How to create an Incident report

1. Click [HSEQ] → [Incidents]
2. Click the [New] button found on the left-hand side of top menu bar  
3. If user is creating the incident report in the office system, user will be asked to select what vessel the Incident occurred on. If created on board, the system will assume that it is for the unit in the unit system. The following dialog will appear

1. Specify if the incident is to be considered:
   1. An Incident/Accident with actual consequences.
   2. A “Near Miss” (Incident with only potential consequences)
2. Click [OK], and the incident form (ref below) will show up.

1. Enter the details available. Please confer with company procedure of what fields should be used and how. All fields will be described in the following section, when and who should fill out these fields may vary based on your company procedure. Some of these fields have a question mark button next to it. Clicking this button will list all selectable values for each field, and might have an additional explanation\description.

“Incident Details:” section

1. Incident Name: Enter a short description\name for the incident. This field is a system mandatory field. And is required to be populated before the incident report is

[Submitted]

1. Incident date: Enter the date and time the incident occurred, by default when creating a new incident report this date is set to “now”. Adjust the date time to fit the time of the incident.
2. Incident Category: Select the appropriate Incident category 
3. Incident Sub Category: Select the appropriate sub category. Depending on the choice made in the category fields the sub category options may differ. 
4. Reporting Party: Select the party that reported the incident. A “party” is a loose term and for certain vessels the only “Reporting party” will be “Own crew” (or something similar) but can also be for example “Contractors” etc. 
5. Operation in Progress: Specify what operation was being done when the incident occurred.
6. Location on unit: If the Incident occurred on a specific location on the unit\vessel, select the appropriate ship\unit location.
7. Original Description: This field is for the description of the incident. An incident report has two fields for the description. The original description will be treated as confidential once the incident report has been submitted. Only the creator of the incident and users with the user right to read the original description will be able to read it.  This will allow the person entering the description to describe the incident as freely as possible. This field is mandatory to be populated in order to submit an incident report.  
8. Official Description: This is the description all users with access to the module will see, this is also the description that is used in the “Incident report” report.  

“Assigned to:” section 

1. Assigned to “Responsible party”:  This should reflect where the report of the Incident comes from if more than one party of crew can be found onboard. Example values can be “Own Crew” or “Contractors crew”.
2. Assigned to “Department”: Select the department, that will be in charge of the Incident Report.
3. Assigned to “Crew Type”: If the follow up should be done by a certain crew type, and not an individual crew member. Crew sign on and off all the time so assigning the incident to a certain crew type can make it easier to assign responsibilities.
4. Assigned to “Crew”: If assigning an Incident report to a certain crew type is not accurate enough, the incident report can be assigned to a named Crew member, user or contact. 
5. Verification Due: Verification due is the “deadline” for when the Incident report should be completed. By default, this value is set to 7 days, but can be edited manually.

“Risk:” section 

1. Risk: Recurrence probability: Select a value describing the considered probability of the incident reoccurring. This field is used to set the “Risk” on the Incident. 
2. Risk: Severity: Specify the considered severity of the incident. This field is used to set the “Risk” on the Incident. 

1. The remaining fields on this form (the right had side fields) are not directly editable

1. Incident No: This field will show the “Incident Report” number. The number is set when the Incident report is submitted. Once an Incident report has been numbered it will only be possible to cancel it, not delete it. 
2. Incident type: Depending on the choice made when creating the Incident report, this field will indicate if the incident report is considered a “near miss” or an

Incident\accident with real consequences. It is possible to switch an incident from a “near miss” to a “Incident with consequences”, by clicking the [Change Type] button in the Incident report form menu bar. 

1. Work Flow Status: This is the current workflow status for the “Incident Report” 
2. Verification Due Status: Using the “verification due” date (described in 6 n.) this field will show if the verification is due or overdue. 
3. Verification date: This will show the date the “incident report” was actually set to verified and closed. 
4. KPI tag: Incident report Sub category codes, can be tagged with a KPI code. If the sub category is tagged with such a code it will show here.  

a. Risk: This field is not possible to edit directly but will be filled based on the selections done in the two following fields “Severity rating” and “Probability” the value, will be retrieved from the risk matrix found under [System] → [Settings] →”Incident settings”. For more details on the Risk matrix please refer to “How to configure the RISK matrix”

“Additional Details:” tab. 

1. As the tab suggest additional details related to the incident report can be added to this tab and its sub tabs.
   1. “Witness” sub tab: If any one witnessed the incident, their statements can be recorded on this tab. Please refer to “How to add a witness statement?” for more details.
   2. “Equipment” sub tab: This tab has two free text fields for description of equipment involved and can be used if applicable.
      1. Description of safety equipment
      2. Description of tools involved

c. “Environment” sub tab: 

1. “Clean Area Description”: This is for the description of the area the incident took place. 
2. Work Environment Description: This field is used to describe the conditions relating to the work environment, such as lighting, noise level, temperature etc. d. “Comment” sub tab 

i. Additional comments: Any other additional information relating to the incident, that does not belong in any of the other available fields, can be added here.

How to add a witness statement to the Incident Report? 

If someone witness the Incident, their statements can be recorded as part of the “incident report”. Their statements may be written in a separate document and may have been signed, so it is possible to attach a document (file) to the witness statement, but if it is desired the statement text should appear in the “incident report” report, their statements will also need to be added to the “Witness statement” fields. Here is how to record a witness statement.

1. Open the Incident report by double clicking it.
2. Click the “Additional Details” tab
3. Click the [Add Witness statement] button in the witness statement list menu bar.
4. Fill in the fields as follows:
   1. Name: Click the […] button at the end of this field to select a name from the system. Names available will be either “Crew”, “Users or “Contacts. If the witness is not listed as any of these it is possible to enter the witness name by typing it directly in this field.
   2. Rank code: If a crew, contact or user was selected in the “Name” field above, the system may auto fill this field based on recorded information on the selected person. If a name was manually added or no details appear when selecting a person, it is possible to manually type in a crew type/rank/position description in this field.
   3. Company name: If a crew, contact or user was selected in the “Name” field above, the system may also auto populate this field using information from the system. If nothing appears it is possible to select a company from the “contacts” list by clicking the […] buttons. It is also possible to type in the name directly if the company in question is not in the system.
   4. Contact Information: If applicable, contact details can be added for the witness as free text.
   5. Direct Witness: If the witness is considered a direct witness, the witness observed the incident as it occurred, tick the “direct witness” check box.
   6. Statement: Enter the witness statement text 5. Click [Save]