How to create and set up a Safety Report Type – Air Maestro

Air Maestro contains customisable safety report types that administrators can set up to meet organisational requirements.

The default safety report types included in Air Maestro are Clinical, Defect, Flight, Ground, and Quality. Once you set up a new report type, you must set up the options for the report and the custom tabs/fields that must be included in the report.

The process for setting up a safety report type requires the below steps:

Step 1: Creating a Safety Report Type

Select General > Setup > Safety Options.
Select the Report Types tab. All the current report types are listed in the grid.
Click +Add New.

Complete the safety report details as required.

Field	Description
Report Type	Enter the name for the safety report type. E.g. ‘Environmental Report’.
Short Name	Enter the short name for the safety report type. E.g. ‘Environmental’.
Prefix	Enter the prefix for the safety report type. E.g. ‘N’.
Description	Enter the description for the safety report type. E.g. ‘An environmental report regarding the safety of local flora and fauna’.
Officer/Role Name	Enter the officer/role name for the safety report type. E.g. ‘Environment Officer’.
Active	Select whether the safety report type is active. If this tick box is unselected, the safety report type will be inactive and unusable.

Click . The grid is updated with the new safety report type.

If any of the default report types do not apply to your organisation, you can disable them by clicking and unselecting the Active tick box, followed by clicking .

Step 2: Setting up Safety Officers

When you have assigned personnel to a safety officer role, you will have the option to assign them specific responsibilities for the safety report type (sign-off, champion/investigator etc.). Assigning a safety officer role rather than an individual to specific tasks, allows you to quickly change the individual assigned once, without needing to update all the relevant safety settings.

Select General > Setup > Safety Options.
Select the tab corresponding with the safety report type (E.g. Flight Report).
Scroll to the Safety Officers pane.
Select the required safety officer for this safety report type from the Safety Officer drop-down list.
Click Set Role.

Step 3: Setting up Report Type Options

Air Maestro allows you to customise the initial Report Info tab for each safety report type. The Report Details tab is displayed immediately to the reporter when they submit a new report.

Select General > Setup > Safety Options.
Select the tab corresponding with the safety report type (E.g. Flight Report).
Scroll to the Report Type Options pane.
Select the Display Risk Selector to Reporter tick box if the risk selector must be displayed to the reporter for this report type.
Select the required initial likelihood for the report from the Initial Likelihood drop-down list.
Select the required initial consequence for the report from the Initial Consequence drop-down list.

The Risk Level field is automatically calculated from the selected Initial Likelihood and Initial Consequence using the Risk Matrix.
Enter the prefix for the safety report type if required. The default prefix assigned when setting up the report type is automatically displayed in the textbox.
Select whether the optional fields: Category, Event Description, Event Location, Event Type, and Reporter Role for the safety report type are: required, optional, or hidden.
Click Save.

Step 4: Setting up Report Tabs

Air Maestro allows you to create custom tabs to capture the required information for each safety event. For example, for an OH&S report, you may wish to divide your report into the following tabs:

Report Details
Injury Details
Hazard Details.

To create and customise report tabs refer to "How to create Safety Report custom tabs" article (to be added). Once the tabs are created, you can include them in the relevant safety report type.

Select General > Setup > Safety Options.
Select the tab corresponding with the safety report type (E.g. Flight Report).
Scroll to the Report Tabs pane.
Click +Add Tab.
Select a tab from the Tab Name drop-down list. The default options (Champion Only, Mandatory etc.) for that tab are displayed.

Complete the required options for the selected tab.

Field	Description
Champion Only	Select whether the tab can only be completed by the champion/lead investigator. If this tick box is unselected, the reporter can complete the tab. For each ‘Champion Only’ tab, you can nominate whether Investigation Personnel, the Reporter and Personnel with View Access can view the tab. For instance, if you do not wish for the reporter to view the contents of the ‘Champion Only’ tab ensure they are not selected in the ‘Additional Champion Only Tab View Access’ pane.
Mandatory	Select whether the tab is mandatory when completing the safety report. If this tick box is unselected, the reporter can skip the tab.
Send To Authority	Select whether the tab is sent to the authorities when given the option.
Enabled	Select whether the tab is enabled for this safety report type. If this tick box is unselected, the tab is not displayed when completing the safety report.

Click Add.
Repeat steps 4-7 to add additional tabs to the safety report.

Step 5: Setting up Initial Alerts

Air Maestro allows you to notify all required personnel when a safety report is submitted. The notification is sent via an alert within Air Maestro, an email or SMS. For each safety report type, you can specify which personnel require immediate notification of the report and these recipients can differ for each safety report.

This option is only available if the Champion Sends First Alerts tick box is selected in the Global Settings tab. If this option is selected all new reports are automatically sent to the champion/investigator for review. When the champion/investigator concludes their review of the report, they send out notifications to all personnel in the Initial Alert pane. If the Champion Sends First Alerts tick box is unselected in the Global Settings tab, a notification about the safety report is automatically sent to all users in the Report Notification pane, bypassing the champion/investigator's initial review.

Select General > Setup > Safety Options.
Select the tab corresponding with the safety report type (E.g. Flight Report).
Scroll to the Initial Alert pane.
Click to select the required personnel for each report risk level.
Select the required personnel from the AM Alerts, Emails and SMS drop-down lists.
Click Update.
Repeat steps 4-7 for each report risk rating.

Step 6: Setting up Report Notifications

Air Maestro allows you to notify and provide visibility to all required personnel when a safety report has transitioned into the investigation phase. The notification is sent via an alert within Air Maestro, an email or SMS. For each safety report type, you can specify which personnel require immediate notification of the report and these recipients can differ for each safety report.

Select General > Setup > Safety Options.
Select the tab corresponding with the safety report type (E.g. Flight Report).
Scroll to the Investigation Personnel pane.
Click to select the required personnel for each report risk level.
Select the required personnel from the AM Alerts, Emails and SMS drop-down lists.
Click Update.
Repeat Steps 4-7 for each report risk rating.

Step 7: Setting up Report Champion / Investigator

Air Maestro allows you to assign an individual to champion/investigate each safety report, based on the report type and risk rating. This individual is responsible for ensuring the report is investigated, actioned, and eventually closed. The champion/investigator must be one of the safety officer roles.

Select General > Setup > Safety Options.
Select the tab corresponding with the safety report type (E.g. Flight Report).
Scroll to the Safety Hierarchy pane.
Click to select the required safety officer role as the Champion/Lead Investigator for each report risk level.

To assign personnel to a base safety officer role select Operations > Locations > Bases and click for the required base. Click Edit and select the preferred safety officer from the corresponding drop-down list. For example, Safety > Flight Safety Manager.
Select the required safety officer role from the Lead Investigator drop-down list.
Click Update.
Repeat steps 4-7 for each report risk rating.

Step 8: Adding Sign-Off Personnel

Air Maestro allows you to automatically assign sign-off personnel for each safety report, based on the report type and risk rating. Sign-off personnel are responsible for reviewing the report and approving the actions taken before the report is closed. In addition to automatic sign-offs, personnel can also be assigned to sign off an individual report at the safety investigator’s discretion.

Select General > Setup > Safety Options Options.
Select the tab corresponding with the safety report type (for example - Flight Report).
Scroll to the Sign-Off pane.
Click to select the required personnel for each report risk level.
Select the required sign-off personnel from the Sign-Off drop-down list.
Click Update.
Repeat steps 4-7 for each report risk rating.

Step 9: Setting up Access Levels

Air Maestro allows you to specify which users have the option to view and lodge specific safety reports. Access to view and lodge safety reports can be controlled on a base location and department level.

For example, you can set up all users in the ‘Pilot’ department across all bases to view and lodge ‘Flight’ reports.

In addition, you can set up all users in each base and department to view and lodge ‘Quality’ reports. If you have a report that is specific to a base, you can assign just the users in that base to view and lodge the report.

Select General > Setup > Safety Options.
Select the tab corresponding with the safety report type (for example - Flight Report).
Scroll to the Access Levels pane.
Select which personnel can view this safety report type from the View Report Access drop-down list.
Select which personnel can lodge this safety report type from the Lodge Report Access drop-down list.
Click Save.

line with icon.png

In addition to assigning view and lodge access levels for each safety report type, you must also ensure the user has the correct permissions assigned in access levels for their account.
The Safety Reporting > Safety Reports > Modify Self access level must be assigned to all users who are required to lodge safety reports. Air Maestro will then verify which particular report types the user has access to from the safety report setup for each report type.

Related to