Accident Management

Overview

This form enables the creation and administration of accident records for a selected vehicle. A lot of information needs to be stored as a result of an accident and a lot of chasing is required to make sure that tasks are carried out by drivers, repairers, third parties, brokers and rental companies to name but a few.

The minimum details required are the Registration Number, Date and Time of the accident. The accident can be saved and at any time the accident can be recalled and details of repairs, estimates, witnesses and ULR details can be added.

What do you want to do?

Step-by-step process

To access the Accident Management option:

From the Master Menu, select the Vehicle Administration option and Company required.

The Vehicle Administration Menu is displayed.
Select the Accident Management option.

The Accident Management Summary form is displayed, showing all the current accidents and actions.
Alternatively, it may be accessed via the Accidents option from the Maintenance Control Menu or the icon from the Toolbar. This form is also logically accessible via the Accident Management option from within the Relief Hire Vehicle Details form and may also be viewed within Contract Review and Vehicle Purchasing.
Select the icon.

The New Accident Form is displayed
At the Registration No field either enter the registration directly or use the button to search within CRM; once selected and CRM exited, select the Yes command button when prompted to create a new accident.

A system generated accident number has now been allocated to the new accident and the user and created date are displayed in the Titlebar.
At the Driver Field user the button to search the CRM customer records for the driver; once selected and CRM is exited the driver number and name are displayed in the Driver and Actual Driver fields. Use the Tab key to move to the next field.

Note: Field Diff drvr can be selected to enter the details of the driver if they do not exits within CRM; if this is selected then the Relationship field is activated and from the button the appropriate code should be selected.
At the Company field use the button to search the CRM Company records for the company that has the vehicle on contract or hire at the time of the accident. Use the Tab key to move to the next field.

Note: If a Driver and Company is linked within CRM to the registration used to create the accident record then the Driver and Company fields are automatically populated and the user can tab to the Incident date field.
Enter the Incident Date of the accident buy using entering the date manually or by selecting the button and selecting the date from the calendar. Use the Tab key to move to the next field.
Enter the time of the incident directly into the Time Field. Use the Tab key to move to the next field.

Note: This is the minimum amount of data required to create an accident record. The following fields within the accident form can be added when required by recalling the accident.
Enter the location of the incident in the Location field. Use the Tab key to move to the next field.

Note: Steps 1 to 10 may only be known at the time of creating the Accident Record and the record can then be saved. The following steps can be followed at a later stage when more information has been received.
Enter an appropriate Incident Type or select the on the right of the field and select a code from the list presented. Use the Tab key to move to the next field.

Tip: Incident Type selected determines which Cause Codes can be used.
Enter the Road Conditions code directly in to the field or use the button to select the required code. The description of the code used for the road conditions is free text and can be overtyped. Use the Tab key to move to the next field.
Enter the Purpose code directly into the field or select the to select the appropriate code. Use the Tab key to move to the next field.
Enter the Responsibility code directly or use the to select the appropriate code. Use the Tab key to move to the next field.

If a Third Party code is selected then you will be prompted to enter third party details, this can be cancelled and entered at a later date, as this may not be known at the time of creating the accident record. See Create a Third Party Record.
The Witnesses? and ULR Claim checkboxes are covered in the Create a Witness Record and Create a ULR Claim help files.
Enter the Cause Code directly into the field or use the button to select the required code. As mentioned above the Cause Codes that can be used are predetermined by the Incident Type selected. Use the Tab key to move to the next field.
The Sub Cause can only be populated if the Cause Code has been set up with sub cause codes. Use the button to select a Sub Cause Code. Use the Tab key to move to the next field.
Enter the Damage Code directly or select the button and select the code from the list presented. The description of the Damage Code is free text and can be overtyped. Use the Tab key to move to the next field.
At the Repairer field use the button to search CRM for the company that will be used as the repairer; once selected and CRM is exited the Company Number is shown in the field with the company name displayed in the field beneath. Use the Tab key to move to the next field.
The Any Injuries? field is a checkbox where a single mouse click (or by pressing the letter Y key) activates a popup to enter injury details; select OK in the form to save the details. Use the Tab key to move to the next field.
The Any Fatalities? field is a checkbox where a single mouse click (or by pressing the letter Y key) activates a popup to enter fatality details; select OK in the form to save the details. Use the Tab key to move to the next field.
The Report to Police? field is a checkbox where a single mouse click (or by pressing the letter Y key) activates a popup to enter police details; select OK in the form to save the details. Use the Tab key to move to the next field.
The Unroadworthy? field is a checkbox where a single mouse click (or by pressing the letter Y key) activates a popup to enter the vehicle location details; select OK in the form to save the details. Use the Tab key to move to the next field.

Note: When this field is selected the Immediate Recovery field is enables.
The Vehicle Insecure? field is a checkbox where a single mouse click (or by pressing the letter Y key) populates the field with a tick; this field is for reporting purposes and also activate the Immediate Recovery field. Use the Tab key to move to the next field.
The Immediate Recovery checkbox field is only enabled if either or both of the two previous fields are activated. A single mouse click (or pressing the Y key) is used to populate this field with a tick; again this is for report purposes but if selected this enables the Agent field.
At the Agent field select the button to search CRM for the company that is to be used for the recovery. Once selected and CRM is exited the company number and name are shown. Use the Tab key to move to the next field.
The Hire Vehicle checkbox is covered in the Allocate a Hire Vehicle help file.
The Repair Stage code can be manually entered into the field directly or the button can be selected and the appropriate code selected from the list. Use the Tab key to move to the next field.
The Booked In date field can be manually entered or the date can be selected by selecting the button. Use the Tab key to move to the next field.
The + field is a numeric field where the estimated repair days are entered. Use the Tab key to move to the next field.
The Repair Start date field can be manually entered or the date can be selected by selecting the button. Use the Tab key to move to the next field.
The Completion Date (Estimate) field is a system calculated field and cannot be edited; certain parameters are used to calculate this date when an estimate is created and accepted.
The Completion Date (Actual) field can be populated manually or by selecting the button.

To Open an Existing Accident Record :

From the Master Menu, select the Vehicle Administration option and Company required.

The Vehicle Administration Menu is displayed.
Select the Accident Management option.

The Accident Management Summary form is displayed, showing all the current accidents and actions.
There are now two ways to open an existing accident record.
The first, and most simple route, is to use the mouse to hover over the accident record to be opened and double-left-click to open that record.
The second way is to select the icon.

This displays the Search for Accident form which enables an existing accident record to be located by allowing entry of one of the following search criteria: Accident No. Registration No.. Date or Driver name.
Enter the required criteria and select the Search command button; this invokes a search of all Accident records, including completed records. If only one record meets the entered criteria then the Accident form enabling review or data editing of an existing accident record.
If more than one Accident record meets the selection criteria use the mouse to double-left-click on the record to open it.

Accident Management form

This form is divided into four parts that are as follows:

Title Bar

In addition to displaying the form name the Title Bar displays the a number of other useful identification criteria and buttons.

Menubar and Toolbar

File
View
Tools
Admin
Help

Menu	Icon	Description
File > New		Displays the New Accident Record form so that a new accident record may be created.
File > Open		Displays the Search for Accident form which enables an existing accident record to be located by allowing entry of one of the following search criteria: Accident No. Registration No.. Date or Driver name. Once the required criteria is entered and the OK command button selected the system displays the Accident form enabling review or data editing of an existing accident record.
File > Exit		Exits to the original form that called the process (this may be any one of a number of forms - see above).
View > My Actions/All Actions		A toggle menu option which enables the Accident Grid to be toggled between displaying all accidents record or simply those accident records applicable to the user currently logged into the system.
Tools > Refresh		The refresh option refreshes the status of the records displayed in the Action Grid based on the Action Date/Date Due field. The colour of the record row changes dependent upon whether the Action Date is in the future, has passed, etc. The colour legend is as follows: Black = Not yet due; Blue = Due; Red = Overdue. By ticking the Use Auto-Refresh checkbox within the Accident Tab in System Parameters the refresh option can be configured to run automatically. The number of minutes interval required for each refresh is then entered in the Refresh Interval field immediately below.
Tools > Scanning		Displays the FB Document Management form which enables the retrieval and review of documents that are scanned in and held against either the accident record or vehicle.
Admin > CRM		Accesses the CRM module and its associated Company, Customer and Vehicle records.
Admin > Administrator		Accesses the Administrator mail and diary functions.
Admin > Todays Contacts		This feature is now run within the CRM module.
Admin > Quick Reports		This menu option provides access to the five most frequently used Accident Management reports. Once written within RepGen an button may be used to locate and select these reports for inclusion within this menu list within the formats Tab within Vehicle Administration /System Maintenance/System Parameters.
Help >		Provides online access to context sensitive help for the current application using the default browser.

Accident Management Dialogue Box

The Accident Management Dialogue Box displays an Action Grid that shows several data fields relevant to the accident record. This is an activity form which is designed to list all outstanding actions currently held against accidents in order of next action date/time. Each row contains the following data columns:

Note: Display contains either all accident record or simply those relating to the user currently logged into the accident management process depending upon the All Actions/My Actions menu/toolbar option selection.

Action Grid

No.: Unique sequential system generated accident number. The next accident number to be used is allocated centrally (when the record is saved) from the System Controls module via the Next Accident Number field. This field cannot be edited.

Regno: Registration number of the vehicle involved in the accident.

Date: Date the accident occurred.

Action: Next action required against this accident.

User: User who is to carry out the next action required against the accident.

Action Date: Date by which the next required action is to be carried out.

Time: Time by which the next required action is to be carried out.

Stage: Repair Stage of the vehicle following the accident for example, I - Inspected, R - In Repair, etc. The Repair Stage is updated within the Accident Tab but initially set up within the Repair Stages table within Miscellaneous Options.

A double-left-click into a row for any accident record displays the relevant Accident form for the review or editing of the existing accident data.

A single-right-click into a row for any accident record displays a pop-up sub-menu containing the following menu options:

Display: Opens the selected Accident form for the review of existing accident data only.

Edit: Opens the selected Accident form for the editing of existing accident data.

Show Summary Info: Opens the Quick Details form for the review of the key accident details. These are as follows:

Driver's name

Location of accident

Insurance company

Insurance brokers

Policy number

Status Bar

Displays the currently select action criteria for example, ALL ACTIONS or MY ACTIONS.