1. RiskMan Incident Review for Line Managers
Training
Version 1.4 – 22 Jan 2013 – Valid for RiskMan 2012 (Sept) and above

2. Agenda
Introduction
Reviewing Incidents

3. Introduction Introduction
After an incident has been entered into RiskMan the Line Manager/s the staff member reports to, will receive an notification letting them know that one of their staff has entered an incident and it is ready for review
What happens when an Incident is lodged?
When an incident is entered by a staff member, the staff member’s direct Line Manager/s will be notified via a de-identified . The incident will also be lodged into the Line Managers’ “Entered Incidents” listing page
The Line Manager has the option to open the incident by
Clicking on the link in the notification which will direct the user to RiskMan. The user would logon to RiskMan (if not already logged on) and the Incident will be displayed; or
Accessing the incident from the Entered Incidents listing page if already logged onto RiskMan; or
If the Line Manager is not on the Entered Incidents page and they know the ID of the Incident, they can click on the Go To icon on the menu (or press ALT-G on their keyboard), enter the ID of the Incident and press Go
What is the “Entered Incidents” page?
A user’s Entered Incidents page is a list of incidents that
The user has entered
Staff that report to that user have entered
The user has been notified of the incident via alert
The user has been distributed the incident
The user has been allocated a Journal from the incident

4. Role of the Line Manager
The role of the “Line Manager” is to review the details of the incident and to
Check the Review History to see who else is aware of the incident
Create a Distribution List if others need to be informed of the incident or you require further information from the staff member who reported the incident
Optionally, bookmark the incident to enable quick return to the incident
Check the incident for appropriateness
Commence Investigations of the Incident
Submit any details that need immediate change

5. Role of the Line Manager
Investigate the Incident
Return to the Incident (via Bookmark or Entered Incidents page)
Update Findings; for example
Investigations
Review the classifications and severity of the incident and change if required
Controls to prevent recurrence
Add a Journal if you require additional information or a task to be performed in relation to the incident
Attach any relevant documents eg. correspondence, photos, reports
Submit any changes made to the incident

6. Role of the Line Manager
Complete the Incident
Close the incident (if this is a requirement in your organisation)
Closing an incident is when an action has been put in place or there is no further action required for this incident
Remove the Bookmark, if applicable
Mark Incident as Finalized
Puts an entry into the Review History of the Incident letting other’s know that you have finished working with the Incident
Hides the incident on your Entered Incidents list (this does not affect other user’s Entered Incidents listing page)

7. Reviewing Incidents

8. Reviewing Incidents Reviewing Incidents – Option 1
Click on the link in the notification that is sent to you
This will direct you to RiskMan
If you are not logged onto RiskMan, you will need to logon and the incident will open
Enter your logon details and press Submit

9. Reviewing Incidents Reviewing Incidents – Option 2
If you know the ID of the incident
Click on the Go To icon (or press ALT-G)
Enter the ID of the incident and press Enter or the Go button
You will be directed to the Incident

10. Reviewing Incidents Reviewing Incidents – Option 3
All incidents that you have permission to view will be available from your Entered Incidents page. If you are not already on this page, to access
From the menu, select My Workspace -> Review Existing -> Incidents or
From the “Home Page”, click on the Review Incidents icon under the Notification Review section

11. Reviewing Incidents Reviewing Incidents To review an Incident:
Click on the Incident ID link

12. Incident Review Incident Review
The incident that you are required to view will open as an “Incident Review”
Incident Review
When you open an incident from the Entered Incidents page, an “Incident Review” page will open. A user with access to reviewing incidents will be able to modify the incident and submit for further review. A new version of the Incident will be created (ensuring the original version is kept intact)
All incidents modified from the “Incident Review” page will be available to review in the RiskMan Administrator/Risk or Quality Manager’s “Incident Inbox” Listing page

13. Incident Review Control Panel
The Control Panel at the top of all reviewed Incidents provides you with additional functionality and information
Arrows allow you to view the different versions of an incident (if modifications have already been made to this incident). Only the current version can be modified
The name of the user who created/edited the displayed version and the date
Indicates the number of versions for the selected Incident and which version you are viewing
Control Panel
At the top of every “Incident Review” page there is a Control Panel which provides users with the following functionality
Version Control:
This section indicates how many versions there are of this incident as well as the date/time and name of the person who edited the displayed version.
Each time an incident is modified another version of that incident is created ensuring that a history of all changes is kept with each incident.
The scroll buttons on the left and right in this section allow you to scroll to the previous and current versions respectively if there is more than one version of the incident. Only the current version can be modified.
Related Incidents:
If an incident is a grouped incident (one that involves more than one person) then each grouped incident will be listed in this section.
The master incident (usually the instigator of the incident) will be indicated with the word “Master” next to the Incident ID
By clicking on the respective Incident ID button, if you have permission to that incident it will be displayed.
Modifications to one incident in the group will not automatically update the other incidents in the group – you must modify each one separately (however you can copy text from one incident to another if required).
Print Preview:
Allows you to print a copy of the displayed incident. The fields displayed in the report will only be those that you have permission to view. If a section is not visible on the Incident Entry page, it will not be visible in the Incident Report. To print a copy of the report
Select an output format from the Display As drop down list
Press Print Preview
To print a copy of the displayed Incident
Select the output format from the Display As drop down list
Press the Print button.
The report will only display the fields you have permission to view
List of grouped incidents
Click the ID to view each grouped incident

14. Incident Review Incident Review
Read through the incident and check for completeness, relevance and objectivity
Look at the Review History which appears at the bottom of the incident
This will tell you who has been notified of the incident
Review History
Every Incident in RiskMan has a “Review History” section at the bottom of the Incident. The Review History indicates the type of Incident activity; the date of the activity; who instigated the activity. Examples include
Who created the Incident
Who has been notified of the incident through alerts, journal alerts, distribution lists
Who has edited the incident
Who has posted the incident
As someone who is responsible for reviewing incidents, it is always a good idea to look at the Review History after you have read the incident to see who else has been notified of the incident. This will assist you in determining if you need to let others know of the incident. To inform others of the incident create a “Distribution List”

15. Incident Review Distribution Lists
If after reading through the Incident you believe other users within your organisation should be notified of the incident, you have the option to create a distribution list. Distributing an incident to one or more users will
Grant them permission to the incident, if they don’t already have permission
Send them an notification which will include a link to the incident
To create a distribution list
Click on Dist List button
Distribution Lists
A distribution list is useful if
You wish to inform other users of an incident that may need to know about the incident but have not been notified
You wish a user to follow-up on the incident or add more detail if they are either the one who entered the incident or the person reviewing the incident
To create a distribution list
Click on the Dist List button in the Control Panel at the top of the incident
An Incident Distribution List window will open
Note 1: If you wish to assign a task to a specific user and you wish this documented in the incident, then it is suggested you create a Journal rather than a distribution list. More about Journals later in this training
Note 2: If there are user/s in the “Assigned” list it means that the user/s have not yet viewed the incident (for which they were distributed) and should be left in the Assigned list. More about this on Slide 18

16. Incident Review Creating a Distribution List
1. Filter your list of users by clicking on the Filter List button or icon
2. Enter your filter criteria eg. user’s first or last name in the User Name Filter field (partial text can be entered here)
3. Press Filter List
Distribution Lists (cont’d)
To search for a user to add to the Distribution List
Click on the Filter List button or icon
Use ONE of the Filter conditions as described below
(Recommended) User Name Filter: Enter the person’s first name, last name or user name
RiskMan User Type Filter: Select the template the user is assigned to
User Position Filter: Select the Employment position the user is assigned to
User Created After Date: Enter the date after which the user was created in RiskMan
User Site: Select the facilty the user is restricted to when entering/updating incident or feedback notifications
Show My Staff: This option will only display if you (the person logged onto RiskMan) have staff reporting to you through the manager/staff relations. If this is checked then the list of filtered users will be those that report to you
Once you have entered your filter criteria press Filter List
A list of users that match your filter conditions will be displayed in the Unassigned List

17. Incident Review Creating a Distribution List
4. A list of users matching your search criteria will display. To select a user, double click the username in the list
5. If you wish to add more users repeat steps 1-4
6. Recommended: Include details explaining why you are sending this distribution list. These comments will be included in the notification and will be available to view from the Review History of the Incident
Distribution Lists (cont’d)
To select the user from the Unassigned List
Double click the user in the Unassigned List. It will be moved to the Assigned list
If selecting another user you may wish to filter your list again
Repeat the steps on the previous slide and above if adding more users
Recommended: Enter comments relating to why you are distributing the incident in the comments section.
Note: The only place these comments will be available to view is in the Review History of the Incident
Press Send & Close button
An (if the user has an address in their user profile) informing the user/s of the incident will be sent to the assigned users.
A link to the incident will appear in the . Any additional comments will also be included in the
Note: If a user does not have an address, they will still be granted permission to the incident. Slides will explain the various ways a user can access a distributed incident
7. Press Send & Close

18. Incident Review Distribution List Comments
Where a user has created a distribution list on an incident and a comment has been added, this comment may be viewed from the Review History
If a comment is added to a distribution list , then the message can be viewed by clicking on the link in the Review History
Distribution List Comments
The comments that have been included in a Distribution list are available to view in the Review History of the Incident. However, this will be dependent on the setup on your RiskMan
It maybe that only the sender and receiver of the distribution list can view the comments in the Review History of the incident or
All users with permission to the incident can view the comments in the Review History of the incident

19. Incident Review - Distribution List
Existing Distribution Lists
If, when you are creating a distribution list, there are already users in the Assigned List, it means
The users have already been sent a distribution notification but have not yet viewed the incident.
Once they have viewed the incident their names will be removed from the Assigned List
If you remove the user/s from the list, this may remove the user’s permission to the incident
Recommended: Leave the users in the Assigned List.
Optional: If required, other users can be added to the Assigned List and ONLY the newly added users will receive a distribution notification about the incident
Assigned Users on a Distribution List
If, on creating a distribution list there are users listed in the Assigned list, it means
The users have been put on a distribution list but have not yet viewed the incident
Once they have viewed the incident their name will disappear from the Assigned list
Recommended: Do not remove the users from the Assigned list if the intention is that these users are to view the incident, because this could negate their permissions to view the incident (if they have never had permission to view the incident)
If a user is removed from the Assigned list and they click on the link in the Distribution list to direct them to the incident, if they don’t have permission to the incident a screen will display to let them know they do not have permission as well as details on who removed them from the Distribution list
For the user to view the incident, they need to be put back on the Distribution List
Add users to an already existing Assigned list
If there are users already on the Assigned list you can add more users and add new comments
On pressing Send & Close only the newly assigned users will receive an

20. Incident Review
You do not have permission to an Incident Distributed to you
Example of the message a user may receive if they have been put on a distribution list and someone removes them from the Distribution list before the user has viewed the incident

21. Incident Review Method 1: Viewing Incidents Distributed to you
If you have been distributed an incident you will receive an notification
Click on the link in the to direct you to RiskMan
On logging onto RiskMan the incident will open

22. Incident Review Method 2: Viewing Incidents Distributed to you
Any incidents that you have not viewed will also be available under the Distribution Lists tab in the Reminders & Alerts page. To access this page
From the menu select My Workspace -> Reminders & Alerts
1. If there are items distributed to you that you have not read, they will appear under the Distribution Lists # tab which will automatically be selected
2. To view the incident, click on the Notification Date link. Once viewed the incident will be removed from this list

23. Incident Review Method 3: Viewing Incidents Distributed to you
If you have been distributed an incident, an Incident for Review message will appear at the top of your RiskMan. This message will remain until you have viewed all your distributed Incidents
2. A list of all distributed incidents that you have not viewed will display. Click on the Incident ID to open the distributed incident. Once opened it will be removed from this list

24. Incident Review Bookmark Incidents
Bookmarking places the incident into a separate follow-up list. This allows you to quickly return to the incident for further review
Bookmarked incidents are located on the Reminders & Alerts page
To bookmark an Incident
Press the Bookmark button
This process is also used to remove a Bookmark
Bookmark Incidents
The Bookmark option available for Incidents allows users to place an incident into a separate “follow-up” listing available on the Reminders page
Bookmarked incidents may be incidents that you are currently working on or requiring some follow-up from other users
Bookmarking an incident WILL NOT
Remove the incident from your Entered Incidents listing page
Trigger an automated notification if changes are made to the incident
These type of notifications can be set up through Personal Alerts or Alerts

25. Incident Review Viewing Bookmarked Incidents
To view a bookmarked Incident, from the menu select My Workspace -> Reminders & Alerts
1. If not already selected, to view a list of bookmarked Incidents, click on Bookmarked Items # tab
2. To view a bookmarked incident, click on the Notification Link
Once a bookmark has been removed from an incident it will no longer appear in this list

26. Incident Review Personal Alerts
A Personal Alert allows you to be notified of any changes to this incident for a given period of time
When anyone makes a modification to the incident (except yourself and if Journals are modified) an will be sent to you with a link to the incident
1. To create a Personal Alert click on Alert Me button
Personal Alerts
Personal Alerts are available on Incidents if you wish to be notified by of any changes that have been made to an incident. If a Personal Alert is turned on for an incident and someone modifies that incident, a specific “Personal Alert” notification will be sent to you with a link to the incident
Note 1: If the change is only in the Journals, or you have attached a document, a Personal Alert will not trigger. However if you do wish to be notified of a Journal being added or deleted, an alert based on the Journals can be set up from the Alert Management page
Note 2: As an alternative to using the Personal Alerts functionality, the red status flag that appears next to incidents in your Entered Incidents page indicates to you that a change has been made to the incident and/or journals in the incident since you last viewed the incident. By clicking on the flag, you can view the Review History of the incident and see who has made changes to the incident and/or Journals and/or Documents
2. Select the duration of the alert and press Save

27. Incident Review Remove or Modify the duration of a Personal Alert
1. To remove or modify a Personal Alert click on Alert Me button
2. If you wish to modify the Personal Alert, change the Alert duration and press Save
3. To remove a Personal Alert check mark Remove It and press Save

28. Investigations Incident Investigations
As part of the Line Manager’s investigations you may be required to
Check the appropriateness of the incident – are the Summary and Details fields de-identified and objective
Check the Classifications (ie. type of incident) and ensure they correspond with the entered incident
Check the outcome/severity of the incident
Update Staff related information (for Staff Incidents) - this may be the responsibility of the OH&S Coordinator
Add you Investigations and any other related information eg. Controls to Prevent Recurrent
Assign tasks through the Journals
Attach any relevant documentation, files, images, photos
Slide 28

29. Journals and Actions Journals The Journal section allows you to
Assign/Allocate an action/task
Provide additional information relating to the incident eg. General Comments, Progress Notes, File Notes
Record any correspondence received or sent as a result of the incident
Journals
Each Journal
Is date and time stamped and displays the user who created or last edited the Journal
Attaches itself to every version of the incident. This means that if a user has permission to
Edit a Journal, there is no history of that journal – the edited version is the only version
Delete a Journal, the journal is removed from the Incident altogether and cannot be restored

30. Journals and Actions View an existing Journal
1. To view a Journal click on the expand icon
Note: Permission to edit or delete a Journal is determined by the template you are assigned to

31. Journals and Actions Add a Journal
1. To add a Journal item, press the Add New Journal Entry button
2. Select a Journal Type
3. Enter a description of the Journal.
Note: If a Journal is not assigned to a user it will automatically be marked as actioned when the incident is submitted
4. If you are allocating a journal to a user eg. requesting an action, enter the date you want the journal followed-up by

32. Journals and Actions Allocate a Journal 7. In the filter window
Enter the name of the user eg. surname in the Filter field. As you type, the list of users will change
Click on the user you wish to select from the list
6. To select the user you want to allocate the Journal to click on the Select User button
5. If you wish to assign a task to yourself press the Select Me button

33. Journals and Actions Allocate a Journal
9. If there are other fields that require information eg. Status of the task, complete as required
8. The selected user will display in the Follow Up Allocated To field
10. When complete, press Add Entry

34. Journals Alerts Journal Alerts On saving the incident
If a Journal has been allocated to a user, a Journal Alert notification will be sent to that user
If the Journal is not actioned by the due date a Journal Alert Reminder notification will be sent to both the originator of the Journal and the allocated user
An optional Alert can be set up to notify the originator of the Journal when a Journal task has been actioned
Journal Alert Notifications
After the incident is submitted
A Journal Alert will be sent to the allocated user
This will contain a description of the Journal and a link to the incident
To view the incident
The user will be able to click on the link in the and be directed to the incident.
The ID of the respective Journal will appear in the to ensure that the user is following up the correct Journal
Journal Follow-up Reminder
If the Journal is not actioned by the due date an reminder will be sent to the allocated user and CC’ed to the originator of the Journal
Optional: An alert can be set up to notify the originator of the Journal when it is actioned

35. Journals and Actions Edit a Journal
Prior to saving the incident you will be able to edit the Journal.
1. To edit a Journal press the Edit button
2. Make the necessary changes
Edit a Journal
Journals that have just been added to an incident before the incident is saved can be edited
Editing a Journal on an existing incident may only be a RiskMan Administrator or Risk/Quality Manager’s permission because there is no history associated with Journals and any changes are reflected on every version of the Incident
3. Press Update Entry

36. Journals and Actions Delete a Journal
Prior to saving the incident you will be able to delete the Journal
1. To delete a Journal press the Delete button
Delete a Journal
Journals that have just been added to an incident before the incident is saved can be deleted
Deleting a Journal on an existing incident may only be a RiskMan Administrator or Risk/Quality Manager’s permission because deleting a Journal from an incident will permanently remove the Journal from all versions of that incident
Tip: If you have marked a Journal as deleted and you don’t want to proceed with the deletion, you can press the Edit button to open the Journal and the press the Update Entry button at the bottom of the opened Journal and the Journal will no longer be marked as deleted
2. The Journal will be “Marked as Deleted”
3. On saving the Incident it will be deleted

37. File Attachments File Attachments
If there is supporting information that needs to be included with an incident, the supporting information can be attached and stored with the incident
When a file is attached to an incident it means that any user with permissions to that incident and viewing attached documents can open and view the file (but will not be able to modify the file)
Files can be in any format eg. Word, Excel, PDF, Images, Video files
File Attachments
Any file that is stored electronically and is relevant to the incident can be attached to the incident eg. documents, images, videos.
Files may include
Images of wounds, hazards
Modification to policies
Correspondence sent or received
s sent or received

38. File Attachments Attach a File
1. To attach a file click on the Add Document button
2. Enter the Description of the file
3. Press Browse to search for the file
4. Press Add to upload the file to the database

39. File Attachments Attach a File 5. File is attached
6. If you wish to attach additional files repeat steps 2-4 on the previous slide
7. If the attached file is not visible in the list below after you have added it, press the Refresh button
8. Press Close

40. File Attachments View a file To view a file click on the View button
View an attached file
Viewing a file is a user permission. You will be able to view files that you have attached but you may or may not be able to view files that other users have attached to this incident
To view a file click on the View button

41. File Attachments Method 1: Delete a File To delete a file
Press the Delete button.
This button will change to display Undelete and the file details will display in red
If don’t wish to proceed with the deletion press the Undelete button
On saving the incident the File will be removed
Deleting an attached File
Deleting an attached file is a user permission. You will be able to delete a file that you have attached but you may or may not be able to delete a file that is attached by another user
If a file needs to be deleted, and you do not have permission to delete the file, you will need to contact your RiskMan Administrator as they will have permission to delete files if required

42. File Attachments Method 2: Delete a File 3. Press Close
2. Press the Delete button
The file will immediately be removed from the Incident. You will not be able to undo the deletion in this instance
1. To delete a file click on the Add Document button

43. File Attachments Document Details
3. If required, you can modify the Description of the attached file
Press Save (to update the changes)
Press Close to close the window
2. The Review History tells you who attached the file and who has viewed the file
Document Details
The Document Details section allows you to
Look at the review history of the attached file to see who attached the file and who has viewed the attachment
View the details about the file
Edit the Description of the file
1. To view the details of the attached file click on the Magnifying Glass button

44. Submitting an Incident
Submitting the Incident
After making modifications to the incident, you will need to press Submit at the bottom of the incident to save these changes
When the incident is saved, a new version of the Incident will be created
All versions of the incident are kept in RiskMan providing an audit trail of that incident
Any notifications relating to this incident will then be sent
Submitting an Incident
If you have made any modifications to an incident then it will be necessary to “Submit” the incident to save the changes
When an incident is submitted, any changes will be available to the RiskMan Administrator or Risk/Quality Manager for review
The Incident will also be available in your Entered Incidents page for reviewing at a later stage
Note: If you only bookmark, create a distribution list, flag the incident with a Personal Alert or Finalize the Incident from the Control panel it does not require you to submit the incident. You can navigate from the Incident Entry page by selecting another menu option or log out of RiskMan
Press Submit button to save the changes made to the incident

45. Submitting an Incident
Submitting the Incident
After submitting a reviewed incident you have the following options
Click here to print a copy of the Incident
Click here to create a distribution list or modify the existing Distribution List for this incident
Click here to create a grouped incident - an event involving more than one person
Submitting an Incident
After you have submitted your incident an updated incident record page will be created. An Incident saved page will display providing you with 4 options
Modify/apply a Distribution List – Allows you to create or modify a distribution list based on the saved incident
Enter a new incident report – Opens an Incident Entry page allowing you to enter a new incident
Return to your Incident Selection page – Allows you to return to your Entered Incidents page to allow you to review other incidents in your list
Print Preview of modified report – Allows you to print out a copy of the Incident that you have just modified
To print a copy of the Incident
Select an output format from the Report displayed as list
Press the Print Preview of modified report button
Return to your Entered Incident Listing page
Click on the Return to your Incident Selection page button
Click here if you wish to create a new incident
Click here if you wish to review the incident you just saved
Click here if you wish to Finalise the incident (you have finished working on the incident)
Click here to go to your Entered Incidents Listing page

46. Allocated Journals

47. Viewing Allocated Journals
A list of un-actioned Journals that have been allocated to you to follow-up will be available on your Reminders & Alerts page
To access this list
From the menu select My Workspace -> Reminders & Alerts
1. If not already selected, click on the Allocated Journal Actions # tab. A list of journals allocated to you that you have not yet actioned will be listed
2. Indicates that the Journal action is overdue if a Follow-up date is included in the Journal
3. To view the incident, click on the Created date link

48. Viewing Allocated Journals
Action a Journal
1. To view all the details of the Journal click on the Expand icon
2. To action a Journal, click on the Action button. If you need to enter additional notes, add a new Journal item
3. Press Yes to action the Journal

49. History of Changes to an Incident

50. Change History Change History
When an incident has been modified, this will be indicated on the Entered Incidents page by an icon showing “multiple envelopes”
A History of these changes (not including Journals, Attachments as there is no history on these sections) can be viewed from an opened Incident
Change History
Whenever there is a modification to an incident, another version of that incident is created and these changes are recorded in RiskMan
From the Entered Incidents page any incident that has a multiple envelope icon indicates to you that there have been changes to the incident
For each incident, the history of the changes that have been made can be viewed from a reviewed incident
To open the incident click on the ID

51. Change History Change History
The Change History button will allow a user to view the history of the changes that were made to the incident
Users will only have permission to view changes on fields they have permission to view
To view the history of the incident click on the Change History button

52. Change History Change History
Changes can be viewed by Version or by Field
Click on the appropriate option to view the list of changes
Change History
At the top of the Incident Edit History page, a list of versions will display showing who created/edited them and on what date/time
To view the changes by field
Click on the Changes to field option
If you do not have access to a field that has been modified, a message will display to inform you that you do not have permission to that field
To view the changes by version
Click on the Changes to version option
Note: The Incident History page will not display changes to Journals, Associated Risks or Documents
Slide 52

53. Complete the Incident

54. Complete the Incident Complete the Incident
Once the Line Manager has completed working with the incident they may be required to
Close the incident
Closing an incident is when an action plan has been put in place for the incident or there is no further action required fro the Incident
Finalize the incident
Hides the incident from your Entered Incidents page (but can be shown again if required)
Puts an entry into the Review History of the Incident indicating to all users who have authority to view the incident, that you have completed working on that incident

55. Close the Incident Close the Incident
If you have permission to close an incident and this is part of your role
Either enter the date in the Date Closed field; or
Select the date from the calendar

56. Finalizing an Incident
Once you have finished working on an incident you may like to
Remove the Bookmark if applicable
Remove a Personal Alert if applicable
Finalize the Incident
1. To remove the Bookmark flag press the Bookmark button again
3. To flag the incident as finalized and hide it from your Entered Incidents page, press the Finalize button
2. To remove the Personal Alert
Press the Alert Me button
Check mark Remove It in the pop-up window and press Save