Welcome to IncidentAnalytix (IA), the most comprehensive Risk Management Information System available. The goal of IA is to allow you to collect comprehensive data on incidents and near misses through a consistent reporting interface and provide you with robust real-time analytics to help you assess and improve your risk management program. 

IA offers a deep set of data collection tools. This guide will help you in the initial planning and configuration stage. The full documentation for IA is available at https://support.incidentanalytix.com which offers detailed descriptions, screenshots, and videos of the IA platform.

The Private Cloud is a private server for an organization with multiple facilities, branches or schools that prefers to keep each of those entities separate. This document will walk you through the process of setting up your new site. We have included links to short videos as well as links to various support resources.

Overview of IncidentAnalytix

(4 minutes) https://www.youtube.com/watch?v=tQsinCxEWzM

Setting up your IncidentAnalytix Solution

(13 minutes) https://www.youtube.com/watch?v=BHxgfVt505Q

Basics of Data Entry

(16 minutes) https://www.youtube.com/watch?v=6WWxftRN2K4

Stage 1 – Planning

1. Single or Multiple Tenants: For Private Cloud clients, you need to determine if you will be operating as a Single Tenant or as Multiple Tenants. If you are operating as a Single Tenant, then all users will have access to a single data store. If you are operating on a Multi-Tenant approach, then you will need to create individual Tenants and each Tenant will only have access to their own data and analytics will only be able to see aggregated analytics from the other Tenants. 
2. If you are taking the Multi-Tenant approach: 
   • Identify the individual Tenants for your server and set up an account for each Tenant. This could be by branch, site location, program type, etc. You will need to set up at least one Administrator for each Tenant. 
   • Decide on the ‘degree of freedom’ you want each Tenant to have. For example, will all Tenants be required to use the same Lookup table values (ex. Activity Type)? Will they be allowed to customize a list of Activity Types from a master list created by the Host Administrator? These are business operations decisions that impact how you configure the system before launch. 
   • Doing a whiteboard mockup of your overall business data approach is helpful at this stage.
3. Identify Data to Track: IA offers the most comprehensive database tracking structure on the market. You only track the data that you wish to track (and you can start small and add additional data types over time). You should review the onboarding documentation for all of the IA Data Types available and decide which ones are important for your program needs (for example do you wish to include the Witnesses and Witness Reports data types). Data Types that you do not plan to use can be disabled and will not appear in the User Interface. If you decide you want to enable a particular Data Type in the future, you can reenable it.
4. Role Based Security: Once you know what data you are going to collect, you can determine who in your organization should be able to see/work with those data types. IA is based on the principal of Role Based Security. You determine a number of custom Roles for your organization and grant each Role different levels of permission as to what the person assigned to that Role can/cannot do. In the Multi-Tenant approach, you can either allow each Tenant to configure their own Roles or you can create common Roles for all Tenants and then remove the Permission that allows a Tenant to add/edit Roles.
5. Users: Once you have created Roles with Permissions, you can now assign your Users to the appropriate Role. Users will only have the permission granted to them by their Role. Determine the level of security permissions you need at the Tenant level. Adding Users is always done at the Tenant level so if you are using a Multi-Tenant approach, each Tenant will need at least one person with Add User Permissions.

Stage 2 - Setup

Please follow these guidelines when creating your IncidentAnalytix account for the first time. This is essential to ensure that Users can enter Incident Data correctly.

Checklist

1. Add Details about your Organization

• Organization Details - required
• Organization Branch
• Organization Course Type
• Organization Facility
• Organization Program Type
• Organization Site
• Notification Level – required if using Notification
• Person Notified    
• Insurance Company – required if entering Insurance Claims
• Person Consequence
• Organization Guidance (Private Cloud Only) 

2. Determine the Data to Track - required

IA utilizes a hierarchical database system to track incidents. The top level is the Incident Event (e.g., what, when and where the event took place). This data resides in the Incident Event Table which is considered the Parent Table. All other data entered resides in Child Tables linked to the Incident Event Table and, in some cases, to another Child Table. Here is an example of the data hierarchy:

• Incident Event Table
  1. Person Table
     • Person Injury Table

The complete database hierarchy scheme is shown in a separate document detailing each individual table. Before launch, determine which database tables you need for your organization. Those can be set to visible in the user interface using Roles. Anything you do not need can be turned off using Roles and can be activated in the future if you need it. Each database table uses one or more Dropdown Lists (see Step 3). Based on the database tables you are using you will need to set up the appropriate dropdown list values.

3. Select Values in Dropdown Lists - required

• Review All Lookup Table Values for Dropdown lists and customize – required
  1. Private Cloud – the Private Cloud comes with a generic list of values in all of the Lookup Tables so each Private Cloud owner has full control to populate values in the Lookup Tables based on your organization’s requirements.

4. Add Roles - required

• Review the Permissions Checklist and create a map for the permissions you want to assign to each Role
• Create Roles for your Users
  1. Roles allow you to set granular permissions on what Users can do when the log in. These should be created before you start adding any Users.

5. Add Users & Assign Them to Roles - required

• Add Users based and assign them to specific Role at the same time
• Send Invitations to Users to log into the system
  1. Determine how you want to set up new user logins: 
     • Assign them a default password and check the ‘change password on login’ and email them the login page link
     • Have the system generate an automatic password and have the system send them an automatic email with a link to login (required password change)

Private Cloud Documentation

Step 1

A. Setup Lookup Tables

Lookup Tables are database tables that provide values for dropdown lists to ensure consistent data entry. Before launch, based on the Data Types that you will be collecting data one, you will need to populate the Lookup Tables for each of those Data Types. You should set up all of your Lookup Tables before users start entering data. It is important to understand how Lookup Tables work. A Lookup Table has an Id column a short name column, a longer description column, an Active/Inactive column and a Sort Order column as illustrated in the table below. When you store an Activity Type in the database for an Incident, you are storing the Id, not the text value. When the application displays the Activity Type, it pulls the text in from the Lookup Table.

You should spend time planning what items you should have in each Lookup Table. Once a value is in the Lookup Table it cannot be deleted since that value may have already been used in an Incident record. It can, however, be deactivated if you no longer need to use it. We can provide you with sample data in Excel or other formats for you to plan your Lookup Data Values. Once you have determined your values, you can add new items directly from the web application.

Go through each Lookup Table for the Data Types that you are implementing and add/edit any items as needed. Set the Sort Order to display the order items will appear in the dropdown list. We recommend that you use the default Severity Level Scale. If you wish to use your own, please let us know before deploying your server

Please note there are some standardized lookup tables provided with complete pre-filled data which should not need any changes and which do not allow edits (e.g., the list of all Counties, States & Provinces, Time Zones, Wind Speed, etc.). You can deactivate any of those values that you do not need, and they will not appear in dropdown lists. You cannot add new items to a standardized Lookup Table.

B. Default Values in Lookup Tables

All Lookup Tables must have at least one entry which is considered the default value the Lookup Table. This is the value associated with Id = 1 and is typically set to a text value like “Not Selected” that indicates that the User did not make any selection. This ensures database integrity since for many Tables a Lookup Id value is required. An example the Incident Table requires some Id value in the Country Field, and it gets that value from the Country Lookup Table. This IncidentCountryId field in the Incident Table cannot be empty so the default value is set to 1, which would be whatever the Id = 1 value is from your Country Lookup Table. In order to ensure data integrity, this first value (Id = 1) must never be changed/removed. For the rest of the values within a particular Lookup Table – for example, the Activity Type Lookup Table - it is up to the organization to determine what values are appropriate.

C. Customizing Lookup Tables

If you are working with a Multi-Tenant solution, you may choose to allow your different Tenants to customize what values appear for them in dropdown lists. A good example of this would be the Activity Lookup Table. You might have Tenant A that does scuba diving and Tenant B that does soccer. Both of these values will need to exist in the Activity Type Lookup Table but each tenant can customize what values appear in their own Activity Type dropdown list. There is a web interface that allows Tenants to drag over from the main Lookup Table list only those values that they need.

D. Configuring Privacy – Visible & Not Visible

Some data may be considered highly confidential and should not be visible to regular users. The data types that specifically include Personal Protected Information (PPI) about specific people can be set to Private so that they are not generally visible. It is possible to set the Visibility of certain data types to preserve confidentiality. If an item is set to Not Visible, it is not displayed in the standard Smart Grids or in Searches. The item(s) are only visible from the specific Not Visible Grid for that Data Type which you can grant specific Role Permissions tor access. In the Privacy Configuration section you can set the Visibility of the following data types:

• Incident - the top level Incident can be hidden which will hide access through all other child tables listed below
• Each of these data types can have Privacy set independently
  1. Participant
  2. Person
  3. Person Alleged
  4. Staff
  5. Vehicle
  6. Witness

Changing the Visibility does not delete the data. The data is no longer visible except to people that have access to this Privacy Section. It is still included in Analytics charts and graphs. Please note that you are responsible for setting Role-based Permissions for who can access private records and edit the Visibility status.

E. Soft Delete for Data

In order to maintain database integrity, data should not be deleted. If, for example, you created an Incident and then created multiple Persons underneath that Incident, and then accidentally deleted the Incident, you would disconnect the Persons from their parent Incident. This creates what are called orphan records in the database and can seriously compromise your data.

IncidentAnalytix is designed to prevent such errors and ensure data integrity using a common technique known as a Soft Delete. When a record is deleted in the database, it is not permanently removed. Instead, it is marked as Deleted and is no longer displayed anywhere in the application. The data remains in the underlying database table and can be recovered.

Private Cloud Considerations

Here are a few special considerations for the Private Cloud subscribers who have full control of your Lookup Tables. 

Country and State/Province: IA includes two related data tables—Country and State/Province. When you select the Country from the dropdown list only the appropriate States/Provinces are display in the second dropdown list. To configure the Country dropdown list, only set the countries you need as Active. By default, you will then see all the States/Provinces for that country. You will know which Time Zones apply to your organization, so you should just turn on the Countries that your Tenants need. They can then use the Lookup Customization Feature if they need to further customize the specific time zones that apply to their Tenant. For example, you enable Canada, Mexico and the United States globally for your Tenants. Some Tenants only operate in the US and others only operate in Canada and/or Mexico so they can use the Customize Lookups feature to limit their Country drop down list.

Time Zones: There are 140 Times Zones from around the world and some of the names are quite confusing. There is only one turned on by default – “Not Selected”. You will know which Time Zones apply to your organization, so you should just turn on the Time Zones that your Tenants need. They can then use the Lookup Customization Feature if they need to further customize the specific time zones that apply to their Tenant. For example, you enable all Time Zones for Canada, Mexico and the United States globally for your Tenants. Some Tenants only operate in certain US and others only operate in Canada and Mexico so they can use the Customize Lookups feature to limit their Time Zone drop down list.

Contributing Factors and Mitigating Factors: These are used based on a Systems Thinking approach to accident causation and prevention. These tables exist in a hierarchy—there is a Contributing Factor Type and beneath that a Contributing Factor. Similar to the relationship between a Country and a State/Province, when you select a Contributing Factor Type, you only see those Contributing Factors that belong to that type. Creating a useful taxonomy is an important part of configuring your setup if you plan to track this data type. We have a series of different taxonomies that we can recommend, or you can design your own. If you do not plan to use this feature initially, you can wait to implement these Lookup Tables later.

Here is an example of a simple taxonomy for factors that Contribute to an Incident happening:

• Human Factor Type
• Environmental Factor Type
• Equipment Factor Type

Then under each of those Types you might have these Factors.

• Human Factor Type
  1. Fatigue
  2. Judgement
  3. Not following protocol
  4. Not following instructions
• Environmental Factor Type
  1. Weather
  2. Trail conditions
• Equipment Factor Type
  1. Missing equipment
  2. Damaged equipment

If you also choose to use the Mitigating Factor Taxonomy, you need to consider if your Mitigating Factor Types and Mitigating Factors correspond to your Contributing Factor Types and Contributing Factors.

For example, a Contributing Human Factor type could have a specific factor of ‘Not Following Instructions’. A Mitigating Human Factor type could have a specific factor of ‘Followed Instructions’.

Step 2

A. Set Up Organization Tables

Each Tenant is their own Organization within the database. If you are using a Multi-Tenant system, Organization Tables allow each Tenant within your Private Cloud to create their own custom dropdown lists and speeds up data entry by being able to quickly add predefined items by selecting them from a dropdown list. 

Required Organization Configurations:

These items must be configured for each Tenant before you begin to add Incident Events: 

• Organization Details – the complete name and address of your organization which allows the organization name to appear in all headers

Optional Organization Configurations:

These are optional items that you can implement for each Tenant at any time: 

• Organization Branch – If you have different Branches, you can enter these once and then they can be selected from the Branch dropdown list for an Incident Event simply by selecting the item from a dropdown list. This also allows you to search for Incidents by Organization Branch.
• Organization Course Type – If you have a set of standard Course types you use on a regular basis, you can enter these once and then they can be selected the Course Type for an Incident Event simply by selecting the item from a dropdown list. This also allows you to search for Incidents by Organization Course Type.
• Organization Facility – If you have multiple facilities (which can be part of a Site Location) you use on a regular basis, you can enter these once and then they can be selected as the Facility for an Incident Event simply by selecting the item from a dropdown list (for example a gymnasium, climbing wall or ropes course). This also allows you to search for Incidents by Organization Facility.
• Notification Level – You can set Notification Levels for Incident Events which allows you to trigger individuals who should be notified based on the Notification Level. Notification requires setting up Person to Notify (see below)
• Organization Program Type – If you have a set of standard Program types you use on a regular basis, you can enter these once and then they can be selected the Program Type for an Incident Event simply by selecting the item from a dropdown list. This also allows you to search for Incidents by Organization Program Type.
• Organization Site – If you have multiple geographic locations you use on a regular basis, you can enter these once and then they can be selected as the location of an Incident Event simply by selecting the item from a dropdown list. This also allows you to search for Incidents by Organization Site.
• Person to Notify – Allows you to set up a list of people within the organization who should be notified about and event. In order to add a Notification about an Incident you must add at least one Person to Notify. This allows you to enter a Notification and quickly select the Person Notified from a dropdown list and then enter the information that was transmitted.
• Insurance Company – If you have want to track Insurance Claims, you can enter one or more Insurance Companies and then they can be selected as the Insurance Company of an Incident Event or Person simply by selecting the item from a dropdown list. If you do any Insurance Tracking, then you need to enter at least one value in this custom organization table (which can be something like ‘Not Selected’)
• Person Alleged Consequence – If you are tracking Person Alleged, this feature allows you to create Organizational Consequences as a result of an Incident and apply that consequence to the Person Alleged. If you use the Person Alleged Consequence feature, then you need to enter at least one value in this custom organization table (which can be something like ‘Not Selected’)
• Organization Guidance (Private Cloud Only) – The Organization Guidance section is available to those on the Private Cloud who are using the Mobile App. It allows you to create instructional splash screens for the Mobile App for your organization.