Electronic Occurrence Book & SITREP

The Electronic Occurrence Book is the shared record for operational situations and incidents. Internal users can log an occurrence. The selected investigator owns the investigation, while the selected report reviewer checks the client reports before they are delivered.

Terms#

• Occurrence - the initial real-time record of what happened.
• SITREP - a situation report showing the current facts and response.
• IIR - Initial Incident Report, the first client report produced within 12 hours.
• Investigation Report - the complete findings report due within 3 days.
• Investigator - the user who investigates and captures the findings.
• Report Reviewer - the nominated internal user who reviews the IIR and final report before delivery.

Log an Occurrence#

Open Occurrences and select Log Occurrence. Capture the date and time, severity, client, site, occurrence type, description, optional evidence, assigned investigator, and report reviewer.

The system generates a reference, records the reporter, assigns the deadlines, and notifies the investigator and reviewer. The site list is limited by the selected client.

Investigation and Reporting Sequence#

1. The Investigator selects Start Investigation.
2. The Investigator selects Capture IIR and records initial findings and immediate actions.
3. The selected Report Reviewer selects Review IIR.
4. The Reporter or Reviewer selects Send IIR, confirms the recipient and delivery method, and records delivery.
5. The Investigator selects Submit Investigation and records root cause, findings, evidence, witness statements, corrective actions, and recommendations.
6. The selected Report Reviewer selects Review Investigation.
7. The Reporter or Reviewer selects Send Investigation Report.
8. The occurrence closes automatically when the final report is sent.

Actions appear only when the previous step is complete and the signed-in user is responsible for that step. Other internal users can view the record and log their own occurrences.

Client Delivery#

Sending a report generates a branded PDF and records the sender, recipient, delivery method, date, and notes. Email delivery sends the generated report when mail is configured. Manual and portal options record the selected hand-over method.

Deadlines#

• IIR: 12 hours from the occurrence time.
• Investigation Report: 3 days from the occurrence time.

The scheduled deadline check sends reminders and overdue notifications to the reporter, investigator, and reviewer. Dashboard cards identify overdue work.

Convert to Incident#

Convert to Incident transfers the case into the formal Incident register. It is available to the reporter, assigned investigator, selected reviewer, and Super Admin. Conversion changes the occurrence status to Converted to Incident, stops the occurrence IIR/investigation-report actions and deadline alerts, and continues the case under the Incident workflow. Use it only when the case must be managed as a formal operational incident.

CEO Oversight#

The CEO dashboard contains the Electronic Occurrence Book / SITREP section. It summarizes open, high-severity, unassigned, investigating, awaiting-review, overdue, and closed occurrences; report compliance; closure time; type distribution; client activity; and priority open cases for the selected period.