HELP FILES

Incident Module

Version:1.1
Date: 30/08/2024
Prepared By: Rakshit Singhal

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Module Process Who Will Submit Who can view

PIR Submit PIR Any Employee All whom it is shared

Safety Alert Submit Safety Alert Safety Incharge All whom it is shared
(after publish)

Safety Alert View and Publish HOD Safety All whom it is shared

Incident Investigation Create Team HOD All whom it is shared

team

Incident Investigation Submit Investigation Team Lead All whom it is shared

Report (Who ever is nominated) (after publish)

Incident Investigation Review and Circulate HOD All whom it is shared

Horizontally

Incident Investigation Deploy Horizontal Actions HOD Safety All whom it is assigned

Lesson Learnt User Submitted PIR will Team Lead All whom it is shared
submit Enter lesson learnt (after publish)

30
- September 2024
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Login Page

• Click on SSO login Option

• Select your official email login account will navigate to dashboard

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 Dashboard

• In dashboard on top tool buttons to navigate to My Drafts, My Actions, My SI, My SO and Global Action Tracker
• In side tool bar buttons to navigate to dashboard (Selected as user is on dashboard page), SI, SO, line walk.& IM
• Graphs to view total observation and total unsafe situation recorded unit vise will be visible which can be filtered
using different filters (type, Category, sub-category, risk potential, date range).
• Upcoming Task will be visible under task sections
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 Incident Details as any role

• Inside Incident Module list of all the incident will show this is called incident detail page.
• Click on detail button to see the detail related to that incident, also incident will show the current status of the incident in which
stage incident is there.
• Click on create PIR button to register New Incident
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 Create PIR as Employee

• In PIR enter unit details like Unit Name, Department, Section, Exact location, Incident date, Incident time
• Department HOD, Section head will auto populate and select line manager
• Select Incident Classification and if Incident Classification is process safety then select process safety type and its tier
value.
• Enter no of injured persons, remarks and upload image and video
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 Create PIR as Employee

• Now enter details of injury

• Select Employee type, enter employee ID this will populate Injured name, gender, address, designation, Job type and
name of employer
• Now select job type (High, moderate or low risk), Body part injured, and nature of injury
• Enter What Happened and Preliminary Findings
• Click on Preview to preview details and final submit, upon this PDF will be generated
• You can refer video How to create PIR for reference
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 Safety Alert as Safety Incharge

• Safety Incharge login goes to incident module then click on detail of incident, it will should View PIR and for safety alert
it will show start button
• In Safety Alert form Unit details like Unit name, Location, Incident date and time will auto fetch as in PIR
• Incident details like incident classification, Incident Category will auto fetch
• Safety Incharge have to enter what happened and preliminary findings
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 Safety Alert as Safety Incharge

• Then add immediate actions, and select department and section to allot it to line manager with a target date
• Add images although uploaded in PIR will pre load, user can add or remove pictures
• Add remarks and then preview
• It will generate the preview if want to edit then come back otherwise submit to generate the PDF.
• Now HOD will have to create the incident investigation team

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 Preview Safety Alert as HOD Safety

• HOD Safety will view complete form and publish

• It will be shared to all the people configured as in communication
• Immediate actions will be sent now
• Now HOD will have to create the incident investigation team
• You can refer video How to create Safety Alert for reference
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 Create Incident Investigation Team as HOD

• HOD have to select the team lead by entering email id all the details populate
• HOD can delete if the HOD entered is not correct
• HOD will enter the team members one by one and remove any if required
• Only compulsion with team is that at least one member should be IM trained
• You can refer video How to create Investigation Team for reference
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 Incident Investigation Report as TL

• Detail like unit details, department, Section and all details will come team lead can add cost and cost of incident
reasons
• TL can also edit the details, if required
• Injury details displayed as feed in PIR and Safety Alert, TL can edit or create new Injury details as well.
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 Incident Investigation Report as TL

• TL will enter last date of incident with contractor organization, Incident investigation initiated date and time, Any similar
incident happened in organization details, Brief description of incident and immediate action taken after incident
• Enter the facts investigated one by one
• Chronology can also added one by one with time in ascending order

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 Incident Investigation Report as TL

• TL will enter last date of incident with contractor organization, Incident investigation initiated date and time, Any similar
incident happened in organization details, Brief description of incident and immediate action taken after incident
• Enter the facts investigated one by one, keep adding finding, TL can edit or delete the finding as well
• Chronology can also added one by one with time in ascending order with time selection from drop down
• Activity to be added and remarks for the activity
• Any added chronology can be edited and deleted as well
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 Incident Investigation Report as TL

• TL can view the team also can edit the team as well

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 Incident Investigation Report as TL

• Root cause can be done by why why analysis

• Find cause then all the possible finding also mark it as a factor if identified
• Now drill down to any finding to level 1 as where we can add multiple finding for this causes and so on
• When a finding is marked as root cause rest all the cases will be marked as discarded
• Then in final summary Physical, Human and System factor will be identified

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 Incident Investigation Report as TL

• TL will enter the record viewed and click on add record button to enter the record

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 Incident Investigation Report as TL

• TL will enter the add person interacted during the interaction

• TL can edit or delete if any person is added incorrectly

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 Incident Investigation Report as TL

• TL can add recommendations one after another

• Also can add supporting evidences as required
• Then submit to HOD for approval and circulation
• HOD will approve and circulate horizontally
• HOD Safety will assign recommendations horizontally

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 Incident Investigation Report as TL

• HOD will select user Unit, Department and section wise or type wise whom they want to circulate the report
• HOD Safety Similarly will share recommendation (one or more) user Unit, Department and section wise or type wise
whom they want to consider the action
• You can refer video How to create Incident Investigation Report for reference

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 Lesson Learnt as TL

• Site In charge will enter the lesson learnt one by one as key learning
• HOD will preview and share it horizontally

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 Lesson Learnt as TL

• HOD will select key learning if they want to share one or more items
• HOD will select unit to whom he wanted to share the actions
• Also for report select unit, department and section wise with whom to share the report
• Also HOD can share report User role wise
• You can refer video How to create Lesson Learnt for reference

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 All Evidences

• In all Evidences All users will be able to see PDF of each sub modules and proof uploaded in that module
• They is circulate option to share it at all the stages when ever required
• All evidences can be circulate on the basis of unit department section and user role multiple times

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 My Drafts

• My Drafts will have Safety Interaction, Safety Observation, Line Walk, IM draft saved which can be resumed filling
observation
• Upon opening the partially filled form will launch

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 My Actions

• In My Action User will see action assigned to him which can be viewed as action for Safety Interaction, Safety
Observation, Line Walk, Incident Management and CAPA (By default Safety interaction is selected)
• Total Action items (for particular type), Action Open (Not viewed yet), Action Completed and Action WIP
• Click on start button under my action to start taking action
• For CAPA actions which were not relevant to user can be marked as NA & will count head under Actions NA

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 My Actions

• All the details of actions are pre filled, User can view observation form or trail of action
• User have to enter action taken, upload media of action taken as photo or video
• Change the status of action either to WIP or Completed
• If user find it incorrect he can assign it to other line manager by selecting his unit, department, section & line manager
also add reason of change and click on assign button
• For actions applicable or not-applicable user can for CAPA action
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 Global Action Tracker

• In Manager Action Tracker User can see details of all the action assigned to him and people under him
• Total Action items (for particular type), Action Open (Not viewed yet), Action Closed and Action WIP
• Click on send reminder to send alert to the user to complete action

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 Thank you

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