SharePoint · Oil and gas

A SharePoint system to report incidents and close safety actions

A SharePoint incident reporting system. Anyone logs an incident, the HSE officer reviews it, assigns action points with closure dates, and closes it with the full log kept.

Client: An oil and gas company with sites and offices that report safety incidents and observations
Industry: Oil and gas
Platform: SharePoint
Started from: Incident Management product

01The challenge

Incidents were reported by phone and email. Details were incomplete, follow-up actions had no owner or date, and the HSE officer could not see what was open or who was working on it.

02The solution

The reporter picks the location, or Other (not in control), which turns the specified-location field into free text. The form takes person identification, category of incident, potential risk and hazards, requested by, person involved, description, immediate measure or mitigation, remark and documents. The HSE officer reviews the report and adds action points with a review, an action point, one or many assigned users, an agreed closure date and a status. Assigned users update their action with remarks and documents, and the HSE officer is emailed. The HSE officer can close the incident at any time, and the approval log shows all communication. Admins keep the masters, the HSE Admin and HSE Member groups, and reports by reporting date range, requester and assigned user with Excel export.

How an incident is closed

LocationPick a location, or Other (not in control), which makes the specified-location field free text.
ClassifyPerson identification, category of incident, and potential risk and hazards.
DescribeRequested by, person involved, description, immediate measure or mitigation, remark and documents.
HSE officer reviewA review, an action point, assignment to multiple users, an agreed closure date and a status.
Assigned users actThey update the action with remarks and documents.
Email to the officerThe HSE officer is emailed on every update.
Close at any timeThe HSE officer can close the incident whenever needed.
Approval logAll communication kept in one log.

Screens from the system

Sample data only. These screens show the layout and flow, not real records.

Screen 1 of 4Built for this client

Dashboard

One dashboard for the reporter, the HSE officer and the people assigned to actions.

What we built

Incident formStructured fields with a location rule for places outside control.
Action pointsSeveral users, closure dates and statuses per incident.
Assigned user updatesRemarks and documents with officer email.
Closure and logClose at any time with the full approval log.
MastersDepartment, designation, potential risk hazards, person identification, category of incident, location and location specified.
Employee masterUsed for requester and assignee selection.
GroupsHSE Admin and HSE Member.
ReportsBy reporting date range, requester and assigned user, with Excel export.