Home

User Manual - Omni Air Group

Contents

1. 5 13 I elio 5 13 TUe B Rire T 5 13 D ue Date amp 5 14 GOPE O S 5 14 US ME E C 5 14 Bree oie E 5 14 ws 5 14 M Lor P 0 15 Tite Dept i o 5 15 Montonng PEN RR ERROR 0 15 Follow up Audit Descriptor MERCEDE 5 15 Follow up Audit amp Title 5 15 Due Date amp Days Left Past DU i ise sorori bres 5 15 Audit Performed HR 5 15 vespa 5 15 Follow up Audit Notes 5 15 Lessons Learned me 5 16 ru 5 16 JU MP o E
2. 5 16 RECIPI ONE m 0 16 IES SS ACI NER TTE ET 0 16 Due Date amp Days Left Past BU HR 5 17 5 17 912281219 5 17 inserting a n Image or File E Vas cU va dix E SUN QURE un MEUS 5 17 Types of File References Source Documents 5 18 Ihe SRM Process cw RES CERDO ee cine RE 5 19 Viewing or Printing an SRM 5 20 Saving an SRM Report in Electronic 5 20 5 21 6 D 6 1 This Section Reserved Fulure USC Ra aaa 6 1 7 5 3 7 1 Entering Creating Cost Record EM RE T 7 2 Ihe CoSIS Reports E E EE UC RNC dM CU
3. 2 1 xi Ape a 2 1 210 2 1 jl 2 2 4 e S 2 2 gir pe n 2 2 iip re c 2 2 lolo te 2 3 lp e 2 3 27 te 2 3 3 BASIC 3 1 GENA ALATOM AON cm 3 1 TINS SUMING CC MENTRE 3 1 URON 3 2 1 OWS T TTE 3 3 Navigating Through 3 3 Record Status Summary 5 3 3 4
4. Specify Field Order for Export Jed es Select and move the Fields to be exported IF you want to group data choose the Group Fields before moving Ehe other Fields Current Layout Data Mining Group by Record Number Lessons Learned Comm Lessn Lessons Learned Comm Lessn Lessons Learned Comm Lesso RCA Audit Due Date RCCA Audit Performed On date RCCA Audit SatisFactary Choice Field export order Safety Risk Proafile AckviEy RCCA CAP Ext RCA Follow Audit Descrip ROCA Followup Audit by 1 ROCA Followup Audit bw Title ROCA Followup Audit Mate RCCA Monibaring Assigned Eo 1 RCCA Monitoring Assigned En RECA Monitoring Description ExE RCCA sRCCA Assigned 1 Assigned tao Title RCCA RCCA Completed Date Move RECA RECA Detail Exk Due Date Move All RECA RC CA Priority Safety _Risk_FProfile Actvity Safety Risk Clear Al Safety Risk Measurement Safety Risk ProfFile Objeckive Safety Risk Profile Risk Priority RECA ROCA Detail Exk Safety Risk Profile Objective Safety Risk Praofile Goal Safety Risk Profile Measurement Options Output file character set Unicode LU T F 15 Apply current layvout s data Formatting to exported data cancel 22 The left hand column has all the fields belonging to current layout table
5. CaS 5 2 Date of Event Date Record Ee eror rien 5 2 TIO xg mHM n 0 2 Record OPEN CLOSED ON Command 5 2 qe aec ME T 5 2 i o M 5 2 mereri vro PH 5 3 Mission Flight PAX Flight Rules Flight 5 3 5 3 5 3 Acknowledgement Sent to 5 3 6 uc EAM 5 3 E 5 4 Deleting a Record from Equipment 5 4 IY O E P 5 4
6. 1 11 TEAMED SCO Me v S Sn 4n S0 X X 1 12 Setting Up Login Names and 1 12 Selecting an ACCESS MIC OU X 1 13 FA AUN Fe NC SS te geese E E MM seme nae saver sate AIE E E A E IDA 1 13 T DR 1 14 21 5 9 dE ETE 1 14 PC CSS aces cote ce LOEO m 1 14 Incident Reporter v2 2 LOU AN Ic 1 15 1 15 Reported Via CACO ET 1 15 ODeraubhal Process Cale Oy 1 15 DG ING oen E A E T EE 1 16 niri 1 16 goubegeennjM 1 17 Drag and Drop Text gasta sten sita Moe mtd a mo Dona t arcu eic Ra mi sd un E 1 17 mus E 1 17 OUD AN m A 1 17 2 MENU OVERVIEW
7. 1 4 Browser CNET oc 1 4 CONVENTIONS Symbols and Definitions ua es xgKUE C cni x al ted 1 5 Be LU Td CN E Tcp CR 1 6 stie i D 1 6 Geng E c D 1 6 stalling 12 511025160 i e OE 1 7 Account Access REO MIU UD 1 7 BI e 1 7 1 7 1 7 oues 49 P 1 9 KODONI 1 9 OM ei ie AU OMA MR 1 8 Deru PAG COUR NGI e REESE n 1 10 Changing the Default nnne nenne nennen 1 10 2 a ba cuu qu ve duds 1 11 Managers 1 11 Personnel 1 11 Equipment Inventory
8. neste 5 4 Manufacturer Model Number Serial 5 4 Ev ntor Hazard SUITS V aesa iaa amc cedo gus dde Con C aU 5 4 o cc 5 5 Detailed Description of Event and opinio ae oo dne 5 5 Was Immediate Action Taken to Mitigate 5 5 Describe any Immediate Actions Taken is oes avevo dace E bue wd MA 5 5 Is Further Action Required to Mitigate Risk or Preclude a Similar 5 5 Investigation Root Causes 5 6 ASST 67 ace ase sy sects Steed o eee E 5 6 HAV SS UG AUOMNOUC S NEEE MEEA 5 7 MAY SS 5 7 Investigation 5 7 FROG EAU SCS 5 7 PANY SUS TaD e E
9. 03 2000 FoLLow uP aumt EVEHT SUMMARY Northeast Fire extinguisher in DEVELOPED 0 02 2008 Descriprion SUBSTITUTE RISK LESSONS LEARNED MMED ACTION v EXPOSURE ASSIGHED TO JimWhales ACTION TAKEN Ramp was informed LIKELIHOOD Unlikely TITLE DEPT v OPRATHLPROCESS SEVERITY Major RECIPIENT Chris Goldfinger EJ RRCALC Relative Calculated Risk of 28 Low METHOD MESSAGE Jim please review this RMR with EQUIPMENT INVOLVED CAP ACCEPT DUE DATE Dec 28 2008 22222 AEML ow w NEN CAP ACCEPT TITLE v COMPLETED DATE Jan 20 2009 MANUFACTURER Cap accept DATE EQUIPMENT TYPE 100 dad P Browse gt Basic Navigation 3 3 FileMaker Pro DIR Operators Demo OAGHOST File Edit View Insert Format Records Window Scripts Help CosT DATA ENTRY DUPE NEW DELETE FIND MAIN PERSONNEL EQUIPMENT MANAGERS ADMIN ONLY IR DATA ENTRY RECORD STATUS COST DATA COST REPORTS DATA MINING COST TYPE NOTES COST CATEGORY RECORD AMOUNT Aircraft Repair Labor Direct 2 Sep 05 2007 E 546 00 Hangar rash repair on N51001 The Cost Data Entry Oct 29 2007 5390 00 Screen Invoice 28959 for avionics shop to in situ tests Rme000002 Oct 29 2007 E 894 70 Two weeks productivity lost from avionics s tech who broke his wrist
10. 2 221 1 11 1 Importing Data into Incident nnmnnn 11 1 Exporting Data from Incident Cac Ins ania cuius un 11 1 EO UI Lelie H 11 1 Exporting Data to Different Field nobi ud 11 3 Upgrading from an Earlier Version of Incident 11 3 12 TROUBLESHOOTING asic es heed selec cca ege vu va epus 12 1 Incident Reporter v2 2 TOC 6 THIS PAGE INTENTIONALLY LEFT BLANK Incident Reporter v2 2 1 1 1 Getting Started IRv2 2 Basics Platform Incident Reporter is a server based application built on the FileMaker Pro platform and is served using FileMaker Server Advanced The IRv2 2 server application installs on Windows and MAC platforms Server installation offers 24 7 access automated backup capability and enhanced security options Connections Through FileMaker Server s Instant Web Publishing feature users may connect to Incident Reporter using FileMaker Pro client server licenses as well as via supported web browsers for basic data entry and task assignment FM Pro all
11. Overtime Chargeable to Incident Direct 0 30 2007 E 885 50 IRv2 2 lets you customize cost types and categories to match your company s accounting system Note Cost types and categories are customized in Value Lists See Section 7 Cost Reports for more information Navigating Through Rows Incident Reporter will tell you which row you re focused on by placing a black vertical bar to the left of that row In the Cost Data Entry screen shown above the marker is next to the first record displayed If you click in any other field above or below the horizontal row of fields that belong to the selected record the marker will move vertically up or down to the new row you ve selected Navigating Through Records There are several ways to step through records If your mouse has a scroll wheel you can use that to scroll through the records being viewed Click on the Status Toolbar Icon the lower L H corner of your screen to open the Status Toolbar If you re using FileMaker Pro 9 the Status Toolbar will be on the left hand side of your screen With FileMaker Pro 10 it will be at the top of your screen The Status Toolbar contains several convenient tools such as a slider and page book to help you navigate through records Click on the Status Toolbar Icon again to close the Status Toolbar Record Status Summary Screen From the Incident Tab click on the Record Status button to a
12. MAIN IR Dara ENTRY SUMMARY REPORTS Cosr DATA ENTRY Cosr REPORTS Lrsrs Cost Reports may be sorted by Cost Category Cost Record Number within user specified date range Tooltips tell users which reports use letter or legal size paper and specify paper orientation be sure to check this and set up your print options before printing a report When Searching for costs of all types click on the button in the ALL column For one specific cost type click on the ONE button specify a date range and then select the cost type you re looking for from the drop down menu Then enter a date year or date range Click GO between operations or use the ENTER key on your keyboard not the Return key Shown here are two sample records from 2007 which have Aircraft Repair Outsourcing costs associated with the event Fried 14 2008 CosTs BY CosT TYPE Date R ECORD Z Amount Notes Aircratt Repair Outsourcing 2 Oet 2o 200F 0002 350 00 Re Invoice 28959 for avionics shop to perform im sity tests 30 2007 RMROOOOOS 320 00 Re Invoice 14 from AMS for C 208 wing repair 670 00 GRANDO TOTAL 670 00 Searching for costs by record number within a specified date range is also possible By clicking on the ONE button next to record number and then selecting the desired RMR number from the drop down menu a report is produced for all costs associated with an individual Risk Mana
13. screen in this case the Data Mining layout You now have the option of selecting not only which fields you want to export but the order in which they are exported by dragging and dropping them into the desired order You can either go to the left hand window pane select a field from the L H column and click Move where they ll be popped into the Field Export Order field or you can D click each one to move it into the Field Export Order column and then manually move them into the order you want by clicking and dragging their field name s up or down the sort order is from top to bottom Click on the Export button and the process is complete After export use Excel s powerful array of tools to arrange and present your data Importing and Exporting Data Exporting Data to Different Field Types When exporting data to non Excel files the process is similar to the Excel export where you export data one table screen at a time except that you have a little more control over the field order during export So say you want to export the data as a tab separated text file meaning that the fields contents are separated by tabs This is commonly used for exporting data into a word processing program like MS Word Goto the screen of your choice then mouse up to the File menu and select Export Records In the Export Records to File window in the Save as Type field choose Tab separated Text Files tab then give the file a name a
14. January 008 Sun Man Tue Wed Thu 30 34 1 2 3 E B 5 7 9110 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 Jan 04 2008 8 27 28 29 30 A 1 2 BB T Today 1 9 2008 and clicking on the date you want or by manually entering it For the clicking method you can select the month by clicking on the left and right facing arrows on the calendar s title bar Once the month is chosen click on the numbered day and the complete date will be entered into the date field As a reminder Incident Reporter displays the current date in a red square CiB to commit the record If entering a date manually enter it in either a m d yy or m d yy or m dd yr format e g 1 3 07 or 1 3 07 or 1 03 07 CiB click in blue to commit the record When entering the year by itself as you will in the reports screens enter the full four digit year number e g 2006 not 06 Text Fields EvENT OR HAZARD SUMMARY Strong wind gust pushed a Cessna 208 from the neighboring FBO into one of our planes right hand nacelle on the N908FX was damaged e Text fields are easy just type or paste from another source alpha numeric text into it If you paste enter text into a text field and not all of it fits don t worry about it it s really all there use the vertical scroll bar on the right hand side to view all the text If there isn t a vertical scroll bar associated with a text field that means you h
15. FileMaker Pro 18 Operators Demo OAGHOST i 8 x File Edit View Insert Format Records Window Scripts Help 81 x INCIDENT REPORTER ep amp Cost Tracking Program GROUP ATA w MINING D ws SMN Operators Demo v2 2 0 100 Jud Pf Browse ef User Manual Operators Version 2 2 11 10 09 Incident Reporter v2 2 Acknowledgements Any reference to actual company names and products are for instructional purposes only FileMaker is a registered trademark of FileMaker Inc Mac is a registered trademark of Apple Computer Inc Windows is a registered trademark of Microsoft Corporation Our thanks to the International Air Transport Association IATA the International Civil Aviation Authority ICAO Transport Canada the Federal Aviation Administration and the U S Forest Service for their development of SMS risk management concepts and guidance for industry For comments suggestions bug reports or questions please e mail IRSupport omniairgroup com This User Manual is provided in electronic format in the interest of conserving wood paper products and for the preservation of our environment 2007 2009 Omni Air Group Inc All rights reserved Incident Reporter v2 2 Foreword Incident Reporter v2 2 represents the latest refinement of Omni Air Group s award winning SMS risk quality management and cost tracking software Incident Reporter 1 0 was originally
16. IR DATA ENTRY D MAIN SRM REPORT PERSONNEL EQUIPMENT MANAGERS ADMIN ONLY IR DATA ENTRY RECORD STATUS COST DATA COST REPORTS DATA MINING inciden investigator Root Causes Corecive Actin Plan Folowups TYPE OF EVENT Airport Landing incident 7 DATE EVENT 12 2009 8 249 0054471 among 1 rc wsso Location _ M v rueme WEATHER FLIGHT RULES v wisipiity v aem CLOSED 15 REPORTING SOURCE O Oued ACKNOWLEDGMENT on OPERATIONAL PROCESS EQUIPMENT INVOLVED EQUIPMENT TYPE TAIL REG orFLEET MANUFACTURER MODEL SERIAL ATA CODE i C l OR HAZARD SUMMARY AIRCRAFT ON TAKEOFF ROLL GEAR COLLAPSED SPOKANE INTERNATIONAL AIRPORT PAUL HAS LOGGED ON 100 dad Browse 141 Now click on the Data Mining button and the Data Mining Layout will appear Note that the Opening Screen s navigation buttons are also displayed at the top of each sub screen navigation between screens is fast and intuitive with no need to go back to the Opening Screen Click on the blue Cost Data navigation button This is where you ll enter cost information FileMaker Pro Operators Demo OAGHOST EI File Edit View Insert Format Records Window Scripts Help DATA MINING ALL CLOSED ALL
17. MANAGERS ADMIN ONLY COST DATA COST REPORTS DATA MINING WAS IMMEDIATE ACTION TAKEN TO MITIGATE RISK ves OMA DESCRIBE IMMEDIATE ACTION S TAKEN Aircraft brought inta hangar fuel spill cleaned IS FURTHER ACTION REQUIRED TO MITIGATE RISK OR PRECLUDE A SIMILAR FUTURE OCCURRENCE lOves If no further action is required to mitigate risk the record may be closed by first choosing No If further action is required choose Yes and continue with Safety Risk Management processes gt Was Immediate Action Taken to Mitigate Risk Certain events hazards or safety concerns may require immediate action to mitigate risk Others may not due to the nature of the event Record Yes No or N A Use the following Describe any Immediate Actions Taken field to record immediate actions or to explain why immediate actions were unnecessary Describe any Immediate Actions Taken Record all immediate actions taken This could include actions such as removing oneself from duty cessation of flight operations evacuation of personnel grounding of aircraft by the maintenance department hazard communications etc and any other actions taken to mitigate risk reduce hazards or prevent further injury to personnel Is Further Action Required to Mitigate Risk or Preclude a Similar Occurrence In some cases an event s hazards may have been passing or eliminated and no further action is required to mitigate
18. RECORD STATUS COST a COST REPORTS DATA MINING Root Causes Rick anaes ROCAS ORRECTIVE ACTION PLAN CAP PERSON REPONSIBLE FOR CAP DEVELOPMENT RMR000041 Lloyd Epstein to advise Airport Authority and ask about gate Wayne McCloskey TITLE DEPARTMENT CP 703 704 Flight Operations DATE BY WHICH CAP MUST BE DEVELOPED Jun 30 2008 Wayne McCloskey ta implement ramp marshalling procedures E with his staff ta monitor the vehicle corridor prior to aircraft DAYS LEFT PAST DUE CAP DEVELOPED 11 12 2018 E movement SUBSTITUTE RISKS INTRODUCED BY THE CAP consider safety of ramp staff working in confined area when developing plan 1 corrective actions to mitigate substitute risks NES SENSN OVERALL RESIDUAL RISK LEVEL AFTER CAP HAS BEEN IMPLEMENTED x ACCEPTANCE OF 8 RESIDUAL RISK BY APPROPRIATE RISK DECISION AUTHORITY EXPOSURE O Continuously Overy Often O Often Ever Never NAME Lloyd Epstein LIKELIHOOD Certain O Extremely Likely Likely Unlikely Remate TITLE Director of Flight Operations Flight SEVERITY O Catastrophic Critical Major OMinor Negligible Sula ACCEPTED ON CAP STATUS Ju 02 2008 LOCKED ERRER EERE EEE FEF p Fa 100 dad Browse 4 gt Note You may enter as many RCs and
19. REGISTRATION v FLIGHT PERSOHHEL 7242008 100 dad Browse lal E a Before performing any finds have your status toolbar open so you can see all records and the results of your finds Then SHOW ALL records to remove any found sets from previous finds NOTE Drop down menus in Data Mining will NOT present data from Value Lists Rather they present only those entries that have already been entered and exist within RMRs Data Mining amp Finding Records 8 2 Manager Title Department Vendor amp Fields A powerful feature of IR is the program s ability to perform Finds across multiple fields and records In this area of the Data Mining layout four distinct and specialized fields are offered to help managers target data pertaining to risk management responsibilities assigned within the database For example Safety Assurance functions of nternal Departmental Audits and Internal Evaluations require that risk controls be identified for which a particular department is responsible Records and their associated risk controls may also be found which have been assigned to or that pertain to a specific vendor title or manager In addition the ALL FIELDS Find function lets you search for any data in all fields This is helpful in finding a record for which a detail is remembered such as a person s name a date or an aircraft or vehicle number Finds in the Manager Titl
20. CONOC HONS 1 1 using Personal LIAS StS 1 1 Features and Ease 1 1 oystem 1 2 Mac OS X and Mac OS X Server version 10 4 x Intel based Macintosh 1 2 Mac OS X and Mac OS X Server version 10 4 PowerPC based Macintosh compulters 1 2 Mac OS X and Mac OS X Server version 10 5 Intel based Macintosh 1 2 Mac OS X and Mac OS X Server version 10 5 PowerPC based Macintosh 1 3 Windows Server 2003 Standard 1 3 Windows Server 2008 Standard 1 3 Windows Vista Business nenene 1 3 System Requirements for the FM Server Admin 1 4 Supported Client AD DUCA OMS cuoi opas tt to edem parcet ann ted a tdv ko Elba san ev Ac FER cR dU ca stie
21. DATA ENTRY e 4 1 ASIC TSS eben ecstatic einen tides mee Give me tiie ne manor n 4 1 Types or FIONS awe 4 1 DUTON Siete x lec E cc tera on ctl a mmm 4 1 Drop Down 4 1 Bridge c H A 4 2 lom CP 4 2 WINE IQ OS FSS c 4 2 EN Or INS Se me D 4 3 Inserting Images and File 4 3 WV AACS ea E EE E E E E E E A E E E 4 3 Incident Reporter v2 2 PRETO CIRC FSS c cident a msde cna ects 4 4 4 4 5 CREATING YOUR FIRST RISK MANAGEMENT RECORD 5 1 Medeni 5 1 Navigation Buttons and Field Ep Dc ERR Rea Eta sek oa Na hn RU 5 1
22. E 7 3 8 DATA MINING AND FINDING 5 2 2 2 11 8 1 Data MINN 1 sos E 8 1 Manager Title Department Vendor amp 05 8 2 8 2 5149 NG ROC Irc 8 3 EH RRO OG T 8 3 Incident Reporter v2 2 YOUR FIST FING at S 8 4 Sud u neo E 8 4 FROGEN A M J 8 5 AN EAA 8 5 Multiple Find Reguests Single Layer sand stay sues sos esent land a o aeu 8 8 Multiple Layer Find quien iesen Sant af oi sahara vos iun 8 8 Cone CNOA SU se 8 8 9 SORTING RECORDS 9 1 10 FINDING AND REPLACING DATA 2111 111 11 10 1 Fina WANG OWN Me aa a a 10 1 11 IMPORTING AND EXPORTING
23. EE S S 5 7 5 7 Bid i p M METRE 5 Safety Risk Profile nn 5 8 Safety RISK Profile 5 9 Correc ve Plan TADAA E 5 10 Person Responsible for CAP 5 11 568 em ee ee 5 11 Date Which CAP Must Be 5 11 BC FaSt dongs 5 11 Substitute Risks Introduced by the nnne nnns 5 11 Overall Residual Risk Level After CAP Has Been 5 11 Acceptance of CAP and Residual Risk by Appropriate Risk Decision 5 11 6 MW M T 0 12 ROCAS e 5 13 Incident Reporter v2 2 Description OF ROCA and Priority ss a dard ete wetland no ba 5 13 WP I T S C
24. OF EVENT 20 22 2005 LIKELIHOOD criteria then click the FIND button to start the search TIME 12H 1510 LCL UTC LCL a MAHAGER David Wollesen v RECORD 000088 cLosen DATE RMR OPENED Jul 24 2008 E SAFETY RISK PROFILE DEPT oR VENDOR v DATE RMR CLOSED 11 24 2008 RISKPRIORITY F FIND ALL FIELDS activity Sd REPORTED VIA Online Report ACKNOWLEDGMENT v OBJECTIVE od L rForrow uPaupmS co MONITORING v ACK SENT DATE MEASUREMENT mmer 1 wsson f pax CORRECTIVE PLAN MONITORING DESCRIPTION FLIGHT RULES 7 TEXT LiowdEntenwiloueamenctort FoLLowupauorr py FLIGHT PHASE PRSHRESPONSIBLE Tv TITLE DEPT airport meor F S 1 Location i 19 DEVELOPED NINE HERS REE ON 7r swsmurms Ami sarisracrony d7 EVENT SUMMARY During the 7037704 picts meeting exposure So DETAILED DESCRIPT LIKELIHOOD v LESSONS LEARHED IMMED ACTIOUL v seventy TT ASSIGHED Lloyd Epstein v ACTIONTAKEN OPRATHMLPROCESS RECIPIENT Flight Personnel EQUIPMENT INVOLVED CAP ACCEPT TITLE METHOD MESSAGE Lloyd will clarify with Flight Ops staff CAP ACCEPT DATE DUE DATE
25. and is especially handy after performing a Find but you must be in Browse mode first in order to perform the sort To sort the contents of a field either enter the Sort mode by pressing S or go to the Records menu and select you guessed it Sort Records For an example of how Sort works say you want to sort your records by airport After you ve checked that you re in Browse mode go to the ncident Tab and press S You ll see this window pop up EX FileMaker Pro IR Operators Demo OAGHOST B y File Edit View Insert Format Records Window Scripts Help 8 x 367 378 0 a lt gt 1 Total Sorted 80 e E Records Show All New Record Delete Record Find Sort Layout IR Data View As Edit Layout DATA ENTRY UM o PERSONNEL EQUIPMENT MANAGERS ADMIN ONLY IR DATA ENTRY RECORD STATUS COST DATA COST REPORTS DATA MINING Sort Records RECORD 4 OPENED Jun 02 2008 NIME ae Sort Order Ack_Sent_to_Originator_Choice Clear Airport Ack Sent to Originator Date Additional Crew Member Move Airport Class of Event Date of Event Date Record Opened Event or Hazard Summary Flight Attendant Flight Number 03 2008 al 6 ascending order h C Descending order AIME Custom order based on value list Cabin Pressure M I
26. including type is better left to database administrators This control over event titles and classes will reduce data entry errors while ensuring accurate trend and summary reporting functions Reported Via Category The values in this category align with FAA s SMS Framework and Assurance Guide These values pertain to Safety Assurance processes and permit tracking of data sources throughout the various risk management processes With the exception of the names of reporting forms these entries should not be changed without good reason Operational Process Category Operational Processes also align with the SMS Framework and Assurance Guide and should further align with your SMS Manual s description of the scope of your company s aviation activities Safety Assurance processes of Internal Departmental Audits Internal Evaluations and Management Review may prompt a database find of all records which pertain to specific operational processes Getting Started Setting Preferences Resolution Your screen resolution may vary from Incident Reporter s native resolution Also monitors now come in many different sizes and shapes OMNI GROUP 2 In order to make text larger and easier to Aviation Systems A Services DATA ENTRY rd dimid ei hia read and to give you more on screen real estate to work with first try selecting a different screen size from the Status Bar in the lower left hand corner of the IR Opening Scree
27. on finds Tron neon boon etc want to find Use for each digit will find a single digit e g 7 but not place you want to find If you re looking for a will find two digits e g TO but not specific digit use F 700 quotation marks below Joan by itself finds fields with anything in Use an asterisk empty fields won t be found star character for n finds John Joan all unknown characters n finds Jean Jon John John athan join etc Text or numbers in cluding punctuation and spaces set between quotation marks Text or numbers in cluding punctuation and spaces set between a set of quotation marks XXX etc His Royal Majesty finds His Royal Majesty 19 99 plus s h finds 519 99 plus s h will find space space will find commas Ww NW space Space Space will find three spaces in a row Joan finds Joan but not Joan Smith Joan Smith finds Joan Smith but not Smith Joan or Joan Smithson finds Bliver sales omniairgroup com finds email address sales omniairgroup com That s two equal signs followed by the special character Why would you use in a Find request When you happen to search for characters that also have distinct functions in FileMaker Pro If you don t use the backslashes you ll get all kin
28. use 1 Ctrl Down Arrow To view the previous page use f Ctrl Up Arrow You may also navigate through a report s pages using the Status Toolbar s slider and page tools To print an SRM Report click on the record REPORT icon to display the report s print view Click File from the top menu and Print from the drop down Mame Auto C9300 PCL OMNIWORKZ Properties menu Printer Status Ready Type Ce3nniPcL Where MOMNIWORKZVOKICS3U0 Comment Print to file Frint range Any photos displayed on the Images tab of the RMR being printed will be Al Number of copies 1 included with the printed report 0 regardless of whether they were gt collate embedded in the RMR or saved Number pages fram 1 file references Cancel OLE Update all Links before printing Saving an SRM Report in Electronic Format Saving an SRM Report in pdf format allows you to email the report as a pdf attachment or permits viewing of the report by people who do not have access to the IR program Note When you re finished viewing or printing the report click on continue in the Status Toolbar or press the Enter key to return to the Incident Tab of the IR Data Entry screen Creating Your First Risk Management Record 5 21 Reference Tutorials To ensure the quality of various risk management processes users are provided with
29. you re still in Find mode but back at the drop down menu is giving you another shot at finding what you re looking for and it ll keep giving you this opportunity while in Find mode until you either select an entry that can be found or until you give up and click on the Cancel button Incident Reporter also offers several other ways for you to perform a Find Function When making a Find request enabling Omit will invert your search Say you want to find all the Airports in your records except LAX 3 Enter Find mode Select in the Airport field Press that s the letter not zero Press the Enter key All the records that do not include LAX as the airport will be found Data Mining amp Finding Records Note 8 5 It is not necessary to enter a J show all records between Finds So say you performed Find to find all the LAX stations then you want to perform a different Find for a particular record number you don t need to enter J to show all records before performing the new Find Incident Reporter is smart enough to make available all of your records automatically Find Criteria The following tables will show you different ways of phrasing a Find After you ve created several records practice finding data using different search criteria Once you get the knack of it you ll see that hunting for that one elusive record will be a breeze Text or numbers that start
30. File Edit View Insert Format Records Scripts Tools Window Upgrade Help 5 546 00 Go around and return for landing RMmooDOOD1 ircraft Repair Direct 29 200 5350 00 Invoice 28959 for avionics 2 7 Oct 29 200 Two weeks productivity lost from 3 7 RMR OODO2 Mov 27 200 82 050 00 Replacement LIH nacelle assemb 4 7 RMROODDDOS _ Now 28 200 Replacement R H wing tip for RMROOOD03 Mov 30 200 8885 50 Overtime requi twn shift RMROODDOS Ove quired for two shifts to Aircraft Repair Mav 30 200 8320 00 Re Invoice AR007314 from AMS RMROOOONS Note Remember the thick black vertical bar to the left of the Cost Type field is the current record indicator it s the record Incident Reporter is focused on Entering Creating a Cost Record To create a new cost record click on the NEW button at the top of the screen and fill in the fields amp Incident Reporter Trial 2_0 IR 1 09 08 Trial Master zy File Edit View Insert Format Records Scripts Window Upgrade Help _ x Cost DATA ENTRY 2 m DELETE DUPE NEW FIND MAIN IR Dara ENTRY SuwMARY REPORTS Dara ENTRY Cost REPORTS Vague LISTS COST TYPE NOTES COST CATEGORY RECORD AMOUNT oF F Aircraft Repair Outsourcing Outsourcing Diet RMROOOOOS 1 Nov 30 2007 8 522000 Invoice 07314 from AMS for C 208 wing repair Aircraft Re
31. Format Records Window Scripts Help 2181 xj INCIDENT REPORTER i i 4 V B OMN in GROUP 4 DATA COST COST EL DATA MINING DATA ENTRY REPORTS SN Operators Demo v2 2 0 2006 2009 Richard Stuart for Omni Air Group 100 dad Browse Within this screen you have four buttons to choose from IR Data Cost Cost Data Entry Mining Data Entry Reports Clicking on R Data Entry takes you to the Incident or Event Data Entry screen where you ll enter and edit all the details about an incident near accident injury audit finding CASS report FDM report or other data Data Mining takes you to the Data Mining layout where records will be searched found sets constrained and user defined fields selected for export Cost Data Entry will take you to the screen where you ll enter the costs incurred from an incident or other event Cost Reports will take you to the switchboard where you ll choose the type of cost related report you want to view or print Basic Navigation 3 2 Screen Buttons From the Opening Screen click on IR Data Entry Click on the light blue folder like tabs for the different screens or layouts within Data Entry Safety Risk Management processes are performed using these tabs working from left to right Ed FileMaker Pro DIR Operators Demo OAGHOST E amp x y File Edit view Insert Format Records Window Scripts Help l x
32. Other tooltips refer users to reference tutorials which assist managers in their performance of risk management processes Creating Your First Risk Management Record 5 2 NEW Creates a new Risk Management Record You ll click this button to create a new RMR for each event audit finding report hazard or project OPENED Oct 11 2009 RECORD a CLEAR Clears contents of record being displayed EE while preserving the record number Defaults to Unused Record Number in the of Event field Only persons with Administrator privileges can perform this function The unused RMR may remain displayed as unused be closed or left open or re used for a new hazard or event Type of Event Class of Event Click on the drop down menu to select the type of event you want to record Categorize types and classes of events as desired using Value List entries Date of Event Date Record Opened Enter the date the event occurred by clicking on the drop down calendar icon Enter the date you opened created the record by clicking on the drop down calendar icon This field is automatically populated when an on line report is received Time 24 hr Use 24 hour time and select local time LCL or UTC Record OPEN CLOSED ON Command Bar Risk Management Records are opened and closed on the right hand side of the ncident Tab as shown below 05 2007 88 When record is open it i
33. Server Advanced and FM Pro client server software Due to the many server configurations which may be encountered installation is beyond the scope of this User Manual However detailed documentation from FileMaker is provided with all IR products OAG staff fully supports these installations via telephone email and RDP RDC support methods Detailed instructions for deployment of FileMaker Pro and FM Server Advanced software are provided via email link with electronic delivery of your order You may also visit FileMaker online for technical information and product documentation at http filemaker com support product documentation html Account Access Levels Privileges Incident Reporter v2 2 has been configured with five access levels or privileges These controls enable and prohibit certain functions within the program and also aid in preserving the integrity of data When logging on to IR entering the appropriate account name automatically determines and sets these privileges Account names are NOT case sensitive passwords are Users Access Level user Users may access IR Data Entry Personnel Equipment and Managers layouts Users may also access Cost Data and Cost Reports layouts Users may create new records enter data into open records and accept Corrective Action Plans CAPs and residual risk They may also sign off on completed Risk Controls Corrective Actions RC CAs follow up audits communications of le
34. actions are referred to as substitute risks and may result in a situation where the cure is worse than the disease Only those substitute risks identified that will require risk mitigation Moderate or High risk level need be documented If any substitute risks are identified with moderate or high risk levels further risk controls or corrective actions must be developed and added to the CAP to address those risks Incorporate into the CAP risk controls or corrective actions to mitigate all substitute risks Add these risk controls in a new CAP portal field they will automatically be duplicated in the tabs following Click on the Substitute Risks Introduced by the CAP field name for a reference tutorial Overall Residual Risk Level After CAP Has Been Implemented Effective control measures reduce or eliminate one of the three components of risk exposure likelihood or severity Assess and record what the overall level of residual risk is expected to be after the proposed CAP has been implemented Risk levels should be reduced to an acceptable level Click on the field name for a reference tutorial Acceptance of CAP and Residual Risk by Appropriate Risk Decision Authority If the CAP and level of residual risk are acceptable the appropriate Hisk Decision Authority s name and title supervisor manager Director of Safety or member of senior management are entered along with the date the CAP was accepted Click on the Acceptance of CAP
35. all lights including reading lights on for night ops for passenger safety and comfort Briefed Dave on Jan 19 2009 Wayne _ _ 9 COMPLETED Jan 19 2009 Assigned To Enter the name of the manager or supervisor to whom responsibility for effecting a specific communication has been assigned Title Dept This field will auto populate with the assigned manager s title and department if the manager is listed in the Managers Information table Recipient Enter the recipient s of the message Drop down menu choices derive from Value Lists Method and Message Describe the communication method and the message to be sent This could be a company memo a Safety Notice MISR ASRS Report Voluntary Disclosure or SUP Report Announcements newsletters email messages bulletin boards and information on the company website are also methods of communication that could be used to impart safety information Creating Your First Risk Management Record 5 17 Due Date 8 Days Past Due Deadline for effecting the communication In the Days Left Past Due field Incident Reporter calculates how many days left are remaining black type or how many days the Lessons Learned communication is past due red type from today s date Completed Enter the date the Lessons Learned communication was effected Images tab This tab allows users to insert images and or file references into a Risk Management Record Insert all images and files
36. date smallest to largest or first word to last word 8 6 Tvpe into the field Examples Enter this to qet that 40 finds numbers ess than 40 including decimal d alues 05 19 04 finds dates before May 19 2004 assuming you re in a date field M finds text before the letter M in the beginning of a text field lt 40 finds numbers 40 or less including decimal d alues 05 19 04 finds dates on or before May 19 2004 assuming you re in a date field M finds text beginning with or before the letter M in the beginning of a text field gt 40 finds numbers greater than 40 including decimal d values gt 05 19 04 finds dates after 19 2004 assuming you re in a date field gt finds text after the letter M in the beginning of a ext field gt 40 finds numbers 40 or greater including decimal d values gt 05 19 04 finds dates on or after May 19 2004 assuming you re in a date field M finds text beginning with or after the letter M in he beginning of a text field That s it just an equal sign Just enter that into a ield by itself and you ll find all the records with no data or characters in that field Unlike its use above if you put an and alphanu meric text after it you ll find all the instances of that ord Fred finds Fred but not Freddy or Fredrick Fred Flint finds Fred Flint or Flint Fred but not Fred or Frederick Flintstone 1 50 finds all the nu
37. developed in association with several prominent North American airlines Versions 2 0 and 2 1 incorporated ICAO Transport Canada and FAA requirements for risk assessment accountability documentation and controls IR version 2 2 is now aligned with FAA s SMS Framework and SMS Assurance Guide revs 2 dated 07 15 09 IRv2 2 allows operational processes to be documented for each record This helps managers find and sort all risk controls associated with a specific operational process to be reviewed for conformity during safety assurance activities of internal audits and internal evaluations Sources of data from safety assurance activities may now be tracked throughout the course of safety risk management processes as they are performed and documented within IR Other new features include streamlined interfaces improved web access additional data entry fields and enhanced trend monitoring and data mining capabilities IRv2 2 s new Data Mining Layout permits searches for data within a specific field or searches for specific data in all fields such as a person s name number item of equipment etc Targeted data may then be exported to Excel amp for creation of graphs or pie and bar charts Statistical Control Charts can also be created using inexpensive add ons such as www spcforexcel com from BPI Consulting LLC The Data Mining layout is again used to search for risk controls which are associated with a specific operational process or that have
38. doesn t won t Incident Reporter has no photo editing capabilities so you ll need to adjust the contrast brightness and color of your images before they re imported Data Entry 101 5 1 5 Creating your First Risk Management Record Incident Tab From the MAIN menu click on IR DATA ENTRY and then click on the ncident Tab This is the first tab used to create a record of a hazard error quality escape audit finding or operational process deficiency The ncident Tab provides an overview of the record and summary information This tab is also where records are closed or cleared by administrators 181 B FileMaker Pro IRvzz CtalmaAir OAGHOST File Edit wiew Insert Format Records Window Scripts Help FIND SRM REPORT PERSONNEL EQUIPMENT MANAGERS ADMIN ONLY IRDATAENTRY RECORD STATUS COSTDATA COSTREPORTS DATA MINING Risk Ames Acton Pan Lessons OF EVENT Delay DATE OF EVENT Jan 05 2009 RECORD 0001 7 CLASS OF EVENT Communication 0 TIME 24H 07 15 UTC OPENED Oct 07 2009 AIRPORT Winnipeg Glen MISSION Scheduled M LOCATION Terminai Area 7 SIC Bevan Trevor FLIGHT amp 522 7 PAX WEATHER v FA T rueurRuES visimiTY 7 v rueHrPHasE REPORTING SOURCE Employee via ERS Online Report ACKNOWLEDGMENT on Jan 07 2009 OPER
39. either sort forward A Z 1 9 etc al ascending order in ascending order stairs going up Descending order la C custom order based on value list unknown or sort in reverse Z A 9 1 etc in descending order stairs going down Reorder based summary field s Gverride field s language for sort English Click the Sort button and the Unsort Cancel records are sorted by airport Note Some Sort options that may be displayed pertain to program coding and may not be useable In this example if you were to flip through your records you d see that the airport names in the Airport field are all now in alphabetical order During sorting if you change your mind about the Sort and want to abort it just press the Esc Escape key on your keyboard After sorting if you change your mind and want to return to the original unsorted order re sort the records by record number the default sort for Incident Reporter Field Type 9orts in this Order Numbers sort before letters Numbers sort by character position Example of an ascending sort 1 11 2 Alphabetically Non alphanumeric values before the first word are ignored unless you change the sort language to Unicode Numerically Non numeric characters are ignored Date Chronologically Note If you open a file sort its records then close the file its new sort order isn t saved Sorting Re
40. email address in the report In addition notification of receipt is sent to up to six user specified managers R H message BCC d using the email addresses associated with each manager s name in the Managers Information table This ensures timely notification to management that an online report has been received Typically one manager such as the Director of Safety or SMS Manager monitors the database by selecting his her name in one of the BCC fields Administrators may change the BCC field names when the DOS or SMS Manager is out of the office on vacation etc to ensure continuous monitoring of the IR database and prompt notification to management when online reports are received Email Placeholders Placeholders are displayed in yellow next to each user i defined message under the various Email Preferences BCC Paul tabs These placeholders pick up information from individual records and insert the information into the fr Beef body of the email message For example inserting the _ Bec we nave received an on line E MESSAGE report dated Date record RecordNum placeholder into an email message will Bopy number Recoranum Please log automatically insert the appropriate record number that pertains to the message being sent Likewise inserting i Ta access the IR database the Name placeholder into message will we
41. from a variety of sources thanks to its FileMaker platform However data import is beyond the scope of this User Manual For more information regarding the importing of data into Incident Reporter refer to the FileMaker DIY Guide How to Integrate FileMaker Pro with Microsoft Office Exporting Data from Incident Reporter Incident Reporter supports data export to a variety of formats including export to tab separated comma separated HTML XML Excel formats This Manual s discussion of data export is limited to the Excel format xls and xlsx files from which graphical representations of data may be created such as pie and bar charts Statistical Control Charts may also be created using inexpensive add on programs such as SPC for Excel by Consulting LLC Exporting Data to an Excel File Data export may be performed from any layout within IR but some layouts offer limited fields from which to choose data for export such as those found in the Record Status Summary layout In order to export data to Excel FINDS are typically first performed which target specific information The user must then determine which fields are to be exported based on the available fields within the layout being viewed The Data Mining layout was created for just this purpose Note OAG strongly recommends that data exports be performed from the Data Mining layout wherein IR s many fields which contain meaningful data are provided for export
42. of the following error messages may appear Incident Reporter Trial 0 X Your access privileges not allow you perform this action Incident Reporter Trial 2 0 X 1 This action cannot performed because this Field is nat modifiable First verify that the RMR you re working in is not closed If necessary open the record unlock the CAP or contact an administrator for assistance Be sure to close the record after you have completed your data entries The people who ll be using the program aren t computer savvy Do you offer training Omni Air Group offers a variety of SMS and Risk Management Training presentations OAG s online training portal A video demonstration of Incident Reporter is available online Visit us at www omniairgroup com for more information The User Manual sometimes appears to be inconsistent with the IR program If you find errors or inconsistencies please contact us with your suggestions so we can make improvements Just you need feedback from your employees in order to effectively manage risk we welcome your feedback in order to make Incident Reporter the best it can be For comments questions suggestions or bug reports please e mail info omniairgroup com or IRSupport omniairgroup com Thank you for choosing Incident Reporter Troubleshooting
43. reference tutorials which are accessed via Tooltips From the Corrective Action Plan Tab hold your cursor over the Corrective Action Plan CAP text field name a tooltip appears as shown below IR Data ENTRY GuwMARY REPORTS Cost Data ENTRY Cosr REPORTS WALUE wr i D DOCE Mta aon RR ERSANIS BESPONSIBI E FOR CAP DEVELOPMEN nylon from Storeg Click me Far Macro Options Reduce Options and Preferred Order of Controls Sail j Sor Train pilots on recognition of acceptable tie down E x PETAI G MERE BE DEVELOES 2 e materials CURE ELOPED Nov 08 2007 E Clicking on the tooltip takes the user to the Corrective Action Plan Options and Controls tutorial where written guidance is contained to assist users in their analysis of risk control measures Further reference tutorials are accessible via Tooltips to assist users with 2 UP geo spes ap Determination of root causes Development of risk statements Risk assessment definitions and equations The Safety Risk Profile Analyzing risk control measures Use of macro options reduce options and a preferred order of controls Assessment of substitute risk and Acceptance of residual risk by the appropriate risk decision authority When viewing any reference tutorial click on the Return to Data Entry button to return to the previous screen Creating Your First Risk Management Record THIS PAGE IN
44. request An option in Search within n Browse and Find modes search within all fields in the current layout or just in the current field Click one of the buttons on the right hand side of the find Replace window to perform the type of find replace operation you want Select TO Find Next Searches for and selects the next occurrence of the Find What data Replace and Find If there is selected data that matches the Find What data Replace the Find What data with the Replace With data search for and select the next occurrence If there is no selected data that matches the Find What wie 1101 arid Seige Replace All Replace all occurrences of the Find What data with the Replace With data At the end of the Replace All operation you ll see a summary of he number of occurrences found ki Note Find Replace commands should only be used when it becomes apparent that certain data is not formatted correctly and that this incorrectly formatted data will result in inaccurate trending Finding and Replacing Data 11 Importing and Exporting Data There may be times when you ll want to import data into or export data from Incident Reporter These processes are straight forward and permit data sharing with a number of applications which are already in use within your company such as Microsoft Office Importing Data into Incident Reporter Incident Reporter supports data import
45. the Alt button release it then tap the letter M CiB Click in Blue This means click anywhere in the blue shaded area of the screen Due to screen drawing differences between computers you may have to CiB to make fields or data appear correctly to commit data in a field or to reset a drop down or drop down menu after you ve made changes to it Click Tap the left button on your mouse once for right handed mice the right button for left handed mice Close means to close file usually done by clicking on X the in the upper right hand corner of a window or pressing W D click Or double click means to rapidly tap the left button on your mouse twice Drag To press the left button your mouse and continue to hold it down while you move the mouse Upon reaching the new location release the mouse button Draw To click on a menu title then drag your mouse cursor down to select a menu choice usually followed by releasing the mouse button Drop Down Menu A field with this icon on the right side v When you click on the arrow a list of items drops down allowing you to choose or modify its contents For most fields defined as drop down menus you can type the first few characters of the item you want then it ll auto complete the rest of the text e g if you ve already added the word airplane to the list then when you enter it in the future you can type the first few characters air and the rest of the w
46. the found set are displayed EVEHT DATA RISK AHALYSIS TITLE DEPARTMENT VENDOR ALL FIELDS OF EVENT FampiGround Handling v RISKSTATEMEHTS Unescorted passengers could enter Use these fields to search for a manager s name title CLASS Safety v EXPOSURE Hardly Ever VENHOLA Maer EE BER Comte Siete for any data in all fields Select or enter your search 222106 then click the FIND button to start the search 12 rcr urc SEVERITY MaMaGER O RECORD RMROUU1S3 RA CALC Relative Calculated Risk 44 Moderate TITLE ATE Oct 24 2008 i xa DATE RMR OPENED 022 SAFETY RISK PROFILE weronwwpn r DATE RMR CLOSED Jan 08 2008 RISKPRIORITY v ALL ALL FIELDS REPORTING SOURCE an rl SUNRE visor x 2 After any find you can see the found set e g 8 378 in the status toolbar 8 records found of 378 records Then click on RECORD STATUS to see all eight records displayed and click on a desired record number to go to directly to that record Data Mining amp Finding Records 8 3 Or with the 8 records found to any tab such as the RC CAs tab and use your mouse wheel to scroll through just the f
47. with specific characters Text with accented characters Partial phrases in a sequence of words Type into the field The text and or numbers you re separated by a looking for space Text or numbers including punctuation and spaces set between quotation marks etc Use the double quotation mark method above and an asterisk the wildcard to find text in a string Advanced Find ing Examples Enter tnis to get that Richard Stuart finds Richard Stuart Stuart Hichard Hichard Stuart 50 finds 50 5 50 R sum will find R sum but not resume Resume Without quotes will find Resume and Moe Larry finds Moe Larry Curly Moe Larry Shemp Moe Larry Joe etc Sometimes you need more Find ing power than just look up or exclude this exact phrase Here s where symbols come in handy exatmatch 1 Note less than or equal to today s date You can use these symbols only when performing a Find in Date and Text fields only By inserting a symbol in your Find you can call up precisely what you re looking for Data Mining amp Finding Records o Find Less than a specified value Less than or equal to a specified value Greater than a specified value Greater than or equal to a specified value An empty field Exact match of whole words Within a specified range e earliest date to latest
48. ATIONAL PROCESS Operational Flight Ops M EQUIPMENT TYPE REG 4 orFLEET 4 MANUFACTURER MODEL SERIAL ATA CODE Be ee eee Type TI EVENT OR HAZARD SUMMARY On Monday January Sth 2008 there were many irregularities with flight times and aircraft registrations which caused a Sequence af delays throughout the day ZFM HAS LOGGED ON 1001 44 Browse 14 De Navigation Buttons and Field Names Many of IR s navigation buttons and field names contain instructions and guidance Without clicking your mouse steer it so your cursor hovers over one of the buttons circled in red above In many cases a tooltip will appear that provides information about the button s function Hovering over field names will also provide tips regarding the data to be entered In some cases the cursor will change from an arrow to a hand with an extended finger For buttons this indicates the function will occur with one click For field names the hand with extended finger indicates that additional information is available by clicking on the field name Until you become familiar with entering data into a record run your mouse cursor over each nav button or field name to see the tooltip that may be associated with it For example hover over the button SRM REPORT circled in red above and a tooltip will appear stating Generates an SRM Process Report Safety Risk Management Process Report
49. CAs as you wish in the Corrective Action Plan CAP portal Each RC and entered will automatically be restated on the adjacent RC CAs Tab for action by individual managers and mirrored on the Follow ups Tab for monitoring and the performance of follow up audits on each control or action Creating Your First Risk Management 5 11 Person Responsible for CAP Development Enter the name of the person responsible for developing the Corrective Action Plan which consists of individual Risk Controls RCs and or Corrective Actions CAs These are typically department managers who are responsible for affected operational processes within their respective departments Title Department This field is auto populated from information derived in the Managers Information table Date by Which CAP Must Be Developed Deadline for CAP development CAP development is signed off as being completed by entering the date of completion in the CAP Developed date field Days Left Past Due In the Days Left Past Due field Incident Reporter calculates how many days left are remaining black type or how many days CAP development is past due red type from the current date Substitute Risks Introduced by the CAP An effective CAP requires evaluation of proposed controls and actions to ensure they are not only effective but that they do not introduce new hazards into a system New hazards introduced as a result of risk controls or corrective
50. CONTROLS of maintenance related Cadors Priority Level 3 Assigned Brent Fenster Completed Details Maint Planning will monitor and distribute applicable CADORS info Monitoring Assigned to Brent Fenster Title Dept or Vendor Maint Planning Maintenance Monitoring Descriphon CADORS to be reviewed weekly and pertinent info disseminated to all concemed maint personnel Relabiity analysis program adherence by OA Priority Level 3 Assigned to Jared Poser Dus Competed Details will follow weekly requirement for reliability analysis Monitoring Assigned to Title Dept or Vendor Monitoring DescriphBon Training program review and implemented nex budge year Duties and responsibilities of floor supervisors Clarified and implemented raning and oversight Priority Level 2 Assigned Dennis Golf Due Completed Details THD Monitoring Assigned to Title Dept or Vendor Monitoring Descripbhon management responsibilines and reporting structure changed Level 3 Assigned Jared Poser Completed Details Under development Monitoring Assigned to Title Dept or Vendor Monitoring Descripbhon OBJECTIVE reduce flight mechanical problems failures GOAL improve aircraft and component reliability MEASUREMENT fewer pilot reports per 100 hrs Printed Oct 11 2008 The SRP report contains all SRP activities conditions with ea
51. E unknown ___ 102130 Reorder based summary field Specify UT OR Override field s language for sort English On take aff the cabin returned to Boeing Fi Unsort 100 dad Browse 4 Note Depending on whether a previous sort operation was internally performed by Incident Reporter or not the Sort Order field in the Sort Records window may or may not have entries already entered in it If there are any entries in the Sort Order field you can either remove them one at a time by clicking on the field name then clicking on the Clear button or you can just click on the Clear All button adjacent to the Sort Order field to remove them all With the Sort Order field cleared ensure you re in the correct screen IR Data Entry by glancing at the highlighted field in the upper left hand corner of the Sort Records window Sorting Records If you look the field list on the left hand side of the window you ll see the Airport field choice about fourth Duns from the top Click on it to load it into ark sent to ratar bate arco al the Sort Order field You should see five Airport Class of Event Date of Event Click on the highlighted Airport label Event or Hazard Summary in the Sort Order field and the sort Flight Attendant Flight Mumber order buttons come alive You can
52. FORMATION cP ET Creating Your First Risk Management Record 5 7 Investigation Notes Investigators may enter their notes here about the incident event hazard or other safety concern If more than one investigator is assigned to investigate an event each investigator may enter their notes as separate paragraphs and initial or include their names with each entry Formal written Investigative Reports may also be attached to the record under the mages tab Investigation Due Date This is the due date by which the investigation into the event or hazard should be completed In the Days Left Past Due field to the right Incident Reporter will calculate how many days left are remaining black type or how many days the investigation is past due red type from today s date Investigation Completed Enter the date the investigation was completed and document root causes Often during discovery of root causes additional information is required and the investigation may be re opened In this case add additional investigation notes and revise the Investigation Completed date Root Cause s Incidents and other safety related events often have one or more root causes Proper identification of root causes will enable the development of a comprehensive and effective Corrective Action Plan designed to prevent a similar future occurrence and enhance organizational safety Click on the Root 5 field name for a reference tutorial rega
53. First Risk Management Record 5 5 Details Tab Detailed Description of Event and Hazard Enter a detailed description of the event or incident if desired BY FileMaker Pro IR Operators Demo OAGHUST l Ioj x File Edit View Insert Format Records Window Scripts Help 18 xl IR DATA ENTRY man PERSONNEL EQUIPMENT ENTRY RECORD sTaTus incident investigation Root Causes Risk Analysis Corrective Action Pian RC CAS Follow Ups Lessons Learned mages DETAILED DESCRIPTION OF AND HAZARD New Maintenance shift tasked with rectifying some in progress snags troubleshoot snags engine runs were required Aircraft was all closed up Aircraft brought outside and engine starts carried out Post engine run AME departed aircraft he could hear fuel pouring out of the RH Nacelle There was a huge puddle af fuel on ground Maintenance brought aircraft in hanger and opened engine cowling RH engine fuel delivery line found loose with a piece of flagging tape attached There was no information recorded anywhere to inform anyone of the loose line except if one might notice the flagging tape only if cowling were opened Task determined ta be the cause of the loosened line check RH aux fuel tank for possible leak JC 1103 MP There was a hand written nate an the bottom of task Needs to be leak checked No mention of the loosened line found
54. NG SOURCE Dept Manager ACKNOWLEDGMENT on Basic Navigation 4 1 4 Data Entry 101 Basic Rules Data entry is simple with Incident Reporter v2 2 However you must be consistent when entering your data in order to produce accurate finds and trend reports Dates should be entered using periods 1 01 07 hyphens 1 01 07 or forward slashes as in 1 01 2007 Alternatively years may be entered with all four digits e g 2007 or 1 01 2007 IR displays dates in this format Jan 02 2007 but that s not how Incident Reporter wants them entered it wants dates entered thusly 1 2 07 1 2 2007 Date ranges are separated by three periods The IR Creator therefore suggests you always use periods when entering dates A typical date range for a find command would then appear like this 1 02 07 3 31 07 Avoid pressing the RETURN or ENTER key after you ve entered the last phrase or sentence in a field If you intentionally or unintentionally add a return after the ast line in a text field IR will produce reports with excessive white space between paragraphs of text or between fields It will also cause problems with sorting and finding data so avoid this mistake and don t use the Enter key except between paragraphs of text Types of Fields Incident Reporter uses radio buttons and drop down menus with three types of fields date text and container Most of these can be found in the ncident Reporter Data Entry screen u
55. OPEN SHOWALL FIND CONSTRAIN PERSONNEL EQUIPMENT MANAGERS ADMIN ONLY IR DATA ENTRY RECORD STATUS SOST DATA COST REPORTS DATA MINING TYPE OF EVENT RISK 5 ack of access could impact timely RC CA PRIORITY EXPOSURE RC CA DETAILS TIME 12H LeLiute LIKELIHOOD ASSIGHED TO David Vvhiten RECORD RMR000163 SEVERITY Minor TITLE DEPT DATE RMR OPEHED Sep 26 2008 RA CALC DUE DATE Dec 09 2008 DATE RMR CLOSED Jan 23 2009 COMPLETED Dec 16 2008 REPORTING SOURCE AME apprentice REPORTED VIA Online Report 2 a 815 RISK PRIORITY 4 EE 2 2 ES n 18 2 lt 17 3 9 z e 2 6 2 a o 2 IRIE B ACTIVITY MONITORING ASSIGNED David Vvhiten v OBJECTIVE TITLE DEPT v a coat 0 mission 1 v MEASUREMEHT FOLLOW UP AUDIT BY DavidVhiten ruere n mime oer Tv FLIGHT RULES 7 CORRECTIVE ACTION PLAN AUDIT DESCRIPTION staff have been informed of AIRPORT CAP TEXT AUDIT DUE DATE 25 2008 Location v PRSHRESPONSIBLE DavidYWhten 7 AUDIT PERFORMED Dec 15 2008 wame Ir meor Tr AUDIT SATISFACTORY L I7 DUE DATE
56. REPORTS LOGIN NAMES AND PASSWORDS PREFERENCES VALUE LISTS ACCESS LOG PURGE LOGIN NAME ACCESS LEVEL LOGIN DATE LOGIN TIME LOGOUT LOGOUT TIME 1 Oct 05 2009 21228 Oct 05 2009 2 54 35 PM 1 20091 51950 oOct05 2008 5 23 46 PM 10 52 59 Oct 06 2009 8 22 42 AM Oct 06 2009 _ Oct 06 2009 9 30 34 Oct 06 2009 3 32 04 PM Getting Started Value Lists General Categories From within the Admin Switchboard administrators access Value Lists to customize many of the drop down menus within IR Categories include types and classes of events airports locations missions flight numbers and other data specific to your organization EX FileMaker Pro IR Operators Demo OAGHOST a x File Edit View Insert Format Records Window Scripts Help xl VALUE Lists DATA ENTRY NEW FIND MAIN PERSONNEL EQUIPMENT MANAGERS ADMIN ONLY IR DATA ENTRY RECORD STATUS COST DATA COST REPORTS DATA MINING LOGIN NAMES E MAIL i AND PASSWORDS PREFERENCES VALUE LISTS ACCESS LOG TYPE OF EVENT Hm To view a value list 1 um QE 4 Click on the appropriate button in the left hand list CLASS EVENT M near EB le add a new value LOCATION 1 Select a field name from the MENU list 2 are no entries already entered in the VALUE list MISSION
57. TENTIONALLY LEFT BLANK Creating Your First Risk Management Record 0 22 6 Reserved This Section Reserved for Future Use Reserved 6 1 THIS PAGE INTENTIONALLY LEFT BLANK Reserved 6 2 7 1 7 51 Reports Its important to know how much an incident costs in terms of downtime replacement parts personnel etc By tracking those costs and in turn generating a report you can show your managers and or employees the true costs of an incident and help motivate them to avoid similar To get to the Cost Data Entry screen click on its blue navigation button near the top of the screen FileMaker Pro IR Operators Demo OAGHOST _ x File Edit View Insert Format Records Window Scripts Help 8 COST DATA ENTRY DUPE NEW DELETE FIND MAIN PERSONNEL manacers IRDATAENTRY RECORDSTATUS CosTDATA cosTREPORTS DATAMINING EE aE URE PELOR E ee Aircraft Repair Labor Direct Aug 20 2009 E 546 00 Hangar rash repair 81001 Repair Outsourcing 00 Repair Outsourcing Direct OOOO O i v Sep 17 2009 E 17 2009 350 00 Re Nice 28959 for avionics shop to perform in situ tests Two weeks productivity last from avionics tech who broke his wrist To create a new cost data entry record click on the green NEW button at the to
58. Tooltips direct users to reference tutorials where written guidance and examples help users through various risk management processes such as how to develop an effective Corrective Action Plan Powerful find functions let users search for select data in all fields or any data in any field including the ability to perform multiple constrained finds Getting Started System Requirements Minimum system requirements for Incident Reporter are Mac OS X and Mac OS X Server version 10 4 x Intel based Macintosh computers Requirement Recommended Minimum Hardware CPU Dual Core Intel Any RAM J GB GB Hard drive B04 GB 80 GB Software OS 10 4 11 10 4 11 Web server Apache 1 3 Apache 1 3 PHP PHP 5 2 6 PHP 5 2 6 Java 5 0 32 bit 1 5 0 13 5 0 32 bit 1 5 0 Mac OS X and Mac OS X Server version 10 4 x PowerPC based Macintosh computers Requirement Recommended Minimum Hardware CPU Dual GS G5 RAM 2GB GB Hard drive 80 GB 80 GB Software OS 10 4 11 10 4 11 Web server Apache 1 3 Apache 1 3 PHP PHP 5 2 6 PHP 5 2 6 Java 5 0 32 bit 1 5 0 5 0 32 bit 1 5 0 Mac OS X and Mac OS X Server version 10 5 Intel based Macintosh computers Requirement Recommended Minimum Hardware CPU Dual Core Intel Any EAM 2 GB GB Harddrive 80 GB 80 GB Software OS 10 5 4 10 5 4 Web server Apache 2 x Apache 2 x PHP PHP 5 2 6 PHP 5 2 6 Java 5 0 32 1 5 0 5 0 32 bit 1 5 0 13 Getting Started M
59. Windows 64 bit editions FileMaker Server requires the 32 bit version of Java 6 Update 7 Getting Started 1 4 System Requirements for the FM Server Admin Console You can use the FileMaker Server Admin Console that comes with FileMaker Server on machines that have network access to FileMaker Server These applications require Java Runtime Environment version 5 at a minimum The supported platforms for these applications are 3 OS X and Mac OS X Server version 10 4 11 Intel based and PowerPC based Macintosh computers Mac OS X and Mac OS X Server version 10 5 4 Intel based and PowerPC based Macintosh computers Windows Server 2003 Standard Edition SP2 Windows Server 2008 Standard Edition SP1 Windows XP Windows Vista Business Edition SP1 T o op se Supported Client Applications FileMaker Server Advanced supports the following client applications FileMaker Pro 7 8 5 9 and 10 ODBC Open Database Connectivity and JDBC Java Database Connectivity client applications using the FileMaker client drivers FileMaker Server Advanced license required Web browsers or other applications accessing data through the FileMaker Server 10 Web Publishing Engine Web Browser Requirements Incident Reporter supports nstant Web Publishing This feature enables personnel to access the online reporting form and managers to perform data entry without a client server FM Pro application Access to the IR database vi
60. a the internet without a client license requires a supported web browser The supported web browsers are Windows Vista Windows Windows Server 2003 or Windows Server 2008 Mac OS X 10 4 11 or 10 5 4 Firefox 3 0 Firefox 3 0 Internet Explorer Safari 3 1 2 Through FileMaker Server Advanced IR supports the following client configurations FileMaker Server Advanced Up to 999 FileMaker Pro clients Up to 125 hosted databases Up to a total of 100 Custom Web Publishing and Instant Web Publishing sessions Up to a total of 50 ODBC and JDBC clients Getting Started 1 5 Conventions Symbols and Definitions Some knowledge is required to perform basic navigation functions on your computer i e open find and close files use the cursor arrow keys click or drag a mouse cursor etc Here are the conventions symbols and definitions that will be used throughout this manual Known as a caret it means to hold down the Ctrl key then tap another key at the same time to perform a command For example X or Ctrl X means to press and hold down the Ctrl button then tap the letter X to cut highlighted data from a field V pastes the cut material into the same or another field The letter you enter after the Control key isn t case sensitive so you can use either a lower or upper case letter with this command ALT means to press the Alt key let go then another key to perform a command For example ALT M means to press
61. able location This is particularly important for the Senior Administrator Creation of more than one admin1 access level account will help to ensure continued access to Login Names and Passwords in the event a password is lost or forgotten If all admin1 access level passwords are lost or forgotten contact OAG for support Getting Started Setting up IR Database Managers Information Enter the default senior administrator account name and password to access the Incident Reporter database When the Opening Screen is presented Click on the lower right hand box titled IR Data Entry This takes you to the Incident Tab Click on Managers to enter the names titles departments bases telephone numbers and email addresses of all managers who will be accessing Incident Reporter to record event investigations develop Corrective Action Plans CAPs enter risk controls and perform follow up audits and other risk and quality management processes Point of Contact POC names titles and company names of frequently used vendors such as fueling or contract maintenance providers may also be entered for assignment and tracking of risk controls that have been assigned to vendor POCs Note IR automatically associates each manager s first last name title department or vendor and email address These associations permit rapid data entry and assignment of investigations and risk controls via email from within IR They also permit users an
62. ac OS X and Mac OS X Server version 10 5 PowerPC based Macintosh computers Requirement Recommended Minimum Hardware CPU Dual GS G5 RAM 2 GB GB Hard drive 80 GB 60 GB Software OS 10 5 4 10 5 4 Web server Apache 2 x Apache 2 2 PHP PHP 5 2 6 PHP 5 2 6 Java 5 0 32 bit 1 5 0 13 5 0 32 bit 1 5 0 13 Windows Server 2003 Standard Edition Requirement Recommended Minimum Hardware CPU Dual CPU Core Duo Pentium 3 4 GHz RAM 2GB I GB Hard drive S04 GB 80 GB Software OS Windows Server 2003 Standard Edition SP2 Windows Server 2003 Standard Edition SP2 Web server IIS 6 0 5 6 0 PHP PHP 5 2 6 PHP 5 2 6 Java 6 32 bit Update 7 5 0 32 bit Bonjour 1 0 5 1 0 5 Windows Server 2008 Standard Edition Requirement Recommended Minimum Hardware CPU Dual Duo Pentum 2 4 GHz RAM 2GB GB Hard drive GB 80 GB Software OS Windows Server 2008 Standard Edition SPI Windows Server 2008 Standard Edition SP1 Web server 7 0 Native Mode IIS 7 0 Native Mode PHP PHP 5 2 6 PHP 5 2 6 Java 6 32 bit Update 7 5 0 32 Bonjour 1 0 5 1 0 5 Windows Vista Business Edition Requirement Recommended Minimum Hardware CPU Dual CPU Core Duo Pentium 3 4 GHz RAM 2 GB GB Hard drive 80 GB 80 GB Software 05 Windows Vista Business Edition SPI Windows Vista Business Edition SPI Web server IIS 7 0 Native Mode IIS 7 0 Native Mode PHP PHP 5 2 6 PHP 5 2 6 Java 6 32 bit Update 7 5 0 32 bit Bonjeur 1 0 5 1 0 5 Note On
63. and those fields used for the internal workings of the program are not displayed To export data to Excel Save in Trend Analysis 2 Xl Customer Service Issues fe a Flight Interruptions Maint My Recent 3l Incidents by Location While in the Data Mining layout open the Status Toolbar 2104S Events 2009 XI Risk Controls by Department Perform a Find or Finds necessary Mer 8 Safety Risk Profile Sept 2009 to target your desired data Go to the File menu and select A Export Records Documents In next window Export x Records to File select the desired file type enter a descriptive file b name and set the destination My Network folder on your hard drive File name Safety Risk Profile Sept 208 x Click Save Save as type Excel 95 2004 Workbooks After saving Automatically open Create email with File as attachment 2 Importing and Exporting Data 11 2 The following Options window will appear where you can assign a worksheet name and title to the Excel spreadsheet you re creating Excel Options E 3 x Use Field names as column names in First row Worksheet 2009 Click on the Continue button and a new window will appear in which you Title RP Worksheet will select the various fields to be exported as shown below Subject safety Risk Prafile Authar R Jacobs 27
64. and Residual Risk by Appropriate Risk Decision Authority field name for a reference tutorial NOTE Department managers may accept internally developed CAPs amp Residual Risk for processes they own and for which they are responsible Creating Your First Risk Management 5 12 CAP Lock In the lower right hand corner of the Corrective Action Plan tab persons with Administrator privileges should lock the Corrective Action Plan after the CAP and associated residual risk have been accepted ku 4 EE ee ne 2 1 mi rc rr Tl 1 i F LEO Lu Perk Pe pit zur Has eee are Wendy Carlos NAME Wendy Carlos Director of Safety 72777 Director of Safety 1 TE a aiez ELA EROR PER I ILI 1 y FS i EE d nz mE mm DEP E DEITTI Ri UP ITA IRE qmd n NEL Um P w fe bc m FEE BB BG GB G 4 2222225 FEFFFFFK 747444444777 oa 5 CAP LOCK serves as control to prevent unauthorized or unintentional editing of data entered from initial opening of the record u
65. ave that box s worth of space into which you must squeeze your text and no more Reminder Do not insert blank lines after the last line of text Days Left Past Due Fields You ll notice that on some of Incident Reporter s tabs and screens there are fields labeled Days Left Past Due IR automatically calculates how many days you have left in black before a due date it s red if the current date is after the entered due date Data Entry 101 4 3 Error Messages Occasionally you may enter data into a field while making a Find Request when this window pops up Incident Reporter E X 1 records match this set of Find requests Cancel Incident Reporter is telling you that the data you entered can t be found in the database because either you misspelled the text you were searching for or there weren t any records or data to match your request In this case either click on Modify Find to change your Find request or cancel Inserting Images and File References From IR Data entry click on the mages Tab This is where you have the option of inserting up to six images and or file references into each record File references such as the original source document for the record e g the original Flight Irregularity Report Investigative Reports Audit Finding Reports Letters of Correction to vendors etc may also be inserted by reference only a FileMaker Pro IR Operators Demo DAGHOST y File Edit V
66. b browser tollow Tni automatically insert the assigned manager s name into below and login with your Account Name and Password reminder email messages for each specific record htto incidentreporter com 8O fri number and assignment such as investigation due iru E DEN General Mailbox OAG recommends the Senior Administrator create a general static email address such as Safety YourCompany com or similar address to capture a record of all emails generated by Incident Reporter This will prevent email messages generated by IR from cluttering up the mailbox of the Senior Administrator This general mailbox may be accessed if necessary to review or confirm when email notifications and reminders have been sent by the system Note Refer to the document titled Online Reporting with for more information regarding configuring emails in a server environment Access Log The admin1 access level is required to view the Access Log which provides a record of login dates and times for all users Records that are older than a specified number of days may be purged by entering a numerical value and clicking on PURGE This action cannot be undone E OAGHOST Ioj xj FileMaker Pro IRv22 File Edit View Insert Format Records Window Scripts Help l x Access Loc FIND MAIN PERSONNEL MANAGERS ADMINONLY IR DATA ENTRY RECORDSTATUS COST DATA COST
67. been assigned to a specific department or vendor This information is used during the performance of internal audits internal evaluations and management review IR s online reporting feature makes for a truly accessible Employee Reporting System with full anonyminity if desired to record and track reported hazards errors violations safety concerns and quality issues Department managers use IR on a daily basis to manage these issues as well as audit findings and operational process deficiencies as they are discovered Each issue that requires risk controls or corrective actions is further managed and controlled within the IR database Perhaps most important Incident Reporter provides meaningful interface between your company s SMS policy and the personnel and managers who engage the system Incident Reporter may also be used as a quality management tool This includes the management and improvement of environmental occupational health security and even customer service issues In fact quality related issues of any kind can now be managed using this powerful management tool IRv2 2 s new Class of Event field makes it easy to sort and manage these issues IR may further be used for management of change employed during the planning stages of growth acquisitions new facilities new aircraft types and other significant organizational changes where a structured and disciplined approach to risk management is desired For example new record
68. ccess the Record Status Summary Screen FileMaker Pro IR Operators Demo DAGHOST File Edit View Insert Format Records Window Scripts Help IR DATA ENTRY MAIN SRM REPORT PERSONNEL EQUIPMENT MANAGERS ADMINONLY IRDATAENTRY RECORDSTATUS cosTDATA COSTREPORTS DATAMINING May 12 2008 E Basic Navigation 3 4 The Record Status Summary Screen below will display all records within IR unless a FIND is performed Then this screen shows the found set Record Status is shown below with the Status Toolbar open at the top of the screen using FileMaker Pro 10 Use the Find command button to specify a date date range or year see Chapter 8 Finding Records for more information and or find all records of a specific type or class of event Here the Status Toolbar shows 8 records out of 378 that are within the specified date range a FileMaker Pro IR Operators Demo OAGHOST File Edit Insert Format Records Window Scripts Help 4 1 81378 Found Records Show All New Record Delete Record Layout Record Status Summary ViewAs E Preview RECORD STATUS SUMMARY PERSONNEL IR DATA ENTRY RECORD STATUS ALL CLOSED ALL OPEN DATE OF EVENT un 18 2008 TYPE OF EVENT Cust Service Concern Cust Service Concern Quality un 22 2008 Incident un 23 2008 Scheduling or Com
69. ch displayed on its own separate page All risk controls which pertain to each activity or condition are listed together with assigned responsibilities for continuous monitoring and a description of monitoring activities which ensure the effectiveness of each control Creating Your First Risk Management Record 5 10 Corrective Action Plan Tab A Corrective Action Plan consists of Risk Controls RCs and or Corrective Actions CAs designed to target the root causes of an event A CAP may be developed by one person such as a department head to address an event or safety concern within the department For events whose investigations reveal root causes and require risk mitigation strategies among several departments Corrective Action Plans may be multi faceted with several department managers or supervisors each developing RCs and CAs to address identified root causes within their respective departments Here within the CAP portal brief statements that describe each risk control or corrective action are entered into separate fields These statements may be embellished upon if necessary and details added to accompany each statement on the following RC CAs Tab Click on the Corrective Action Plan field name for a reference tutorial Py FileMaker Pro IR Operators Demo O4GHOST File Edit View Insert Format Records Window Scripts Help a PERSONNEL manacers IR DATA ENTRY
70. controls should have a designated operational process for the proper performance of safety assurance activities of internal audits and internal evaluations Creating Your First Risk Management 5 4 Equipment Drop down menus within the Equipment portal derive their information from the Equipment Inventory table These fields are used to record information for any type of equipment For example the Reg or Fleet field may be used for vehicle license plate numbers Alternatively If ground vehicles are designated by a Fleet the Tail field may be used for vehicle plate numbers Likewise the Serial field may be used to record VIN numbers of ground vehicles ATA codes pertain to aircraft systems and may or may not apply to a record ATA codes are user defined in Value Lists to coincide with types of aircraft operated IMPORTANT Leave fields blank in the Equipment Inventory table which do not apply to a particular item of equipment For example do not enter N A under Tail for a ground vehicle leave the vehicle s field blank Since many of the equipment fields are associative such entries may produce erroneous data Deleting a Record from the Equipment Portal This button deletes only the fields of data entered on the same row it shares Like the other red DELETE buttons within IR you ll be asked if you really want to delete the record before the data is deleted Remember Once a record is deleted it cann
71. cords 10 1 10 Finding and Replacing Data You can find and replace data in Incident Reporter in both Browse mode and Find Mode just as you would in a word processing program Finding and replacing data may be necessary to ensure your data produces accurate trend reports Let s say you re looking for all events of the type Inflight Mechanical If some of your entries show n flight Mechanical hyphenated a FIND command for Inflight Mechanical without the hyphen will not produce accurate results This is one of the reasons drop down menus are provided from Value Lists to help you maintain consistent data and accurate finds which will result in accurate trending Find Replace Window To access the Find Replace window Either F choose Edit menu gt Find Replace gt Find Replace In Find what box type the data you want to search for In the Replace with box type the replacement data Set the search options you want to use Find Replace E 3 xl Find what In Flight Mechanical Find Next Replace with In Flight Mechanical Replace amp Find Direction Forward T Replace Search across Search within Replace All Match case All records All Fields Match whole words only C Current record C Current Field Close Er Find Replace limitations You can t find and replace data in records that have the CAP LOCKED in the Incident Details Investigation R
72. d administrators to find records by title department vendor or responsible person s name Finds are utilized during Safety Assurance processes of Internal Departmental Audits and Internal Evaluations Personnel Information From the IR Data Entry screen Click on Personnel to enter the names positions certificate numbers bases telephone numbers and email addresses of all personnel within your company who may be involved in the reporting of hazards errors safety events or safety quality concerns Note Personnel Information is intended to be used by all access levels to provide rapid access to employee contact information This is helpful for general communications and during event investigation and follow up Equipment Inventory From the IR Data Entry screen Click on Equipment to enter Equipment Types e g Aircraft Tug Van etc Tail s Registration s or Fleet 5 Manufacturers Model s Serial 5 and Crew Configuration s for the various types of equipment operated by your company These entries become available to reporters in the reporting form and help identify and track equipment that may be involved in flight irregularities incidents damage or other safety related events Note IR automatically associates tail registration fleet and serial numbers with other information pertaining to a specific item of equipment and auto populates related fields This speeds data entry and permits trend analyses b
73. double click on the first line and enter value FLIGHT NUMBER ee Ste TT oe p If at least one entry already exists in the VALUE list click FLIGHT RULES the NEW button at the top of the screen then enter a new FLIGHT PHASE entry in the top row of the VALUE list 7 3 Click your mouse anywhere in the light blue area of the WEATHER screen to set the addition the list will automatically F re sort alphabetically VISIBILITY DE To edit an existing value 1 Double click on the existing value and proceed to edit it gt REPORTED NEM NUUAM Nn 2 Click your mouse anywhere in the light blue area of the screen to set the change OPERATIOHAL PROCESS LL GEES lt _costcatecory sd Safety Concern 104 44 Browse la Ra To delete an entry from a value list 1 Click the red square to the right of the value you want to delete ute Follow the on screen instructions to create or edit the list within each category For example click on the Type of Event category to set up or edit the list of events you want captured examples are provided Most value list entries produce drop down menus which present in H Data Entry and are also made available to reporters in the online reporting form Some value lists are not offered in the online reporting form such as Type of Event and Class of Event Experience has shown that event classification
74. ds of crazy unexpected Find results Data Mining amp Finding Records 8 8 Multiple Find Requests Single Layer The Find command is a powerful tool but sometimes one Find isn t enough to home in on what you re looking for For example say you want to find all the tail numbers which have been involved in irregularities or incidents at a particular airport At first blush you may think that you d have to perform two separate Finds one for the tail number then another for the airport If you do it that way you won t get your answer because IR will consider it as two separate Finds Multiple Find requests can be accomplished in two basic ways multiple field entry for a single layered Find or single multiple fields in a two or more layer Find First the single layered Find In our example above go to the ncident or Event Data Entry screen the first tab Incident Enter the Find mode select an airport name and select a tail number in the Tail Number field Press the Enter key IR will look for records that have the airport name and the tail number you specified in your search criteria Multiple Layer Find Requests This is slightly different from multiple single layer finds in that you re searching for two or more separate criteria at the same time but not combined together Unlike the previous example where both the station and tail number were searched for at the same time a multiple layer find will let you search for any rec
75. e Dept Vendor and ALL FIELDS work a little different than in the rest of Data Mining as scripts are needed to run these finds Within this area place your cursor in one of the four fields select the name or title etc you re looking for remember these fields don t look at value lists they look at data that has been entered into records and then click the associated FIND button just to the right of the field you re in The found set should display in the status toolbar as shown below Use these fields to search for a manager s name title department or vendor name Use ALL FIELDS to search for any data in all fields Select or enter your search criteria then click the FIHD button to start the search 81378 manac p rand cares me TIr bun FileMas ro IR Operators Demo DAGHOST Format Records Window 5 OR VENDOR ir Repair MRO v Layout Data Mining ViewAS ALmuos Field Identifiers When performing finds in the Manager Title Dept Vendor and ALL FIELDS of the Data Mining layout fields which contain found data will display in yellow In the example below a find was performed on the word safety in ALL FIELDS Within record 000193 the word safety appears in two fields as evidenced by the yellow field color Other records in the found set may have the word safety in other fields and these fields will also display in yellow as other records within
76. e mport Records command is best suited for importing data into IR from an XML data source such as a reporting form on your company website or from pdf or WORD forms that have been created with form fields Export Records enables you to export data for use elsewhere in a variety of file formats Save Send Records as Excel This function is similar to Export Records but saves the data as an or xlsx file for Excel import Save Send Records as PDF This function lets you save the current record or records being browsed as pdf images as well as create a pdf email attachment Close closes the file but does not quit the FM Pro program Exit Q quits the FM Pro program Edit Copy C will copy data from a field for pasting elsewhere Find Replace allows you to find and change the contents of a field either in the current record or in all records It s very similar in appearance and function to what you d find in a word processing program with the exception that you have the option of changing one field or many and or one record or many By correcting misspellings throughout the database trend reporting accuracy will be improved Spelling When Incident Reporter sees a word that isn t in its dictionary it ll underscore the word in red dashes Just right click on the underscored word draw over to Suggested Spellings then choose Learn to add it to your spell dictionary Choose Spelling in the fly out menu to choose mo
77. e a reporter s name and contact information at their discretion Without affecting the associated Risk Management Record The RMR must be OPEN and the CAP UNLOCKED in order to remove this information Getting Started Default Account IRv2 2 installs with one 1 default Senior Administrator Account Name admin1 and default Password 12345 Only the Senior Administrator may access Login Names and Passwords in the Admin Switchboard in order to create accounts set access levels and reset passwords for all users Passwords are case sensitive Changing the Default Password When the Senior Administrator creates a new account each user s default password is initially set to the default value of 12345 and must be changed at first login as shown here EHE You must change the password your FileMaker account before opening this Please enter your old password once and your new password twice Mame susan Old Password TILI Mew Password Confirm Mew Password If a user forgets his her password the senior administrator selects the manager s name from the Login Names and Passwords screen clicks on the PSWRD button and resets the user s password back to the default of 12345 Upon initial login the user will again be prompted to change the default password to one of his her choosing IMPORTANT DO NOT FORGET YOUR PASSWORD Record and store your password in a secure and readily retriev
78. eep your anti virus software current Doing all the above will make not just Incident Reporter but all of the software applications on your machine run better faster and more reliably My computer can t see the IR Flash Drive The Sony Micro Vault drive which contains your IR files may be oriented improperly Remove the Micro Vault rotate it 180 degrees and reinstall Installing the Micro Vault incorrectly cannot harm the drive the data or your computer your computer simply won t be able to see the drive When installed correctly the Sony brand name on the face of the Micro Vault should be on the same side as the round IR Icon on the drive adapter The windows are too small or appear to be missing text EQUIPMENT INVOLVED UNABLE TO CLOSE THIS RECORD TAIL MANUFACTUR The Following field s needis to be reviewed Always enlarge a window which instructs you to perform one or more actions You may have to stretch the window to see all of the text present Corrective ction Plan tab Overall Residual Risk has not been entered ar is incomplete A strong wind gusi broke Cessna 208 N51001 free fram its tie downs and pushed it across the ramp ane resulting in damage to both aircraft Browse 4 1 EQUIPMENT INVOLVED UNABLE CLOSE THIS RECORD TAIL MANUFACTUR The Following Field s needis to be reviewed Corrective Action Plan tab Overall Residual Risk has not been entered or
79. er relative calculated risk is MODERATE HIGH High Risk Unacceptable REQUIRES HAZARD ELIMINATION or IMMEDIATE ACTION If hazard cannot be eliminated requires prompt risk controls and or corrective actions to mitigate risk Moderate Risk May be acceptable with risk mitigating strategies requires risk controls and or corrective actions to mitigate risk Low Risk be acceptable without further action FileMaker Pro IR Operators Demo OAGHOST X File Edit view Insert Format Records Window Scripts Help 81 x IR DATA ENTRY MAIN SRM REPORT PERSONNEL EQUIPMENT MANAGERS ADMIN ONLY IR DATA ENTRY RECORD STATUS COST DATA COST REPORTS DATA MINING In flight mechanical problems failures could lead to various emergency situations X XPOSURE O Continuously O very Often amp Often O Hardly Ever O Never DOD O Certain Extremely Likely O Likely Unlikely Remote SEVERITY O Catastrophic amp Critical O Major O Minor O Negligible ILE amp ves ONo PROFILE REPORT In flight mechanical failure VE reduce in flight mechanical problems failures OAL improve aircraft and component reliability T fewer pilot reports per 100 hrs 1001 40 Browse 4 Es Safety Risk Profile The Safety Risk Profile SRP is also known as a Significant Safety Issue List The SRP lists your organization s top 10 12 safety risks which pose potential moderate or high risk and which require h
80. g Title Dept Vendor This field will auto populate with the assigned managers title and department If a vendor POC s name is entered in the Monitoring Assigned To field the POC s title and vendor s company name will appear provided the vendor POC s information was entered in the Managers Information table Monitoring Description State what events activities or records will be monitored and how often or at what other interval Risk controls typically require monitoring corrective actions often do not Enter N A or other statement if monitoring is not required Follow up Audit Description Describe what the follow up audit will entail who will be involved etc Consider priority availability of personnel records and equipment when developing the follow up audit description Follow up Audit By amp Title Dept Enter the name of the person responsible for performing the follow up audit The assigned person s tile and department will auto populate if the assigned person is listed in the Managers Information table Follow up audits are an internal company function and are never performed by vendor employees Follow up audits are typically performed by a knowledgeable department manager or his her delegate for RC CAs implemented by vendors or contractors and the Director of Safety or his her delegate for RC CAs implemented by various departments Unlike monitoring follow up audits should be performed by someone who is not d
81. g style to lighten or darken it Drag and Drop Text Selection Allow drag and drop text selection is a handy feature whereby if you D click the text in a field to highlight select it you can then drag its contents to another field to populate it This personal preference may save a keystroke or two over the traditional cut and paste method When enabled Allow drag and drop text selection permits either method of moving text Plugins Click on the Plug Ins tab and this window will appear ixi General Layout Memory Plug Ins Fonts Enabled Plug Ins ALE ge c A eee Et AutoUpdate should be selected and USB 1058 SENTRY SENTRY should not be selected Click OK after changes are made to set the Select an item to see description Click checkbox to enable it changes Status Toolbar To make the Status Toolbar visible or invisible press CTRL ALT 5 or click on the Status Toolbar Icon located in the bottom left hand corner of the screen 75 Browse l If you re using FileMaker Pro 9 the Status Toolbar will be on the left hand side of your screen With FileMaker Pro 10 it will be at the top of your screen The Status Toolbar provides rapid access to List Form and Table views of the records you re viewing It s particularly useful when performing finds as important and various functions including browse find and preview functions as well as quick access to the many data scree
82. gement Record Cost Reports THIS PAGE INTENTIONALLY LEFT BLANK Cost Reports 7 4 8 Data Mining and Finding Records Data Mining provides managers with the ability to rapidly locate information or target specific data for export Exporting data to Excel will allow the creation of graphical representations of your data including graphs pie and bar charts Statistical Control Charts may also be created using inexpensive add on programs such as SPC for Excel by BPI Consulting LLC Note Both Microsoft Excel amp and SPC for Excel are powerful and complex tools for data analysis Discussions of these programs and their capabilities are beyond the scope of this User Manual Data Mining Layout Click on the blue Data Mining navigation button to take you to the Data Mining Layout FT Pro IR Operators Demo OAGHUST B x E x File Edit View Insert Format Records Window Scripts a x ALL CLOSED OPEN il FIND CONSTRAIN 2 PERSONNEL EQUIPMENT EE MANAGERS ADMIN ONLY IR DATA ENTRY RECORD STATUS COST DATA 1 COST REPORTS DATA MINING EVEHT DATA RISK AHAL YSIS MAHAGER TITLE DEPARTMEHT VEHDOR ALL FIELDS OFEVEHT safety General Concern RISKSTATEMENTS Use these fields search for a manager s name title TIE exposune Tr department or vendor name Use ALL FELIS to for any data in all fields Select or enter your search
83. gh records When enabled you can step through records one at a time by clicking on the pages of the book looking icon or use its slider to zoom through records fast Zoom In and Zoom Out commands change the size of displayed text Another way of zooming in and out is by clicking on the 100 Browse terrain buttons on the bottom left hand corner of your screen Clicking on 100 will automatically set the view to 100 Click on either the small or large mountains to shrink or expand the view respectively Insert This command is disabled in IR as you ll be using command buttons in the mages Tab for inserting pictures or reference files into your records You ll find more information on this in the mages Tab section of Chapter 5 Format This menu allows changes to the color style font and size of text etc Commands are self explanatory and basic as used in word processing programs Remember that if you change the text qualities in IR s screens fields such as making the font larger or smaller that change won t appear in printed reports The default font for all IR reports is Arial Records Go to Record allows you to go directly to a particular Risk Management Record RMR if you know its number You can also use the Status Toolbar s slider or your mouse wheel in some instances Show Omitted Only displays unfound records during a Find request See Chapter 8 Finding Records for more information Remember to
84. he Status Area or by either entering J or by going to the Records menu and selecting Show Records Performing Your First Find Find works the same way for each different field type available in Incident Reporter drop down menus text fields and radio buttons For example go to the Incident or event data entry screen For drop down menus such as the Type of Event field 3 Enter Find mode by any of the methods mentioned above Click on the of Event field to select what you re looking for e g Injury Press the Enter key Two things will happen if you have one or more records with Injury in the Type of Event field then they ll be found If you look at the record counter in the Status Area it will show for example 4 378 Found indicating that 4 of 378 records have been found If you go to IR Data Entry or the Record Status Summary screen only four records will display the found set Remember The other 374 records are still there it s just that you can t see them again until You enter J or click on Show Records in the Status Toolbar If no records exist that match your Find request this is the message you ll get i No records match this set of find requests In this case you can either modify your Find request by entering a different spelling or phrase or cancel your Find altogether by clicking on the Cancel button i Click on the Modify Find button
85. ications in the field by end users have resulted in continuous improvements Incident Reporter v2 2 has been further refined and tested to ensure consistent and reliable performance Still unforeseen quirks or glitches might occur In this event refer to the Troubleshooting section at the end of this manual for assistance If you still can t solve the problem let us know ASAP so we can create a patch or provide you with a new corrected file Please email the details of your difficulty to IRsupport omniairgroup com We will respond as quickly as possible in order to resolve your issue Backups IRv2 2 s FM Platform allows routine automatic backups to be performed from the FileMaker Server Admin console Full system backups should also be performed at regular intervals Getting Help Email is our preferred method of contact for help issues Send your message to IRsupport Domniairgroup com A response will normally be received within 24 hours If your needs of an urgent nature call us at 509 838 8121 between the hours of 8 00 a m to 5 00 p m weekdays Pacific time Ask for IR Tech Support and be sure to let the operator know your request is urgent After hours help calls will be returned as soon as possible typically the next business day Contact information may also be found in the Contact Info menu of Incident Reporter Getting Started 1 7 Installing Incident Reporter IRv2 2 is server based and must be installed with FileMaker
86. iew Insert Format Records Window Scripts Help IR DATA ENTRY MAIN SRM REPORT PERSONNEL EQUIPMENT MANAGERS ADMIN ONLY IR DATA ENTRY RECORD STATUS COSTDATA DATA MINING IMAGES AND OR FILE REFERENCES INSERT 1100 aad P Browse E Images Incident Reporter will accept all common image formats such as jpg png gif tif and bitmap Just click on one of the green INSERT buttons click on Image browse your hard drive for the desired image select the image and click OPEN Click on the red DELETE button to remove the image Data Entry 101 4 4 Images may be imported and stored a file reference or embedded into IR This distinction is important to understand when sharing the IR database across a network If you check the Store only a reference to the file box as shown below this tells Incident Reporter not to store the image within the database itself but to link to the image where it resides on your computer Files oftype All Pictures git png Cancel Store only a reference to the file When importing an image in this manner the image will be visible only on the workstation where the image is linked Further if you change the image s filename or location on your harddrive the filepath will be invalid and the image won t display Leaving the Store only a reference box UNCHECKED will cause the image to be saved with
87. igh levels of continuous monitoring and risk mitigating strategies to ensure safety Here the user determines if the risk being assessed pertains to an activity condition or unwanted event which should be added to the Profile Each activity condition event should be prioritized in categories one 1 two 2 or three 3 with one 1 being the highest Activities listed on the Safety Risk Profile should be tied to your organization s objectives and goals Click on the Add to Safety Risk Profile field name for a reference tutorial Note In Data Mining under the Safety Risk Profile grouping click on ALL to extract only those records in IR which contain SRP activities These records will then be listed in the Record Status Summary View these records in any IR Data Entry tab Creating Your First Risk Management Record 5 9 Safety Risk Profile Report From the Risk Analysis tab click on the Profile Report button to produce the SRP Report This report may be viewed at any time from any record within the database The report captures only those records which contain SRP activities and for which Yes has been selected on the Risk Analysis tab SAFETY RISK PROFILE Significant Safety Issue List Record Number RMROO0222 Priority 2 ACTIVITY In flight mechanical failure RISK ASSESSMENT Calculated Risk Likelihood Unlikely Severity Critical Exposure Often Relative Calculated Risk 39 Moderate RISK
88. in IR itself and the image will be visible and available to all users at their respective workstations However storing a large number of images in this way will cause your IR database to become large in terms of megabytes or file size and may at some point slow your performance Reference Files Other types of documents such as PDF files or WORD documents may also be stored as file references only Click on one of the green INSERT buttons and the following window will appear Choose the file type for insertion E vou inserting an image ar a reference Cancel File click on File and be sure to check the Store only reference to the box as shown above Then browse your hard drive for the desired image select the file and click OPEN Click on the red DELETE button to remove the file reference IMPORTANT File references will be accessible only at the workstation where they reside OAG recommends this be at the Director of Safety s or database administrator s workstation Unlike images file reference documents cannot be retrieved or opened if they are embedded and will only cause the database to grow in file size slowing performance Captions If you want to include captions type the caption text below its respective image or file reference Just remember that in these particular fields you re limited in text length so whatever fits in the caption window will appear on the report whatever
89. in consecutive 1 2 3 4 order FileMaker Pro DIR Operators Demo OAGHOST File Edit View Insert Format Records Window Scripts Help IR DATA ENTRY D SRM REPORT PERSONNEL EQUIPMENT MANAGERS RECORD STATUS COST DATA COST REPORTS DATA MINING IMAGES AND OR FILE REFERENCES DELETE j INSERT 1004 Browse 1 1 Inserting an Image or File Reference Click on a green nsert command button adjacent to the frame in which you want a photo or file reference inserted The following window will appear Choose the file type for insertion Are you inserting an image or a File reference Cancel File Nav 01 2007 Dermage bo Cessna 520225 oa fsere 01 2007 Select File or Image and browse to the appropriate folder in order to retrieve the desired images or documents Creating Your First Risk Management Record As a suggestion before inserting an image into a record rename it to include the Risk Management Record RMR number and assigned frame on the Images tab For example if the record number is 000003 and you want to insert picture into frame 1 include 000003 1 in the filename if it s to go into frame 2 000003 2 etc This way you ll always know which picture s belong to a record This also applies to reference files 0 18 T A 00003 EDO Report Documents IMPORTANT Whe
90. int of contact POC The department manager overseeing the vendors RC CA should enter vendor POC information in the Managers Information table This will permit tracking of all risk controls associated with that vendor for auditing purposes Title Dept Vendor This field will auto populate with the assigned manager s title and department If a vendor POC s name is entered in the This RC CA Assigned To field the POC s title and vendor s company name will appear provided the vendor POC s information was entered in the Managers Information table Creating Your First Risk Management Record 5 14 Due Date 8 Days Past Due Deadline for implementation of the individual RC CA In the Days Left Past Due field Incident Reporter calculates how many days left are remaining black type or how many days RC CA implementation is past due red type from today s date Completed On Users record the date of completion for each individual RC or For risk controls or corrective actions assigned to vendors the department manager overseeing the vendor enters this date after confirming with the vendor that the has in fact been implemented Follow ups Tab Text from individual RC CAs shown below in blue is mirrored here into separate fields in order to assign responsibility for monitoring of each risk control and for recording the date and results of a follow up audit to ensure the RC CA was implemented el FileMaker P
91. irectly associated with the RC or CA Due Date amp Days Left Past Due Deadline for completion of the follow up audit In the Days Left Past Due field Incident Reporter calculates how many days left are remaining black type or how many days the follow up audit is past due red type from today s date Audit Performed On The assigned auditor enters the date on which the audit was completed Satisfactory Record follow up audit results YES or NO Follow up audits should confirm conformity with the implemented risk control or corrective action and determine its effectiveness An unsatisfactory audit result may require a modified or additional risk control Follow up Audit Notes Nonconformities For a satisfactory audit enter notes as desired For an unsatisfactory audit notes should explain the nonconformity or failed performance of the RC or CA and offer suggestions for correction and return to conforming standards Creating Your First Risk Management Record 5 16 If the follow up audit produces unsatisfactory results or if internal audits evaluations reveal that risk control is not conforming to specified standards or is not effective in mitigating risk responsible managers may need to develop a corrective action to address the nonconformity or a preventive action to address a potential nonconformity This may include modifications and improvements to the existing control or the addition of further risk contr
92. is incomplete Corrective Action Plan tab CAP Developed date is missing Corrective Action Plan tab The CAP must be locked before closing this record tab One or more Completed On dates is missing Follow ups tab One or more Audit Performed On date s is missing Hazard 4P Comm tab more Completed Field s is missing a date Drag the lower right hand corner of the gusi broke Ces window down and to to botha the right to reveal additional text Browse v k F1 MUM 2 So remember windows are both resizable movable you can place them pretty much anywhere you want If an instruction seems incomplete resize the window Troubleshooting 12 2 keep getting error messages when attempting to enter data Persons with User privileges will not be able to perform functions for which Administrator privileges are required This includes locking or unlocking a CAP closing a Risk Management Record RMR opening an RMR that was previously closed clearing the contents of a record or exporting data Both administrators and users will be unable to enter data into a record that is closed If a record s is locked data entry is permitted ONLY in the RC CAs Follow ups Lessons Learned and Images tabs Data entry will NOT be permitted in the ncident Details Investigation Root Causes Risk Analysis and Corrective Action Plan Tabs In these cases one
93. isk Analysis CAP Tabs You cant find and replace data in records that are CLOSED You can t find and replace data in fields that are formatted as radio buttons or checkboxes Note IR has built in controls that prevent inadvertent or intentional changing of data within a record when the record s CAP is LOCKED or when a record is CLOSED These necessary controls become limitations with Find and Replace Finding and Replacing Data 10 2 This table explains some of the Find Replace window functions Select To Direction Choose the direction of replacement from the current record you have on screen Forward Backward or All Match Case search for only those occurrences in which the capitalization matches the data you specified in the Find Match whole words only Search for only those occurrences that are whole words or are bounded by spaces and or punctuation characters Examples flight finds flight and flight within In flight travel finds travel and travel within travel com but com does not find travel com com is not a whole word returned for space finds returned for in the sentence Returned for space landing but does not find returned for in the sentence Returned for space space landing An option in Search across n Browse mode search across all records in the current screen or just in the current record In Find mode search across all Find requests in the current layout or just in the current find
94. level to each individual RC or CA in accordance with the Preferred Order of Controls click on the Description of RC CA and Priority field name for a reference tutorial Priority 1 RC CAs highest are displayed in red priority 2 in yellow and priority 3 in green Individual RC CAs from the CAP Tab displayed in blue text are also mirrored in the Follow ups Tab and allows the user to see each CAP statement when entering audit descriptions RC CA Details Administrators or users should embellish upon each CAP statement and further define it by describing in greater detail the Who What When Where and How of each risk control or corrective action If a vendor POC is tasked with a risk control or corrective action the department manager overseeing the vendor typically the manager who accepted the CAP should obtain RC CA details from the vendor POC and enter them here 2 FileMaker Pro IR Operators Demo OAGHOST File Edit View Insert Format Records Window Scripts Help IR DATA ENTRY MAIN SRM REPORT PERSONNEL EQUIPMENT MANAGERS ADMIN ONLY _IR DATA ENTRY RECORD STATUS COSTDATA COSTREPORTS DATAMINING dio enter any missing winter equipment into IE 7 ic AJR far tracking and follow up equipment on order waiting patiently ar nat This RC CA Assigned To Enter the name of the manager or supervisor responsible for implementing each individual RC or CA For vendors this should be the vendor Po
95. mbers between 1 50 01 01 05 12 31 06 or 1 1 05 12 31 06 finds all the dates between January 1 2005 and December 31 2006 assuming it s a date field M finds all the text in the beginning of a field with the letters A through M V epp B Bn Data Mining amp Finding Records To Find Fields with anything entered Duplicate records Today s Date Invalid Date or Time Text or numbers ith one or more Any characters in a field or finding characters within a number or text String An exact sequence of characters letters numbers or both ora phrase Non alphanumeric characters or Symbols such as Spaces or punctuation Exact match special character used in FileMaker Pro i e F ee xl lt gt MEM Will find records with identical data entered within the specified field pC po Type into the field Examples Enter this to get that Just an asterisk Any all records that have anything entered in a field even just Spaces will be found It s opposite of using the sign above Will find fields with today s date entered in them as long as it s a Date field Finds an invalid date or time but you shouldn t experience either since Incident Reporter won t let you enter an invalid date like 2 31 2007 Use the wildcard char finds John acter foreach finds Ron and Don but not Tron unknown character
96. munication Quality un 23 2008 Flight Delay Quality un 26 2008 Hazard un 26 2008 Accident near un 25 2008 Flight Delay Quality 2 T _ e e e o 2 go m x Ip T 25 m T eo D 22 2008 Operational Process Deficiency Safety OPEN records which require action are displayed in red and CLOSED EQUIPMENT MANAGERS COST DATA i amp l x x Edit Layout FIND COST REPORTS DATA MINING INVSTGATION COMPLETED un 20 2008 SHOW ALL CONSTRAIN gt E o lt CAP ACCEPTED BY Joyce Kohler un 12 2008 09 2008 Don Condor Wayne McCloskey 09 2008 ul 22 2008 Aug 01 2008 un 26 2008 Bob Leeland un 26 2008 Jul 28 2008 Jared Paser Jul 15 2008 Wayne McCloskey un 26 2008 ul 02 2008 ul 02 2008 E c c OF QU i S celle 3 2m BS Be ul 08 2008 records are displayed in green Records displayed in yellow tell database administrators that all risk controls have been completed and that the record is ready to be closed It is from this screen that Administrators can see all open records and then go to a specific record to see what needs to be done in order to close it B
97. munication is due a FileMaker Pro IR Operators Demo OAGH OST File Edit View Insert Format Records Window Scripts Help PREFERENCES E MAIL PREFERENCES Due Date Settings ENABLE E MAILS REPLY TO sefety yourvocom Beei pseyaysucocom T SUBJECT OnineReportAcknowedgement NA T BODY e are in receipt of your on line report We have received an on line dated Date investigator has been MESSAGE dated Date record assigned wha may cantact vau far BODY number RecordNum Please log further information Thank you for into Incident Reporter to view helping us improve system safety this Sincerely access the database via web browser follow the link YCO Safety Dept below and login with your Account Name and Password Click on the Due Date Settings tab to specify when automatic reminder emails are sent in number of days before due date Under the Acknowledgement tab two automatic email messages are laid out and may be modified by Administrators Additional email preferences may be set and messages modified for each risk management process by clicking on the various tabs on the Email Preferences screen Getting Started 1 14 When an online report is received an acknowledgement is sent to the reporter L H message if the reporter provided a valid
98. n 5 Browse For F1 size options terrain buttons If you are not satisfied with the results you may wish to further change a few program settings INCIDENT REPORTER Cost Tracking From any screen click on the Edit menu as gt shown here and then click on Preferences di I Select the General tab Preferences HVAT AI GROUP olor Memory Plug Ins Fonts User InterFace Options Allow drag and drop text selection Enlarge window contents to improve readability Reset dialog sizes and positions Reset User name DOA User Interface Language English Font smoothing style the Enlarge window contents and other check boxes as shown Note Even after enabling the Enlarge window contents command Incident Reporter s screens may still not completely fill your monitor due to the many different monitor sizes and screen resolutions that exist today Experiment with different screen zoom levels click on the terrain buttons in the lower left hand corner of your screen and activate or deactivate the Enlarge window contents checkbox until you re satisfied with the settings Getting Started 1 17 Font Smoothing While using Incident Reporter if you find its text to be too dark or too light you can change the Font smoothin
99. n inserting an image or file reference you will be prompted to check a box at the bottom of the Insert Picture or Insert File window Insert 321 xl Look in E Documents 3 2 r rm 000001 ASRS Report 12 A 000002 Injury Report My Recent A 0000 EDO Report Documents Desktop S Paul s Documents My Computer a Un File Y Open of type Files Store only a reference to the Types of File References or Source Documents Images may be inserted embedded as part of the specific RMR within the IR Program or stored as a reference Documents however MUST be stored as a reference to the file otherwise they will not open when you click on them Incident Reporter has this box checked by default If you choose to uncheck the box and embed images within each Risk Management Record your IR database will grow large over time and depending on the number of images you insert and their file sizes IR may become sluggish and slow to respond to data entry commands It is therefore STRONGLY RECOMMENDED that you leave the box checked and have all pictures and documents stored only as a reference to the file Users may want to associate various types of file references and source documents with their Risk Management Records Examples of reference files that may be stored as file references include Original source documents s
100. nd a destination Note The default file type tab is automatically appended for you so don t add tab after the filename you plan to use Upgrading from an Earlier Version of Incident Reporter Due to changing regulatory requirements changes in functionality and the many improvements that are continuously being made to Incident Reporter data transfer from earlier versions of the program must be performed by Omni Air Group to ensure reliable data transfer and uninterrupted service from your IR database Please contact OAG for more information Importing and Exporting Data THIS PAGE INTENTIONALLY LEFT BLANK Importing and Exporting Data 11 4 12 1 12 Troubleshooting Incident Reporter has been beta tested and refined through practical application by several airlines To date bug reports have been exceptionally few Still potential problems may occur when using the IR program Some of these may be related to your operating system lack of user knowledge about how the program works or the program itself The software doesn t load or work right Incident Reporter requires one of the following operating systems Windows 2000 Service Pack 4 Windows XP Service Pack 1 or higher or Windows Vista IR will not run properly on Windows 98 Windows ME and Windows NT TO minimize problems ensure you have the latest updates and drivers on your computer perform regular maintenance of the registry periodically defragment and k
101. nder the Incident Tab Radio buttons ORIGINATOR Lynne Jeff ACKNOWLEDGEMENT SENT TO ORIGINATOR Yes ONo ON A Ir 5 WHEN 06 Jul 2007 Click on the button to the left of the choice you want to select If you choose Yes your mouse cursor will automatically jump to the date field to its right where you ll enter the appropriate date In the event you change your mind and click on either the No or N A button Incident Reporter will automatically remove the date from the date field for you since there shouldn t be one if No or N A are selected Drop Down Menus EQUIPMENT INVOLVED Tan MANUFACTURER Drop down menus make available choices from Value Lists more on value lists later You can select an available choice or insert your own entry To select a choice click on its down facing arrow to bring up the menu you can either use the slider to find your choice then click on it to enter it into the field or type the first few characters of the choice you want a type ahead feature has been implemented for this field so all you have to do is type the first few characters of the choice assuming it s been inputted already and it ll appear within the menu for you to select Data Entry 101 4 2 Date Fields You can enter a date in a date field in one of two ways either by clicking on the drop down calendar icon to the right of a date field which will bring up the calendar as shown here
102. ns associated with any given record Just to the right of the Status Bar icon as indicated above is a short cut menu to the browse find and preview functions Getting Started THIS PAGE INTENTIONALLY LEFT BLANK Getting Started 1 18 2 1 2 Menu Overview At the top of your screen There are ten main menus for you to choose from File Edit View Insert Format Records Window Scripts and Help Let s take a quick tour of the menus and commands File Menu File Options lets you choose how or if you want to be notified when Incident Reporter finds unrecognized words or spelling errors while it s running its spell check Select the options you prefer Change Password Use this to change your password for your login Account Name Do not lose or forget your password Print Set Up This is a basic printer set up window where you d choose which print driver you d like to use to print your reports Incident Reporter has reports which require both letter and legal sized paper but it will automatically set the correct paper size in this menu when you print Just make sure you select the correct print driver in advance of printing a report that can handle both sizes of paper for when you want to print hard copies or create pdfs Print P brings up your standard printer window Just make sure the top most menu in the window is set to Records being browsed Import Records allows you to import records from another data source Th
103. nt Sent to Originator Oct 03 2009 Mission Charter PIC Turcanik Clint Flight Rules IFR SIC Wright James Flight Phase Cruise Flight 6335 PAX 32 Yip Karen Weather Icing Conditions Visibility 1 Mile ACM OPERATIONAL PROCESS Maintenance QC EQUIPMENT INVOLVED Tail Registration Equipment Type Manufacturer Model Serial ATA Code 23 M808FX Aircraft ATR 42 02341007 3230 Landing Gear Ketract Ext System EVENT OR HAZARD SUMMARY Unsafe gear indication resulted in air turnback DETAILED DESCRIPTION OF EVENT HAZARD Departed R33 Y KM taking to GEG Upon retracting the gear the gear unsafe light illuminated Tried recycling the gear same problem and returned to for maintenance to check Landed without occurrence Contacted dispatch and was released to take N358FX to GEG WAS IMMEDIATE ACTION TAKEN TO MITIGATE RISK Yes IMMEDIATE ACTION S TAKEN Recycled gear returned for landing IS FURTHER ACTION REQUIRED TO MITIGATE RISK INVESTIGATOR S TITLE CO Brent Fenster Maint Planning Maintenance RECORD IS STILL OPEN Printed 17 Oct 2008 Creating Your First Risk Management Record 5 20 Viewing or Printing an SRM Report Go to or Find the RMR number you want and then click the SRM REPORT icon in the upper right hand corner of your screen Page 1 of the SRM Report will display in the IR program To view the next page
104. o more open windows over each other so you can view the contents of two separate windows files to work on them concurrently Tile Vertically places two windows side by side so you can work on their contents concurrently Cascade Windows places one window over another with just enough of a border showing so you can click between the two to work on their files concurrently Arrange Icons This command is not accessible Help Contact OAG provides contact information for IR s development company Omni Air Group Go to on line User Manual links users to the current version of this document Email Tech Support opens an email editor to contact OAG technical support via email Menu Overview THIS PAGE INTENTIONALLY LEFT BLANK Menu Overview 2 4 3 1 3 Basic Navigation General Information There are a number of ways to navigate through Incident Reporter either from the Opening Screen or from the top navigation buttons located above each layout The Opening Screen Launch Incident Reporter if it isn t open already This is the Main or splash screen This screen is customized with your company s logo and graphics if you provide us with this information Note Certain versions of Incident Reporter may vary slightly from the tabs buttons and screens presented here However navigation basics are the same for all versions of the program FileMaker Pro IR Operators Demo OAGHOST EUM 218 xj File Edit View Insert
105. ols to the RMR s Corrective Action Plan Each modified or new control is prioritized implemented and a follow up audit is assigned and scheduled in order to assure performance of the new action or control In this case an administrator must first OPEN the record and UNLOCK the CAP Additional CAP statements are entered the CAP is re locked responsibilities for corrective preventive action s entered on the RC CAs and Follow ups Tabs A further satisfactory follow up audit will be required to close the record Lessons Learned Tab Communications of Lessons Learned are an essential component of effective risk management They may be part of a Corrective Action Plan CAP to mitigate risk or their purpose may be to share hazards risk mitigation strategies and lessons learned with personnel and other organizations These organizations might include vendors manufacturers regulatory agencies other operators and safety organizations FileMaker Pro DIR Operators Demo OAGHOST File Edit View Insert Format Records Window Scripts Help xl IR DATA ENTRY FIND MAIN SRM REPORT PERSONNEL EQUIPMENT MANAGERS ADMIN ONLY IR DATA ENTRY RECORD STATUS COST DATA COST REPORTS DATA MINING SSIGNED TO wayne McCloskey Norr v X i E DEPT CP 703 704 Flight Operations RECIPIENT Dave Grossley if Ascent memo dispersed to J 31 flight crews re briefing pax on obstacle in isle and 4 DUE DATE Jan 20 2009 E
106. on DELETE to delete a record or PSWRD to reset a manager s password to the default value of 12345 Note When assigning login names recommends using each manager s first initial and last name as login names e g jsmith for Jim Smith Such login names are easy to remember and will clearly identify users in the senior administrator s Access Log Selecting an Access Level The admin1 access level is typically reserved for the senior administrator only but is not limited to one account The admin privilege is for those members of management who are authorized to edit E mail Preferences and Value Lists clear Risk Management Records RMRs close RMRs or open RMRs that have previously been closed USER privileges are typically assigned to department managers supervisors and cost data entry personnel VIEW privileges may be used for members of senior management and or regulators who wish to view the database only E Mail Preferences From within the Admin Switchboard click on Email Preferences Here Administrators may create and edit standard email templates for various email notifications throughout the program Emails are automatically sent by IR whenever An Online Report is received Investigators are assigned The results of an investigation are due Development of a Corrective Action Plan CAP is due Implementation of a risk control RC or corrective action CA is due A follow up audit is due A Lessons Learned com
107. operators and maintenance repair Ordinarily these available value Acknowledgement Sent to Originator This is the date an acknowledgement of receipt is sent to the person who reported the event Acknowledgements are often verbal or do not apply as in the case of an auditor or department manager who reports an audit finding or event to the Director of Safety Acknowledgements are important for personnel in the field who report remotely in order for them to know the report was received and is being acted upon Enter the date by either clicking on the drop down calendar icon IR automatically sends an email acknowledgement and populates these fields when an online report is received Note If the report was submitted anonymously or if no acknowledgement is to be sent to the party who reported the event select No or N A Operational Process Operational processes cover the entire scope of aviation activities your company performs and should be tied to and congruent with departmental responsibilities as set forth in your SMS Manual Pre defined operational processes in Value Lists are aligned with and FAA SMS Frameworks for air operators and maintenance repair organizations This field permits managers to sort records by operational process in order to determine conformity with and assess the performance of all risk controls which pertain to a specific operational process Note Each Risk Management Record containing risk
108. ord plane will fill in the field This makes for easy insertion of oft used choices Icon The little picture that either represents a file s type name or company logo Launch To start an application In Incident Reporter this means to D click on the Getting Started 1 6 Open a file by using O That s the letter and not a zero Pop up Menu A list of items that pops up when you click on it To select an entry within the menu click once on the field click on the item you want then release the mouse button Restore Expands a window of an already open file represented by the button in the upper right hand corner of your screen Shift Hold down the Shift key while pressing another key Shrink To collapse a window but not close the file represented by the A button in the upper right hand corner of your screen Swipe To drag your mouse across the contents of a field to highlight it once highlighted you can either replace its contents by typing in the data you want to enter into the field or press the Delete key to delete its contents A shortcut for swiping a field is A but you must place your cursor in the field first Tab Used to hop between fields on a computer screen The symbol to forward tab or tab to the right is To back tab or tab between fields to the left use Known Quirks Since the release of Incident Reporter v1 0 beta testing and practical appl
109. ords that meet either one of the search criteria using the example above the same airport or the same tail number Here s how Enter Find mode Click in the Airport field to select an airport Press N or go to the Requests menu and select Add New Request Go to the Tail Number field to select a tail number Press the Enter key Now found records match either the Airport or the Number you selected will appear Constrain Found Set Constrain Found Set allows you to tighten your focus within a found set of records by performing a Find from within a Find Say you performed a simple Find for all the records belonging to a particular airport but now want to find a specific tail number from within the found set Using your found set from the example above Click Find from the Status Toolbar to create a new Find request Select the Tail Number you want in the Tail Number field Go up to Request menu at the top of the screen draw down and click on Constrain Found Set Incident Reporter pulled the tail number records you wanted from the already found Airport set This command is a real time saver once you get the hang of it Data Mining amp Finding Records 9 1 9 Sorting Records Incident Reporter stores records in the order they were added to the file by record number but you can temporarily rearrange them so you can view or print them in the order you d like A Sort can be performed anytime
110. ot be retrieved Use the button to delete all the entries on its record line instead of manually deleting the contents of each separate field on that line that way you won t end up with a lot of blank fields where these records are stored A vertical scroll bar on the right hand side allows you to add more than three records in this section Note When entering records into Equipment fields the program will automatically generate a new blank line beneath every new record as you enter it there s no need to delete the new blank row beneath the last record entered there IR is set to ignore it Equipment Type The type of equipment and other equipment drop down menus derive their information from the Equipment Inventory table Tail Reg or Fleet These fields are used for aircraft involved in an event or for ground equipment vehicles Select from the drop down menus or manually enter a number Other fields associated with a tail reg or fleet number such as manufacturer model number etc will auto populate from information entered in the Equipment Inventory table Manufacturer Model Number Serial Number Enter these values if not already auto populated from the entry of Tail Reg or Fleet Numbers Event or Hazard Summary Enter a summary of the event occurrence or other safety concern This is only a summary statement For a detailed account of the event and associated hazards go to the Details tab Creating Your
111. ound set seeing all risk controls assigned for the 8 records FileMaker Pro IR Operators Demo OAGHOST 2 NP File Edit View Insert Format Records Window Scripts Help i 1 8 378 lt i gt Found Sorted EE gt Records d Al NewRecord Delete Record Find Sort Layout Record Status Summary ViewAs mm EJ 88 Preview Edit Le RECORD STATUS SUMMARY ALL CLOSED ALL OPEN SHOW ALL FIND CONSTRAIN IRDATAENTRY RECORDSTATUS COSTDATA COSTREPORTS DATAMINING DATE INVSTGATION CAP RECORD OF EVENT _TYPE OF EVENT CLASS OF EVENT COMPLETED ACCEPTED BY ACCEPTED CLOSED Jun 26 2008 _ Jun 26 2008 _ Wayne McCloskey u 02 2008 n 15 2008 n xx E a Es 0 Finding Records For all other fields in Data Mining and on all other screens within IR first click FIND and then select or type in the data you re looking for You can also do multiple constrained finds whereby you click FIND and enter for example a type of event in the Type of Event field a specific airport in the Airport field and an aircraft registration number in the Registration field and IR will find only those records that contain the selected event AND the selected airport AND the selected aircraft Entering Find Mode Incident Re
112. ows for up to 999 simultaneous users via client server access and up to 100 simultaneous users via web browser both over SSL secure internet connections An FM Pro client server license is needed for each manager s workstation who needs the ability to run reports export data attach reference images documents perform data mining and run trend reports IR supports online reporting via web browser and automatic email notifications Using Personal Digital Assistants Incident Reporters web accessibility allows administrators and managers to use an iPhone BlackBerry or other PDA to perform data entry receive email notifications and assign tasks to supervisors Note For more information regarding online reporting and email notification capabilities refer to the document titled Online Reporting with IR Features and Ease of Use Using Incident Reporter IR is easy Here are just a few of IR s many features Incident Reporter generates automatic emails when an online report is received From your iPhone or other PDA you can receive the email link back to IR and login with the touch of a button and assign one of your people to investigate in seconds Menu choices user customizable so you can define the types of events you want to capture equipment utilized stations served and other data that is unique to your operation easily imports up to six photos or reference files source documents per record
113. p of the screen Here a record consists of one row of data as defined by the black lined record pointer on the left hand side of the screen When working with this screen mindful of where the record pointer is the black vertical bar on the left of the screen so when you either DUPE duplicate or DEL delete a record that s the one you really want to work with Clicking on the header of each column will sort that column s entries in alphabetical order As option you can unsort them by clicking on the Unsort button After you enter a few records you may want to view them in a different format that s where going to the View menu at the top of the screen comes in handy In that menu you can select either View as Form View as List or View as Table View as Form lets you look at one record per screen View as Listlets you look at more than one record per screen View as Table changes the screen altogether so it resembles a spreadsheet You can resize column s width by clicking on the short vertical line separating each column header and dragging it horizontally to a new width As with the View as Form and View as List you can click on the column s header to sort the contents beneath it However there s no Unsort button accessible in this screen so if you want to unsort your sort press 5 Shift Ctrl S Cost Reports View as Table is shown here for sample records in the Cost Data Entry screen
114. p to and including the CAP acceptance This includes all data recorded on the ncident Tab Details Tab Investigation Hoot Causes Tab the Risk Analysis Tab and the Corrective Action Plan Tab EX IR v2 Trial Version Master IR Master 2a Trial Version zy File Edit View Insert Format Records Scripts Window Upgrade Contact Info Help ES e ERI INCIDENT OR EVENT DATA ENTRY ii E Fd DELETE NEW FIND MAIN REPORT Dara ENTRY Cosr Repoars IF Dara ENTARY SUMMARY REPORTS VALUE LISTS CAP LOCK will NOT prevent users from entering and changing data on the RC CAs Tab the Follow ups Tab the Lessons Learned Tab and the Images Tab Data entry procedures for these tabs are explained in the following paragraphs All users may continue to enter data regarding implementation or RC CAs monitoring and follow up audits lessons learned and images file references CAP LOCK affects only the IR Data Entry portion of Incident Reporter All other program functions are unaffected Creating Your First Risk Management Record 5 13 RC CAs Tab Under this tab individual Risk Controls and Corrective Actions RC CAs which comprise the CAP are broken out of the CAP to populate separate fields and permit assignment of responsibilities and due dates to managers supervisors or vendor POCs point of contact Description of RC CA and Priority Individual RC CAs from the CAP Tab are displayed in blue text Assign a priority
115. pair Parts Direct Nov 27 2007 E 5205000 L H nacelle assembly for ATRAZ NSDBFX Aircraft Repair Parts RMROOO003 28 2007 558227 Replacement wing tip for C 208 N51001 Increased Operating Costs 000001 5 05 2007 546 00 and return for landing added 0 3 hrs of flight time gor Other RMRO00002 Oei 29 2007 JE 58947 Two weeks productivity lost from avionics tech who brake his wrist cia 35 d ir Browse m For Help press F1 un 2 Cost Type allows you choose from wide selection of cost types Record Enter the associated Risk Management Record RMR number Date Enter the invoice date date paid or date the cost was incurred Amount Self explanatory Notes Narrative regarding the cost or expense and reasons incurred Note Practice entering cost data and creating new records before reviewing the Cost Reports screen practice entries may be deleted by any person with Administrator privileges Cost Reports 7 3 The Costs Reports Screen After entering some sample or practice cost records in the Cost Data Entry screen click on the blue navigation button to go to the Costs Reports Switchboard Incident Reporter Trial Version 1 12 06 Trial Master nj xj Edit View Insert Format Records Scripts Window Upgrade Help xl Cosr REPORTS SWITCHBOARD
116. porter s Find mode can be entered in any of these ways Open the Status Toolbar and click Find Click on the blue Find button at the top of your screen Use the keyboard command F or Use the mode buttons on the bottom left hand corner of your screen Click on Browse to bring up the mode menu then click on Find leave Find mode and return back to Browse Select Show in the Status Toolbar Use the keyboard command B Use the mode buttons on the bottom left hand corner of your screen Click on Find to bring up the mode menu then click on Browse You can Find nearly anything in Incident Reporter every field is available for finding text dates numbers etc you just have to phrase your query correctly to get the results you want Data Mining amp Finding Records 9 4 IMPORTANT When you perform a Find request and Incident Reporter finds the records you re looking for flipping through the found records you won t see any unfound records i e the records that weren t included in your Find YOU DIDN T DELETE THEM THEY STILL RESIDE IN THE DATABASE It s like taking some folders out of a filing cabinet and taking them back to your desk you re looking at the ones you want but the rest of the files you weren t interested in are still in the filing cabinet To bring back or show all the records in a file you ll need to use the Show All Records command which you can perform from t
117. r the Managers Information table Often only one investigator is required who is typically a department manager Enter the names of more than one investigator for safety issues that involve more than one department When a name is selected from the drop down menu the Title Department field will auto populate and also derives its data from the Managers Information table ma FileMaker Pro IR Operators Demo OAGHOST l i s x File Edit View Insert Format Records Window Scripts Help 51 x IR DATA ENTRY FIND MAIN SRM REPORT PERSONNEL EQUIPMENT MANAGERS ADMIN ONLY IR DATA ENTRY RECORD STATUS COST DATA COST REPORTS DATA MINING investigation Root Causes Corrective Acton Plan images INVESTIGATOR S TITLE DEPARTMENT RMR000302 7 LEAD 1 Jared Poser F Manager Maintenance a INVESTIGATION NOTES Dispatch board checked Jan 13 2008 N8182G Autopilot deferral was recorded Jim s investigation notes Don This does not address why an aircraft was released with an overdue deferral Greg this incident is a QA issues and should be addressed through the QA process As such am assigning it to INVESTIGATION DUE DATE Jan 17 2009 DAYSLEFT PASTDUE COMPLETED Jan 22 2009 ROOT CAUSE S Deferral was not entered on dispatch deferral board Next due was not updated on Orange Deferral placard in front of logbook ll SUGGESTION S FOR CORRECTION REPORTER IN
118. rding determination of root causes IMPORTANT Proper determination of root causes during the investigation of Incidents accidents near accidents irregularities and other safety related events requires that investigators be properly trained in investigative techniques and root cause analysis This training should be documented in each investigator s training files Risk Analysis Tab Risk Statement s Enter one or more real or potential risks involved with the incident event or hazard Risk statements should describe worst case scenarios e g what s the worst that could happen Enter as much text as desired in the field including a blank line between paragraphs Click on the Hisk Statement s field name for a reference tutorial regarding how to develop risk statements and evaluate contributing risk factors Risk Assessment Risk assessment requires evaluation and determination of risk Exposure Likelihood and Severity The red X box will clear your entries for all three fields Your selections will determine a Relative Calculated Hisk and indicate whether or not risk controls and or corrective actions may be required to mitigate risk For guidance on how Relative Calculated Risk is derived click on the Hisk Assessment field name Definitions and criteria for Exposure Likelihood and Severity are also provided Creating Your First Risk Management 5 9 Risk mitigating strategies should be developed whenev
119. re login names passwords and account privileges are assigned Only the senior administrator may view the Access Log area of the Admin Switchboard to view database activity More than one admin1 access level may be assigned by the Senior Administrator if desired Getting Started 1 8 Guest or View Only Access Level view As the name implies viewers who are assigned this access level may view records only All data entry is prohibited Records cannot be locked unlocked cleared deleted or otherwise modified This access level is normally used for regulators who wish to view the database OAG recommends this access level be assigned for temporary viewing purposes only and then de activated when the viewing session is complete it can easily be re activated at any time Reporters Access Level report This account name and password is used by persons who wish to submit report of a hazard error or other safety related event The online reporting form is accessed via web browser typically from a link on your company website or employee area of your intranet When using the report account name and password access to the database is restricted to the reporting form only Reporters cannot see or access any other areas of the IR database Guidance for submitting a report is provided to reporters when they log in to the reporting form The default account name and password for reporters is report report Passwords are case sensiti
120. re spelling options Preferences Previously covered in the installation instructions Here s where you have the option to enlarge windows for better viewing change your User name adjust font density choose a color palette and other options Menu Overview 2 2 View Browse Mode B is the default viewing mode in Incident Reporter If for some reason you can t view records or they don t appear at all then more than likely you re in Preview mode the mode that s used for looking at a report prior to printing it Selecting Browse mode will put you back on track and will allow you to see your records Find Mode F enables you to find records based on search criteria you enter It s covered at length in a later chapter Preview Mode U allows you to see what the printed result of a report will be should you decide to print it saving you a lot of paper View as Form View as List or View as Table Choose the way you look at records If you like looking at tabular data like in an Excel spreadsheet you may want to choose Table view for viewing one record per screen View as Form for multiple records on screen View as List These commands are also available and display as icons when the Status Toolbar is open Status Toolbar Also activated from the lower left hand corner of your screen the Status Toolbar is particularly useful when data mining or performing finds to see found sets and to page or rapidly slide throu
121. risk or preclude a similar occurrence in the future If hazards have been eliminated and no further action is required investigation risk analysis and corrective actions may not be necessary In these cases enter NO and the Risk Management Record may be closed at this point Return to the Incident Tab enter a record closed date and close the Risk Management Record The RMR number will then display in green and the record will indicate CLOSED Creating Your First Risk Management Record 5 6 Note Closing a record requires administrator privileges users without administrator privileges may enter data into open records but cannot close records IS FURTHER ACTION REQUIRED TO MITIGATE RISK OR PRECLUDE SIMILAR FUTURE OCCURRENCE IO Yes No If no further action is required to mitigate risk the record may be closed by first choosing If further action is required choose Yes and continue with Safety Risk Management processes Note If further action is required a YES answer in the above field the RMR will NOT close without further entries being made These include investigation completed date risk assessments Corrective Action Plan CAP development and acceptance completion of each individual risk control and a satisfactory follow up audit for each risk control Investigation Root Causes Tab Investigator s Enter the names of investigators from the drop down menu Administrators may customize these choices unde
122. ro DIR Operators Demo File Edit view Insert Format Records Window Scripts Help IR DATA ENTRY FIND MAIN SRM REPORT PERSONNEL EQUIPMENT MANAGERS ADMIN ONLY IR DATA ENTRY RECORD STATUS COST DATA COST REPORTS yews investigation Root Causes Corrective Acton Pla MONITORING AND FOLLOW UP AUDITS FOR EACH RC CA DESCRIPTION OF RC CA inform pilots to remind passengers to be aware of the spar step MONITORING O TTLE DEPT VENDOR DETAILS MONITORING DESCRIPTION Crew in question sent an e mail E Not required as this is a corrective action and not a risk control J 31 crews notified by Ascent memo FOLLOW UP AUDIT DESCRIPTION FOLLOW UP AUDIT BY TITLE DEPT Manager DUE DATE Feb 02 2009 DAYSLEFT PASTDUE AUDIT PERFORMED Feb 06 2009 SATISFACTORY ves Confirmed issuance of memo 100 dad Browse 2151 gt FOLLOW UP AUDIT NOTES NONCONFORMITIES Description of RC CA Mirrored CAP statement from the RC CAs Tab statements are not editable when the CAP is locked RC CA Details Mirrored RC CA details from the RC CAs Tab details remain editable by all users until the RMR is closed Creating Your First Risk Management Record 5 15 Monitoring Assigned Enter the name of the person responsible for monitoring of the risk control corrective actions do not require monitorin
123. s displayed in red Administrators may close a Risk Management Record RMR by entering a date in the date field and clicking on the command bar When closed all of the data excepting cost data associated with that RMR cannot be edited deleted or modified in any way Airport Location The airport and location where the event took place Customize the drop down menus in Value Lists Enter N A if in flight Weather Visibility Customize the drop down menu choices in Value Lists Creating Your First Risk Management 5 3 SIC F A ACM Pilot in command Second in command Flight attendant and Additional Crewmember field drop down menus derive their information from the Personnel Information table Mission Flight PAX Flight Rules Flight Phase These fields with the exception of PAX or number of passengers drop down menus are user defined by administrators in Value Lists Reporting Source Select the appropriate reporting source from the drop down menu If the appropriate source does not present it may be entered manually Customize the menu in Value Lists Reported via These selections permit tracking of Safety Assurance data sources through IR s Safety Risk Management processes With the exception of report names these drop down menu choices should not be changed in Value Lists Value List entries for the reported via category are aligned with ICAO and FAA SMS Frameworks for air
124. s may be created for various projects within a strategic plan categorized under a unique user defined Class of Event As plans are developed and refined tasks and responsibilities are added to those records for action by assigned managers and supervisors While every effort has been made to make IR intuitive those unfamiliar with modern safety management terminology might benefit from a review of SMS concepts and nomenclature ICAO s Safety Management Manual Document 9859 FAA s SMS Framework and SMS Assurance Guide and Transport Canada s Advisory Circular AC 107 001 are excellent sources of information for those wishing to learn more about SMS and current risk management requirements As always we welcome your input as to how we can improve our products and services Please call email or FAX your requests to us and we will do our best to respond promptly We trust your use of Incident Reporter v2 2 will make your job a little easier your operations run smoother and your employees and customers safer Sincerely Paul Salerno Paul Salerno Pres Omni Air Group Incident Reporter v2 2 THIS PAGE INTENTIONALLY LEFT BLANK Incident Reporter v2 2 TOC 1 Table of Contents 1 GETING SIARTED s iei ecu sera soi S suE eu resa ES ET PER 1 1 lei 2 1 1 TA ONG 1 1
125. ssons learned All reports may be viewed and printed Users are prohibited from locking or unlocking CAPs clearing records closing records and opening closed records Users cannot access the Admin Switchboard and edit email preferences or value lists OAG recommends that the User access level be assigned to department managers data entry personnel and accounting personnel for entering cost data Administrators Access Level admin Administrators hold all the same privileges and capabilities of users In addition administrators have the ability to lock or unlock CAPs close records open records that have previously been closed and clear records Administrators may access the Admin Switchboard where email preferences and value lists may be edited However persons with the admin privilege do not have access to the Login Names and Passwords area of the Admin Switchboard OAG recommends limiting admin access level to one or two persons who assist the database administrator with email preferences and value list editing and who can process requests from users when they want a record closed or who may need a CAP unlocked or a record opened that has previously been closed Senior Administrator Access Level admin1 The Senior Administrator holds the same privileges and capabilities of administrators with several additional privileges Only the Senior Administrator may access the Login Names and Passwords area of the Admin Switchboard whe
126. uch as reporting forms OSHA OHS reports Audit Finding Reports NASA ASRS reporting forms Voluntary Disclosures Cost estimates or bids Invoices for work performed Insurance claim forms Mechanical Reliability Mechanical Interruption Data Mining Flight Data Monitoring Flight Operations Quality Assurance reports Continuing Analysis and Surveillance reports Creating Your First Risk Management Record 5 19 The SRM Process Report In IR Data Entry all screens display an SRM Report icon in the upper right hand screen area Clicking on this icon produces a Safety Risk Management Process Report which presents the information specific to the Risk Management Record RMR being viewed in a printable format An SRM Report may be viewed at any time regardless of whether all data entry fields have been completed or not When you click on the SRM REPORT icon IR creates the report based on the current RMR number being displayed in the ncident Reporter Data Entry screen You can be on any tab in the ncident Reporter Data Entry screen to print that record s report Shown below is page 1 of an SRM Report for record 0368 Record Number RMROO0368 SRM PROCESS REPORT EVENT Date of Event Oct 01 2009 7 30 UTC Record Opened Oct 03 2009 Type Flight Interruption Reporting Source Employee Class Quality Reported Via ERS Online Report Location Taxiway Acknowledgeme
127. use J if you can t see records you re looking for Omit Record will omit the current record from a found set See Chapter 8 Finding Records for more information Menu Overview 2 3 Multiple omits a range of records from a found set See Chapter 8 Finding Records for more information IMPORTANT commands do not clear or delete Risk Management Records in way These commands only modify Find requests Modify Last Find changes your Find request in case of an error entering search criteria or if the data you were looking for wasn t found See Chapter 8 Finding for more information Sort Records sorts records by a field you specify and allows you to choose whether you want them ascending or descending See Chapter 9 Sorting Hecords for more information Note Most Column Titles in IR such as those found in Record Status Personnel Equipment and Managers tables contain tooltips with sorting instructions Clicking on a column s title sorts the displayed records alphabetically within the selected column Unsort unsorts the records you just sorted See Chapter 9 Sorting Hecords for more information Scripts Most of the scripts in Incident Reporter are button driven so this command is disabled Windows New Window permits the viewing of more than one window or screen at a time Show Window Hide Window and Minimize Window are self explanatory commands Tile Horizontally places tw
128. ve Note Reporters typically access the online reporting form via link from your company website or intranet Reporter Information Access to a reporter s contact information is often necessary during event investigation From IR Data Entry click on the nvestigation Root Causes tab Then click on the Reporter Information button to view the reporters contact information related to the record being displayed This information is received from the reporting form unless the report is submitted anonymously and is accessible to users and administrators but not to persons holding view privileges Getting Started FileMaker Pro IR Operators Demo Edit View Insert Format Records Window Scripts Help a x REPORTER INFORMATION MAIN PERSONNEL EQUIPMENT MANAGERS ADMIN ONLY IR DATA ENTRY RECORD STATUS COST DATA COST REPORTS DATA MINING ICCURRENCE Aug 28 2009 AT LOCAL TIME 14 30 RECORD OPENED 410 28 2009 Jim Bigelow Figntop 206 624 3365 rel Jirn Bigelcwighatmail cam RETURN TO INVESTIGATION ROOT CAUSES Runway taxiway marking lighting review for crewmembers Reporter information is displayed for each Risk Management Record number shown in the upper right hand RMR field This information department phone number and email address is not displayed in IR Data Entry Note Administrators may delet
129. y clicking on the record number you are taken directly to that record on the ncident Tab Note Controls built into IR prevent the closing of records until all risk controls corrective actions follow up audits and other required tasks are completed When an administrator attempts to close a record which has open tasks remaining a window appears directing the user to the necessary task or action amp FileMaker Pro Operators Demo DAGHOST 101 l Edit view Insert Format Records Window Scripts Help Show All New Record Delete Record FT Records Layout IR Data Entry EJ IR DATA ENTRY 377 Total Unsorted as Lad at Sort FIND PERSONNEL EQUIPMENT MANAGERS ADMIN ONLY IR DATA ENTRY RECORD STATUS COST DATA COST REPORTS MAIN SRM REPORT iRoot Causes Risk Analysis Corrective Action Plan RC CAS TYPE OF EVENT in Flight Mechanical Problem Y DATE OF EVENT Nov 10 2008 econo CLASS OF EVENT Safety Time 24H OPENED 10 2008 T Re LT 1 Location sef a JUNABLE TO CLOSE THISRECORD C oN WENTHER YC Cid The following Field s need s to be reviewed acm E Investigation tab Investigation Completed date is missing Corrective Action Plan tab Overall Residual Risk has not been to close the record after REPORTI
130. y make model serial number etc Getting Started The Admin Switchboard From IR Data Entry administrators click on Admin Only to access the Admin Switchboard FileMaker Pro Operators Demo DAGHOST File Edit wiew Insert Format Records Window Scripts Help From the Admin Switchboard administrators may access Email Preferences and Value Lists Only administrators with admin1 Senior Administrator access level may access Login Names and Passwords and the IR Access Log Setting Up Login Names and Passwords Return to the Admin Switchboard and click on Login Names and Passwords requires Senior Administrator privileges Click on NEW to create a new account FileMaker Pro Operators Demo DAGHOST File Edit View Insert Format Records window Scripts Help MCN 1 Operators Demo 2 xl PERSONNEL NAME Rich Stuart rich admin Paul Salerno paul admini admin admini admini ACCESS LEVEL CONTINUE CANCEL susan susar usar a wit a User Service 380 dad Browse 4 Note selected record Click in the Manager s Name field to select a record and IR automatically offers a drop down list of managers names from previous entries made in the Managers Information Table Assign a login name and access level admin1 admin user or view Click Continue Select a record and click

Download Pdf Manuals

Related Search

Related Contents

Stealth Cam V230 STC-WD2X Manual  Stovax 7008lG Stove User Manual  Descargar - Hanna Instruments  User Manual - Robokits World, Easy to Use, Versatile Robotics Kits  wilflex standard plastisol colors process  reflection  nettoyant tableau de bord  MANUAL DE INSTRUCCIONES  取扱説明書 耳あな形補聴器 リアル  Intel I350-T4V2  

Copyright © All rights reserved. Failed to retrieve file