How to Setup Incident Analytics
Incident Analytics compile information from incident reports completed by officers. The ability to use incident analytics requires a couple tools to be configured in the system. Each of these tools provides data that can be viewed and manipulated in the analytics. This section discusses how to setup each of these components to provide effective incident analytics.
To learn how to use and access incident analytics, see How To Access And Use Incident Analytics
Table of Contents
- Concept of Incident Analytics
- Setup Incident Categories
- Create a New Incident Category
- Components of an Incident Category
- Setup Site Locations
- Create Site Locations (Manually or Import)
- Organize Site Locations in Outline Format
- Setup an Incident Analytics Report Fields
- Access the Incident Report Template
- Add the Incident Analytics Field Types
Concept of Incident Analytics
Each of the items shown above provides different information that feeds into the incident analytics. The incident report, type and site location must all be setup to get the full benefit of incident analytics. Setup each of the following to get the most out of the incident analytics in TrackTik.
- Incident Categories (types): A standardized list of different types of incidents. Officers can select an item from this list when completing an incident report.
- Site Locations: These are setup at the site level. This standardized list provides officers options for location where incidents can occur at the site.
- Incident Report: There are two critical fields that must be included in an incident report for the system to consider the report as eligible data for analytics.
Setup Incident Categories
The Incident Categories are located both in Report Templates section and the Incident Categories section of the Settings. These items can be entered manually (one at a time) or a CSD representative can import an industry best practice list containing nearly 170 unique incident types. There are additional functionalities tied to incident types, which are discussed in the incident types article. For the initial setup, simply make sure that all incident types created and included in the "Default Incident List."
- Click on the "Settings" tile from the left-hand side menu.
- From the side menu, select the "Report Templates" or "Incident Categories".
- Click on the "Incident Categories".
Create a New Incident Category
To create a new incident follow the steps below. Note the following page will cover the components of an incident category. Make sure to review the following page before creating new incident categories.
- Make sure you are on the "Incident Categories" tab of the "Settings" Menu
- Click on the [+ Create Category] button.
- After reading the following page, complete the pop-up form and click the [Save] button.
Components of an Incident Category
- Description: This is the name of the incident type that will in the drop-down menu when officers write an incident report. Additionally, this is the label of the incident category that will be referenced in the incident analytics.
- Code (Optional): This is an optional field. The code can be used to reference incident codes in other systems or as an internal reference to a specific incident type.
- Details: This is a detailed description of the incident category. The notes added here are not visible elsewhere in the system. They serve as a reference to administrators reviewing the incident categories. Like the Code, this field is optional.
- Priority Level: This is the severity of the incident. Notifications can be created based on different priority levels.
- Type of Item: The drop-down in this field pulls the list of Parent Categories. From here the incident category can be assigned to a parent category, where it can then be included in notifications for other similar incident types.
- Show in Default Group: Assign the new incident category to a specific group based on different vertical markets. Select "Yes" to include the incident category in the default group. The default group is used at all sites, unless a user manually changes the incident group in the site profile.
Setup Site Locations
Creating Site Locations and Sections will allow your officers to tag these locations in their reports. That data is then fed into the Incident Analytics module to show which locations on the property experience the highest number of incidents. To access site locations, follow the steps below.
- From the Live Dashboard, click on the "Sites (Client)" tile to access the site list. Locate the desired site and click on the name of the site or the [View] button to access the site profile.
- Select the "Security & Patrol" tab from the site profile.
- In the "Settings Menu," click on the "Site Locations & Sections" menu option.
Create Site Locations (Manually or Import)
- Import Batch: If you have a list of site locations you can use the Import Batch option. Paste the list of site locations into the pop-up window and click the [Save] button to automatically populate the list into the Site Locations.
- Create a Site Location: If you are adding a new Site Location or starting from scratch you can add Site Locations one at a time by completing the form at the top of the screen. The Type of Item is just for reference and it is an optional field. Note that the [Enter] button on your keyboard will perform the same task as the [Save] button in the application. For this reason it is recommended that groups of locations be created a once. For example, if the property has five floors. Simply type in "Floor 1" [Enter] backspace over the number 1 and replace it with 2 - "Floor 2" [Enter]. Next move on to all staircases or office suites using the same process. This is an efficient way to add a list of locations one at a time.
Note - To expedite the process of adding site locations ignore the Type of Item. This can be added later without any loss of functionality to officers in the field.
Organize Site Locations in Outline Format
Drag and drop the Site Locations into place. Note that you can indent locations under others. Above Server Room\Room B is indented under Floor 3. Officer will be able to view the structure on their device when they tag a location. In this case the officer would know that Server Room\Room B is on the 3rd floor.
Setup an Incident Analytics Report Fields
The incident report form that will be used for incident analytics must contain two field types. Including these field types is a queue to the system to capture the report information as incident analytics. Both field types pull options from the standardized lists in incident categories and site locations. Along with this information the completed form will also provide the name of the officer that completed the report, the site, as well as the time and date. This information will be available in the incident analytics. Field types that must be included in the incident report:
List of Incident Categories: This list references the incident types created in the previous steps.
List of Site Location: This list the site locations list based on the site the officer is currently sign-in to. For mobile officers this list will be different for each site they visit.
Access the Incident Report Template
Access the fields setup for the incident report form that will be used for the incident analytics.
- Click on the "Settings" tile from the left-hand side menu.
- In the "Settings" menu, select the "Report Templates" menu option.
- If not already selected as the default, choose the "Custom Report Forms" option in the "Patrol Setting Menu."
- Click on the [Fields Setup] button for the incident report that will be used. Continue to the next step.
Add the Incident Analytics Field Types
Add each of the required fields to the selected incident report form. Follow the instructions below to add these fields to the incident report form.
- Click on the "Add a Field Type" link button.
- Use the drop-down in the "Type" menu to select "List of Incident Categories" and/or "List of Site Locations." Both of these fields will need to be added to the incident report.
- Provide a name for the field in the "Label" field. It is suggested these fields be mandetory by selecting the "Required Field" checkbox.
- Click on the [Save] button to add the field. Repeat this process to add the other required incident analytics field.