User who is to receive the Notifications.
- Select the Location which you would like to limit the Notifications to. Leave this set to ALL if the User is to receive Notifications for all Locations.
- Select the Client which you would like to limit the Notifications to. Leave this set to ALL if the User is to receive Notifications for all Clients.
- Select the Injury Classifications that you would like the User to receive Notifications for. Leave this blank (select nothing) for ALL Injury Classifications.
- Select the Incident Categories that you would like the User to receive Notifications for. Leave this blank (select nothing) for ALL Incident Categories.
- Click save when you are finished. The new Notification will now appear in the list.
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Only make selections for Injury Classification and Incident Category if you wish to limit the Notifications sent. If you choose any/all Injury Classifications you will only be notified about incidents containing injuries. Leaving all classifications unchecked will mean you will be notified about any type. Leave All Incident Categories unchecked (select nothing) and the system will automatically include all by default. |
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If Notification emails do not appear to be being received by a User, check the following:
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