Viewing Occurrences and their related Incidents

The Occurrence details view lets you view all the information relating to any occurrence record in Q-Pulse (that you have permission to see). For information on searching for occurrences, see Using the List View. You can open any occurrence's details view by clicking its

icon.

The upper part of each occurrence record consists of a series of fields common to every occurrence record. The lower half consists of custom fields which will vary between different types of occurrence forms. At the bottom of the screen, the properties section lets you add notes and attachments. If the occurrence has been accepted, you can view its related incident as well.

1. Common Fields

Each occurrence record will contain the following fields:

Number - Each occurrence form will have a unique number.
Status - An occurrence will either be new (i.e. not yet reviewed), accepted (i.e. managed as an incident) or rejected. -To change the status of an occurrence, you must use Windows Q-Pulse.
Event Date -This is a mandatory field.
Type - The main category of the occurrence. This cannot be changed.
Reported By - Select the name of the person raising the report from the drop-down list. This field is mandatory.
Location - When an occurrence is submitted, the location field can be used to ensure it is routed to the correct person. Either select a location from the drop-down list, or click the icon to locate it from its tree view.
Title - A brief summary of the occurrence.
Confidential? - The confidentiality feature is used to hide sensitive information on the form. When you tick this box, any field that has been marked as confidential (the confidentiality status of each field is not visible) will not be visible to any user who does not have the correct user permission. - For more information, consult the Windows Q-Pulse help file.
Is Mandatory - If this occurrence is accepted and managed as an incident AND it needs to be sent to a regulator within a set time period, this box should be ticked. or more information, consult the Windows Q-Pulse help file.

2. Custom Fields

Every occurrence form is different, and will have a series of fields relating to the occurrence. However, data is entered into each field in one of the following ways:

Free text fields (either one line or multiple lines)
Date / time fields
Checkboxes (where one ore more values can be selected)
Radio buttons (where only one value can be selected)
Managed Lists - You can either select a value from a drop-down list, or click the icon to select a value from its tree view.
People fields - Either select a person from the drop-down list, or click the icon to perform a keyword search for a user.

3. Properties

Each occurrence can have the following additional properties:

Attachments: You can add pictures, videos or other files relating to the occurrence. To do this, click the icon, locate the file, then click [OK].
Notes: You can add any additional information about the occurrence by clicking the icon.

4. Viewing the related Incident

If the occurrence has a status of "Accepted", it will be managed as an incident. You can view information about this associated incident by doing the following:

In the details view, click the View Related Incident link at the top-left of the occurrence.
The Incident record will be displayed. - Please note if you want to make any changes to it, you will need to so in the Windows version of Q-Pulse.

You can return to the occurrence record by clicking << Back to Occurrence.

Each incident consists of the following:

Summary section

Number - Each incident number is unique
Type - This will match the type of the related occurrence
Event Title - A brief description of the incident. This will usually be taken from the incident's accepted occurrence.
Mandatory? - If this incident must be sent to a regulator within a set time period, this field will be marked as "yes".
Report Sent - The date the incident was sent to a regulator.
Status - New incidents will usually have a status of Open, and closed incidents will have a status of Closed. However, your organisation may use other statuses.
Owner - The person with overall responsibility for the incident.
Regulator number - This field can show the name or number of the regulator.
Closed By / Closed Date - These fields will be completed when the incident is closed.
Event Date - The date the incident was created. This will usually be taken from the incident's accepted occurrence.
Target Date - The date by which the owner should close the incident.
Department - Some incidents can be raised against a specific department.
Priority - e.g. low, medium or high. However, your organisation may use other severity ratings.

Classifications

Classification values are used to further categorise the incident for future analysis.

Risk Assessments

Any number of risk assessments can be performed against incidents. For each risk assessment, you can view the performed date, the owner (usually the person who performed it), the risk matrix used, the risk value and any comments that were added.

Incident Stages

Each incident can have any number of stages. Each stage has a unique name and one of the following icons:

- The stage can be worked on (in Windows version of Q-Pulse)
- The stage has been completed. To make changes to it, it must be reopened (in the Windows version of Q-Pulse).
- The stage cannot yet start until a previous stage has been completed.

Each stage consists of the following:

Target Date - The date by which the stage should be closed.
Owner - The person responsible for closing the stage.
Closed Date / By - The date the incident was closed and the person who closed it (if it has a icon).
Comment

Each stage can also have the following additional information:

Actions - An action is an individual item of work that must be completed before the stage itself can be closed.
Findings - These are raised as non-conformances in the CA/PA module. Each action has a number, an owner, target date and details (for the owner). Once the action is completed, it should have a response and a closed date.
Team Members - These are the users who can be kept informed by Q-Pulse about any changes made to the stage.

- If you wish to view any attachments, notes, costs or electronic signatures assigned to the incident, you will need to use the Windows version of Q-Pulse.