Managing an accident/incident investigation

The management of an investigation is carried out by completing information in each of its tabs, modifying the status, and optionally generating the Delta/Conta report from the investigation itself.

Investigation statuses

Status	How it is assigned
In progress	By default when creating the investigation.
Closed	Manually, when it has been managed.
Cancelled	Manually, when the investigation does not apply.

Scope tab

From the Scope tab you can perform three actions:

Indicate the scope

1. Go to the Scope tab.
2. Select the scope.
3. Click Save.

Caution

• Accident with leave / without leave: it is mandatory to complete Company + Centre + Section + Position, or External company.
• Incident: only Company or External company is mandatory.

Seniority of the affected employee

The Seniority field is automatically filled in when indicating the Affected employee, provided the employee has a Start date in the assignment to the corresponding position. It can also be modified manually.

Expand information about the workplace

1. Go to the Scope tab.
2. Complete the workplace information.
3. Click Save.

Note

• The Accident location field affects the calculation of some indices on the accident dashboard.
• If it is related to a traffic accident, check the box Traffic accident?.

Work tab

Expand the information about the affected person’s work:

1. Go to the Work tab.
2. Complete the fields.
3. Click Save.

Tip

If it is related to the usual work, check the box Usual work?.

Detail tab

Expand the information about the risk and the material agent involved:

1. Go to the Detail tab.
2. Complete the fields.
3. Click Save.

Consequences tab

Expand the information about personal and material damages:

1. Go to the Consequences tab.
2. Complete the fields.
3. Click Save.

Note

• The Leave date field only stores information when the Accident type is Accident with leave.
• Lost working days is automatically filled in when indicating Leave date and recalculated when completing Return date.
• Days off work is automatically filled in when indicating Leave date and Return date.

Causes tab

1. Go to the Causes tab and click New.
2. Complete the details of the causes and click Accept.
3. Click Save.

Risk factors tab

You have two options:

Create new risk factors

1. Go to the Risk factors tab and click New.
2. Complete the factor and the applicable measures, then click Accept.
3. Click Save.

Link existing risk factors

1. Go to the Risk factors tab and click Link.
2. Select the factors and click Accept.
3. Click Save.

Witnesses tab

1. Go to the Witnesses tab and indicate any contributions you consider relevant.
2. Click Link and select the witness employees.
3. Click Accept and then Save.

Reports tab

This tab allows you to consult reports generated from the investigation itself and link other existing reports in the application.

Consult generated reports

1. Go to the Reports tab.
2. Click the PDF icon of the report you want to consult.
3. The programme downloads the PDF so you can view it.

Link other reports

1. Go to the Reports tab and click Link.
2. Select the report you want to link and click Accept.
3. Click Save.

Non-conformities tab

Allows you to create or link records of Non-Conformities / Opportunities.

Create new record

1. Go to the Non-Conformities tab and click New.
2. Complete the data and click Accept.
3. Click Save.

Link existing records

1. Go to the Non-Conformities tab and click Link.
2. Select the record and click Accept.
3. Click Save.

Costs tab

1. Go to the Costs tab and click New.
2. Complete the cost details and click Accept.
3. Click Save.

Note

• The programme automatically classifies each cost as Direct or Indirect according to the configuration in Accidents → Configuration → Predefined costs.
• The fields Sum of direct costs, Sum of indirect costs, and Total are calculated automatically.

Participants tab

The Participants tab is automatically filled in when creating and saving the investigation, according to the Responsibilities for Participation in accident/incident investigations defined in Organisation → Resp. and positions and the scope of the investigation.

Add more participants manually

1. Go to the Participants tab and click New.
2. Click the employee search icon and select one.
3. Click Accept in the search and Accept on the new participant screen.
4. Click Save.

Meetings tab

Allows you to link meetings/talks to the investigation:

1. Go to the Meetings tab and click Link.
2. Select the meeting and click Accept.
3. Click Save.

Attachments tab

1. Go to the Attachments tab and click New.
2. Enter the Descriptive name and select the file from Browse.
3. Click Accept and then Save.

SmartStatus tab

1. Go to the SmartStatus tab to view the automatically generated alerts.

Note

• Alerts are generated according to the configuration in Smart → Configuration → SmartStatus alert definitions.
• From Operations you can ignore an alert.

Create the Delta/Conta report from the investigation

You can generate the Delta/Conta report from the investigation itself:

1. Click Operations → Create Delta/Conta accident report.

The programme creates the record automatically.

Caution

It is only possible to create Delta/Conta reports for investigations of the type “Accident with leave”.

Modify or delete an investigation

Modify

1. Go to Accidents and enter the investigation.
2. Modify the records you need and click Save.

Delete

1. Go to Accidents and select the investigation to delete.
2. Click the delete icon.
3. Confirm with Yes in the prompt.

Danger

Deletion is irreversible.

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Source: M-SO-20-09-01 «User manual – Accidents», version 1.