INCIDENT REPORTING

3.1 Overview

The Incident Reporting Module provides a digital platform for reporting, recording, reviewing and analysing livestock-related incidents within the L-PRES Cattle Dashboard.

The module supports the collection of incident information from the field and provides authorized users with access to submitted reports for monitoring, review and analysis.

The system provides two main reporting channels:

1. Mobile Incident Reporting – enables field personnel and other authorized reporters to submit incidents using mobile devices, including in locations with limited network connectivity.
2. Dashboard Incident Reporting – enables users to submit incident reports directly through the web-based dashboard.

Submitted reports can subsequently be accessed through the View Incident Reports function by authorized users.

The incident reporting system is built around KoboToolbox, which provides the underlying electronic data collection and data management functionality.

3.2 Accessing the Incident Reporting Module

To access the Incident Reporting module:

1. Open the L-PRES Cattle Dashboard.
2. Locate the main navigation menu.
3. Click Incident Reporting.
4. The Livestock Incident Reporting page will open.

The landing page provides two principal options:

• View Incident Reports
• Report a Livestock Incident

Figure 3.1: Livestock Incident Reporting Landing Page

3.3 Incident Reporting Landing Page

The Incident Reporting landing page provides access to both incident submission and incident review functions.

The page contains:

View Incident Reports

The VIEW INCIDENT REPORTS button provides access to the incident reporting database and analytical interface.

This function is intended primarily for authorized users who have been granted access to the incident reporting system.

Report via Mobile

The REPORT VIA MOBILE button provides access to the mobile-friendly incident reporting form.

This option is designed particularly for field personnel who need to capture incidents while working in the field.

3.4 Reporting Channels

The system provides two methods of submitting livestock incident reports.

Both channels feed incident information into the same incident reporting system.

3.5 Reporting an Incident via Mobile

The Report via Mobile function provides a mobile-accessible form for field reporting.

This is particularly useful for field workers who may be operating in locations where network connectivity is limited or intermittent.

To report an incident via mobile:

1. Open the L-PRES Cattle Dashboard.
2. Select Incident Reporting.
3. Click REPORT VIA MOBILE.
4. The system opens the mobile reporting form through a new link.
5. Complete the Livestock Incident Report.
6. Provide the required incident information.
7. Review the information entered.
8. Submit the completed report.

The mobile reporting workflow allows information to be captured closer to the location where an incident occurs.

Field Reporting Consideration

Field users should complete the report as soon as practical after an incident occurs and provide accurate information based on observations and available evidence.

3.6 Web-Based Incident Reporting

Users can also submit an incident directly through the Incident Reporting page.

The web-based reporting form is integrated into the dashboard and is powered by KoboToolbox.

The form is displayed under the Report a Livestock Incident Below section.

To submit a report through the dashboard:

1. Open Incident Reporting.
2. Scroll to the Report a Livestock Incident Below section.
3. Complete the electronic Livestock Incident Report.
4. Expand each relevant section.
5. Enter the required information.
6. Review the completed information.
7. Click Submit.

3.7 Livestock Incident Report Form

The electronic form is titled:

Livestock Incident Report

The form is divided into three major sections:

1. Reporter Information
2. Incident Type and Impact
3. Incident Response and Remedy

This sectional structure makes it easier for users to enter information in a logical sequence.

Figure 3.2: Livestock Incident Report Form

The sections can be expanded or collapsed using the arrow beside each section heading.

3.8 Section 1 – Reporter Information

The Reporter Information section captures information about the person or organization submitting the incident report.

The fields shown include:

Reporter Name

Enter the name of the person reporting the incident.

The name should be entered accurately to facilitate follow-up or verification where necessary.

Date of Report

Enter the date and time when the incident report is being submitted.

The date is entered using the provided date field, while the time is entered in the corresponding time field.

Organisation/Agency

Enter the name of the organization, agency or institution associated with the reporter.

For example, the organization may be a:

• Government institution
• Project implementation unit
• Security agency
• Livestock-related institution
• Community organization
• Other relevant organization

Note: Fields marked with an asterisk (*) are required fields and must be completed before the form can be submitted.

3.9 Section 2 – Incident Type and Impact

The Incident Type and Impact section captures information about the nature and consequences of the reported livestock incident.

Users should expand this section by clicking the arrow beside the section title.

The information entered in this section enables the system to characterize the incident and document its effect on livestock, infrastructure, people, land or other relevant resources.

Where applicable, users should provide accurate information regarding:

• Type/category of incident
• Location of the incident
• Livestock affected
• Infrastructure or assets affected
• Nature and extent of damage or impact
• Other relevant incident information

Users should provide as much accurate information as available rather than making assumptions about an incident.

3.10 Section 3 – Incident Response and Remedy

The Incident Response and Remedy section records actions taken or planned in response to the incident.

This section is important for monitoring how reported incidents are addressed.

Depending on the information requested by the form, users can document:

• Immediate response actions
• Ongoing actions or remedies
• Response agencies
• Assistance provided
• Other relevant interventions

The information helps project managers and other authorized users monitor the response to livestock incidents.

3.11 Submitting an Incident Report

After completing the three sections, the user should review the information entered before submission.

To submit the report:

1. Expand each relevant section.
2. Review the information entered.
3. Confirm that required fields have been completed.
4. Verify the accuracy of the incident information.
5. Click the Submit button at the bottom of the form.

The Submit button is displayed below the three main sections.

Important: Users should verify the information before submission because submitted records become part of the incident reporting database.

3.12 Viewing Submitted Incident Reports

The View Incident Reports button provides access to submitted incident records.

This function opens the incident reporting review environment through a separate link.

The reporting environment allows authorized users to review and analyse submitted incidents.

The available views include:

• Table
• Reports
• Gallery
• Downloads
• Map

Figure 3.3: Incident Reporting Data Management and Review Interface

3.13 User Authentication and Access Control

Access to submitted incident reports is controlled.

Users must have:

• A registered account; and
• Appropriate permission/access to the incident reporting system.

Therefore, not every dashboard visitor can access the submitted incident database.

Authorized Users

Only users who have been added and permitted to access the reporting system should be provided with the required login credentials.

This access-control arrangement helps protect incident information and restricts data management functions to authorized personnel.

3.14 Incident Reports – Table View

The Table view provides a structured list of submitted incident records.

The table displays individual submissions as rows and the associated data fields as columns.

The interface may include fields such as:

• Reporter Name
• Date of Report
• Organisation/Agency
• Incident information
• Validation status
• Other submitted fields

The screenshot shows multiple submitted records and provides controls for inspecting individual records.

Table Functions

Users can use available controls to:

• View individual records.
• Edit records where permission allows.
• Search records.
• Filter records.
• Review field values.
• Navigate through submitted records.

3.15 Searching Incident Records

The table interface provides search fields beneath the column headings.

Users can search for records based on specific fields.

To search for an incident:

1. Identify the relevant column.
2. Click the Search field beneath the column heading.
3. Enter the required search term.
4. The table displays matching records.

For example, a user can search using information such as:

• Reporter name
• Organisation/Agency
• Date
• Other available incident attributes

This makes it easier to locate specific reports in a large database.

3.16 Viewing an Individual Incident Record

Each submitted record contains controls for inspecting the record.

The View icon can be used to open and inspect the information associated with an individual submission.

Where appropriate permissions are provided, users may also have access to an Edit function.

To view a record:

1. Locate the required incident in the table.
2. Click the View icon.
3. The record details will be displayed.
4. Review the information contained in the submission.

3.17 Incident Reports – Reports and Charts

The Reports section provides analytical and reporting capabilities for the submitted incident data.

Users can use this section to summarize and visualize incident information.

Depending on the configured reports, information can be presented using:

• Tables
• Charts
• Graphs
• Statistical summaries

This allows users to move beyond individual incident records and identify broader patterns in reported livestock incidents.

3.18 Incident Reports – Gallery

The Gallery view provides access to media or image information associated with incident submissions, where photographs or other media have been captured through the reporting form.

This can be useful for reviewing visual evidence submitted with incident reports.

Users can inspect available images associated with reported incidents.

3.19 Incident Reports – Downloads

The Downloads section provides access to data download functionality.

Authorized users can use this function to obtain incident data for further analysis, reporting or record keeping, subject to their access permissions.

Downloaded data may subsequently be analysed using appropriate statistical, spreadsheet, GIS or reporting software.

3.20 Incident Reports – Map View

The Map view provides a geographical representation of incidents where location information has been captured.

This enables users to examine the spatial distribution of livestock incidents.

The map view can support analysis such as:

• Where incidents are occurring.
• Concentration of incidents in particular areas.
• Spatial relationships between incidents and cattle routes.
• Identification of areas requiring closer monitoring.
• Planning of response and intervention activities.

3.21 Incident Data Review Workflow

Authorized users can follow this workflow when reviewing incident reports:

1. Open Incident Reporting
↓
2. Click View Incident Reports
↓
3. Log in using an authorized account
↓
4. Open the Table/Reports/Map view
↓
5. Search or filter incident records
↓
6. Review individual incidents
↓
7. Analyse charts and statistics
↓
8. Examine the spatial distribution on the map
↓
9. Download or export data where required

3.22 Example Use Case – Field Incident Reporting

Scenario

A field officer encounters a livestock-related incident while conducting field activities in an area with limited network connectivity.

Procedure

1. The officer opens the Incident Reporting link on a mobile device.
2. Selects Report via Mobile.
3. The mobile incident form opens.
4. The officer enters the Reporter Information.
5. The officer records the Incident Type and Impact.
6. The officer records the Incident Response and Remedy, where applicable.
7. The officer reviews the information.
8. The report is submitted through the mobile reporting workflow.

The submitted information becomes available within the incident reporting system for authorized users to review and analyse.

3.23 Example Use Case – Incident Monitoring

A project manager wants to understand the distribution and characteristics of reported livestock incidents.

Procedure

1. Open Incident Reporting.
2. Click View Incident Reports.
3. Log in using an authorized account.
4. Review the incident records in the Table view.
5. Use search/filter functions to identify specific incident categories or locations.
6. Open Reports to examine charts and statistical summaries.
7. Open Map to examine the spatial distribution of incidents.
8. Download relevant data where further analysis is required.

This provides a combined database, statistical and spatial approach to incident monitoring.

3.24 Key Benefits of the Incident Reporting Module

The module provides several important benefits to L-PRES stakeholders:

Centralized Incident Database

All submitted incident reports are stored within a structured digital system.

Mobile Field Reporting

Field personnel can submit reports using mobile devices.

Web-Based Reporting

Users can submit reports directly from the dashboard.

Spatial Incident Monitoring

Incidents with location information can be visualized geographically.

Evidence-Based Response

Incident information can support response planning and decision-making.

Data Analysis

Submitted reports can be summarized using tables, charts and graphs.

Controlled Access

Access to submitted reports is restricted to authorized users.

3.25 Important User Guidelines

Users should observe the following when submitting incident reports:

• Provide accurate and factual information.
• Complete all required fields before submitting the form.
• Avoid entering unverified information as fact.
• Provide the correct date and time of reporting.
• Clearly identify the reporting organization or agency.
• Provide sufficient information to enable follow-up where necessary.
• Where evidence collection is available, provide appropriate supporting evidence.
• Review the completed form before submission.
• Authorized reviewers should regularly examine submitted reports for completeness and quality.
• Access credentials for the incident reporting database should only be provided to approved users.

3.26 Summary of Incident Reporting Functions