Adding default tasks to incident reports
A day in the life of a security officer can bring many tasks, from patrolling the property, scanning visitors in and out and checking identification, investigating incidents, interviewing witnesses and writing reports, reviewing CCTV cameras, and more. Within these tasks may be a sub-set of tasks that occur each and every time. Take for example an incident involving a vehicle accident. When this occurs, it is important to get photos of the damaged vehicles. As a security manager, you may require your investigating officer to draw a diagram, and take measurements so you can recreate the scene if needed after everything is cleaned up. In your SOP or post orders, you may already have a list of tasks that are required to be done when reporting on a vehicle accident, to continue with this example.
Auto-assign tasks to incidents
In response to a client request, we have built a collaborative tool that connects incident types with a list of standard tasks that always need to be done following the start of an incident. These tasks are viewable by the entire security team, not just the author of the incident report or primary investigator. Team members are able to add notes to tasks, manage deadlines, and mark tasks as complete when they are done.
How it works
When setting up your IR classifications under Settings > List IR Types , you will notice an area where you can add a list of tasks. In the example below, I've added 3 tasks to the IR Classification 'Vehicle Accident' which are to get photos, contact the insurance company and contact involved parties to ensure they are doing okay:
Next, I added an incident report using the classification 'Vehicle Accident'. After saving, I selected "Task List" from the action menu:
The tasks previously saved appear in a kanban list. The panel at the left shows the tasks that are not yet started.
Below I clicked the "Call Insurance" task and added a comment:
After clicking "Post", comments appear in the bottom of the popup:
Below we can see the "Call insurance" task is now complete, and the "Get Photos" task is started and has a due date of today, July 14th, 2020. Anyone in the security team would see the same, and could add comments, or complete tasks as needed:
Below we clicked the plus icon to add another task. This one is a reminder to send contact information about the impound yard to Mr. Jones:
After saving, the new task appears in the "Not Started" panel with a flame icon, indicating that it is urgent:
At the top of the IR list towards the right, you may see a button marked "IR Task Due". The presence of this button indicates that a task assigned to an IR is either coming due or is past due:
Click the button to show a list of incomplete tasks. In the popup shown below, we can see that we have several IR's with incomplete tasks. Tasks that are overdue are shown in red. Clicking the "Open" button in the action column opens the task list for that IR:
Summary
This collaborative tool can keep your team focused on completing time sensitive tasks. It can help prevent having incident reports accepted with missing information. When printing or sharing IR's with your management team or insurance company, a task log is shown on the last page of the downloaded IR pdf, documenting who completed the tasks and what date they were completed.
The video below describes this feature:
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