Working with Employee Incidents

This tutorial will show you how to record and manage HR incidents for your employees. Incidents can be anything from a minor workplace mishap to employee misbehaviour.

This tutorial has two parts:

Part 1: To Record and Document an Employee Incident
Part 2: To Record and Document Multiple Incidents

Before you begin: - This tutorial assumes that you have added one or more HR incidents to your HR program via the HR Incidents screen. If you have not yet added an incident record, please view the Create an HR Incident tutorial to learn how to do so before proceeding with this tutorial.

NOTE: Click on the images below to view them at full size

To Record and Document an Employee Incident

Click on the HR tab and then choose the Employee HR menu to display the various options.

Fig. 01: The Incidents command under the HR tab's Employee menu.

Choose the Employee HR - Incidents menu option. This opens the Employee - Incidents screen where you can record job-related incidents for your employees.
Employee incidents Help Screen...
When the Employee Incidents screen appears, select the drop-down list immediately to the right of the New button. This displays a list of the employees that are a part of your HR program.

Fig. 02: Select the employee for whom you wish to record an incident.

Select the desired employee's name, and then choose the New button to insert a new incident row in the table.
Move to the Incident cell and then click on the downward arrow to display a list of incidents that have been defined for your company.

No Available Incidents? If you do not see any incidents in this drop-down list, it is because none have yet been added in the HR Incidents screen (accessible from the Employer HR - Incidents menu command). Refer to the Create an HR Incident tutorial for further details.

Example: In Fig. 03 below, we see a number of available incidents that can be applied to the current employee. These incidents were added earlier in the Create an HR Incident tutorial.

Fig. 03: The Incidents cell shows the available incidents that can be recorded for the current employee.

Click on the incident type that you wish to record. This closes the drop-down menu and displays your selection in Incident cell.
Move to the Type cell and enter text that indicates the incident's classification or category. This cell is optional, but can be useful if you wish to categorize the incident based on your company's existing classification structure.
Move to the Required Date cell and use the Calendar icon to define the date by which the incident resolution must be completed.
If you are recording an historical incident (one that has already been resolved), then move to the Completion Date cell and use the Calendar icon to define the date on which the incident was resolved. If the incident has not yet been resolved, you can leave this cell blank.
Click on the downward arrow in the Status cell, and then choose an option to designate the employee's current status for the incident (Required or Completed). When you make your choice, the drop-down menu closes and displays your selection in the cell.
Move to the Details cell and click on the Enter hyperlink. This opens a window that allows you to enter detailed information about the incident.
Enter the incident type's details as needed. You can use the formatting bar to change the font size, color, etc. You can also paste content into the window from another program or document (e.g. word processor, spreadsheet, web page).
Example: In Fig. 04 below, we have entered a incident reporting form that can be filled in each time an employee incident occurs.

Fig. 04: The completed Details window.

When the incident details are complete, choose the Save button to close the pop-up window. This returns you to the main screen where the cell's original hyperlink has been replaced with the word "Edit" to indicate that you can perform further changes to the details when needed.
Select the Documents button to open a window where you can attach documents and files that pertain to the current incident. This can include PDFs, word processing documents, spreadsheets and images.

Fig. 05: The Documents window.

When the Documents window appears, select the "+" (plus sign) icon to display the Open dialog box, and then use this window to navigate to the location of the document(s) that you wish to add.
Example: In our example below, we see several documents that relate to the employee's current and historical incidents.

Fig. 06: Choose one or more documents to be added to this incident.
Select one or more documents as needed, and then choose the Open button. This adds the selected document(s) to the eNETEmployer Documents window.

Fig. 07: We have chosen three supporting documents for this incident.
Select the Close button to exit the Documents window.
When your details are complete, choose the Save icon (the Check Mark icon at the left side of the row) to accept your changes. This action saves the changes for the row and takes you out of Edit Mode.
Repeat the preceding steps to record additional employee incidents as needed.
Example: In Fig. 08 below, we have recorded incidents for three of our sample employees. Some have been resolved and some are still in progress.

Fig. 08: Three incidents added - one for each employee.

Save the changes to each row when you are complete.

To Record and Document Multiple Incidents

If you wish to record multiple incidents for a given employee, you can do so easily.

In the Employee - Incident screen, select the drop-down list immediately to the right of the New button to display the list of employees.
Select the name of the person to whom a second incident will be recorded, and then choose the New button. This inserts a sub row under the selected employee's existing incident row.

Fig. 09: A second incident sub row has been added to an employee.

Move to the Incident cell for the new sub row, and choose a new incident type to record.
Move through the various cells and apply the settings needed to record the employee incident.
Example: In Fig. 10 below, we have added an additional employee incident - it has not yet been resolved.

Fig. 10: An employee is shown with two incidents - both have yet to be resolved.
Save the changes to the row when you are complete.

This completes the tutorial on recording employee incidents.

See Also: