Creating a Vehicle Incident from the Compliance Suite [Video]

NOTE: This article covers manually creating vehicle incidents from the Vehicle Incidents page in myAvail ETMS. Refer to Creating a Vehicle Incident from the myAvail Dispatch Application for creating vehicle incidents utilizing the integration between ETMS and the myAvail Dispatch Application.

The Vehicle Incidents feature provides your agency with a comprehensive incident-tracking solution that incorporates details from various sources into one convenient location.

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The Vehicle Incidents form collects all necessary information to successfully track your agency's vehicle incidents. The form consists of 6 main elements:

  1. Basic Info tab
  2. Vehicle Info tab
  3. Notes tab
  4. Service Info tab
  5. Roadcall tab
  6. Attachments button

Incidents created from the myAvail Dispatch application will include pre-populated data. See Creating a Vehicle Incident from the myAvail Dispatch Application for more information. See ETMS Structure for details about navigating and saving forms.

Basic Info Tab

The Basic Info tab collects the foundational incident information. The Title, Incident Date, Incident Time, and Status fields are required and must be filled out in order to save the incident.

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Click Next to continue to the next tab.

Vehicle Info Tab

The next tab collects vehicle information like Vehicle ID, Operator, Vehicle Incident Type, and Vehicle Problem Code. If the incident originates in the myAvail Dispatch application, the Vehicle ID and Operator fields will be pre-populated.

The Vehicle Incident Type drop-down contains options such as Replace Vehicle, Vehicle Problem, or Accident.
The Vehicle Problem Code drop-down contains many options that you can pick to describe a vehicle problem.

The Tow checkbox is used to indicate if the vehicle is being towed. When it is checked Roadcall Severity drop-down becomes available.

The Roadcall Severity drop-down contains options such as Not Reported (the vehicle is going to complete the scheduled trip), Major Mechanical (if the vehicle is a safety hazard, disabled or movement restricted) and Other Mechanical (if the vehicle is not a safety hazard, disabled or movement restricted).

The following fields will become available if the Vehicle Incident Type is Accident

Damage - is an open text field.
D&A - is used to indicate if the operator had a Drug and Alcohol test.
Injury - is used to indicate if there was an injury in the accident.

Replay Vehicle in Geotools

The Replay Vehicle in Geotools button is located in the Vehicle Info tab of a saved incident - indicated with Edit Incident in the page name and breadcrumb navigation. It will be available based on your position’s security permission.

Clicking it will open a Geotools window in a new tab. All the vehicle information, including daytime converted to local time, will be passed on to Replay.

Click Next to continue to the next tab.

Notes Tab

In this tab enter any additional incident details that have not yet been captured, such as the events that lead to the incident or any actions taken. Refer to the Attachments section below that provides more information.

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Any information already entered and saved cannot be edited or deleted. If several notes were entered in the past, you will be able to see them as a conversational history with authors' names/positions and time stamps for those notes.

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Click Next to continue to the next tab.

Service Info Tab

The Service Info tab is most beneficial for agencies utilizing Avail's CAD/AVL solution. Indicate the service information for the affected vehicle as well as any service interruption, addition, missed miles/hours, etc. This functionality lets the user correct the bad data if needed. This tab will no longer be auto-populated. 

After selecting a Service Date, block, route, and stop, the information displayed lower will be filtered based on the route/block selected. 

If after entering all the Service Modification data the user decides to change the Service Date or Block, the pop-up message will warn the user that this will clear all the Service Modification data entered previously.

Service Interruption

Denotes service interruption information. The calculation of interrupted mileage will take into consideration schedule data, not active data. The user has to manually input any interruption service and it will be calculated based off of schedule.

  • Time, Route, Trip, Stop: Start/end time of the interruption, set to the time of the event associated with the interruption. Route, trip, and stop associated with this incident.

Service Addition

Denotes time and place of service resumption if an interruption is identified with the incident.
The calculation of additional mileage will take into consideration schedule data, not active data. 
The user has to manually input any additional service and it will be calculated based off of schedule.

  • Time, Route, Trip, Stop: The time that service starts/ends. Route, trip, and stop associated with the resumed service

After entering new Service Interruption and Addition data manually, the user can click Save to save the incident, then go back in the incident/Service Info tab and click the Calculate button. The system will calculate additional revenue miles and minutes.

  

TIP: If an incident occurred on a day that is not the current service day today, all the fields that have drop-down options (Route, Stop, Trip) will be greyed out and you'll be unable to edit. This feature was introduced to encourage users to create and save incidents on the day they occur.
NOTE: When the user does the Decision Support action (cancel service, etc.), and then creates an incident, the service information will not be transferred. The user will have to go to the Vehicle Incidents card, find their incident and re-enter all the service information there.

The missing information (miles, hours) will be reflected in the BI Self Service Reporting

Click Next to continue to the next tab.

Roadcall Tab

In the event of a vehicle breaking down, for example, the incident would be created, and the Roadcall tab will be used by the dispatch to enter the time when they sent out the Mechanic and the time when he arrived at the location. This sets the incident as a roadcall.

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Save Button

Once you have completed the required fields and any additional incident information, click mceclip1.png to save the incident. You'll receive a message at the bottom of the page confirming that the incident was successfully saved and added to the Vehicle Incidents list.

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Attachments

Once your incident is saved, the Attachments feature allows you to include additional details about your agency's vehicle incidents. Attachments may include customer reports, driver's reports, police reports, photos, and notes. Supported file formats include pdf, doc, docx, jpg, jpeg, png, gif, and csv. 

To add an attachment, click Add Attachment button to add any necessary documents pertaining to this incident (e.g., customer report, driver's report, police report, photos, notes).

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You can drag and drop a document or browse for it. You must fill in the Category and Attachment Title fields, however, the Optional Comment field is not required. Click Save to finalize the attachment.

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Once the attachments are uploaded, you have two ways to exit the attachments screen: Back to Incident or Back to Incident List

Clicking Back to Incident button will lead you back to the current incident showing how many new attachments were added to the incident. In this example, 2 attachments were added.

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Clicking the Back to Incidents List button will lead you back to the section with the list of
all the vehicle incidents.

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TIP: The Attachment button will be disabled if it’s a new incident that hasn’t been saved. To make attachments, save your incident first and then go into the Edit mode, the Attachment button should be enabled.

Closing an Incident

To close an incident go to the Basic Info tab, change the status to Closed and click Save.

The popup will appear confirming that you want to close this incident.

Click the Save and Close Incident button.

Video Demo

In this video, we'll show you how to complete this process in myAvail ETMS.

Access and Security

Based on their position’s security permissions, you will be able to create new, or edit, close, reopen, and delete existing incidents. The Incidents checkbox checkboxes grant permission to all aspects of incidents. The Vehicle Incidents checkbox gives you permission to access the Vehicle Incidents card specifically.

Create

  • This adds/removes the Add Incident button from the Vehicle Incidents list.
  • This gives you the ability to create and save a new Incident regardless of other permissions. None of the fields will be disabled.
    • Exception: The Incident status drop-down might be disabled. This is based on Close/Reopen, meaning when creating the Incident, it will be set with a status of new.

Edit

  • If this is not enabled when viewing an Incident, you will not be able to change any Incident information.  All the form controls are disabled.
  • Note: Having Edit enabled will not allow you to edit a closed Incident. See Edit Closed.

Close/Reopen

  • This enables/disables the Incident status drop-down in the Edit Incident control.
    • This affects new and existing Incidents.

Edit Closed

  • If this is not enabled when viewing an Incident with a Closed status, you will not be able to change any Incident information.  All of the form controls are disabled.
  • Note: Having Edit enabled will not allow you to edit a closed Incident.

Delete

  • If not enabled, you won't have the option to delete an Incident from the Incident list.

Attachment Controls

Edit

  • If not enabled, you will not be able to add new attachments to an Incident.
  • If not enabled when viewing an Incident attachment, you will not be able to add/remove files from an attachment or change any other details about it.
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