Reporting a case
- Erich Must Wessel
- Karin Gjerde-Meyer (Unlicensed)
When there is an incident, observation, suggestion for improvement or just positive feedback, it must be quick and easy to register this in the system. There are several places where a user can fill in a report form:
From the reporting buttons on the Better Start page
From the reporting buttons in the Quick access menu
From the reporting buttons in the app (if you have the app)
In addition, Better is well integrated with the rest of the system, so you can also create cases and actions from multiple data elements.
Cases can be reported from a process, system calendar, compliance assessment, objects, customer, supplier and assets.
Actions can be reported from the system calendar, targets, objects, risks, risk evaluations, expertise, assets and controls.
The reporting form should be kept simple, with only necessary details, as this increases the chance that the report will be completed and submitted. For this purpose, we have included the minimum fields required for the case manager to do a proper job. QM365 customers with Enterprise installations can customize both the reporting and case management forms.
Fields in the report form
Title*: a summary of what the case is about
Description*: a more detailed explanation of the case. The text must be sufficient for the case manager to understand and handle the case.
Event time: The system sets this to today's date, but can be changed by the reporter.
Event location: a text field where the reporter can enter the location's name, address or similar. Not to be confused with the "Organization" field.
Source (option): a list of choices with the origin of the case. Usually options like "Internal", "External" and "Audit". This is hidden by default, but can easily be turned on. If it is activated, then this field is mandatory to fill out.
Observed by*: the logged in user's name is automatically filled in, but sometimes you may be reporting on behalf of another person or an external person, so this is only a text field that can be changed.
Immediate Action: A text field where the reporter can write any actions that may have been taken to reduce the impact or fix the problem.
Project (option): search function against the project list. Can turn on the option to create new ones
Organisation*: the reporter must select the place/department where the incident occurred. The system will automatically select a case manager based on the layout in the organizational list.
Data fields with red stars * are mandatory.