Accessed via selection of the Accident Tab from the Accident form
This tab contains all of the crucial data fields that enable the initial accident record to be created such as location, road conditions, cause, responsibility, etc, together with an Actions Grid for defining the next required action.
The fields held are as follows:
The registration number of the vehicle involved in the accident. The
button immediately to the right of this field provides a lookup to the appropriate vehicle record within the CRM module. The full vehicle description is displayed to the right of this field. Once selected, the system prompts Create an Accident Record for ??????(where ?????? is the vehicle registration number; if the Yes command button is selected then the accident record is created and given a unique sequential number which is displayed in the Title Bar.
The unique Marketing Magic record number for the selected driver target. The driver target is held as a separate record within the CRM module. The
A checkbox which, if ticked, denotes that the driver associated with this vehicle was not driving at the time of the accident. If this field is ticked then the user has the choice of selecting/creating a marketing target record in CRM by completing the Actual Driver field below; or, simply adding a driver to the accident record only by selecting the
icon and entering the necessary driver details into the Actual Driver Details form.
The unique Marketing Magic record number for the actual driver i.e. the person driving the vehicle at the time of the accident. The actual driver must also be created as a CRM target and held as a separate record within the CRM module. The
Displays the Actual Driver Details form so that an alternative driver may be added (only to the accident record and not as a saved CRM target record).
The
button immediately to the right of this field displays a list of options to define the relationship of the actual driver to the driver; these are as follows:
S Spouse/Partner R Relative C Colleague O Other
The unique Marketing Magic record number for the selected company associated with the selected driver. The company is held as a separate record within the CRM module. The
Displays the Company Accident Notes form so that free format notes may be held against the accident for the company. This form currently works in two directions. Any notes that are added within this form are saved back to the Accident Management Notes icon area in the the Accident Tab of Fleet Details within CRM. Any notes that are present in the the Accident Management Notes icon area in the the Accident Tab of Fleet Details within CRM (either added directly in the Accident tab or through this form) are automatically displayed using this notes form.
The date on which incident/accident occurred. The
The time at which incident/accident occurred.
A fifty character alphanumeric field to define the location of the accident/incident.
The
A Accident V Vandalism F Fire T Theft S Storm/Flood Selection of incident type has a determining effect on what Cause Codes (see below) may be selected. the relationship between the cause code and incident type is determined within the Accident Cause Codes set-up table within Miscellaneous Options.
The
The
P Social & Domestic B Business O Other
A checkbox which, if ticked, denotes that witnesses were present at the accident. The system prompts Please Complete Witness Details and on selection of the OK command button moves to the Third Party & Witnesses Tab to facilitate entry of witness records.
The
Note: If the Third Party option is selected then the system automatically ticks the ULR Claim checkbox immediately to the right of this field to denote that an insurance claim is to be progressed against the third party for the accident costs.
A checkbox which, if ticked, denotes that a third party insurance (Uninsured Loss Recovery) claim is required for this accident.
The
A fifty character free-format meaningful textual description for various sub-cause types. The
Tip: Only those cause codes relating to the selected Incident Type (see above) are displayed. The relationship between the cause code and incident type is determined within the Accident Cause Codes set-up table within Miscellaneous Options.
The
The unique Marketing Magic record number for the selected repairer designated to carry out repairs to the vehicle involved in the accident. The repairer is held as a separate record within the CRM module. The
A checkbox which, if ticked, denotes that the person driving the vehicle has sustained injuries in the accident. Once the box is ticked the
icon appears and an Injuries Details form is displayed containing 5 x lines of up to 50 characters for logging details of any injuries sustained. Selection of the OK command button saves any injury details recorded.
A checkbox which, if ticked, denotes that the accident has been reported to the police. Once the box is ticked the
icon appears and a Police Accident Report form is displayed for logging police accident report details. Selection of the OK command button saves any details recorded.
A checkbox which, if ticked, denotes that there were fatalities involved in the accident. Once the box is ticked the
icon appears and a Fatalities Details form is displayed containing 5 x lines of up to 50 characters for logging details of any fatalities. Selection of the OK command button saves any fatalities details recorded.
A checkbox which, if ticked, denotes that the vehicle involved in the accident is no longer roadworthy. Once the box is ticked the
icon appears and a Vehicle Location form is displayed for logging the location of the vehicle which cannot be driven. This form contains 5 x lines of up to 50 characters for entering the address and there is also a field for the telephone number. Selection of the OK command button saves the location details.
Tip: Once this checkbox is ticked the Immediate Recovery? field is enabled allowing a recovery Agent to be selected.
A checkbox which, if ticked, denotes that the vehicle needs to be secured.
A checkbox which, if ticked, denotes that the vehicle requires immediate recovery. This field is only enabled after the Unroadworthy checkbox has been ticked.
The unique Marketing Magic record number for the selected recovery agent (e.g. RAC designated to carry out the recovery of the vehicle involved in the accident. The agent is held as a separate record within the CRM module. The
Tip: This field is only enabled if the Immediate Recovery? checkbox is ticked.
A checkbox which, if ticked, denotes that a hire vehicle is required as a replacement for the vehicle that has been involved in the accident. A pop-up box displays the prompt: Please complete hire details and the system automatically moves to the Hire Details Tab so that the details of the hirer can be entered.
Whilst the vehicle is at the repairer the status if the repair needs to be monitored this is done by way of a series of repair progress codes. The
The date the vehicle is booked in for repair. The
Utilising a number of system parameters the system uses the Booked In field to calculate the Completion Date - Estimate. However, further information may come to light which indicates the repair is to take longer than originally believed. An additional number of days may be entered in this field to take this information into account. This ability to edit this field is dependent upon user priority and is defined within the Priority To Add Days field within the General Tab in System Maintenance / System Parameters.
The date on which the repair of the vehicle commences. The
The estimated completion date for the repair. This field may simply be a manually entered estimated completion date or a number of system parameters may be used to enforce this as an automatically calculated field which cannot be edited. To use the automatic calculation the Use Work Days Calc checkbox must be ticked within the General Tab in System Maintenance / System Parameters. The system then uses the Booked In date (above) plus the Work Hours Per Day and Repair Calc Factor fields also within the General Tab in System Maintenance / System Parameters in conjunction with the Repair Days field in the Estimate Record to calculate the estimated completion date.
Tip: The Repair Days field is in itself a calculated field which uses Total Estimate Value for the repair divided by the Labour Rate (hourly) field.
The calculation is therefore as follows:
Calculation Result Estimated Labour Value (from Estimate Record) divided by Labour Rate Total Number of Hours for Repair Total Number of hours for Repair divided by Work Hours Per Day Number of Repair Days Number of Repair Days multiplied by Repair Calc Factor Repair Days Add Repair Days to Booked In Date Completed Date - Estimate
The actual completion date for the repair. The
Actions Log Grid
Contains the following fields:
- No.
A 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.
- Code
The next action code required against this accident. Actions are set up in Accident Actions table in Miscellaneous Options.
- Description/Notes
Displays the full description associated with the above action code or the Action Notes entered in the Amend Current Action form.
- Date Due
The date by which the next required action is to be carried out. This date initiates the colour status change in the primary Actions Grid in the initial Accident Management form.
- Completed
The date on which the action is completed. The action is completed by entering the completion date in the Amend Current Action form. Once an action is completed the system prompts to request if a new action record needs to be created. A further action record cannot be created until the previous action record is closed.
- Action By
The user who is to carry out the next action required against the accident.
A single-left-click into a row for any action record displays the Amend Current Action form for the review and editing of the currently selected action.
A single-right-click into a row for any action record displays the following small sub-menu:
- New
Creates a new action record via the Follow-up Action form. A new action record cannot be created until the previous action record is closed.
- Delete
Deletes the currently selected action record.
- Display
Displays the currently selected action record via the Amend Current Action form.
sah 10/11/05