Security Management System
Who can configure Security Management settings in the system?
Only users assigned the security_admin role can configure:
Facility Types
Incident Types
Awareness Types
University Helplines
Safety & Security Guidelines
Organisational Unit Facilities
Users with the security_admin_view role can only view configurations but cannot add, edit, or submit records.
What happens once the “Submit” button is clicked for a settings entity?
Once the Submit button is clicked:
The record becomes final.
Further modifications are not allowed.
The configuration becomes available in dropdowns (if marked as Active).
The system treats the record as locked for audit and tracking purposes.
Why is a configured Facility Type or Incident Type not appearing in dropdown lists?
Possible reasons:
The record status is set to Inactive.
Ensure the record is Active and Submitted.
Can an employee edit an incident after submitting it?
Yes, an employee can edit an incident record.
How does the Incident Status workflow function?
The system follows a structured lifecycle:
Reported – Default status when the incident is submitted.
Pending – Action is being reviewed or processed.
Resolved – Action has been taken and resolution details recorded.
The current status is visible on the reporting person’s dashboard.
How are University Helplines used in the system?
University Helplines:
Are configured by the Security Admin.
Appear on employee/student dashboards.
Provide emergency contact visibility across the university.
Only helplines marked as Active are visible to users.
Can awareness programs be linked to specific Organisational Units?
Yes.
While creating an Awareness Program, the admin must:
Select the relevant OU Unit
Choose an Awareness Program Type
Define the program duration
Record participant counts and outcomes
This ensures OU-wise tracking and reporting of safety initiatives.
How does the system ensure accountability in incident resolution?
Accountability is maintained through:
OU-based routing of incidents
Mandatory resolution entry
Resolution date tracking
Status updates (Reported/Pending/Resolved)
Visibility of resolution to the reporting person
This creates an auditable record of safety-related actions taken within the university.
How can an employee report an incident?
An employee can report an incident by clicking the Add Incident button, selecting the OU Unit and Incident Type, entering the date/time and description, and submitting the form.
Can employees view incidents reported by others?
No. Employees can only view the incidents they have reported. The Security Admin can view all reported incidents across OUs.
Can safety guidelines be printed?
Yes. Admins, employees, and students can print safety and security guidelines using the Print option available in the Guidelines section.
What is the purpose of Awareness Programs in the module?
Awareness Programs help record and manage safety initiatives such as mock drills, workshops, and campaigns. Participation details and outcomes can also be documented for reporting purposes.
Can the Security Admin update awareness program details after creation?
Yes. The admin can edit awareness program details before finalizing. Additional pictures can also be uploaded for documentation and notifications.