Run Report – Incident

Incident reports allow you to view and print reports about your installation's incidents. These reports aid management in incident management and recovery.

Your security rights determine whether you can run incident reports and which properties you can run the reports on. If you do not have the required security rights, contact your system administrator.

To run Incident reports:

  1. Access the Incident module by clicking the Incident link at the top of the page.

  2. Select the Run Report tab.

  3. In the Select a report field, select the report you want to run.

  4. Specify report criteria.

  5. Click OK to run the report.

The following Incident reports are available:

ClosedIncident Totals Report

The Incident Totals Report displays statistics about the total number of incidents that occurred in the specified time period, broken down by month and by incident subType.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

  • Property – Click the Select link to run the report for a particular property.
  • Region – Select a value to run the report for a particular region. If you select a property, this field is not displayed.
  • Incident Type – Select a value to run the report for a specific incident type.
  • Incident Date – Enter two date values to run the report for incidents that have occurred within the specified date range. The system defaults to a date range from the beginning of the calendar year to now.
  • Report Type – Select a report type: Excel (Microsoft Excel .xls file) or CSV (comma separated variables).

Report Output

The generated report is presented in tabular format where the total number of incidents are summarized by date, by subType, and by root cause. The results include:

  • Month – the month and year when the incident occurred
  • Incidents – the total number of incidents per month
  • Incident SubType – the subType of the incident
  • Incidents – the total number of incidents per subType
  • Root Cause – the underlying cause of the incident
  • Incidents – the total number of incidents per root cause

ClosedUptime Report by Property

The Uptime Report by Property lists the amount of time for each month that a property has gone without an incident, broken down by incident subType. Data is displayed as:

  • the incident-free percentage of the total hours by month, where 100% indicates no incidents have occurred
  • the number of incident-free hours calculated by subtracting the duration of all incidents from the total number of hours in the month; for example, if one 5-hour incident occurred in February this value would be ((28 x 24) - 5) or 667 hours.

Only incidents that occurred at active properties and incidents that have ended are included in this report.

To run this report, you must select an Incident Type.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

  • Property – Click the Select link to run the report for a particular property.
  • Region – Select a value to run the report for a particular region. If you select a property, this field is not displayed.
  • Incident Type – Select a value to run the report for a specific incident type.
  • Incident Date – Enter two date values to run the report for incidents that have occurred within the specified date range. The system defaults to a date range from the beginning of the calendar year to now.
  • Report Type – Select a report type: Excel (Microsoft Excel .xls file) or CSV (comma separated variables).

Report Output

The generated report contains one row for each property/incident SubType pair, and then a row totaling all incident subTypes for the entire property. The results include:

  • Property - the name of the property where the incident occurred
  • Incident SubType – the subType of the incident
  • Address 1 – the street address of the property where the incident occurred
  • Address 2 - the secondary street address of the property where the incident occurred
  • City – the city where the incident occurred
  • State – the state where the incident occurred
  • Country – the country where the incident occurred
  • Zip Code – the zip code of the property where the incident occurred

For each month in the specified Incident Date interval, the following two columns of information are displayed:

  • Percentage – the percentage of incident-free hours in the given month
  • Hours – the total number of incident-free hours in the given month

ClosedIncident Cost and Recovery

The Incident Cost and Recovery report lists detailed information about all incidents that have occurred during the specified time frame.

To include information about the costs associated with an incident in this report, your system administrator must enable Costs and Recovery on the Incident module Configuration Options page.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

  • Property – Click the Select link to run the report for a particular property.
  • Region – Select a value to run the report for a particular region. If you select a property, this field is not displayed.
  • Incident Date – Enter two date values to run the report for incidents that have occurred within the specified date range. The system defaults to a date range from the beginning of the calendar year to now.
  • Report Type – Select a report type: Excel (Microsoft Excel .xls file) or CSV (comma separated variables).

Report Output

The generated report contains one row for each incident. The results include:

  • Incident ID – the incident identification number
  • Date – the date the incident occurred
  • Property - the name of the property where the incident occurred
  • Address 1 – the street address of the property where the incident occurred
  • Address 2 - the secondary street address of the property where the incident occurred
  • City – the city where the incident occurred
  • State – the state where the incident occurred
  • Country – the country where the incident occurred
  • Zip Code – the zip code of the property where the incident occurred
  • Type – the type of incident
  • Incident SubType – the subType of the incident
  • Start Date and Time– the date and time when the incident occurred
  • End Date and Time – the date and time when the incident ended
  • Duration – how long the incident was in progress
  • Root Cause – the underlying cause of the incident
  • Incident Description I, Incident Description II, Incident Description III – descriptions of several aspects of the incident
  • Root Cause Investigation – information obtained about the root cause of the incident
  • External Incident ID – any external incident ID number (for example, a police report number)
  • Incident Status – the current state of the incident

The following fields are included in the report only if Cost and Recovery information has been enabled by your system administrator.

  • Labor Costs – total labor costs entered on the Work Order Financial page for all work orders associated with the incident
  • Material Costs – total material costs entered on the Work Order Financial page for all work orders associated with the incident
  • Other Costs – total other costs entered on the Work Order Financial page for all work orders associated with the incident
  • Total Costs – total costs for the incident calculated by adding the labor, material, and other costs
  • Recovery Costs – total amount recovered; may include tenant reimbursement or insurance claims
  • Variance – the difference between the total costs amount and the recovery costs amount