Incident reporting
Every incident reported, investigated and closed by the same process
One incident reporting system for every kind of incident. Injuries, near-misses, damage and security incidents are reported on a form built for the type, routed to the people responsible for that location, and worked to a classified, costed close on the HR Manage workflow engine.
Why it matters
The right form, the right people, a full record
The right form for the type
Each incident type and sub-type carries its own reporting form, so an injury asks what an injury needs and a near-miss asks something else, with the guidance documents for that type one click away.
A reporting form per type and sub-type
The right people for the place
Incident locations map to your branches and departments, and the responsible people and subscribers can differ per location, so an injury in Pretoria goes to different hands than one in Cape Town.
Responsible people per type and location
Nothing closes without a trail
Every step of the investigation is a workflow activity with who did it and when. Priority, final classification and the costs sit on the incident, ready for reporting.
Costs and classification on every incident
What it does
What incident reporting adds to the workflow engine
Incident types and sub-types
Incidents are started by choosing a type, in a two-level hierarchy of types and sub-types. The combination carries everything needed to start the process. A sub-type without its own form or template uses the parent’s.
- Responsible people for that kind of incident
- Who may report it, and who is notified
- The workflow template that must be followed
- The form the reporter completes
Custom incident locations
Rather than being limited to the organisational structure, incident locations are defined for the purpose and linked to a branch and a department or division. The location decides who else is told and who takes charge.
- Locations linked to your branches and departments
- Extra subscribers per location
- Responsible people adjusted per type and location
- A free-text sub-location on the incident itself
Reporting an incident
The reporter completes the form for that type, with text, images and questions, and can open the guidance documents linked to the type from the published document library, including forms that must be completed and attached.
- Reference number, incident date and time, subject and details
- Cause, impact and action taken
- Attachments and links to support documents
- Target person, where the incident concerns an employee
The investigation as a workflow
From the report onward, the incident is a workflow on the template set for its type: sign-offs, decisions, forms, tasklists, generated documents and e-mails to a group, or a sub-workflow for a formal investigation. Everything the workflow engine does applies.
- Any workflow activity type, including custom plugin activities
- A different template per type or sub-type
- Tasks assigned to investigators and tracked to completion
- Generated reports and letters from the data captured
Priority, classification and costs
Each incident carries a priority and, at the close, a final classification. Costs are captured as lines against cost categories, with categories marked whether they count towards the total, so the cost of an incident is a figure, not a guess.
- Priority and final classification lookups you define
- Cost lines by category with amounts
- Categories included in or excluded from the total
- A total cost per incident
Who sees what
Security is set per incident type, location and combination: who may report which incidents and who may respond to which activities. Notification subscribers are told when an incident is created or updated without taking part in the process.
- Report and respond rights per type and location
- Subscribers per type, location or both
- Browse incidents by role: to respond, owned, subscribed or target
- Responsible people see their own queue
Spotlight
One record per incident, from report to close
An incident is one record with the report, the investigation timeline, the people involved and the money it cost. Managers and safety officers open it to see the current activity and who is holding it; the responsible group sees its own queue.
The same record feeds the incident reports and dashboards, by type, location, priority and classification.
On an incident record
- Reference number, incident date and time
- Type, sub-type and location
- Subject, details, cause, impact and action taken
- Priority and final classification
- Cost lines by category, with the total
- Responsible people, target person and subscribers
- The workflow timeline of every step
Works with
Part of one HR system
Workflows & forms
The engine underneath: every incident template is a workflow.
People management
The target person and the reporter are employee records; locations map to the org structure.
Self-service web app
Investigation steps arrive on the responsible person’s home page.
Reporting & BI
Incident reports and dashboards by type, location and classification.
With the professional service and experience of People Resolutions we have developed a bespoke online performance management program that has added value to our organization and enhanced the reputation of the HR team.
Who can report an incident?
Whoever the security for that type and location allows. Rights to report and rights to respond are set separately, per type, per location, or for the combination.
Can different sites follow different processes?
Yes. The template, the responsible people and the subscribers are set per type and sub-type, and adjusted per incident location, so the same injury type can run differently in two branches.
Can we track what an incident cost?
Yes. Costs are captured as lines against your own cost categories, each category marked whether it counts towards the total, and the total sits on the incident.
Is this separate from the workflow module?
No. Incident reporting is built on the workflow engine and adds the incident-specific parts: types, locations, the reporting form, priority, classification and costs. Everything the workflow module can do applies here too.
Can we record injuries on duty (IOD)?
Yes. Set up injury on duty as its own incident type, with its own form, responsible people and investigation workflow. The injured employee is the target person on the incident, the Compensation Fund (COIDA) forms you complete can be linked to the type from the document library and attached, and the costs sit on the incident.
Book a demonstration
Report it once, handle it properly
Bring your incident register and we will show you how one of its entries would run in HR Manage, with the people who build it.
- A demonstration takes about 45 minutes, online or on site
- We answer the pricing and implementation questions on the call
- Prefer e-mail or phone? All contact details →
Book a demo or ask a question
We get back to you within one working day.