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TRAINING MANUAL
PART 2:
THE UPLOADS SOFTWARE TOOL
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TABLE OF CONTENTS DEFINITIONS .................................................................................................................................. 5
WHAT TYPE OF INCIDENTS SHOULD BE REPORTED? ............................................................. 5
INSTALLING THE UPLOADS SOFTWARE TOOL .......................................................................... 6
OVERVIEW OF THE UPLOADS SOFTWARE TOOL ..................................................................... 7
Logging in ..................................................................................................................................... 7
Navigation .................................................................................................................................... 7
Find records within the database .................................................................................................. 9
Help – UPLOADS Manual .......................................................................................................... 10
Help - Links ................................................................................................................................ 11
Help - Tooltips ............................................................................................................................ 11
Selecting Staff and Clients from drop-down lists ........................................................................ 12
ID numbers ................................................................................................................................. 13
Editing a record .......................................................................................................................... 13
Entering dates/times ................................................................................................................ 13
Data entry errors ........................................................................................................................ 14
Portals ........................................................................................................................................ 14
STAFF RECORDS ......................................................................................................................... 15
Mandatory details for staff records ............................................................................................. 15
Entering staff records ................................................................................................................. 15
Single record entry - Staff ........................................................................................................... 15
Multiple record entry – Staff ........................................................................................................ 15
Other actions on the Staff records page ..................................................................................... 17
CLIENT RECORDS ....................................................................................................................... 18
Mandatory details for client records ............................................................................................ 18
Entering client records ................................................................................................................ 18
Single entry - Client .................................................................................................................... 18
Multiple entry - Client .................................................................................................................. 19
Other actions on the Client page ................................................................................................ 20
INCIDENT RECORDS ................................................................................................................... 21
Mandatory details for incident records ........................................................................................ 21
Overview of the incident section ................................................................................................. 22
How to enter information from an incident report ........................................................................ 22
How to code causal factors ........................................................................................................ 23
Description of the causal factor taxonomy .................................................................................. 26
How to code relationships between causal factors ..................................................................... 32
PARTICIPATION DATA ................................................................................................................. 34
How to calculate participation data ............................................................................................. 34
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Entering a month of participation data ........................................................................................ 34
SUBMIT DATA TO NATIONAL DATASET..................................................................................... 35
MERGING UPLOADS DATABASES ............................................................................................. 37
ANALYSING YOUR DATA ............................................................................................................. 38
Incident Statistics Report ............................................................................................................ 38
Systems Analysis of Causal Factors (Accimap) ......................................................................... 42
Export your data as excel files .................................................................................................... 45
BACKING UP AND RESTORING YOUR DATA ............................................................................ 46
Backing up your data .................................................................................................................. 46
Restoring the database file from backup .................................................................................... 46
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DEFINITIONS An “incident” is defined as an event that results in an adverse outcome or a near miss.
An “adverse outcome” is defined as an event resulting in a negative impact, including: missing/overdue people; equipment or environmental damage; injury; illness; fatality; or social or psychological impacts.
A “near miss” is defined as a serious error or mishap that has the potential to cause an adverse event but fails to do so because of chance or because it is intercepted. For example, during a rock climbing activity an instructor notices that a participant’s carabineer was not locked. If the student had fallen, this may have led to a serious injury.
WHAT TYPE OF INCIDENTS SHOULD BE REPORTED? So the data contained in the National dataset is not biased towards more serious events, it is important that you report any:
• Adverse Outcome with an Actual Severity of 1 or greater; and • Near Miss with a Potential Severity of 2 or greater.
Actual severity Rate the Actual Severity of the incident in terms of the actual outcome of the event. Severity Rating Definition for Actual Severity Ratings 0 No impact Requires no treatment. 1 Minor Requires localised care (non- evacuation) with short term effects. 2 Moderate Requires ongoing care (localised or external, i.e. evacuation or
not) with short to medium term effects. 3 Serious Requires timely external care (evacuation) with medium to long
term effects. 4 Severe Requires urgent emergency assistance with long term effects. 5 Critical Requires urgent emergency assistance with serious ongoing long
term effects. 6 Unsurvivable Fatality. Potential severity Rate the Potential Severity of the incident in terms of the worst possible outcome, given the scenario. Severity Rating Definition for Potential Severity Ratings 0 No impact An incident where the potential outcome has a negligible
consequence. 1 Minor An incident where the potential outcome to risks has a low
consequence. 2 Moderate An incident where the potential outcome to risks can cause
moderate injuries or illnesses. 3 Serious An incident where the potential outcome to risks encountered is
such that it may cause major irreversible damage or threaten life. 4 Severe An incident where the potential outcome to risks encountered is
certain death.
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INSTALLING THE UPLOADS SOFTWARE TOOL Minimum system requirements:
• Mac OSX 10.6 or later OR
• Windows XP, Vista, 7, 8 or later AND
• Chrome web browser installed on your computer You can download Chrome for free from Google (https://www.google.com/intl/en/chrome/browser/) Instructions:
1. Copy and paste the link in your instructions into a web browser.
2. Click on the file "uploads.zip"
3. Select "Download"
4. Locate the file on your computer.
5. Unzip/Extract the file
6. Copy the UPLOADS folder onto your desktop or hard drive.
7. Make sure the file structure is intact after you copy the folder:
• Accimap • Backups • DB_program • Deidentified • Export • Import • Report
8. To open the software tool, open the folder “DB_program”. Click on “DB_program”.
9. You will be prompted to open the “Database” using your Account Name and Password.
10. Account Name: staff
Password: uploads IMPORTANT INFORMATION: Each copy of the UPLOADS Software Tool has a unique identifier. This is so that it can generate unique ID codes for each incident. This means that you cannot install the same copy of UPLOADS on multiple computers. If you wish to run UPLOADS on more than one computer, please contact the UPLOADS research team for more information.
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OVERVIEW OF THE UPLOADS SOFTWARE TOOL Logging in Upon launching the database, users will be prompted to enter their Account Name and Password:
Account Name: staff
Password: uploads
The password can be changed when you login and via the File menu, but please note that if the password is forgotten it can only be reset by UPLOADS research staff.
Navigation The top row of buttons allows the user to navigate to the different sections of the database. A yellow highlight around a button shows the user their current location:
The table below describes the functions for the top row of navigation buttons shown in the image above. Navigation Button Function Description Incidents Enter information for an incident. Staff Use to record details of staff involved in incidents. Client Use to record details of clients (i.e. participants, teachers, volunteers)
involved in incidents. Participation Use to record details about activity participation days on a monthly
basis. The Admin section of the database contains a number of sub-menus. The table below describes the navigation functions for the Admin button’s sub menu: Admin Sub- Menu Function Description National Dataset Deidentify data to send to National Dataset Settings Change settings for postcode lookups and Accimap program Activities Add new activities to the database Export Functions to back up the database file or export data from the
database Import Import records into the database Migrate Transfer data from earlier versions of UPLOADS
In general, information would be entered into the database in this order:
1. Details of staff involved in incidents; 2. Details of clients involved in incidents; 3. Incident reports; and 4. Participation data.
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We only expect you to enter details about the staff and clients involved incidents. You do not need to enter details about other staff or clients.
Participation data would be entered for each month (Please note: if no activities are conducted in a month, an entry should still be created and “No” entered for “Were any activities conducted in the month”).
Some screens have two rows of buttons. The second row of buttons allows the user to manipulate the database:
Navigation Button
Function Description
Table/Form view Switch between viewing one record within the database (Form view) and a set of records within the database (Table view).
Form view Presents a view of one record from the database at a time for easier data entry/editing.
Table view Presents an overview of a set of records. Use table view to gain an overview and navigate between records (by clicking in the dark grey area to the left of the record you wish to select).
New Record Create a new record in the database. Clicking on “new record” allows you to start entering details on a new staff member, client or incident.
Delete Delete a record from the database. In general, this should be avoided, to preserve the history of information in the database. It is only possible to delete one record from the database at a time.
Find Search the database to locate a record or set of records. Show All Restore the database view after a Find request.
Note: This button will turn red to indicate that not all records are currently visible, due to a Find request.
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Find records within the database The “Find” function allows you to locate single records or a set of records within the database. Note that when you are “Find” mode the fields are indicated by a magnifying glass.
You can perform Find requests based on any field in the database. Simply enter the information into the field, and press “Enter”. For example: To locate a set of incident records associated with a particular activity:
1. Go to “Incidents” 2. Select “Find”. 3. Select the desired activity from the field “Activity associated with incident”, and press “Enter. 4. Select “Table view” to view the set of records
To locate a particular Staff record:
1. Go to “Staff” 2. Select “Find” 3. Enter the persons’ first or last name, and press “Enter.
To locate a particular Client record:
1. Go to “Client” 2. Select “Find” 3. Enter the persons’ first or last name, and press “Enter.
To locate all incidents in a particular year, e.g. 2012
1. Go to “Incidents” 9
2. Select “Find” 3. In the Date of incident field, type: 2012, and press “Enter.
To locate all incidents within a month, e.g. 12/2012
1. Go to “Incidents” 2. Select “Find” 3. In the Date of incident field, type: 12/2012, and press “Enter.
To locate all incidents within a date range, e.g. 01/07/2012 – 30/06/2013
1. Go to “Incidents” 2. Select “Find” 3. In the Date of incident field, type: 1/7/2012 .. 30/6/2013, and press “Enter.
Special characters There are special characters which can be used in Find requests: @, *, #, ?, !, =, <, > For example, In Find mode, if we enter:
a) A staff member’s last name as: *mes This will find all staff members whose last name ends in “mes”
b) A participant’s age as: <18 This will find all participants younger than 18 For more information on special characters, please see:
• http://www.filemaker.com/help/html/find_sort.5.4.html Help – UPLOADS Manual You can access the training and help material through the “File” menu.
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Help - Links Field labels that are underlined represent links that will help you complete that field.
For example, by clicking on the red underlined link “Actual Severity Rating” a window will appear providing details on the severity rating scale.
Help - Tooltips Placing the mouse cursor over a text field or button will often present a note clarifying the purpose/functionality of the text field or button, or provide a practical example/assistance.
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Selecting Staff and Clients from drop-down lists There are places where a staff member or client needs to be selected from a drop-down list.
As information is entered into the database, these drop-down lists may become very long, making it impractical to simply scroll down the list. To easily find and add client and staff records:
1. Click on the underlined field label
2. This will open a new record where you can find the staff or client record.
3. Locate the desired staff or client record by entering their first or last name and hit <enter>. 4. Copy the Staff or Client ID (see ID numbers) - highlight the ID number, select “Edit” and
“Copy”. 5. Paste the ID directly into the field – “Edit” and Paste”
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ID numbers All entries in the database are identified by a unique ID number (Incident ID, Staff ID and Client ID). In the Edit menu, there is an option (e.g. Copy Staff ID) that will copy this ID number directly into the clipboard so it can pasted into a drop-down list. Suggestion: Entering data anonymously All names selected via drop-down lists are automatically anonymised when databases are submitted to UPLOADS research staff, since they are displayed as ID numbers. However, names typed into fields (e.g. the incident “Narrative” field) cannot be easily anonymised. To keep this information anonymous, ID numbers could be entered in place of names when referring to people. e.g. “PWAC_1011 sprained his ankle ...” If the name of a participant needs to be retrieved at any time, it’s a simple matter of performing a Find request. ID numbers starting with “S” = “Staff” ID numbers starting with “C” = “Clients” Editing a record To edit a record in the database:
1. Go to the appropriate section of the database. 2. Find the record that needs to be edited (see finding records). 3. In Form view, click in the field you wish to update.
Any changes made are saved automatically. The text fields in the database have been specifically configured so as not to allow <tab> and <return> characters and other kinds of formatting. This has been done to ensure that data from all participating organisations, running on different computers/operating systems can be successfully merged into one database file by UPLOADS research staff. Entering dates/times The information from this database will be analysed as part of a research study. For this reason, it is important that information be entered in a consistent way across all participating organisations. Incident dates should be entered as: dd/mm/yyyy e.g. 07/08/2013 Incident times should be entered using 24-hour time e.g. 18:00 (for 6pm) The incident date/time will be automatically displayed to be user friendly (e.g. When a time of 18:00 is entered, “6 pm” will be displayed to the right).
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Data entry errors The database will automatically detect if certain types of data entry errors/omissions are made. For example a dialogue box will be displayed if the same factor appears on both sides of a factor relationship. If errors are made, this may cause a dialog box to be displayed, alerting the user of an error (and perhaps even taking some automatic steps to correct/undo the error). Portals There are sections of the database that present scrollable lists. These are known as portals, below is an example of a portal in the staff qualification section of the database:
They behave in special ways different to the rest of the database. A portal will always display a new blank row at the bottom - this is normal. To make an entry in a portal row, simply click in the blank field at the bottom. When you make an entry in a portal row, a new blank row will appear under it. Most of the portals used in this database will automatically sort e.g. Staff members are sorted by last name. To delete a portal row, click inside the row but outside of any field in that row (if this is done correctly, the entire row should highlight in grey), then hit the <backspace> key. Not all records may be visible in a portal at one time. i.e. You may need to scroll the list.
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STAFF RECORDS Use this section to record details about the people working within your organisation (i.e. employees, contractors and volunteers). It is expected that you will only enter details regarding those involved in incidents. Please note that all data saves automatically when inputting information into the UPLOADS program. The following section provides an overview to inputting Staff records. Mandatory details for staff records The following fields are mandatory for the Staff data contributed to the National Dataset:
• Date of birth (DOB) • Gender • Role within the organisation • First aid qualifications • Other qualifications
The other fields within the “Staff” section are optional, and were included based on feedback from the UPLOADS evaluation studies. Entering staff records There are two methods for entering staff records:
1. Enter a single record manually; or 2. Import multiple records from an excel spread sheet.
The following sections describe how to complete these tasks. Single record entry - Staff
1. Select “Staff” from the top row of menu buttons.
2. Select “New Record”.
3. Staff ID will automatically be populated with a unique identifier.
4. At the minimum, enter the following details (tabbing between the fields):
• Date of birth (DOB) • Gender • Role within the organisation • First aid qualifications • Other qualifications
Multiple record entry – Staff You are also able to import multiple staff records. This would be useful to do when first setting up the UPLOADS database. NOTE: Any records imported will be added, not updated. Make sure that you have not already added these records.
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1. In the Uploads > Import folder you will find a tab delimited file called “Staff.txt”.
2. Open “Staff.txt” in Excel:
• Open Excel • File > Open • Navigate to UPLOADS > Import • Open “Staff.txt” • Excel should now open the Text Import Wizard • Step 1: Select “Delimited” and Next • Step 2: Check “Tab”, uncheck any other options, and Next • Step 3: Select Finish
3. Enter the Staff records you want to import. Any column for which the organisation does not
have data should be ignored (but not deleted). No columns should be added to the spreadsheet and the title row names should not be edited.
4. After the data has been entered, save the spreadsheet as a tab delimited text file into the
Uploads/Import/ folder (i.e. overwriting the original text file). Do not change the name of the file.
5. Open the database using the password and username provided 6. Back up the database first: File > Backup Database File. This will save a copy of the
database into the folder “Backups”
7. Within the database navigate to Admin > Import
8. Select Import staff
Select “Import staff”
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Other actions on the Staff records page
Edit Copy Staff ID
Copies the ID of the current record to the clipboard – useful for performing Finds
RecordsSort Alphabetically
Presents a table view of all staff in the database, sorted by last name, then first name. History Incident History
Presents a table view (using the Incidents form) of all incidents in which the currently selected staff member has personally experienced an adverse incident outcome.
History Incident Supervising History
Presents a table view (using the Incidents form) of all incidents in which the currently selected staff member has been listed as a supervisor.
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CLIENT RECORDS Use this section of the database to record details about clients involved in activities facilitated by your organisations (e.g. participants, school teachers, parents, volunteers from other organisations). It is expected that you will only enter details regarding those involved in incidents. Please note that all data saves automatically when inputting information into the UPLOADS program. The following section provides an overview to inputting Client records. Mandatory details for client records The following fields are mandatory for the Staff data contributed to the National Dataset:
• Date of birth (DOB) • Gender • Client type
The other fields within the “Client” section are optional, and were included based on feedback from the UPLOADS evaluation studies. Entering client records There are two methods for entering client records:
1. Enter a single record manually; or 2. Import multiple records from an excel spread sheet.
The following sections describe how to complete these tasks. Single entry - Client
1. Select “Client” from the top row of menu buttons.
2. Select “New Record”
3. Client ID will automatically be populated with a unique identifier. 4. At the minimum, enter the following details (tabbing between the fields):
• Date of birth (DOB) • Gender • Client type
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Multiple entry - Client You are also able to import multiple client records. 1. In the Uploads > Import folder you will find a tab delimited file called “Clients.txt”.
2. Open “Clients.txt” in Excel:
Open Excel File > Open Navigate to UPLOADS > Import Open “Clients.txt” Excel should now open the Text Import Wizard Step 1: Select “Delimited” and Next Step 2: Check “Tab”, uncheck any other options, and Next Step 3: Select Finish
3. Enter the Client records you want to import. Any column for which the organisation does not
have data should be ignored (but not deleted). No columns should be added to the spreadsheet and the title row names should not be edited.
4. After the data has been entered, save the spreadsheet as a tab delimited text file into the
Uploads/Import/ folder (i.e. overwriting the original text file). Do not change the name of the file. 5. Open the database using the username and password provided
6. Back up the database first: File > Backup Database File. This will save a copy of the database
into the folder “Backups” 7. Within the database navigate to Admin > Import
8. Select “Import clients”
Select “Import clients”
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Other actions on the Client page
• Edit Copy Client ID Copies the ID of the current record to the clipboard – useful for performing Finds
• Records Sort Alphabetically Presents a table view of all staff in the database, sorted by last name, then first name.
• History Incident History Shows a list of all the incidents that the person has been involved in.
• Under “Table View” Records Sort Records Sorts Records by any field.
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INCIDENT RECORDS This section is designed to illustrate how to accurately record information on the incidents that occur within your organisation. Mandatory details for incident records The following fields are mandatory for the Incident data contributed to the National Dataset. All incidents:
• Was the reporter present at the incident? • Date of incident • Time of incident • State/Territory • Type of incident • Actual severity rating • Potential severity rating • Activity associated with incident • Number of people involved in activity • Did the activity leader(s) have relevant qualifications? • Section 3: Describe the incident in detail • Section 4.1 Reporter: explain in detail what you think causes the incident
Adverse outcomes only (not applicable to near misses):
• Experience in activity associated with incident • Was the incident fatal • Injury type (if applicable) • Injury location (if applicable) • Illness (if applicable) • Evacuation method • Hospitalisation required • Were Emergency Services called?
The other fields within the “Incidents” section are optional. However, the research team considers that the information they collect is highly valuable. If possible, please complete ALL relevant aspects of the Incident section.
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Overview of the incident section The “Incident” section of the database consists of 5 sections; these sections are explained in the table below. On the database this is represented by the following 5 tabs:
1. Characteristics This includes incident characteristics. Information relating to
date, time, severity and type of incident. 2. Outcomes Outcomes refer to the adverse outcomes and details of the
incident. 3. Description Incident Description allows reporting of the what, when and
where of the incident 4. Causes (4.1-4.2) Causes (4.3-4.5)
This section allows the reporter and manager to explain in detail what they think caused the incident, including relationships between causes identified and recommendations These sections need to be completed by the System Administrator. System administrators are expected to identify the causal factors, and the relationships between them, from the incident descriptions in the incident reports.
5. Notes This information will not be used for analysis, it can be used to store relevant information, photos of the incident or any documentation relating to the incident
Sections 1 to 4.2 directly reflect the information collected by the incident report forms. Sections 4.3 and 4.4 allow you to classify the causal factors and relationships identified in the reports. How to enter information from an incident report Ask reporters to lodge incident reports via email, rather than printing them out. This will make is easy to copy and paste the information. Leave fields that do not apply to the incident BLANK.
1. Select “Incidents” from the top row of menu buttons.
2. Select “New Record”.
3. Incident ID will automatically be populated with a unique identifier.
4. Enter the details on the report into the relevant fields of the database.
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How to code causal factors Section 4.3 allows you to record the causal factors involved in the incident. Completing this section is important, as it will allow you to conduct a systems analysis of the causal factors involved in your incidents using the Accimap program. Coding the causal factors involves the following steps:
1. Structure the information provided in Sections 4.1 and 4.2 into a list.
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2. Put each of the causal factors identified into a “Description field” of Section 4.3. Note: the Accimap program will not work unless you add a description in each field.
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3. For each of the causal factors you identify, choose a category for “Level 1” and “Level 2”. The meaning of each category is described in detail in the next section.
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Description of the causal factor taxonomy The causal factor taxonomy consists of two levels of categories:
• LEVEL 1: The outdoor activity system • LEVEL 2: Descriptive categories
The first level describes the outdoor activity ‘system’ in terms of the activity context; the key people involved in the activity; and the people and agencies that impact on how the activity is run. The second level breaks the first level categories down into more descriptive categories. Each level is described in detail in the following sections, with examples. LEVEL 1: The outdoor activity system The first level describes the outdoor activity ‘system’ in terms of 14 broad categories:
A. Activity Equipment and Resources: describes the artefacts required to conduct the activity.
B. Activity Environment: describes the immediate environment in which the activity takes place.
C. Activity Leader: describes the people instructing the activity e.g. Leaders, guides, instructors.
D. Activity Participants: describes the people actively participating in the activity e.g. students, clients.
E. Other People in Activity Group: describes the people in the activity group who are not participating in the activity but who contribute to the immediate supervision and provision of the activity e.g. Parents, teachers, drivers, cooks, cleaners.
F. Group Factors: describes the dynamics within the group and factors impacting on group performance.
G. Other People in Activity Environment: describes the people who are in the immediate activity environment but who are not part of the Activity Group e.g. members of the public, emergency services.
H. Supervisor/Field Managers: describes the people who contribute to the planning/supervision of the activity and supervision of activity leaders. These people are typically outside the immediate context of the activity. This category includes field managers, supervisors and administrative staff.
I. Higher-level Management: describes policies/procedures related to the provision of the activity, as well as the actions of Activity Centre Managers, Senior Managers and CEOs.
J. Local Area Government: describes the decisions/policies/procedures/responsibilities of the local area government.
K. Schools: describes the decisions/actions/policies/procedures/responsibilities of schools that have students involved in the activity.
L. Parents/Carers: describes the decisions/responsibilities of parents/carers who have children involved in the activity.
M. Regulatory bodies and professional associations: describes the decisions/policies/guidelines of regulatory bodies and professional associations relevant to outdoor activity provision, including education and training bodies that provide outdoor education/recreation qualifications (e.g. TAFE Cert. IV; Bachelor of Sport and Outdoor Education; Wilderness First Aid).
N. State and Federal Government: describes the decisions/policies/legislation of State and Federal government departments and bodies relating to the provision of outdoor activities. For example, National Parks and Wildlife Service; Sport and Recreation State Government departments; and Australian Sports Commission.
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LEVEL 2: Descriptive categories The second level breaks the first level categories down into more descriptive categories. The descriptive categories are described with examples on the following pages. A ACTIVITY EQUIPMENT AND
RESOURCES Examples
A1 Documentation lack of/Incorrect maps, participant lists, participant details, consent forms
A2 Equipment, clothing and Personal Protective Equipment
missing/inappropriate/broken paddles, helmets, boots, jackets; incorrect use of equipment, failure to use equipment
A3 Food & drink inadequate water; not eating enough, spoiled or uncooked meat,
A4 Medication (for those involved in the activity)
missing/wrong asthma medication
A5 Other equipment and resources factors not otherwise classified
B ACTIVITY ENVIRONMENT Examples B1 Animal & insect hazards animal attacks; insect bites B2 Infrastructure & terrain maintenance of activity area, huts; rocky trails; slippery
terrain B3 Trees and vegetation falling branches; thorns; stinging nettles B4 Water conditions fast flowing water; rapids; swell; current B5 Weather conditions excessively cold/hot conditions, rain, snow, visibility,
storms B6 Other activity equipment factors not otherwise classified C ACTIVITY LEADER Examples C1 Communication, instruction &
demonstration lack of communication with participants, teachers etc; communication of wrong information; missing critical elements from instruction; didn’t demonstrate safety procedure, didn’t provide training in activity
C2 Compliance with procedures, violations & unsafe acts
didn’t comply with company policies regarding safety equipment; horsing around in dangerous area
C3 Experience, qualifications, competence
unfamiliar with location/activity; lack of qualifications for activity; lack of competence in activity
C4 Judgement and decision-making poor judgement regarding participant’s ability; failure to make a decision to cancel activity due to conditions
C5 Mental and physical condition fatigue; injury, including pre-existing injuries; panic; intoxicated
C6 Planning & preparation failure to check equipment; did not consider all risks/hazards in activity planning
C7 Situation awareness poor understanding of environment, unaware of important information; inattention, hazard awareness, lack of understanding of ‘what is going on’
C8 Supervision/leadership of activity not supervising participants C9 Other activity leader factors not otherwise classified
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D ACTIVITY PARTICIPANT Examples D1 Communication & following
instructions poor communication with activity leader, teachers, etc; ignoring instructions
D2 Compliance with procedures, violations & unsafe acts
didn’t comply with safety procedures; walking into fenced off/ unauthorized area; horsing around in dangerous area
D3 Experience & competence Lack of skills; inexperienced in the activity in question D4 Judgement and decision-making descended too early; decided not to tell the instructor
they felt sick/ injured D5 Mental and physical condition fatigue; injury, including pre-existing injuries; panic;
intoxicated D6 Planning & preparation for
activity/trip did not bring appropriate clothing/equipment; did not complete fitness training; failed to bring medication/water
D7 Situation awareness poor understanding of environment, unaware of important information; inattention, lack of hazard awareness, lack of understanding of ‘what is going on’
D8 Other activity participant factors not otherwise classified E OTHER PEOPLE IN ACTIVITY
GROUP (not actively participating)
Examples
E1 Communication & following instructions
lack of communication with activity leader, participants, teachers, supervisors; communication of wrong information; ignoring instructions
E2 Compliance with procedures, violations & unsafe acts
didn’t comply with safety procedures; walking into fenced off area; horsing around in dangerous area
E3 Experience, qualifications, competence
lacked the experience to assist in supervising activity, inexperienced in activity in question
E4 Judgement and decision-making did not take participant injury/complaint seriously E5 Mental and physical condition fatigue; Injury, including pre-existing injury; panic;
intoxicated E6 Planning & preparation for
activity/trip did not bring appropriate clothing/equipment/participant documentation
E7 Situation awareness poor understanding of environment, unaware of important information; inattention, hazard awareness, lack of understanding of ‘what is going on’
E8 Supervision of activity not supervising participants E9 Other people in activity group factors not otherwise classified F ACTIVITY GROUP FACTORS Examples F1 Communication within group loss of contact between group members, failure of
participants to communicate with one another F2 Group composition variable abilities, different ages F3 Group dynamics bullying, competition within group, peer pressure,
morale F4 Group size group was too large for number of activity
leaders/activity F5 Late arrival of group group arrived two hours late to activity centre F6 Teamwork division in group, not working together F7 Time pressure not enough time to complete activity safely due to
planning F8 Other people in activity group factors not otherwise classified
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G OTHER PEOPLE IN ACTIVITY ENVIRONMENT (not in Activity Group)
Examples
G1 Communication gave wrong directions; ambulance officer could not find group
G2 Compliance with procedures, violations & unsafe acts
lighting campfire during total fire ban; trespassing on activity centre property
G3 Experience, qualifications, competence
member of the public lacked skills to complete climb and activity instructor had to help them
G4 Judgement and decision-making member of the public gave warning that activity was dangerous
G5 Mental and physical condition member of the public fatigue; injuries; panic; intoxicated
G6 Planning & preparation member of the public not properly prepared for activity and requiring assistance
G7 Situation awareness poor understanding of environment, unaware of important information; inattention, hazard awareness, lack of understanding of ‘what is going on’
G8 Other other people in activity environment factors not otherwise classified
H SUPERVISORS/FIELD MANAGER Examples H1 Activity or Program design poorly designed activity; too many activities were
scheduled during program; activities were inappropriate for participant skill level
H2 Communication lack of communication with activity leader, participants, teachers, supervisors
H3 Compliance with procedures, violations & unsafe acts
did not comply with company regulation regarding group size/activity leader qualifications
H4 Experience, qualifications, competence
did not have specific experience in the activity/activity location
H5 Judgement and decision-making failure to make a decision to cancel activity due to conditions
H6 Mental and physical condition fatigue, panic, injuries, H7 Planning & preparation for activity didn’t maintain activity equipment; did not obtain
consent forms H8 Supervision of activity leaders and
other staff instructors are pretty much left to fend for themselves
H9 Supervision/oversight of programs/activities
field manager was not contactable during the emergency
H10
Other activity centre supervisors decisions/actions factors not otherwise classified
I HIGHER-LEVEL MANAGEMENT Examples I1 Communication lack of communication with Field Managers, Activity
Leaders, Schools I2 Financial constraints there are no resources to increase staff levels; no
budget available for new equipment, poor maintenance procedures
I3 Judgement and decision-making failure to make a decision to cancel activity due to conditions
I4 Organisational culture the same type of incidents keeping happening; it is normal to violate this procedure; activities go ahead no matter the weather; high risk is favoured by the activity
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leaders I5 Policies and procedures for
activities and emergencies procedures do not clearly describe the preferred abseiling method; there were no emergency procedures available for this activity; consent forms or policy is inadequate
I6 Risk assessment and management risk assessment wasn’t conducted/applied during the planning of an activity
I7 Staffing and recruitment not enough staff have been employed to safely supervise all activities; inappropriately qualified staff were recruited
I8 Supervision of staff (e.g. Activity Leaders, Field Managers)
field manager’s decisions were not monitored
I9 Supervision/oversight of activities and programs
Activity Centre Manager was not contactable during the emergency
I10
Training and evaluation of staff (e.g. Activity Leaders, Field Managers)
the training program only covers ideal conditions for the activity; training program inadequate; lack of evaluation of activity leader skills
I11
Other activity centre supervisors decisions/actions factors not otherwise classified
J LOCAL AREA GOVERNMENT Examples J1 Auditing food safety inspector had not visited the catering
company; an audit failed to identify any issues related to the activity in question
J2 Communication failure to communicate changes in fire evacuation plans to activity centre
J3 Funding and budgets lack of funding to maintain council camp grounds J4 Legal responsibility for safety within
the council area failure to ensure camp grounds are properly maintained; lack of fences around dangerous areas
J5 Policies and procedures fire evacuation plans did not take into account camp grounds
J6 Other local area government factors not otherwise classified K SCHOOLS Examples K1 Communication did not provide information about participants
behavioural issues, injuries, medical conditions to Activity Centre; did not provide appropriate information about the risks involved in activity to parents
K2 Dropping off/picking up participants school group arrived late; transport provided was inappropriate for terrain
K3 Judgement and decision-making poor decision that participant was well enough for trip or that participant was capable of undertaking activity
K4 Legal responsibility for safety of staff and students
did not ensure Activity Centre was accredited; approved the conduct of potentially dangerous activity
K5 Planning and preparation for activity/trip
did not collect information on students/staff required by activity centre
K6 Policies and procedures Policies/procedures regarding outdoor activities are unclear/non-existent
K7 Teacher/student ratio only two teachers were sent to supervise 50 students K8 Other schools factors not otherwise classified
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L PARENTS/CARERS Examples L1 Communication did not provide information about participants
behavioural issues, injuries, medical conditions; did not understand the risks associated with activity
L2 Dropping off/picking up participants did not pick up participant on time L3 Judgement and decision-making poor decision that participant was well enough for trip
or that participant was capable of undertaking activity L4 Legal responsibility for safety of
child did not ensure Activity Centre was accredited
L5 Planning and preparation for activity/trip
did not buy adequate clothing for participant; provided inadequate clothing
L6 Other parent factors not otherwise classified M REGULATORY BODIES AND
PROFESSIONAL ASSOCIATIONS Examples
M1 Accreditation/licensing Lack of/inappropriate accreditation scheme for activity centres
M2 Auditing audit scheduled but was not complete; an audit failed to identify any issues related to the activity in question
M3 Communication did not communicate changes to activity guidelines to activity centres; engagement with practitioners/ experts to set standards
M4 Curriculum of outdoor education/recreation qualifications
TAFE Cert. IV did not adequately prepare activity leaders to supervise young children
M5 Funding and budgets lack of funding to revise activity guidelines M6 Interactions with government failure to obtain funding for sector M7 Standards and code of practice Activity standard does not take into account sea
conditions M8 Other Regulatory bodies and professional associations
factors not otherwise classified N STATE AND FEDERAL
GOVERNMENT Examples
N1 Communication government policy regarding shooters use of the national park was not communicated well
N2 Funding and budgets lack of funding for the outdoor activity sector N3 Infrastructure and land management trail has not been maintained by the government
department N4 Policies and legislation the activity is not covered under current legislation N5 Other state and federal government factors not otherwise
classified
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How to code relationships between causal factors Section 4.3 allows you to record the relationships between the causal factors involved in the incident. Completing this section is important, as it will allow you to conduct a systems analysis of the causal factors involved in your incidents using the Accimap program. 1. Create a list of potential relationships between the factors you have identified. Examples:
• The Activity Leader’s fatigue was exacerbated because the program of activities planned was too long.
• Staff were not available to relieve the Activity Leader because there are no resources to increase staff levels.
2. Enter these descriptions into Section 4.3. You must add “descriptions” otherwise you will not be
able to generate an Accimap.
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3. Select the categories from the taxonomy that best describes the relationships.
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PARTICIPATION DATA Use this section of the database to record the number of participants undertaking activities in your organisation each month. This information is important because incident frequencies only give a partial picture of the level of risk associated with activities. Collecting participation data allows us to accurately compare the level of risk associated with different activities. Participation data is calculated on a month by month basis. This means that you need to enter a new record for each month, regardless of whether any activities were conducted. How to calculate participation data Number of participants = total number of participants undertaking the activity during the month Participation days = (Number of participants) x (Program length in days) It is important to note that “participation days” represents the number of days on which a participant is exposed to the activity. As long as the activity takes place during a single 24 hour period, then it counts as a single participation day. This means that a “days” activity for one participant while another may be eight or more hours, yet they would be treated equally as a single activity day. Similarly, if you conduct three activities in the same 24 hour period, then each activity would be counted as a single participation day. For example, a program might involve camping, kayaking and bushwalking all on the same day. Each activity would be counted as a separate participation day. For example, during November 2013 an organisation conducted:
1) A 3 hour kayaking trip with 10 people 2) A 1 day kayaking trip with 20 people 3) A 2 day kayaking trip with 5 people
Number of participants = 10 + 20 + 5 = 35 Participation days = (1 x 10) + (1 x20) + (2 x 5) = 40 Entering a month of participation data
1. Select “Participation” from the top row of menu buttons.
2. Select “New Record”
3. Complete the following fields: a. Month b. Year c. Were any activities conducted in the month
If “No” then no further details need to be entered. If “Yes” then:
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For each activity that you conducted, enter:
• The total number of participants who undertook that activity in the month; and • The total number of participation days over the month.
SUBMIT DATA TO NATIONAL DATASET To submit an UPLOADS database to USC for analysis:
1. Click “Admin” and the “National Dataset” tab.
2. Click the “Begin” button
3. The follow box will appear, click “ok”.
4. The copy of the database should open automatically.
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5. If it doesn’t, manually drag the file “Copy.USR” from the “Temp” folder into the “DB_program”.
6. Click the “Deidentify database button”
7. A pop-up box will appear giving you the option to email the copy directly to the research
team. This will work if you use Outlook. Otherwise, click “OK”
8. Then you can check the file has been deidentified. All names will be replaced with
“Anonymous”
9. Close the “Copy” of the database
10. Email the file in the “De-Identified” folder [email protected]
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MERGING UPLOADS DATABASES To merge the information from a number of UPLOADS databases into one central database (i.e. there are a number of branches of the organisation which each maintain their own UPLOADS database):
1. Add the database files you wish to import to the Uploads/Import/ folder. Make sure this folder only contains the database files to you wish to import.
2. Have each branch of the organisation submit a copy of their database file (e.g. via email). Put these copies into the Uploads/Import/ folder and rename the files: 1.USR, 2.USR, 3.USR, etc.. 3. Open the UPLOADS DB_program using the account information provided.
4. In the Export page under the Admin function click “Backup” to create a backup of the
database in the Backups folder (in case the import fails and the central database needs to be restored).
5. Staying in the Admin tab, go to “Import” and click the third button also called “Import” on the
page. A box will appear asking how many files should be in the folder. Type in the number of files you have saved in step 2 and click OK.
The third button imports the databases in the Uploads/Import/ folder without any feedback. This is the button that should be used. The fourth button imports the databases in the Uploads/Import/ folder, but presents twelve dialog boxes for each database to be imported. This allows the user to see/modify how the fields in the database are being mapped. It is possible (though unlikely) that if importing using the top button failed to work that this button will allow the user to successfully perform the import.
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ANALYSING YOUR DATA Incident Statistics Report The Incident Statistics Report summarises your incident data in terms of frequencies, means and standard deviations. You can create a report based on all records in the database, or a subset (e.g. only incidents involving a certain activity, or only incident associated with adverse outcomes). This information can help you track trends over time and identify when changes to programs or risk management plans are required. Click here to view a sample report. There are two tasks involved in creating an incident statistics report:
1. Export the incident statistics into an excel file; and 2. Use mail merge in Microsoft Word to create the final report as a word document.
The following instructions describe how to complete each of these tasks. Task 1: Export the incident statistics into an excel file
1. Open the database and login with the password provided.
2. Select “Incidents” and “Table View” a. To create a report based on all incidents, select “Show All”
OR b. To create a report based on a subset of incidents, select “Find” and enter the
appropriate criteria (e.g. “Type of incidents = adverse outcomes) and press <enter>. More information on Find requests is available here.
3. Click on the “File” button located on the top left under DB_program icon. 4. A drop down box will appear. Click on the “Export Incident Statistics” button. A box will
appear telling you the information has been sent to the “Report” folder
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5. Open the “Report” folder located in the UPLOADS folder.
6. You will see that date-stamped Excel and CSV file have been created – this is a summary of your incident data.
Task 2: use mail merge in Microsoft Word to create the final report as a word document.
1. In the “Report” folder you will also see that there is a file called “Mail Merge of Incident
data.doc”.
2. Open the document “Mail merge of Incident data”. The following box will appear, click No.
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3. Once open, click on the tab “Mailings” and “Start a Mail Merge”. A drop down box will appear. Select “Step by Step Mail Merge Wizard”
4. A Mail Merge panel will appear on the right hand side of the document. Click through to Step 3 of 6. Select “Browse”.
5. Navigate to the folder “Report” and open the Incident Statistics Excel file that you created.
Select “Step by Step Mail Merge Wizard”
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6. This will bring up a list of “Recipients”. Select only the first recipient, and press OK.
7. Click through the mail merge to Step 6.
8. The Mail Merge is now complete.
9. Check the document has numbers in the tables. This is the data from the Excel Worksheet opened in step 5, which has now merged into the tables. Within the mail merge panel, there is an option provided to print the report.
10. Now save the document to a different location, with a different name. Keep the original mail
merge document intact for future use.
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Systems Analysis of Causal Factors (Accimap) The Accimap program allows you to conduct a systems analysis of the causal factors involved in your incidents. It is a special analysis tool, separate to the database, to summarise the causal factor and relationship data entered into the database. You can create an Accimap based on all records in the database, or a subset (e.g. only incidents involving a certain activity, or only incident associated with adverse outcomes). This information can help you identify the causal factors that reoccur across programs and activities. NOTE: You will need to have Google Chrome installed on your computer in order for the Accimap Program to work. To download Google Chrome go to: https://www.google.com/chrome/browser/ Configure your computer for Accimap The first time you create an Accimap, you will need to configure the program for your computer.
1. From the Admin page go to the “Settings” tab and click the “Restore default” button
You only need to do this once, unless you move the UPLOADS folder to another location on your computer.
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Create an Accimap
1. Open the drop down box from the “File” menu, and click on “Export Accimap Files”. A message confirming the files have been exported will appear, click OK.
2. Then open the file menu again and click on “Open Accimap Program.”
3. This will open the program in Google Chrome, click on the “Choose Files” button.
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4. Navigate to UPLOADS\Accimap\Input. Select “Factor_relationships”, “Factors”, “Incident details” and “Preselected Incidents” by holding down the “Ctrl” key and Click “Open” Information will appear in the space under Instruction 3.
5. Click “draw” and this will generate the Accimap. 6. Click “Save” – this will create a text file which includes all the descriptions of the factors,
and a graphical summary you can save.
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Export your data as excel files If you wish to conduct further analysis of your data, you can export the entire contents of the database as Excel spreadsheets (.xlsx):
1. Open the database and login. 2. Click the “Admin” button
3. Click the “Export” button and then the “Export .xlsx” on the export page.
4. All spreadsheets will be saved to the Uploads/Export/ folder.
Click “Export .xlsx”
Button
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BACKING UP AND RESTORING YOUR DATA Backing up your data Backing up your data should be done often and ideally these copies should be maintained in a separate secure location, in case of:
• Computer damage/loss due to theft, fire, etc. • Damage to the database file caused by hard drive aging, computer crashes or electrical
outages. • Accidental corruption/loss of information.
The database file is saved continuously, so if information is accidentally edited or deleted these changes cannot be undone. A menu option (under the File menu) has been provided to produce date stamped copies of the database file. The backups are saved in the folder UPLOADS\Backups To back up your data:
1. In the File menu click on the “Backup Database File”
2. A data stamped copy of the database will be stored on your desktop. You should store this
file in a secure location i.e. portable HD, or cloud-based storage.
Restoring the database file from backup In the folder \UPLOADS\DB_program there is a file named “Database.USR”. This is the file that contains the database information.
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If it needs to be replaced with a backup copy:
1. Obtain the last backup copy of the database from the “Backup” folder 2. Rename this file Database.USR 3. Drag this file into the Uploads folder to overwrite the previous database file.
Please note: Any information entered since the last backup was made will be lost.
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