Depending on the company’s internal processes, there are two methods to complete and approve an incident report:
If personnel are completing and approving the entire record, complete all tabs as described in Working with the Incident Report.
If personnel are routing the incident report through a review process, choose Actions»Supervisor Email in the incident report.
Depending on your company policy and administrative settings, the investigation process may begin automatically when the incident is saved, and it is not necessary to choose the Supervisor Email action.
The incident will be routed through the various levels of the organization (supervisors, managers, EHS professionals; see Note below) allowing each level to complete appropriate sections. These users will receive an email message with instructions. A unique set of instructions and available actions are provided, and some fields may be required, disabled or hidden depending on the user role. If the user completes/approves/rejects an incident but does not sent the next email to continue the investigation process, choose Actions»Email to manually send (or resend) the appropriate email depending on the approval workflow.
Redundant data entry is eliminated and this routing process reduces delays in reporting and data gathering allowing employers to maintain compliance with record keeping requirements.
If a user (typically someone higher in the investigation process for an incident) chooses Actions»Unapprove, all signature fields are cleared and the investigation reverts to the start. If the appropriate business rules are activated, prior completed/approval dates are also cleared.
If business rule BR-0000001 is activated, an incident cannot be closed (marked as EHS Approve) until all actions are completed. If business rule BR-100051 is activated, the incident will be locked from edits upon final approval. For more information, see Setting Up Business Rules.
The supervisor, manager, and general manager can be populated based on demographics or the IncidentInvestigator look-up table, depending on configuration. The automatic assignment based on demographics can be disabled for an investigation by clearing the “Populate...” system settings as required. If one of these system settings is not selected, the system checks the IncidentInvestigator look-up table for a match. If there is no match and a default investigator is specified on the incident layout, the default investigator will populate on the incident instead. If none of these yields a match, the user can manually select an investigator.
The EHS/Safety Manager(s) can vary by location. The EHS responsible for a given location is defined in the InvestigationEHS look-up table. The email address(es) to be used for notifications are defined in the IncidentInvestigationEmail look-up table.
You can also define reminder email messages to be sent for various notification types and frequencies in the Cority Automatic Email Notification system. For more information, see Working with MAEN Settings
Personnel can still review the incident report as it goes through this workflow, and will need to complete information that is not available in the standalone Incident module (Absences, Forms, Letters, Documents) as well as other form actions.
Each approver (EHS, General Manager, Manager, Supervisor) can capture their signature as part of their approval (if signature fields are included on a myCority layout, a signature is required to approve or reject).
You can send an email containing read-only information about an incident report, to any recipient -- in the Incident tab, choose Actions»General Notification Email.
Refer to the Incident Investigation Workflow documents on the Cority User Community:
https://community.cority.com/#/main/documents/76/list