Reporting incidents on line

Suggested framework

Define incidents first

ANYTHING from bad steering to an accident report along ARA lines

OPTION 1 – REPORTING AGENT - AGREED TO BE IDENTIFIED (IDENTIFIED)

Note in text box or option box to go with this

“This is an open report and you do not mind all and sundry knowing you have made it”

OPTION 2 - KNOWN FOR REPORTING BUT REPORTED IN CONFIDENCE

“Your name will only be known to the Regional Water safety adviser, (and his deputy and such very limited persons as in his judgement need to know – such as perhaps the chairman in confidence or perhaps in the case of possible litigation the Police or Harbour Master and your Divisional Rep all of whom are mandated to confidentiality orally and in writing”

OPTION 3 – WHOLLY ANONYMOUS BCC TYPE REPORTING (ANONYMOUS)

“The technology of this will be such that only the operating software controller of the independent website can look up the email of the originator and such data will not be available to any of the TRRC or PLA. Be warned, however, that any anonymous reports will be scrutinised carefully for the possibility of false or attempted humorous false claims and may well be rejected unless supported with hard evidence such as photographs and contemporaneous notes”

Options 1 and 2

SURNAME

FORENAME

Telephone numbers for correspondence WORK

MOBILE

HOME

Option 3

Has none of the above

General LOCATION OF INCIDENT

TIDAL THAMES (is OPTION 1)

NON TIDAL (E.A. THAMES) (is OPTION 2)

Tidal Thames (contd)

State of the tide OTPTION DROP DOWN BOXES

FULL HIGH TIDE SLACK WATER

HIGH TIDE (Top quarter of EBB[going out with the stream])

HIGH TIDE (Top quarter of FLOW [coming in against the stream])

HALF HIGHT TIDE (EBB)

HALF HIGHT TIDE (FLOW)

QUARTER HIGHT TIDE (EBB)

QUARTER HIGHT TIDE (FLOW)

LOW TIDE (EBB)

LOW TIDE (FLOW)

LOW TIDE SLACK WATER

NOT KNOWN

Specific LOCATION OF INCIDENT

Text box with options

To be decided probably the whole of the Thames by division with each division subdivided into mini areas and a MAP OF EACH AREA to be down loadable and MARKABLE AND SAVEABLE AND PRINTABLE FOR REFERENCE

IN the interim a verbal description will suffice together with a text box

CLUB

Drop down box available or smart software that recognises the start of the names of the 200 odd clubs

Division is then AUTO PUT in a Division box

Text box

Division 10

11 Oxford

12 etc

13

14

15

16

17

18

19 Putney

A link is made to the DIVISION REP TO SEND HIM THE REPORT BY EMAIL and for this to request a return receipt from him or her upon it being opened

DATE of incident

TIME of incident

Nature of incident

Broad category tree available here of the following – each of which flows to a series of other questions

ARA REPORTABLE INCIDENT

PLA REPORTABLE INCIDENT

REGIONAL INCIDENT AND NEAR MISS REPORT

BAD NAVIGATION, LIGHTS, BEHAVOUR AND ALL OTHER NON IMPACT REPORTS

RECORDA BLE BUT YOU WANT TO REPORT IT ANYWAY

MAIB Reports (Pretty rare – eg rowing boat and commercial passenger craft)

ARA REPORTABLE INCIDENT

Go thru the ara form and evolve questions and tick boxes together with the plans above should deal with that

I can do this later

PLA REPORTABLE INCIDENT

The ARA form is acceptable to the PLA so the reporting agent can be directed to the same part of the data base

At the end of each of these the report is sent by email to the parties concerned

PLA (David Foster)

ARA form (RWSA and Dept’y with copy to Pippa Randolph at the ARA)

REGIONAL INCIDENT AND NEAR MISS REPORT

This is best now prioritised to near misses only and once this is in action can be changed

BAD NAVIGATION, LIGHTS, BEHAVOUR AND ALL OTHER NON IMPACT REPORTS

This is the key section for this software to work and I shall spend some time on the details

Injury on water

Due to collision with static object

Due to collision with a rowing / sculling boat

Due to collision with other vessel (non-rowing)

Due to rowing equipment failure e.g. blade

Drowning

Due to inability to swim

Due to hypothermia

Due to inappropriate actions

Due to unconsciousness

Due to being trapped

Injury on land

Due to lifting rowing related equip e.g. boats, launches,

Due to weight training

Due to ergo training

Due to circuit training

Due to cross training e.g. cycling, running etc

Significant damage to equipment

Due to collision with static object

Due to collision with a rowing / sculling boat

Due to collision with other vessel (non-rowing)

Due to rowing equipment failure e.g. steering

Severe Hypothermia (does require hospitalisation)

Due to immersion in water

Due to inappropriate clothing

Due to inactivity

Heat Stroke

Due to inappropriate clothing

Due to inappropriate behaviour

Due to inadequate hydration

Waterborne Illness

Weills Disease

Blue-green algae

Gastro intestinal infection

Main category	Subsection 1	Subsection 2	Subsection 3
Tick BOX Rowing craft
In Navigational channel where not supposed to be	Below Putney Pier at any time other than crossing
In Navigational channel where not supposed to be	above the Syon Crossover point at any time other than 1) crossing and 2) on the ebb from Hospital bumps mark ‘20’ down river (when it is unsafe not to be in the channel)
In Navigational channel at a time / place when it is perfectly safe not to be	On the ebb	On the flood
Failure to follow Rules in Navigational channel	On wrong side of channel	Not observing Col Regs 9a (as far to rhs as safe)
Failure to follow rules in inshore zone	Not as close as practicable to the bank (sufficient to prevent undertaking)	Stopping under or in the vicinity of a bridge	Spinning 180 in the inshore zone (only 90 allowed to cross over zone)
Blocking channel	Stopped in Navigational channel at a time / place when it is perfectly safe not to be
Blocking inshore zone	Stopped in the inshore zone out of contact with the bank such as to impede overtaking	Stopped in the inshore zone abreast of another boat such as to impede overtaking	Proceeding abreast
Stopping in restricted zone
Overtaking in restricted zone
Turning in restricted zone
Overtaking incorrectly in any location e.g. undertaking in inshore zone or overtaking more than two crews etc	Text box or drop downs
Unsafe crossing	Due to proximity of others	Due to wrong angle (not oblique	Other reason
Failure to keep a lookout	By eye in direct looking	By hearing	By other means
Inconsiderate behaviour to rowers
Inconsiderate behaviour to other river users
Use of audible foul language
Lights	At all	At one end	Inadequate as specified in drop down text box
Clubs
Failure to educate members re Code of Practice
Failure to train and certify coxes, steers and scullers
Failure to enforce members adherence to Code of Practice
No boat ID	Not conforming ARA	inadequate ID visible	Poor contast
Tick BOX Coaching launch
Coach launch wash
Coach launch unsuitable
Coach launch over loaded
3 in a boat not licensed for it
Navigating in the inshore zone alongside rowing crew thus baulking passage of other rowers
Stopping in inshore zone such as to block channel
Failure to follow Rules in Navigational channel	On wrong side of channel	Not observing Col Regs 9a (as far to rhs as safe)
Failure to follow rules in inshore zone	Not as close as practicable to the bank (sufficient to prevent undertaking)	Stopping under or in the vicinity of a bridge	Spinning 180 in the inshore zone (only 90 allowed to cross over zone)
Blocking channel	Stopped in Navigational channel at a time / place when it is perfectly safe not to be
Blocking inshore zone	Stopped in the inshore zone out of contact with the bank such as to impede overtaking	Stopped in the inshore zone abreast of another boat such as to impede overtaking	Proceeding abreast
Stopping in restricted zone
Overtaking in restricted zone
Turning in restricted zone
Overtaking incorrectly in any location e.g. undertaking in inshore zone or overtaking more than two crews etc	Text box or drop downs
Unsafe crossing	Due to proximity of others	Due to wrong angle (not oblique	Other reason
Failure to keep a lookout	By eye in direct looking	By hearing	By other means
Inconsiderate behaviour to rowers
Inconsiderate behaviour to other river users
Use of audible foul language
Lights	Not fully compliant

Contract

Memorandum of understanding to form the contract between Thoughtspace and the Thames Regional Rowing Council which may at a later stage (it is hoped) be transferred to the Amateur Rowing Association

Please send to the TRRC an invoice / receipt on clearing for a deposit of £500 for estimated Phase 1 works as described below

Estimated cost being £1200 - £1500 and reverting to TRRC if more ( Note maximum liability agreed to be £2000)

Phase 2 (interactive maps) will be priced later on provision of sample mapping source electronic files and may have to be traced with extra costs

This could double or treble the cost to 4 to 6k but we will know when we have looked at the first stage and the sample maps and be able to firm up

Description of the works

The purpose of this project is to establish ‑ as agreed with the Water Safety Committee of the ARA ‑ a pilot incident reporting system that can be done easily on line with the use of drop down boxes and autofill to make the process as easy as possible.

The idea is to produce a one‑location catch‑all facility to report all incidents and to have the data collected and collated automatically by the computer software and sent to all the relevant authorities or, if not sent, an email sent informing them of where they can find the data.

Ideally, each of the 5 or so categories of incident report will be collated.

For the time being we are mainly interested in reporting of navigation and bad behaviour etc incidents and on this I have concentrated as we need to try to get this up and running soon (October 6th was our target but with such late notice to you and with you probably busy that will have to be in your hands but as of today you stated you would be able to get someone started on Monday next subject to contract and deposit).

The phasing of this is likely to be in two or three stages unless I am wrong

Phase 1) the setting up of the system verbally [literally the written word] (ie no maps or charts) to report only bad navigation etc with emails, reporting printing and data collation to the Region

Phase 2) the provision of a facility to mark on charts and plans the position of boats for every part of the river Thames both Tidal and EA together with all other water on which Thames regional boats row ‑ e.g. Dorney, Reading and Caversham etc

Phase 3) the incorporation of all ARA and PLA reporting systems both recordable and reportable into the ARA system with a back up facility to print out hard copy

I envisage the system to work as follows

• Go to the ARA TRRC and All Club sites to find an url for incident reporting

• This takes you to YOUR website (or your software on the ARA website)

• Click on the opening button to go through the various decision trees laid out in the attached Word file “incident reporting 061002 .doc”

• At all stages you can save the report and come back to it

• or navigate up and down it

• at all stages you can go backwards and forwards

• There are plenty of text boxes for other comments

• there is a map of the system on the side so people can go straight to what they want

• only certain parts are ‘essential’ data that must be filled to be able to proceed (to be agreed)

• the whole is printable by the users at front or back end

• The print out is condensed {and in phase 2 includes diagrams)

• [and in phase 2] Diagrams and charts are simple and as small as possible in term of bytes of size but as large as possible in terms of vision and marking

• [and in phase 2] They need to be scalable where practicable ie you can zoom in to a bit of river say 200 m long and get some detail

For this I expect we will have to involve copyright and the OS people or the PLA chart people or alternatively knuckle down to make schematic diagrams of the whole of the Thames based on maps and charts such as not to breach copyright (may be simpler!) and we will provide these.

The full sum will be payable within 14 days on satisfactory functioning of the system

A sum will be set aside at your judgement to cater for glitches found in the first 6 months - say £100 to 200? And this will be returned if not used or used as deposit for any further work

Concurrently with the next years audit but under separate contract you will set up the launch ID record system which I will describe later but can very very simply be appended to the club audit

Dr CJD George for the TRRC