IncidentAnalytix Overview

1. What Is IncidentAnalytix?

IncidentAnalytix (IA) is an enterprise-grade incident tracking and risk management platform built on Microsoft Dataverse and Power Apps. It enables organizations to capture, investigate, classify, and report on incidents with the depth and rigor demanded by formal safety science — while remaining fully configurable to meet each organization’s specific operational context.

IA is designed for nonprofits, camps, outdoor and adventure programs, behavioral health organizations, higher education institutions, and enterprise safety teams — any organization that needs to move beyond spreadsheets and generic ticketing tools toward a purpose-built safety data platform.

1.1 Key Capabilities

  • Capture rich, multi-dimensional incident data including people, groups, environment, equipment, and contributing factors
  • Classify incidents using internationally recognized safety science frameworks: HFACS, ICAM, STAMP/STPA, and Safety II
  • Track pre-event Red Flag behaviors before they escalate to reportable incidents
  • Document injury and illness using standardized clinical hierarchies aligned to occupational health standards
  • Generate OSHA 300/301 forms, insurance claims, and regulatory reporting records directly from incident data
  • Support investigations, legal actions, interviews, police reports, and adjudications at both the person and group level
  • Deliver an authenticated external-user experience via Power Pages for field staff and program operators
  • Run on your organization’s Microsoft 365 tenant — your data never leaves your environment

1.2 Who Uses IncidentAnalytix?

RolePrimary Use
Safety Officer / Risk ManagerCreate incidents, assign severity, run contributing factor analysis, generate reports
Program Director / AdministratorReview incidents in their area, approve/close records, monitor Red Flags
Field Staff / Program StaffSubmit incident reports and Red Flags via Power Pages (external portal)
HR / Legal / ComplianceAccess investigation records, legal actions, OSHA forms, insurance claims
IT / Power Platform AdminConfigure lookup tables, manage security roles, maintain solution upgrades

2. Core Concepts

2.1 The Incident as the Central Record

Every piece of data in IncidentAnalytix ultimately connects to an Incident record. The Incident captures the who, what, where, and when of an event. All other tables — people involved, injuries sustained, investigations opened, legal actions filed — are child records that hang off a single Incident.

The only exception is the Red Flag, which is a standalone pre-event record that may optionally be promoted into a full Incident.

2.2 The Parent-Child Data Model

IncidentAnalytix uses a strict hierarchical data model with four levels. You must always work top-down: a child record cannot exist without its parent.

Example: To record a Person Injury, you must first create the Incident (Level 1), then create the Person record (Level 2), and then create the Person Injury (Level 3) linked to that Person. The system enforces this automatically through required parent lookups.

2.3 Involvement Types

The Person and Group tables use an Involvement Type choice to distinguish roles within a single incident:

Involvement TypeMeaning
ImpactedThe person or group was harmed, affected, or victimized by the incident
AllegedThe person or group is alleged to have caused or contributed to the incident
Alleged & ImpactedThe person or group is both an alleged actor and was also impacted by the incident

2.4 Lookup Tables vs. Global Choices

Lookup Tables power dropdown lists throughout the application and are fully configurable by administrators. Each lookup category (Injury Type, Severity Level, Activity Type, etc.) is maintained in a separate lookup table, allowing organizations to add, rename, or retire values without modifying the solution.

Global Choices are fixed, platform-level option sets shared across multiple tables. Examples include Involvement Type and Type of Incident. These provide consistent analytical axes across the entire data model.

2.5 Visibility Controls

Most tables include a Visible (Yes/No) flag and a Visible Reason lookup. These allow administrators to suppress records from standard views without deleting them — for example, during a legal hold or pending investigation. Suppression is always reversible by authorized users.


3. Table Hierarchy Overview

The table below summarizes all incident data tables organized by their level in the hierarchy. Color coding matches the visual scheme used throughout this document.

LevelTablesDescription
Level 1 — GreenIncidentCore incident event record — parent of all other incident tables
Level 2 — BluePerson, Group, Participant, Staff, Volunteers, Witness, Incident Environment, Incident Environmental Condition, Incident Bias, Incident Weather, Incident Weather Condition, Incident Equipment Involved, Incident Damage, Incident Vehicle, Incident Contributing Factor, Incident Mitigating Factor, Incident Communication Log, Incident Notification Log, Incident File, Incident Media, Incident Legal Action, Incident Evidence, Incident Insurance Claim, Incident Interview, Incident Investigation, Incident Police Report, Person OSHA Report, Incident Reportable, Incident Response, Incident ReviewDirect children of the Incident record
Level 3 — VioletPerson Injury, Person Illness, Person Behavior, Person Behavior Alleged, Person Bias, Person Bias Alleged, Person Consequence, Person Infraction, Person Adjudication, Person Advisor, Person Criminal Activity, Person Equipment Involved, Person Evidence, Person Insurance Claim, Person Investigation, Person Legal Action, Person Location, Person Medication, Person Police Report, Person Restraint, Person Treatment, Group Behavior, Group Behavior Alleged, Group Bias, Group Bias Alleged, Group Consequence, Group Infraction, Group Adjudication, Group Evidence, Group Insurance Claim, Group Investigation, Group Legal Action, Group Police Report, Witness Statement, Contributing Factor Relationship, Mitigating Factor Relationship, Incident InvestigatorChildren of Level 2 records
Level 4 — BrownPerson Investigator, Group InvestigatorChildren of Level 3 Investigation records
StandaloneRed FlagPre-event flag — independent record, not a child of Incident

4. Pre-Event Tracking

Standalone Table — Not a child of Incident

Red Flag

A concerning event or behavior that does not rise to the level of a recordable incident

Red Flags are early warning indicators — behaviors, situations, or near-misses that raise concern but do not meet the threshold of a formal reportable incident. Recording Red Flags enables organizations to identify patterns of escalating risk before harm occurs.

Red Flags are standalone records, not linked to the Incident hierarchy. However, a Red Flag may be promoted to a full Incident using the Elevate to Incident flag when the situation warrants formal documentation.

Key FieldDescription
Red Flag EventShort title or name of the red flag event
Red Flag CategoryClassification of the type of concern (configurable lookup)
Red Flag DescriptionNarrative description of the event
Person ImpactedFree-text description of person(s) who may have been affected
Person AllegedFree-text description of person(s) alleged to be involved
Severity LevelEstimated severity of the concern
Incident DateDate and time the event occurred
Red Flag LocationLocation description where the event occurred
Organization Facility / SiteLinks to organizational location lookups
Elevate to IncidentFlag to promote this Red Flag to a full Incident record

Red Flag Person and Group fields are free-text (not linked to the Person/Group tables) to allow rapid capture before formal investigation determines whether a full incident record is warranted.


5. Incident — Core Event Record (Level 1)

Level 1 — Parent Table

Incident

The central record for all incident data. All Level 2 child tables link to an Incident.

The Incident record is the foundation of every data entry workflow in IncidentAnalytix. It captures the essential facts of the event: what happened, when, where, how many people were involved, what the program context was, and how the event has been classified for reporting and analysis.

5.1 Classification Fields

FieldDescription
Incident CategoryRequired. Classifies the incident as Close Call, Adverse Outcome, or similar (configurable)
Severity LevelRequired. Overall severity of the incident (configurable lookup)
Type of IncidentGlobal Choice covering the nature/domain of the incident (e.g., injury, behavioral, environmental)
Potential Severity LevelWhat the severity could have been under different circumstances (for near-miss analysis)
Risk Probability / Risk SeverityRisk matrix fields for post-incident risk assessment
Incident Review StatusTracks the review lifecycle of the incident record

5.2 Event Location

FieldDescription
Address Line 1–3, City, State, Country, Postal CodeFull address of the incident location
Latitude / Longitude / AltitudeGPS coordinates for mapping
Map LocationGoogle Maps-formatted location string
Location DescriptionNarrative description of the specific location
Building / RoomIndoor location detail
Organization Facility / Site LocationLinks to organizational location hierarchy

5.3 Program Context

FieldDescription
Start Date / End Date (UTC)Program start and end dates with timezone support
Incident Date (UTC)Date and time of the incident with timezone
Program NameName of the program where the incident occurred
Activity TypeType of activity underway at the time of the incident
Activity DescriptionNarrative of the activity context
Activity Age Group / Activity GenderDemographic context of the program activity
Difficulty RatingDifficulty level of the activity (relevant for outdoor/adventure programs)
Supervision LevelLevel of supervision in place at the time of the incident
Day Occurred / Active Hours / Total DaysProgram duration and timing metrics

5.4 People Summary

The Incident record maintains aggregate people counts. Detailed individual records are captured in the Person, Participant, Staff, and Witness child tables.

FieldDescription
People Participant TotalCount of Participant records linked to this incident
People Staff TotalCount of Staff records linked to this incident
People Other TotalCount of other people involved
People Total / Number In IncidentTotal of all people involved in the incident

5.5 Narrative Fields

FieldDescription
NarrativePrimary narrative account of the incident
Equipment InvolvementNarrative description of how equipment was involved
AnalysisPost-incident analysis notes

6. People

IncidentAnalytix provides five distinct people tables at Level 2, each representing a different role in the incident. The Person table is the most feature-rich, supporting a full Level 3 sub-record hierarchy.

Level 2 — Child of Incident

Person

A person who was impacted by, or is alleged to have caused, an incident. Supports the full sub-record hierarchy.

The Person table is the primary people record in IA. Unlike Participant or Staff (which record presence), Person captures a substantive role — Impacted, Alleged, or Alleged & Impacted — and supports a comprehensive hierarchy of Level 3 child records covering injury, illness, behavior, investigations, legal actions, and more.

Key FieldDescription
Involvement TypeImpacted / Alleged / Alleged & Impacted
Full Name / First Name / Last NamePerson identification
Age / Date of BirthDemographic data
Gender / Race-Ethnicity / Other IdentityDemographic and identity fields
Severity LevelSeverity of impact on this specific person
Type of IncidentNature of incident as it relates to this person
Treatment Visit / Treatment TypeWhether and how the person received treatment
Evacuation TypeWhether and how the person was evacuated
Leave Date / Leave StatusWhen and why the person left the program
Return Date / Return StatusWhen and under what conditions the person returned
Lost DayWhether the person lost one or more program days
Pre-Existing Condition InvolvedWhether a prior medical condition was a factor
Person AccountPerson’s own account of the incident
VisibleWhether the record is visible in standard views

6.1 Person Sub-Tables (Level 3)

Level 3 — Child of Person + Incident

Sub-TablePurpose
Person InjuryDocuments injuries sustained, including injury type, anatomical location, severity, and treatment
Person IllnessDocuments illnesses, including illness type, anatomical location, severity, and treatment
Person BehaviorDocuments observed behaviors of the person during the incident
Person Behavior AllegedDocuments behaviors alleged of a Person Alleged
Person BiasDocuments bias experienced by the person in connection with the incident
Person Bias AllegedDocuments bias actions allegedly perpetrated by a Person Alleged
Person ConsequenceFormal consequences applied to the person following the incident
Person InfractionSpecific infractions formally issued to the person
Person AdjudicationRecords of adjudication processes and outcomes for the person
Person AdvisorAdvisors, attorneys, or advocates associated with the person
Person Criminal ActivityCriminal activity associated with the person in connection with the incident
Person Equipment InvolvedEquipment used by or associated with this specific person that was a factor
Person EvidencePhysical or digital evidence collected in relation to this person
Person Insurance ClaimInsurance claims filed on behalf of or against this person
Person InvestigationFormal investigations opened into this person’s role in the incident
Person Legal ActionLegal actions connected to this person arising from the incident
Person LocationLocation tracking for this person during the incident or response
Person MedicationMedications administered to or taken by the person
Person Police ReportPolice reports filed in relation to this person
Person RestraintTherapeutic holds or restraints applied to the person
Person TreatmentTreatment received by the person following the incident

6.1.1 Person Investigation → Person Investigator (Level 4)

Level 4 — Child of Person Investigation

The Person Investigator table records individual investigators assigned to a Person Investigation, including their assignment dates, notes, and the Investigator lookup linking to an Entra user or system user record.


Level 2 — Child of Incident

Participant

A program participant who was present at or involved in the incident (not necessarily injured or alleged)

Participant records capture program enrollees who were present at the incident. Unlike Person, Participant does not carry an Involvement Type or sub-record hierarchy — it is a presence record used primarily for counts and demographic context.Level 2 — Child of Incident

Staff

A staff member who was present at or involved in the incident

Staff records capture employees, contractors, or instructors present at the incident. Staff records support demographic fields and visibility controls but do not carry the full sub-record hierarchy of Person.Level 2 — Child of Incident

Volunteers

A volunteer who was present at or involved in the incident

Volunteer records capture individuals serving in a volunteer capacity who were present at the incident. The table mirrors the Participant structure with presence, demographic, and status fields.Level 2 — Child of Incident

Witness

Someone who witnessed the incident and whose account may be collected

Witness records document individuals who observed the incident. Witnesses can be internal or external to the program. Each Witness can have one or more Witness Statements.

6.2 Witness Statement (Level 3)

Level 3 — Child of Witness + Incident

The Witness Statement table captures the text of a formal statement, the date it was given, who submitted it, and visibility controls. Multiple statements can be collected from a single witness.


7. Groups

Level 2 — Child of Incident

Group

A group (rather than an individual) who was impacted by or is alleged to have caused an incident

The Group table mirrors the Person table but represents a collective entity — a crew, cabin, cohort, club, or other group — rather than an individual. Like Person, Group carries an Involvement Type and supports a parallel hierarchy of Level 3 sub-tables.

7.1 Group Sub-Tables (Level 3)

Level 3 — Child of Group + Incident

Sub-TablePurpose
Group BehaviorObserved behaviors of the group
Group Behavior AllegedBehaviors alleged of a Group with Alleged involvement type
Group BiasBias experienced by the group in connection with the incident
Group Bias AllegedBias actions allegedly perpetrated by the group
Group ConsequenceFormal consequences applied to the group
Group InfractionFormal infractions issued to the group
Group AdjudicationAdjudication processes and outcomes for the group
Group EvidenceEvidence collected in relation to this group
Group Insurance ClaimInsurance claims filed in relation to this group
Group InvestigationFormal investigations opened into this group’s role
Group Legal ActionLegal actions connected to this group
Group Police ReportPolice reports filed in relation to this group

7.1.1 Group Investigation → Group Investigator (Level 4)

Level 4 — Child of Group Investigation

The Group Investigator table records individual investigators assigned to a Group Investigation, with start/end dates, notes, and a linked Investigator lookup.


8. Environment & Weather

Level 2 — Child of Incident

Incident Environment

Describes the type of environment where the incident occurred

Each incident can have one or more Environment records documenting the setting type — indoor, outdoor, aquatic, wilderness, urban, etc. Environment Type is a configurable lookup.

Incident Environmental Condition

Specific environmental conditions present at the time of the incident

Environmental Condition records capture conditions such as terrain type, lighting, surface conditions, or other environmental factors. Multiple conditions can be recorded per incident.

Incident Bias

Bias-related context at the incident level — distinct from bias experienced by a specific person or group

Incident Bias records document bias as a characteristic of the incident environment itself — for example, a systemic bias factor in the program setting — separate from individual-level Person Bias or Group Bias sub-records.

Incident Weather

General weather observations at the time of the incident

The Incident Weather table captures point-in-time weather observations. Multiple weather records can be added to document changing conditions over the course of an incident.

Incident Weather Condition

Detailed weather condition data including temperature, wind, and visibility

Weather Condition records extend the Incident Weather record with measurable data: temperature and scale, wind speed, wind direction, and visibility. These fields support programs with formal environmental monitoring requirements.


9. Equipment & Property

Level 2 — Child of Incident

Incident Equipment Involved

Equipment at the incident level that may have been a factor in the event

Documents equipment involved in the incident regardless of which person was using it. Fields cover equipment category, manufacturer, model, serial number, purchase date, condition, and performance at the time of the incident.

Note: For equipment associated with a specific person, use the Person Equipment Involved sub-table under the relevant Person record instead.

Incident Damage

Property damage resulting from the incident

Damage records document property damage with fields for damage type, severity, description, and currency amount. Multiple Damage records can be added for incidents involving multiple assets.

Incident Vehicle

Vehicle involved in the incident — the most data-rich equipment table

The Vehicle table captures comprehensive data about vehicles involved: vehicle details (type, make, model, year, VIN, license, color, insurance), driver information, owner information, and police investigation details. It also includes damage fields for vehicle-specific property damage.


10. Incident Factors — Safety Science Analysis

The Contributing Factor and Mitigating Factor tables are the heart of IncidentAnalytix’s safety science capability. They implement a hierarchical factor taxonomy that supports HFACS, ICAM, STAMP, and Safety II analysis through selectable leaf-node classification.Level 2 — Child of Incident

Incident Contributing Factor

A factor that contributed to the occurrence or severity of the incident

Each Contributing Factor record links to a hierarchical Lookup Contributing Factor taxonomy table that carries the full HFACS/ICAM/STAMP classification tree. Only leaf-level nodes are selectable; parent categories are inferred from the hierarchy.

FieldDescription
Contributing FactorLookup to the hierarchical Contributing Factor taxonomy
Contributing Factor TypeTop-level classification category
Contributing Factor PriorityPriority ranking of this factor
Contributing Factor DescriptionNarrative analysis of how this factor contributed
Actionable ItemWhether a corrective action is required for this factor
Action Description / Action DateDescription and date of the corrective action taken

10.1 Contributing Factor Relationship — Accimap Support (Level 3)

Level 3 — Child of Contributing Factor × 2 + Incident

The Contributing Factor Relationship table enables Accimap-style causal mapping by linking pairs of Contributing Factor records with a directional relationship. This allows analysts to build causal chains showing how one factor influenced another, supporting Accimap and barrier analysis methodologies.

Incident Mitigating Factor

A factor that reduced the likelihood or severity of the incident

Mitigating Factors mirror the Contributing Factor structure but document what worked — controls, barriers, and protective factors that reduced harm. The same hierarchical taxonomy approach applies.

10.2 Mitigating Factor Relationship — Preventimap Support (Level 3)

Level 3 — Child of Mitigating Factor × 2 + Incident

The Mitigating Factor Relationship table enables Preventimap analysis by linking pairs of Mitigating Factor records directionally. This maps the relationships between protective barriers to support Safety II and positive safety analysis.


11. Communication

Level 2 — Child of Incident

Incident Communication Log

Incoming and outgoing communications about the incident

The Communication Log tracks all formal communications related to an incident — phone calls, emails, letters, and meetings. Each record captures direction (inbound/outbound), type, contact information, duration, and the content of the communication.

Incident Notification Log

Records of who within the organization has been notified about the incident

Notification Log records document the internal notification chain — who was told, when, and what they were told. The Person to Notify field links to the organization’s user directory.


12. Documents & Media

Level 2 — Child of Incident

Incident File

Links to documents and files related to the incident

File records store URIs (links) to external documents — PDFs, Word documents, spreadsheets — associated with the incident. File Category and File Type lookups allow consistent classification. Files are linked by reference, not stored within Dataverse.

Incident Media

Links to media files and images related to the incident

Media records store URIs to images, videos, or other media files. Media Type and File Category lookups classify the media. Like files, media is stored by reference.


13. Legal, Insurance, Investigation & Police

This group of tables handles formal post-incident processes. They can be applied at three levels: incident-level (here in Section 13), person-level (as Person sub-tables in Section 6), and group-level (as Group sub-tables in Section 7).

Level 2 — Child of Incident

Incident Legal Action

Legal actions filed in connection with the incident

Legal Action records document lawsuits, claims, or other legal proceedings arising from the incident. Fields cover action type, status, start/end dates, description, response, and resolution.

Incident Evidence

Physical or digital evidence collected in relation to the incident

Evidence records log items collected as part of an investigation: type, number/identifier, collection date, collector, and description.

Incident Insurance Claim

Insurance claims filed regarding the incident

Insurance Claim records track claim lifecycle from filing through settlement: claim type, company, filing date, amount, settlement date, and status.

Incident Interview

Formal interviews conducted as part of the incident investigation

Interview records document who was interviewed, by whom, in what format (in-person, video, written), and the content of the interview.

Incident Investigation

Formal investigations opened in connection with the incident

Investigation records track the investigation process from start to close: type, description, responsible investigator, and start/end dates.

13.1 Incident Investigator (Level 3)

Level 3 — Child of Incident Investigation + Incident

The Incident Investigator table records individual investigators assigned to the investigation, with start/end dates, notes, and a linked Investigator lookup.

Incident Police Report

Police reports filed in connection with the incident

Police Report records capture all details of a law enforcement report: officer information, case number, police agency contact details, report date, and full report narrative.


14. Post-Event Tracking

Level 2 — Child of Incident

Person OSHA Report

OSHA Form 300 and Form 301 data for an employee involved in the incident

The OSHA Report table captures all data fields required for OSHA 300 Log and 301 Incident Report compliance: injury/illness classification checkboxes (death, away from work, job transfer, etc.), days counts, employee information, healthcare provider, and facility details.

Note: OSHA Report is a child of Incident (not of Person) and records employee-specific regulatory data. Organizations with OSHA reporting obligations should enable this table for all work-related incidents.

Incident Reportable

Incidents requiring formal reporting to an outside entity

Reportable records track regulatory and mandatory reporting obligations: who the report must go to (Reporting Source), the category of requirement, reporting status, and the date reported.

Incident Response

Follow-up actions taken after the incident

Response records document corrective actions, remediation steps, and follow-up activities. Fields cover response type, status, responsible party, start/end dates, and description.

Incident Review

Formal reviews of the incident (required or optional)

Review records document after-action reviews, safety reviews, and board-level reviews. Fields capture review type, date, reviewer, position, status, and findings.


15. Table Relationship Quick Reference

The table below shows all parent-child relationships in IncidentAnalytix at a glance.

Child TableParent Table(s)Level
Red FlagStandalone (no parent)0 – Standalone
IncidentNone (root record)1 – Parent
PersonIncident2
GroupIncident2
ParticipantIncident2
StaffIncident2
VolunteersIncident2
WitnessIncident2
Incident EnvironmentIncident2
Incident Environmental ConditionIncident2
Incident BiasIncident2
Incident WeatherIncident2
Incident Weather ConditionIncident2
Incident Equipment InvolvedIncident2
Incident DamageIncident2
Incident VehicleIncident2
Incident Contributing FactorIncident2
Incident Mitigating FactorIncident2
Incident Communication LogIncident2
Incident Notification LogIncident2
Incident FileIncident2
Incident MediaIncident2
Incident Legal ActionIncident2
Incident EvidenceIncident2
Incident Insurance ClaimIncident2
Incident InterviewIncident2
Incident InvestigationIncident2
Incident Police ReportIncident2
Person OSHA ReportIncident2
Incident ReportableIncident2
Incident ResponseIncident2
Incident ReviewIncident2
Person InjuryPerson, Incident3
Person IllnessPerson, Incident3
Person BehaviorPerson, Incident3
Person Behavior AllegedPerson (Alleged), Incident3
Person BiasPerson, Incident3
Person Bias AllegedPerson (Alleged), Incident3
Person ConsequencePerson, Incident3
Person InfractionPerson, Incident3
Person AdjudicationPerson, Incident3
Person AdvisorPerson3
Person Criminal ActivityPerson, Incident3
Person Equipment InvolvedPerson, Incident3
Person EvidencePerson, Incident3
Person Insurance ClaimPerson, Incident3
Person InvestigationPerson, Incident3
Person Legal ActionPerson, Incident3
Person LocationPerson, Incident3
Person MedicationPerson, Incident3
Person Police ReportPerson, Incident3
Person RestraintPerson, Incident3
Person TreatmentPerson, Incident3
Group BehaviorGroup, Incident3
Group Behavior AllegedGroup, Incident3
Group BiasGroup, Incident3
Group Bias AllegedGroup, Incident3
Group ConsequenceGroup, Incident3
Group InfractionGroup, Incident3
Group AdjudicationGroup, Incident3
Group EvidenceGroup, Incident3
Group Insurance ClaimGroup, Incident3
Group InvestigationGroup, Incident3
Group Legal ActionGroup, Incident3
Group Police ReportGroup, Incident3
Witness StatementWitness, Incident3
Contributing Factor RelationshipContributing Factor ×2, Incident3
Mitigating Factor RelationshipMitigating Factor ×2, Incident3
Incident InvestigatorIncident Investigation, Incident3
Person InvestigatorPerson Investigation, Person, Incident4
Group InvestigatorGroup Investigation, Group, Incident4

IncidentAnalytix® is a product of SystemsAnalytix. Built on Microsoft Power Platform. Distributed via Microsoft AppSource / Power Platform Marketplace.