In the Emergency module, incidents, Daily Logs, and injury/illness occurrences are all types of incidents. Although the sections and fields available for data entry depend on the type, the Incident form is used to capture data for all three types. Incident Type Layouts and Templates are used to configure the sections and fields that appear on the Incident form. The following default Incident Type layouts are shipped with the Emergency module:
Default Daily Log
Default Emergency
Default Injury/Illness
Emission incidents are created in the Air, Chemical Inventory, Waste, and Water modules based on the Legacy Emission Incident Type layout. and can also be viewed and edited in he Emergency module. For additional information about layouts and templates, refer to Incident Type Layouts and Templates.
Note:
The procedures below describe how to create incidents, Daily Logs,
and injury/illness records using the default layouts. Refer to Incident
Type Dynamic Sections for additional information about entering other
incident information that may have been added on custom Incident Type
layouts/templates.
For instruction on incidents, Daily Logs, and injury/illness occurrences, click the following links or use the scroll bar to scan the page.
By default, all incident (including emission incident) records, Daily Logs, and injury/illness records that have not been closed are included in the Incidents browse view in the Emergency module. Standard search features are available along with the following additional filtering options:
Show Emergency Incidents — Display incident records created with the Incident Basic Type of Emergency. Any legacy incidents created/edited in the Emergency module (Essential Legacy Incident Type) are also listed using this option. Refer to Incident Type Layouts and Templates for additional information.
Show Injury/Illness — Display incident records created with the Incident Basic Type of Injury/Illness.
Show Daily Logs — Display incident records created with the Incident Basic Type of Daily Log.
Show Emission Incidents — Display incident records created with the Incident Basic Type of Essential Legacy Incident and an Incident Type of Legacy Emission. Emission incidents are created in the Air, Chemical Inventory, Waste, and Water modules and are available for viewing/editing in the Emergency module. Refer to Incident Type Layouts and Templates for additional information.
Show Closed — This option is used in combination with one or more of the other options to include closed incident, injury/illness, Daily Log, and/or emission incident records in the list. For example, select the Show Closed and Show Daily Logs options to view only Daily Logs regardless of the log's status. No records will be displayed when the Show Closed option only is selected.
Note: The Select
All and Select None options
are available to quickly add or remove these filters, with the exception
of the Show Closed filter.
The Incident form is the initial entry point for information on an incident, disaster, special event, or critical operation. Once an incident is created, a Watch List is available to manage the incident on your desktop. The Incident Watch List is automatically refreshed at designated intervals, providing a real-time view of the situation and progress being made.
Several incidents may occur during the same time period. Establishing separate records for each incident will help everyone who is monitoring different command center responses. For incidents associated with the Default Emergency incident type, an incident name, associated entity, start date, and incident type are required to establish an incident record. An incident number must be entered to access a Watch List for the incident. Auto-numbering can be set up for incidents. Refer to Event/Incident/Case Auto-Numbering and Naming Conventions.
When an incident has been resolved, the incident record can be closed. For information about the activity that automatically takes place when an incident is closed down, refer to Closing Incident, Daily Log, and Injury/Illness Records.
To establish incidents
Tip: The steps below describe the procedure for establishing
an incident with the Default Emergency incident type—assuming it is the
same version that was shipped with the software. Since new Incident Type
Templates can be created and existing ones modified, the procedure may
not apply in all cases. Refer to your system administrator and Incident
Type Layouts and Templates for additional information when necessary.
Click Data Entry > Incidents > Incidents in the Navigation Tree (or use the shortcut menu) to access the Incidents list.
Click the New button and select an Enterprise Entity from the list.
Select the Default
Emergency option from the list for the Incident
Type field and click Create
Incident.
The Incident form is displayed
with an Open status and the current date and time as default entries
for the start and occurred date and time fields.
Enter an Incident
name.
A maximum of 40 characters can be entered. Once a resource has been
deployed for an incident, the incident name cannot be changed.
Enter an Incident
# if the field is not already populated as a result of auto-numbering
implementation.
An incident number is required to access a Watch
List for the incident.
Change the default Incident
Status, when applicable, by selecting a different value from
the list.
If the appropriate status is not listed, click the Ellipsis
button and add it.
Change the current Start Date and time as necessary. The Calendar button is available to select the date. Although the other date-related fields are not required, the following date rules apply:
A future Start date cannot be entered—based on (1) the entity's time zone or (2) the current date/time of the logged-in user's work station when no time zone exists.
The Date Reported cannot be prior to the Date Occurred.
The Date Reported can be prior to or after the End Date.
The Date Occurred can be prior to the Start Date and should reflect the date/time the incident actually occurred.
The End Date cannot be prior to the Start Date or the Date Occurred.
Enter the incident Location. The Globe button is available to view a map of the location.
Select an incident Level
from the list.
If the appropriate value is not listed, click the Ellipsis
button next to the field and add it.
Enter an incident Risk Rank, when applicable. The Risk Matrix button is available to select the risk ranking.
Enter a Description of the incident.
Enter any other available information
about the incident in the Additional
Information section and click Save.
The Contacts and Attachments
sections are displayed for the Default Emergency incident type. Refer
to Incident
Type Dynamic Sections and/or Adding
and Viewing Reference Documents for additional information.
Access the Watch List to complete other tasks, such as sending messages, deploying resources, activating SOPs, etc.
The Daily Log is an operational log that is used to track routine actions, messages, and communications on a daily basis. Daily Logs show activities not associated with an incident, such as actions related to maintenance, routine report generation, or special projects. Maintaining accurate records about your inventory and suppliers as part of your daily routine will ensure that your staff can track resources easily during an incident. In addition, using the Emergency module for your daily operations ensures you and your staff will be familiar with how to use the system and be able to perform required tasks during a response without having to re-learn Emergency functionality quickly in a stressful situation.
Daily Logs can be set up to generate automatically or can be established on demand by accessing the Incident form. Just one Daily Log is generated per day with the automatic method, however, multiple Daily Logs can be established for the same date. Assign a Daily Log number so the Watch List is available. Use the Watch List to create, email, and respond to messages about log events, to link files that exist in third-party software to the log for reference purposes, and to activate SOPs. When applicable, personnel, resources, and teams can be deployed for a log event.
Daily Logs can be generated automatically for one or more entities. The following fields for each log are automatically populated:
The Daily Log Status is automatically set to Open.
The Start Date and time is the current date at 12:00:00 a.m.
The End Date and time is the current date at 11:59:59 p.m.
The entry in the Daily Log field identifies the current date.
The Daily Log # is automatically set if auto-numbering has been implemented. A Daily Log number is required to access a Watch List for the Daily Log. A number can be added to the log at any time via the Incident form.
The Created By field contains the first contact that was associated with the entity in the Contacts section on the Enterprise Entity form.
The Location field contains the selected entity's address as entered on the Enterprise Entity form.
Specify the entities for Daily Log auto-generation on the Daily Log Setup form.
To set up Daily Log auto-generationClick Tools > Auto Numbering > Daily Log Setup in the Navigation Tree.
Click the Edit Enterprise Entities button.
Select the applicable entities by clicking the check box adjacent to the entity. Clear a check box to de-select the entity.
Click OK.
The entities are added to the Enterprise
Entity List for Daily Log Generation section.
Click Save.
Use the Incident form to establish Daily Logs on demand. Multiple Daily logs can be set up for the same date.
To establish Daily Logs
Tip: The steps below describe the procedure for establishing
a Daily Log with the Default Daily Log incident type—assuming it is the
same version that was shipped with the software. Since new Incident Type
Templates can be created and existing ones modified, the procedure may
not apply in all cases. Refer to your system administrator and Incident
Type Templates for additional information when necessary.
Click Data Entry > Incidents > Incidents in the Navigation Tree to access the Incidents list.
Click the New button and select an Enterprise Entity from the list.
Select the Default
Daily Log option from the list for the Incident
Type field and click Create
Incident.
The Incident form is displayed
with an Open status. The Start Date
and time is the current date at 12:00:00 a.m. The End
Date and time is the current date at 11:59:59 p.m.
Change the Daily
Log name, when applicable.
A maximum of 40 characters can be entered. Once a resource has been
deployed, the name cannot be changed.
Enter a Daily Log number in the
Daily Log # field if one does
not already exist as a result of auto-numbering
implementation.
A Daily Log number is required to access a Watch
List for the Daily Log.
Change the default Daily
Log Status, when applicable, by selecting a different value
from the list.
If the appropriate status is not listed, click the Ellipsis
button and add it.
Review the date fields and make any necessary revisions. The Calendar button is available to select a new date.
Review the Created By entry and associated Phone number. Make any necessary changes.
Enter a Point of Contact and Phone number.
Review the Location information and make any applicable edits. The Globe button is available to view a map of the location.
Click Save and access the Watch List for the Daily Log to complete other tasks such as sending messages, deploying personnel, etc.
When a Daily Log has been automatically generated, it can be opened via the Incidents list.
To edit auto-generated Daily
Logs
Click Data Entry > Incidents > Incidents in the Navigation Tree to access the Incidents list.
Locate the applicable Daily Log and click the entity or incident link to open the log.
Change the Daily Log name, when applicable; a maximum of 40 characters can be entered.
Enter a Daily Log number in the
Daily Log # field if one does
not already exist as a result of auto-numbering
implementation.
A Daily Log number is required to access a Watch
List for the Daily Log.
Change the default Daily
Log Status, when applicable, by selecting a different value
from the list.
If the appropriate status is not listed, click the Ellipsis
button and add it.
Review the date fields and make any necessary revisions. The Calendar button is available to select a new date.
Review the Created By entry and associated Phone number in the Additional Information section. Make any necessary changes.
Enter a Point of Contact and Phone number.
Review the Location information and make any applicable edits. The Globe button is available to view a map of the location.
Click Save and access the Watch List for the Daily Log to complete other tasks such as sending messages, deploying personnel, etc.
Use the Incident form to establish a record for an illness or injury that occurs during an incident or during the course of daily operations.
To establish injury/illness
records
Tip: The steps below describe the procedure for establishing
an incident with the Default Injury/Illness incident type—assuming it
is the same version that was shipped with the software. Since new Incident
Type Templates can be created and existing ones modified, the procedure
may not apply in all cases. Refer to your system administrator and Incident
Type Layouts and Templates for additional information.
Click Data Entry > Incidents > Incidents in the Navigation Tree (or use the shortcut menu) to access the Incidents list.
Click the New button and select an Enterprise Entity from the list.
Select the Default
Injury/Illness option from the list for the Incident
Type field and click Create
Incident.
The Incident form is displayed
with an Open status and the current date and time as default entries
for the Start Date and time
fields.
Enter an Incident
name.
A maximum of 40 characters can be entered. Once a resource has been
deployed, the incident name cannot be changed.
Enter an Incident
# if the field is not already populated as a result of auto-numbering
implementation.
An incident number is required to access a Watch
List for the illness/injury occurrence.
Change the default Incident
Status, when applicable, by selecting a different value from
the list.
If the applicable status is not listed, click the Ellipsis
button and add it.
Change the current Start Date and time as necessary. The Calendar button is available to select the date. Although the other date-related fields are not required, the following date rules apply:
A future Start date cannot be entered—based on (1) the entity's time zone or (2) the current date/time of the logged-in user's work station when no time zone exists.
The Date Reported cannot be prior to the Date Occurred.
The Date Reported can be prior to or after the End Date.
The Date Occurred can be prior to the Start Date and should reflect the date/time the incident actually occurred.
The End Date cannot be prior to the Start Date or the Date Occurred.
Enter a Description of the injury/illness.
Select the name of the Employee from the list in the Incident Detail section.
Enter a Case Number for incident Case Management purposes if the field is not already populated as a result of auto-numbering implementation.
Enter any other available information
in the Additional Information
section and click Save.
The Body Parts, Contacts,
Root Cause, Reviewers/Approvers,
and Attachments sections are
displayed. Refer to Incident
Type Dynamic Sections and/or Adding
and Viewing Reference Documents for additional information.
Click Save and access the Watch List for the injury/illness record to complete other tasks such as sending messages, activating SOPs, etc.
The following two methods are available for adding related files that exist in third-party applications, such as Microsoft Word, to an incident, Daily Log, or injury/illness record:
Document Links - Set up a hyperlink to the file. Optionally, the location of an off-line reference can be specified without a link.
Document Attachments - Add a file to the record. (The first attachment added is used for the ICS 201 and ICS 208 reports.) The default maximum file upload size supported by ASP.NET is 4096 KB (4MB). The default can be modified to support larger file uploads, i.e., attaching files larger than 4MB. For instructions to increase the default value, refer to Microsoft (https://docs.microsoft.com) and view the article: httpRuntime Element (ASP.NET Settings Schema).
Each link or attachment is displayed as a line item in the Attachments section on the Incident form. Attachments and linked documents can be viewed by clicking the link.
Note:
In order to view a file listed in the Attachments
section, desktop access to the particular software used to create the
file must be available. For example, access to Microsoft Word is required
to view an attachment created as a Word file (.doc, .docx).
Expand the Attachments section if necessary.
Click Add Link.
Enter the file path in the File field or click Browse to locate and select the file.
Enter a Description
of the document and the Document
Location field.
Enter a URL in the Document Location
field.
Select a Document
Type from the list.
If the appropriate type is not listed, click the Ellipsis
button and add it.
Ensure the Is
Hyperlink check box is selected to establish the link.
When specifying an off-line location, ensure the Is
Hyperlink check box is not selected.
Click OK.
The document information is added as a line item in the Attachments
section. Click the link to view the file. Edit existing attachment
information using the buttons adjacent to the line item.
Click Save.
Repeat steps 2 through 8 to add other document links.
Tip: The first attachment added is used for
the ICS 201 and ICS 208 reports.
Expand the Attachments section if necessary.
Click Add Attachment.
Enter a file path in the File field or click Browse to locate and select a file.
Enter a Description of the attachment. A maximum of 70 characters can be entered.
Repeat steps 3 and 4 to add a second and/or third attachment.
Click OK.
Each attachment is added as a line item in the Attachments
section. Edit existing attachment information using the buttons adjacent
to the line item.
Click Save.
Repeat steps 2 through 7 to add other attachments.
The following activity takes place when you close an incident, Daily Log, or injury/illness record:
Deployed personnel, resources, and teams are demobilized. The Date/Time Demobilized field on the Common Deployment form is automatically populated with the current system date and time.
The Deployed State fields along with Status fields related to personnel, resource, and team records are set to Demobilized, with one exception. If a resource is still deployed to another incident, the Status field on the Resource Library form is not updated.
For non-consumable resources, the number assigned to the incident is added back to the number in the Available field on the Resource Library form.
The status for all open operational periods is changed to Closed.
The status for all active SOPs is changed to Closed.
Close-down messages are logged and can be viewed on the Watch List Messages tab as well as the Message form.
To close an incident, Daily Log, or injury/illness occurrence, enter the End Date and select the Closed status from the list for the Incident Status field on the Incident form. Save the record to activate the close process.
Note:
Users must be granted authorization to close incident, Daily Log,
and injury/illness records. Permissions are assigned per entity and incident
type. Refer to Assigning
Incident Closing Authority for additional information.
The Incident Basic Type and/or the Incident Type assigned to an existing incident, Daily Log, or injury/illness record can be changed. Carefully consider the following issues before changing a type after an incident, Daily Log, or injury/illness record has been saved as data may be lost:
The Incident Basic Type creates a table in your Essential™ database for the collection of incident data assigned an Incident Type that is associated with the Incident Basic Type. It is important to note that all information in the Incident Detail section on the Incident form will be lost when the Incident Basic Type changes for the incident.
Incident data for Incident Types associated with an individual Incident Basic Type are stored in the same table. However, the data collected for each Incident Type may be different depending on the user-defined Incident Detail section and the incident dynamic sections included for the type. Unless the new type collects the same information, data may be lost.
For additional information, refer to Incident Basic Types, Incident Type Layouts and Templates, and Incident Type Dynamic Sections.
To change the Incident Basic
Type and/or the Incident Type
Click Data
Entry > Incidents > Incidents in the Navigation
Tree.
The Incidents list appears.
Click the incident link to open the incident record.
Click the Change Type button next to the Incident Type field.
Select the Other Types radio button for the Show field to change the Basic Incident Type and the Incident Type. Otherwise, ensure the Same Basic Type Only button is selected.
Select a new incident type from the list for the Change to field.
Click Change Type to save the new incident type.
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