3.1. OR Management

An Original Report refers to an aviation safety event submitted via the ECCAIRS 2 Reporting Portal. Both unregistered reporters and registered users—whether individuals or organisations—can submit ORs using web forms, PDF files, or E5X files directed to a specific authority. Additionally, ORs may be generated through APIs, by uploading E5X files, or via Machine-to-Machine (M2M) processes by registered organisational users.

To manage them, the Officer accesses the E2 Web Application and unfolds the Safety Data menu on the upper left side, and selects Original Reports.

The primary purpose of this menu is for Officers to validate or archive ORs. The system will display the list of ORs the reporters submit to the Authority’s Officer.

Officers can customise the OR list as explained in the section Reports Lists.

3.1.1. Status filters and status

Above the list of ORs, on the right side, the system displays the filter tabs:

The list of results will restrict the ORs based on the selected tab.

·        In Progress refers to ‘Open’ or unvalidated ORs. The list of ORs will show ‘Open’ on the ‘E2 Status’ column, and if the OR is edited by its reporter, it will show a ‘padlock’ icon.

·        Processed: refers to validated ORs. The E2 Status column of the list of results displays ‘Processed’ for validated ORs.

·        All: refers to all the ORs belonging to the Officer’s Authority regardless of status.

·        Archived: ORs sent to the archive. The E2 Status column of the list of results displays ‘Archived’ for ORs.

The status of the ORs can be the following:

·        Open: This means the OR has not been validated by any officer.

·        Processed means the OR has been validated and has become a VR Validated report (a copy of the OR linked to it).

·        Archived:  Officers can archive the ORs in the list. Once archived, they can be restored to the “open” status, or deleted.

3.1.2. 3-dot menu of the list of ORs – OR features

On the last column of the right side of each row in the OR list, there is a 3-dot menu.

If the Officer clicks on it, the system will display a menu. The options available in this menu depend on the status of the OR:

For Open ORs:

For Processed ORs:

For Archived ORs:

The next sections explain what each option in those menus does.

 

3.1.3. Contact details

This menu item displays the contact details of the Reporter who submitted the OR, allowing the Authority Officer to contact the Reporter in case more information or clarifications are required. Contact details are available for registered reporters or unregistered reporters who provided their contact details during submission.

First name and surname, telephone, email address and organisation name (for organisational registered reporters) are displayed in the contact details.

3.1.4. View

When clicking on View in the 3-dot menu (or double-clicking in the list view on any cell of the row), the system will display the content of the OR with the view the Officer has saved in ‘My account’. See Views on ‘My account’ for further details.

If the Officer has no view settled by default, the system displays a blank page where the Officer has to select the specific view for the OR:

The Officer can validate the OR through the ‘Validate’ button above the view, next to the ‘Select the view’ drop-down menu:

When the Officer confirms the action, they can go back to the list of ORs or the list of validated reports (VRs).

3-dot actions button: this button includes all actions available in the 3-dot menu available in the OR list view, except for the ‘View’ and ‘Validate’ options:

3.1.5. Validate

In the 3-dot menu of a row of the ORs list, the ‘Validate’ option allows the Officer to validate the related OR. The Officer clicks ‘Validate’, and the system displays a confirmation message. The Officer can decide to stay at the OR level or to navigate directly to the newly created VR, where they will be able to perform any necessary updates:

Once the OR is validated, it will turn from ‘Open’ to ‘Processed’ in the E2 Status column and will be moved from the ‘In progress’ to the ‘Processed’ tab of the ORs list:

Moreover, the copy of the OR will be displayed as a VR in the Validated Reports menu. 

3.1.6. Archive

This option is to archive ORs. See details in the Features applicable to all reports-Archive section.

3.1.7. Transfer full ownership

This feature is only available for ORs with an ‘Open’ status (E2 Status) and, therefore, are not linked to a VR. It allows Authority Officers to transfer an OR that was initially reported to them to another Authority.

It is used in cases where the OR was reported to the wrong Authority. As a result, it will disappear from the first Authority’s radar and appear to the new receiving Authority as a regular OR. The Reporter will continue having the OR in their list of ORs, and the receiving Authority will see any future update made to the transferred OR.

·        It can only be transferred to another Competent Authority. Therefore, only Competent Authorities are shown in the pick list.

·        This option is only available for those ORs that are 'Open' (E2 status) and, therefore, not associated with a VR. 

Officers from the receiving Authority can identify the ORs that have been transferred to them by selecting them in the advanced filters and/or with the icon shown by the e2id.

 

3.1.8. Go to related reports

This option is only available for the ORs that have been validated in the ‘Processed’ tab and have a processed status under the attribute E2 Status column.

A modal view shows the related VR and, if applicable, the Occurrence to which the OR and VR are related.

·        The Officer can navigate the reports by clicking the ‘Go to the report’ icon.

·        Additionally, they can remove the link between the OR and the VR by clicking on the ‘remove the link’ icon.

ü  By doing so, the status of the OR is changed from ‘Processed’ to ‘Open’ as there is no more validated report related to it.

ü  Note that while it removes the link between the OR in the VR, the link between VR and Occurrence, if existing, is maintained.

 

3.1.9. Restore

For the Archived ORs, the status of the OR is changed back to Open.

3.1.10. Delete

For the Archived ORs, the status of the OR is changed to Deleted. The Deleted OR will no longer be visible in the system, but the record will be kept in the Database.

3.1.11. Version History

This option of the 3-dot menu shows all the changes the OR has been through, including modification dates and users and the changes in the attributes, if edited. See more details in the Version History section.

3.1.12. Export

This option exports the specific ORs of the list to different file formats. See details in the Export section.

3.1.13. Advanced filters         

Apart from the filters of the list of ORs and the queries, the system provides these Advanced filters Next to the File and the Data menus above the list of ORs:

When the Officer clicks on it, the system displays the following filters above the list of results:

The Officer can activate any of the filters or both at the same time:

The Full transfer filter can restrict the results of the list of ORs:

·        By the Authority(ies) who transferred ORs

·        From a date

·        To another (later) date

The Reported filter refers to reports from other authorities. See section Report to for details on this. This filter can restrict the results:

·        By the Authority(ies) who submitted the reports

·        From a date

·        To another (later) date

The Officer completes the necessary filters and clicks ‘Apply’.

The system will display the list of ORs based on the introduced parameters.