2. Click the New Button
- New: Click the New Button in the toolbar at the top of the main window
- Organization: Select the Manufacturing Site creating the report (Note: This will default to the organization that you are currently signed into)
- Document Class: Choose "Incident Reports" from the drop down.
- Document Type: Choose Business Continuity Management Incident
- Document Layout: Choose BCM Incident Layout
- Chevron: Click the "Chevron" icon to proceed
Unless we make changes in the future, once you select the Document Class (Step 3), steps 4 & 5 will automatically default to the choices shown above.
3. Fill out the Form
3.1. Title and Expediters
- Give the Incident Report a Title.
- Click the Chevron Icon(s) to select your Regional Response Team Chairperson. (Regional Operations Vice President)
- Use the Additional Expediters field to include the Corporate Management Team Chairperson (Vice President Supply Chain) and/or to provide notification to the Global EHS Director and Head Council as necessary. (Please see the Significant Incident Reporting Policy D-03.01 for details)
The Title will be used as the subject line in email notifications, as well as list views of all BCM incidents in the system. See below for an email example.
3.1.1. Email Example
3.2. Categorization
There are three required categories that you will need to fill out when creating a report, 1) Incident Type, 2) Business Unit, and 3) Business Region. Categories are used by the system for Searching and Reporting Functionality.
3.2.1. Making Category Selections
There is a second level of categorization for the first Category "BCM Incident Type" where you will need to select the first level category and then drill down under that category to make an additional selection. The system will not allow you to save the document until you have made a selection in both levels.
- Click the Category Heading to bring up your first level of choices.
- Check the applicable boxes
- Click the Chevron when you have made your selections
3.2.2. BCM Incident Type Category Drill Down
- Click on the Top Level Category Heading to bring up the second level of categorization
- Check the applicable sub-categorizations
- Click the Chevron when you have made your selections
3.2.3. BCM Incident Type Filled out Correctly and Remaining Categories
- When there is no lower level of categorization, the text will be black (instead of blue) and will not be underlined.
- Complete the remaining Categories as shown in the Making Category Selections above. The remaining categories are only single level.
3.3. After Action Report Due Date
The "After Action Report Due Date" is the date that the system expects you to complete the report in the system including Root Cause Analysis of the incident and a Corrective Action / Long Term Solution Plan
The system will automatically set a due date of 30 days fron the date the incident is entered. You may use the Calendar Icon to change the date as required for the specific incident.
3.3.1. Calendar Pop Up
Use the Single Triangle Icons to change the month forward and backward
Use the Double Triangle Icons to change the year forward and backward.
3.4. Problem Description
The Problem Description section is where you document the date and time the incident occurred along with a brief description of the incident, and any recommendations or initial actions taken to resolve with the issue.
3.4.1. Date and Time
Date: Use the calendar icon as shown above to select the incident date.
Time: Time must be entered in the following format: hh:mm AM/PM. As shown above, you should enter the hour using two digits, followed a colon (:), then the minutes, a space, and then the letters AM or PM. If you hover your mouse cursor over the field it will show you the desired time format as shown below.
3.5. Incident Details
The Incident Details section dives a little deeper into the incident by asking you a series of "Yes/No" questions. Some of these questions will ask for more information for a response of "Yes" and are shown in more detail below.
3.5.1. External Authorities
When external authorities were contacted, a new section called "External Authorities and Contacts" will display if you scroll down past the "Incident Details" section
Use this section to indicate what authorities were contacted, and document who was contacted and their contact information in the table provided.
3.5.2. Injuries
When an injury occurs, a section will open to allow you to create or link to your local Health and Safety Incident Report. Please refer to the following article to create or link a Health and Safety Incident Report:
Creating or Linking to a Health and Safety Incident Report from an Action Button
3.5.3. Property Damage
When property damage occurs a second yes/no question will appear below it to ask if the projected costs will be Greater Than $25,000 USD
3.6. Images and Attachments
The last part of the "Incident Details" Section provides a space to paste images or attach additional files as relevant to the incident.
Please see the following articles for specifics regarding Attachments and Pasting Images into Rich Text Fields:
4. Submitting the Report
At this point you are ready to submit the report and notify the chosen regional or corporate team chairperson. You will come back to fill out the Root Cause and Corrective Action parts of the form after the issue has been investigated and resolved. See Section Root Cause and Corrective Actions for more detail.
4.1. Additional Notifications
At the bottom of the form there is a section where you can add any other people that you would like to notify about the incident.
Click the Chevron to bring up the people picker
- Search by either first name or last name in the "Search Name" box to lookup the person you want to notify. (They must have a CPro account)
- The system displays search results in the left box, either double click the name you want, or single click and then click the over arrow icon to add the user to the right box
- Names displayed in the right box are selected and will be notified.
4.2. Click to Submit
Scroll up to the tool back and click "Submit for Acceptance" to sent out notifications to the selected individuals (Expediters and Additional Notifications)
4.2.1. Submit Success
Successful Submission will be accompanied by 1) A confirmation message at the top of the screen and 2) an update of the "Current Status" to In Process
This is also a good time to make note of 3)The Control Number generated by the system for this report.
4.3. Root Cause and Corrective Actions
The Root Cause and Corrective Actions section should be completed by the due date selected and consists of 3 main sections.
4.3.1. Root Cause and Long Term Corrective Action Summary
Use the first box to provide an Executive-Level summary of the root cause of the incident and the second box to summarize the the actions that were taken to permanently resolve the issue so that it will not recur. These sections are particularly important because they can be shared with other facilities who might experience the same issues, and may allow them to take proactive steps to prevent a similar incident from occurring.
The last section provides a table for you to document specific corrective actions that were taken as well as indicating who is responsible for the action and the target date for implementation.
4.4. Closing the Report
4.4.1. Check for Completion
When you are ready to Submit for Approval, scroll up and click "Check for Completion" in the toolbar
The system will verify that all required fields have been filled out.
4.4.2. Submit for Approval
- Note the confirmation message at the top of the form showing that the "Completion Check" was a success and the subsequent update to the status from "In Process" to "Completed"
- Click "Submit for Approval" in the toolbar.
4.4.3. Approval Wizard
- Click the Chevron to Proceed
As of this writing, the is only one approval process to choose from, so you can move forward with the defaults. In the future there may be more than one option here if necessary
You will likely be selecting your Regional Operations Vice President as the approver, but might choose the Supply Chain Vice President for reports involving the Corporate Management Team.
- Use the People Picker to select the required approver(s) and add their name(s) to the box on the right.
- Chosen Approvers Appear here
- Click the Chevron to Proceed
4.4.4. Confirm Submit
If everything looks good in the Submission Wizard Summary click "Confirm Submit"
4.4.5. Submit Success
- Note the Confirmation Message at the top of the form and subsequent change in status from "Completed" to "Closure Approval Requested"
- The Selected Approvers will see the "Approve" button in the tool bar.
4.4.6. Approval
- Click Approve in the Toolbar
- Enter your Cpro Account Password
- Click "Confirm" to Approve the Report
4.4.7. Closed - Approved
- Note the Confirmation Message at the top of the form and subsequent change in status from "Closure Approval Requested" to "Closed - Approved"
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