If this is the first event to be recorded for this Entity, then the screen will be blank. To record an incident, click “Add New” button to open the Incident Recording screen:
The components of the event screen are as follows (Mandatory fields are highlighted in grey):
Event No.– When you enter a new event, the system will generate an event number, but when you import an Entity that has events without numbers, you have to enter numbers manually for these events or just click 'Edit' and click 'Update' on the event and the system will automatically detect that it does not have a number and generate a new one.
Event Title – When you enter a new event you will have to give it a title to record a brief description of the event.
Auto Reference – this is an organization wide event number, it consists of a serial number and the last two digits of the event date’s year, so for the first event that happened in 2016, the auto reference will be 01-16, and this is generated only when the event is verified.
Reference No. – This can be used to supplement the Event No. field. If you want to have a very specific numbering system, perhaps alphanumeric, for their events and so they put that data in here.
Risk Subject - Each incident is assigned to a particular risk within the Entity; to select the risk to which the incident relates click on the downward arrow on the Risk Subject line and a drop-down window will appear containing all the risks in the Entity listed in risk number order. Make your selection and click on it.
Tip: If the incident you are capturing does not relate to a risk currently in the database then select the “New Risk” box. |
Event Type - As stated earlier, incidents can fall into two categories, actual events and “near misses”. The category relevant to the incident being recorded is selected from the drop-down menu accessed via the down arrow on the Event Type line. For incidents that we are not sure whether they will result in actual loss (for example, in the case where litigation was raised against the company and we are not certain of the result), these are designated as Potential Loss.
Description - this is where you describe in detail what happened.
Gross loss - the amount initially lost when the event occurred; as further amounts come to light, perhaps following investigation or as a result of costs being incurred, this amount can be increased. Note: all monetary values recorded for an event will be recorded in the currency assigned to the Entity when it was first set up. For reporting purposes, this will be converted to the "default" currency for the whole group at the exchange rate set up in the Parameters Screen.
Total recovery - any amount recovered, either at the time or subsequently, perhaps via insurance or by tracing stolen funds, is recorded in the Total Recovery box, which is populated by the system. To enter data to enable the system to populate this field you need to use the 
tabs at the foot of the screen. These become available once the basic details of the event have been entered and the record saved. Firstly, any amounts recovered, either at the time of the incident or subsequently are entered using the Actual Recovery Tab. Firstly you have to click on Edit at the top of the main screen and then click on the tab; this shows a button called 
clicking on this brings up the following screen:
Clicking on the, by now familiar, calendar, allows you to select the date; you then use the down arrow in the next box to bring up a menu showing the nature of the recovery:
Make your selection by clicking on the relevant item. Finally, enter the amount recovered and then click on the "Save" icon in the far column and the "Save" icon at the top of the main screen and the record will be saved. You can use this screen each time recoveries are received and so, over time, the screen will show a picture of the recovery history.
If you know that a recovery will be made, perhaps an insurance settlement has been agreed but not paid; you can record this in the Potential Recovery section. This is accessed and populated in exactly the same way as the Actual Recovery section. In both sections, once data has been entered, you have the ability, once you are in Edit mode to go in and change the data or delete it altogether. This is done using the 
and 
buttons.
Entry of data into the Actual Recovery and Potential Recovery tabs automatically populates the following areas of the Event Screen:
▪Total Recovery
▪Net Loss
▪Potential Recovery.
GL Account – since the CAREweb™ system is not an accounting system, it is important to periodically ensure that losses actually sustained by the business and recorded in CAREweb™ are also correctly accounted for by the business in their financial statements. This is achieved by entering the General Ledger account code to be used for booking a particular loss into this field. Data is entered via the drop-down menu, which is populated with GL account numbers via the Reference Screen (see above).
Client ID No. - if you wish to assign a specific internal client reference to each reported incident, this can be done via the Client ID No field; this field is manually completed and is alpha numeric.
Event Date and Event Time - The event date is entered using the calendar, familiar from earlier elements of data entry, and the time is entered on the 24-hour clock basis.
Event End Date – if an event is considered to be over the date on which it concluded can be entered here; again, entry is via the calendar familiar from earlier sections.
Accounting Date – it is important to know into which accounting period losses will be booked; this date is entered here using the calendar, familiar from earlier elements of data entry.
Discovery Date – if you feel that it is relevant to your management of events for you to know when the loss event was discovered you can record the date here, again using the calendar process.
Business Line - For our banking clients it is important that events are assigned to a particular Business Line so as to meet the requirements of the Basel Accord. To do this click on the downward arrow on the Business Line box and a drop-down window will appear containing all the relevant Business Lines. Make your selection and click on it. It may be that the event you are recording spans more than one business line and you wish to apportion it accordingly. To do this, click on "Multiple" in the drop-down menu and you will see that an extra tab called "Business Line" will open up at the bottom of the screen (between Diary and Working Papers). Click on this to bring up the following screen:
Click on the "Edit Business Line" icon on the toolbar and this screen will allow you to assign a percentage of the event to each individual business line; the values in the "Amount" column will be calculated automatically by the system.
Event Caused By – this is another field for the users to help comply with the Basel II regulations, and in some cases the requirements of their own regulators. The drop-down box allows you to assign the cause of an event to either:
•People;
•Systems;
•Internal processes; or
•External events.
Discovered and Reported By - It is often important to understand who identified the incident in question; this can be done by using the down arrow on the Discovered and Reported by line, which will show a menu to select from:
Click on the relevant item to make your selection. This list is populated via the Reference Screen (see above).
Event Category - Dropdown menu helps to put the event into broad categories of fire, fraud, human error and system failure (these are populated via the reference screen see above); the field is not mandatory.
Severity - here you can categorize the event into Low, Medium or High severity according to your own definition of those terms.
Status of Investigation/approval - Many incidents require investigation after they have been reported to decide whether they are incidents, whether anyone is to be prosecuted or disciplined, whether funds can be recovered etc. To record the various stages of any investigation, use the down arrow on the Status of investigation/approval line, which will show a menu to select from:
This list is populated via the Reference Screen (see above).
Legal case - this is another field for users to help comply with the Basel II regulations, and in some cases the requirements of their own regulators. The drop-down box allows you to assign the event to one of three categories if desired:
Status Ended – even if the investigation of the event is closed the event itself might still give rise to losses and expenses. When it is felt that this is no longer the case and all potential costs have been booked, the status of the event needs to be changed to “Yes” using the drop-down menu.
The recording of Losses can be quite detailed and many boxes are used if the event actually crystallised; if the event is a “near miss” as defined above, these are left blank.
Firstly, the amount initially lost when the event occurred can be typed into the Gross Loss box; as further amounts come to light, perhaps following investigation or as a result of costs being incurred, this amount can be increased.
The severity of the incident is recorded via the drop-down box accessed by the downward arrow; the categorisation of High, Medium or Low follows the categorisation in the main Entity screen for Impact; whilst you can use the Impact figure assigned to the relevant risk in the risk screen, it is advisable to judge the impact of each event on its own merits.
Potential/Unrealised Loss – in the same way that the system recognizes the need to be able to record potential recoveries it also recognizes that there is also a need to record amounts that have not yet been confirmed as losses but which may materialize in the future. An example might be compensation claims for products that were miss-sold. The total of such amounts can be recorded here.
The “Description” section allows for the detailed recording of what occurred.
When you click “Save” to save the incident record the screen will show you that the incident is, at present, “Unverified”.
This is because, for organizations with many branches or remote operating locations, many things may be recorded as incidents, because staff in those locations think it is better to be “safe than sorry”, yet when the detail is read, they are not really incidents at all. If all of these were immediately allowed into the database, it would quickly fill up with unwanted data. Consequently, all incidents are recorded as unverified until a responsible person has gone into the system and approved them. This responsible person(s) can be set up in the various Permissions screens discussed in the first section of this manual. To verify the entry, click on the 
button, this will change the record to verified:
Also, if any subsequent changes are made to a verified record, it is highlighted as EDITED:
These items have to be verified by the Responsible Person , or some other delegated person, who has the permissions to Confirm the changes or to Restore the original data. This is achieved by use of the relevant button next to the Edited banner. It needs to be noted that neither unconfirmed edited items nor unverified items will appear in any of the system reports.