Overview
The Incident module captures a large range of incidents that may occur in your organisation. This module allows confidentiality if needed. This document provides guidance on how the module works, options for configuration, and actions required to complete your configuration requirements for implementation.
Your Implementation Manager will share the due date for completing this workbook in the project plan.
Key Features
Each key feature mentioned below builds upon the last diagram to build understanding before the ‘bringing it all together’ diagram which shows all features and the flow of the module.
Workflow
The Workflow outlines the key stages that a module works through and is used as the framework for other aspects of the build. Each key stage is represented by a bubble icon and any relevant checks that may interact with the flow written on the progress lines.
Involvements
Involvements capture the People Involved in the Incident. This includes the Creator of the record, the Reviewer, and the Investigator. The Confidential Assessor and Injured Persons may also be captured from the incident report if triggered.
Involvements are represented by the addition of the blue person boxes below (also known as swim lanes).
Forms
Areas where users can input information are called forms and usually contain a list of questions. The Main Form is the starting point of a user’s interaction with the module and all other forms are called Sub forms. Forms are represented by the Page Icons added below and align under the person/stage completing the forms.
Risk Matrix
The Incidents Module uses a Risk Matrix to determine the Initial Risk Rating and the Residual Risk Rating. A Risk Matrix with scoring is already included in the design. The same Risk Matrix is used throughout the account and represented in the flow diagram with a grid icon.
Notifications and Actions
This module includes Notifications and Actions to assist your users successfully action and resolve records. All notifications, including being advised of an action that has been set, are emailed to the relevant person.
In our flow diagram, Notifications and Actions are represented by the below icons:
Additional Features
Indicators
Indicators gather valuable information from the module to provide a visual reference on the record page and in registers.
Bringing it All Together
Overview of Configuration
The incidents module aims to achieve a best practice solution however we understand that each client is unique. The following configuration can accommodate your unique needs:
Incident Type:
Remove any Incident Types (including the sub form). Example - remove the ‘Mental Health’ Incident Type
Rename a section that exists (keeping the sub form). Example-rename ‘Bullying, Harassment, Discrimination’ to ‘Adverse behaviour’
Up to 5 ‘Other’ types with a single shared sub form (All five types will link to a single sub form question set)
10 question changes (that are not mandatory as part of the automations) to each form.
Changing a question (question text, help details)
Adding new questions to a form
Marking any question as mandatory
Changing the order of questions in a form
Removal of questions (that are not mandatory as part of the automations)
Notification adjustments –
Adjustments to the body text and logo of the prebuilt notifications
Up to 3 new configurable notifications for this module
Customise the timing of overdue time-based notifications
Risk Matrix –
Use of the inbuild Risk matrix or a new Risk Matrix to be used throughout your account. Please review the available supporting document “Risk Matrix Guidance and Workbook’ for more information
Investigation form –
The type of investigation form triggered is based on the severity noted by the Incident review. We acknowledge that a Moderate Severity Investigation may have lesser needs than a High or Extreme Severity Investigation. Due to this, sections of the Investigation can be removed outside of the 10 changes per section
Configuration options are referred to as ‘Configuration Requirements’. Further information on how to complete your Configuration Requirements is outlined in the next section.
Configuration Requirements and Actionable Items
After the walkthrough of the Incident module, you will be provided access for a more in-depth look. We encourage you to take this opportunity to review the specifics of the module and complete the configuration requirements below.
There are two supporting Guidance documents for this Module:
“Question Guidance” provides detailed information on the types of questions you can include in forms.
“Risk Matrix Guidance and Workbook” provides details and options available to support you in designing a customised risk matrix Please note that there is one custom matrix possible per account and you may have already configured your matrix in a previous module.
Incident Type Changes:
This includes the main form and relevant Incident type subforms. The current Incident Types are seen in the Module diagram above and listed in the table below.
Incident Type Options can include:
Remove any Incident Types (including the sub form). Example - remove the ‘Mental Health’ Incident Type
Rename a section that exists (keeping the sub form). Example-rename ‘Bullying, Harassment, Discrimination’ to ‘Adverse behaviour’
Up to 5 ‘Other’ types with a single shared sub form (All five types will link to a single sub form response question set)
Incident Reporter Changes:
The Incident reporter is the person that is creating a new hazard within Donesafe. The fields available for customisation in this form are detailed below.
Form changes can include:
10 question changes (that are not mandatory as part of the automations)
Changing a question (question text, help details)
Adding new questions to a form
Marking a question as mandatory
Changing the order of questions in a form
Removal of questions (that are not mandatory as part of the automations)
Incident Reviewer Changes:
This includes the Incident Review form and Risk Matrix.
Form changes can include:
10 question changes (that are not mandatory as part of the automations)
Changing a question (question text, help details)
Adding new questions to a form
Marking a question as mandatory
Changing the order of questions in a form
Removal of questions (that are not mandatory as part of the automations)
Risk Matrix change:
Option to use the inbuild risk matrix or make changes to the risk matrix. Note that if a new Risk Matrix is developed, this will be used throughout all modules with a Risk Matrix in your account. (Note: this may have been completed/determined in a previous section or module)
Investigation Changes:
This includes the Investigation forms and Risk Matrix. Each level of severity can have the investigation step independently enabled, and each level can contain different sections depending on how extensive you wish the investigation to be.
Before working on the questions present in each investigation, we will ask that you select which sections you would like to keep or remove from the investigation. Please complete the table below to define the sections for the different types of investigation available:
Question changes on each investigation from can include:
10 question changes (that are not mandatory as part of the automations)
Changing a question (question text, help details)
Adding new questions to a form
Marking a question as mandatory
Changing the order of questions in a form
Removal of questions (that are not mandatory as part of the automations)
Notification Changes:
There are notifications set to send after certain triggers in the workflow of the module to prompt users via email to action certain tasks.
Changes can include:
Addition of your logo to the Notifications
Changes to the body text of the Notification
Changes to the timing of overdue time-based notifications
The current notifications are outlined below, and space has been provided if you wish to change the body text of the message. All notifications will contain a link to the record.
Changing the text is not necessary if the current message suits your needs.
Questions?
During the implementation of this module, project and Hypercare period, your Implementation Manager is happy to provide support and guidance and we encourage you to reach out with any queries.
At the completion of the Hypercare period, your Implementation Manager will advise you of your new contact for support.