Safety Incident Reporting Systems

The Vendor is required to provide safety incident reporting system to replace the current paper-based employee injury investigation process.
- Requirement:
1. Incident data capture:
• Provide a configurable digital form to capture incident details currently collected on paper.
• Support both structured fields and free-text narrative inputs.
• Ensure consistency in data capture across incidents.
2. Mobile accessibility:
• Enable incident reporting in the field through mobile-friendly interfaces.
• Support timely data entry to reduce reliance on post-incident recall.
• Provide an intuitive user experience for field staff.
• Sync-later for areas with limited internet is a benefit.
3. Search, reporting, and analytics:
• Allow users to search and retrieve incident records easily.
• Provide built-in reporting and dashboards to identify trends and recurring factors.
• Support analysis of both structured data and narrative descriptions to surface patterns.
• Leverage aggregated incident data across other agencies, states, and organizations to identify risk patterns and contributing factors.
• Provide insights based on broader industry incidents so department can learn from trends and failure patterns beyond its own internal data.
4. Data management and integration:
• Store incident data in a centralized, accessible system.
• Support export or integration with other internal systems as needed.
• Ensure appropriate handling of sensitive employee information.
5. Configuration and flexibility:
• Allow configuration of forms, fields, and workflows to align with department processes.
• Support updates as requirements evolve over time.
• Avoid unnecessary complexity tied to regulatory workflows not required by department.
6. Implementation and support:
• Provide guidance on implementation approach, including configuration and rollout.
• Outline expected timelines and level of effort.
• Include ongoing support, maintenance, and product updates.
7. Adaptability and collaboration:
• Work with department to refine requirements and workflows during implementation.
• Provide recommendations based on industry experience and best practices.
• Demonstrate flexibility in aligning the solution to department specific use case.