EUROPEAN ORGANISATION

FOR THE SAFETY OF AIR NAVIGATION

E UR OC ONT R O L

TOKAI USER MANUAL

Edition: v3.1

DIRECTORATE NETWORK MANAGEMENT

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Contents

Contents ...............................................................................................................................1
Table of Figures .....................................................................................................................3
Introduction ..........................................................................................................................8
1 Notification Module ........................................................................................................9
1.1 Create a new notification ..........................................................................................9
1.2 Edit an existing notification...................................................................................... 11
1.3 Dismiss a submitted notification............................................................................... 11
2 Data Gathering Module.................................................................................................. 14
2.1 Create a new occurrence (investigation) .................................................................... 14
2.2 Create an investigation from an existing notification ................................................... 16
2.3 Edit an existing investigation.................................................................................... 18
2.4 Adding images to fields ........................................................................................... 18
2.5 Occurrence options sidebar ..................................................................................... 19
Tags .............................................................................................................. 20
2.5.1
2.5.2 Related occurrences ........................................................................................ 22
2.5.3 Stop / Overtake occurrence .............................................................................. 22
2.5.4
Manage duplicates .......................................................................................... 24
2.5.5
Feedback Module............................................................................................ 26
2.6 Integration with other TOKAI modules ...................................................................... 35
2.7.1
2.7 Using the investigation inventory.............................................................................. 35
2.7.2
Investigation inventory – quick access toolbar ..................................................... 35
2.8.1 Options sidebar............................................................................................... 42
2.8.2
2.8 Tags management .................................................................................................. 53
2.8.3
Create new tag ............................................................................................... 54
Edit existing tag............................................................................................... 55
Delete existing tag ........................................................................................... 56
2.9 Location picker ...................................................................................................... 57
3 Risk Analysis Tool Module .............................................................................................. 58
4 HERA Module ............................................................................................................... 65
4.1 Create a new HERA record....................................................................................... 65
4.2 Using the HERA inventory........................................................................................ 70
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5 Statistics Module .......................................................................................................... 71

5.1 Taxonomy Query System ......................................................................................... 71
The Query System inventory ............................................................................. 71
Create a new query ......................................................................................... 72
Add a new filter to a query ............................................................................... 73
Query logic explanation.................................................................................... 81
5.1.1
5.1.2
Editing a query................................................................................................ 82
5.1.3 Running a query .............................................................................................. 83
5.1.4
Delete a query ................................................................................................ 83
5.1.5
5.2
5.1.6
RAT specific statistics .............................................................................................. 84
5.1.7 Statistics page structure ................................................................................... 84
Filtering System .............................................................................................. 85
5.2.1
RAT Statistics drilldown function ....................................................................... 90
5.2.2
5.2.3 Risk Chart....................................................................................................... 90
5.2.4 Explanatory factors distribution......................................................................... 91
5.2.5
Export to excel................................................................................................ 92
5.2.6
6 Using the TOKAI data inventory....................................................................................... 94
6.1 Summary .............................................................................................................. 94
6.2 Pagination, sorting and filtering................................................................................ 94
6.2.1
6.2.2 Pagination...................................................................................................... 94
6.2.3 Sorting........................................................................................................... 94
Filtering ......................................................................................................... 95
6.3 Data columns organization .................................................................................... 100
6.4 Integration with the roles and permission system ..................................................... 101

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Table of Figures
Figure 1.1-1 Creating a new notification ....................................................................................9
Figure 1.1-2 Extra email group .................................................................................................9
Figure 1.1-3 Submit confirmation............................................................................................ 10
Figure 1.1-4 Edit submission settings ...................................................................................... 10
Figure 1.1-5 Edit Submit options............................................................................................. 10
Figure 1.1-6 Save successful pop-up........................................................................................ 11
Figure 1.3-1 Save the template for the Report submitted alert.................................................... 11
Figure 1.3-2 The template for the Report submitted alert .......................................................... 12
Figure 1.3-3 The panel for the dismiss justification.................................................................... 13
Figure 1.3-4 The confirmation panel for receiving the notification about the dismiss...................... 13
Figure 1.3-5 The justification for the dismissed notification ........................................................ 13
Figure 2.1-1 New Occurrence template ................................................................................... 14
Figure 2.1-2 Save an occurrence............................................................................................. 14
Figure 2.1-3 Occurrence Attachments ..................................................................................... 15
Figure 2.1-4 Options panel .................................................................................................... 16
Figure 2.2-1 Push Notification Button...................................................................................... 17
Figure 2.2-2 Report Submitted Alert ....................................................................................... 17
Figure 2.2-3 Locked input fields .............................................................................................. 18
Figure 2.5-1 Occurrence Options ............................................................................................ 20
Figure 2.5-2 Search or Add a tag ............................................................................................. 20
Figure 2.5-3 Display occurrences having the selected tag. .......................................................... 21
Figure 2.5-4 Click on tag is specified on top of the page-to display all linked occurrences................ 21
Figure 2.5-5 Display Linked occurrences after click on Tag .......................................................... 21
Figure 2.5-6 Remove tag ....................................................................................................... 21
Figure 2.5-7 Related Occurrences ........................................................................................... 22
Figure 2.5-8 Link new Occurrence........................................................................................... 22
Figure 2.5-9 STOP/Overtake an occurrence.............................................................................. 23
Figure 2.5-10 Search for the occurrence to overtake ................................................................. 23
Figure 2.5-11 Navigate through occurrences ............................................................................ 23
Figure 2.5-12 Breaking "Overtake" and Split occurrence ............................................................ 24
Figure 2.5-13 Occurrence Options regarding the duplicate state ................................................. 25
Figure 2.5-14 Clear and overtake occurrence options ................................................................ 25
Figure 2.5-15 Duplicate/Potential Duplicate Occurrence Inventory.............................................. 26
Figure 2.5-16 Feedback function button .................................................................................. 26
Figure 2.5-17 ....................................................................................................................... 27
Figure 2.5-18 Feedback form ................................................................................................. 28
Figure 2.5-19 Select receivers section...................................................................................... 29
Figure 2.5-20 Configure predefined users groups ...................................................................... 30
Figure 2.5-21 Subject of the Feedback ..................................................................................... 30
Figure 2.5-22 Content section ................................................................................................ 31
Figure 2.5-23 The content before parsing................................................................................ 31
Figure 2.5-24 The content after parsing ................................................................................... 32
Figure 2.5-25 The configuration of the Dropdown list of HEIDI Terms .......................................... 32
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Figure 2.5-26 The possible warnings that disable Send feedback button ...................................... 33
Figure 2.5-27 The notification for the ‘To’ user and Navigate to ATS Notification button................. 33
Figure 2.5-28 Answer a feedback............................................................................................ 34
Figure 2.5-29 The notification for the ‘Cc’ user ......................................................................... 34
Figure 2.7-1 Occurrences Operations and Options Toolbar ......................................................... 35
Figure 2.7-2 Operations and Options Toolbar explained ............................................................. 35
Figure 2.7-3 Preview Occurrence............................................................................................ 36
Figure 2.7-4 The request is in process message......................................................................... 36
Figure 2.7-5 Exported Occurrence pop-up message................................................................... 37
Figure 2.7-6 Export notification .............................................................................................. 37
Figure 2.7-7 Download Occurrence......................................................................................... 38
Figure 2.7-8 Send Report by Email .......................................................................................... 39
Figure 2.7-9 Occurrence View Mode ....................................................................................... 41
Figure 2.7-10 Linked reports (1).............................................................................................. 41
Figure 2.7-11 Linked reports (2).............................................................................................. 41
Figure 2.7-12 E5X - ECCAIRS Export ......................................................................................... 42
Figure 2.7-13 E5X Archive Contents ........................................................................................ 42
Figure 2.7-14 Occurrences inventory Options Sidebar................................................................ 42
Figure 2.7-15 Taxonomy Export to Excel .................................................................................. 43
Figure 2.7-16 Choose type of report before download ............................................................... 44
Figure 2.7-17 Generated report preview.................................................................................. 44
Figure 2.7-18 Check AST Compliance....................................................................................... 45
Figure 2.7-19 Exported AST Compatible Excel File ..................................................................... 45
Figure 2.7-20 Create New occurrence from original one............................................................. 46
Figure 2.7-21 Moving an Occurrence....................................................................................... 46
Figure 2.7-22 Reassign occurrence notification ......................................................................... 47
Figure 2.7-23 Reassign user event displayed in the history of the occurrence ................................ 47
Figure 2.7-24 Filtering occurrences ......................................................................................... 49
Figure 2.7-25 Creating filter configuration ............................................................................... 50
Figure 2.7-26 Apply Filter Configurations ................................................................................. 50
Figure 2.7-27 Default filter configuration ................................................................................. 51
Figure 2.7-28 Reset Filter Configuration................................................................................... 52
Figure 2.7-29 Delete Filter Configuration ................................................................................. 52
Figure 2.8-1 Managing Tags ................................................................................................... 53
Figure 2.8-2 Search and filter tags........................................................................................... 54
Figure 2.8-3 Create new tag ................................................................................................... 54
Figure 2.8-4 Add new tag ...................................................................................................... 55
Figure 2.8-5 Edit existing tag .................................................................................................. 55
Figure 2.8-6 Instant update of tags modifications...................................................................... 56
Figure 2.8-7 Delete existing tag .............................................................................................. 56
Figure 2.9-1 Geographical co-ordinates term using Google Maps ................................................ 57
Figure 2.9-1 Managing multiple severities................................................................................ 58
Figure 2.9-2 The new severity design for ATM Specific Occurrence .............................................. 58
Figure 2.9-3 The new mutually exclusive criterion ..................................................................... 59

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Figure 2.9-4 Reset Severity .................................................................................................... 59

Figure 2.9-5 The definitions ................................................................................................... 60
Figure 2.9-6 The definitions expanded..................................................................................... 60
Figure 2.9-7 The new added row in the risk matrix.................................................................... 61
Figure 2.9-8 The new added row in the risk matrix.................................................................... 61
Figure 2.9-9 Click on the ‘Barriers’ and then select the barriers ................................................... 62
Figure 4.1-1 STEP 1: Create a New Occurrence before HERA ....................................................... 65
Figure 4.1-2 Select a template created in Admin section ............................................................ 65
Figure 4.1-3 STEP 2: Choose template for the Occurrence .......................................................... 65
Figure 4.1-4 STEP 3: Flowcharts Navigation Panel ..................................................................... 66
Figure 4.1-5 STEP 4: Error Detail Flowchart .............................................................................. 67
Figure 4.1-6 STEP 5: Answering questions ................................................................................ 68
Figure 4.1-7 STEP 6: Error Mechanism Flowchart ...................................................................... 68
Figure 4.1-8 STEP 7: Information Processing Flowchart .............................................................. 69
Figure 4.1-9 STEP 8: Zoom feature .......................................................................................... 69
Figure 4.1-10 STEP 9: Navigate Back........................................................................................ 70
Figure 5.1-1 Accessing the query system.................................................................................. 71
Figure 5.1-2 The query system inventory ................................................................................. 72
Figure 5.1-3 New Query ........................................................................................................ 72
Figure 5.1-4 Create a new query............................................................................................. 73
Figure 5.1-5 Filter menu ........................................................................................................ 73
Figure 5.1-6 Accessing the taxonomy ...................................................................................... 74
Figure 5.1-7 Selecting a taxonomy term................................................................................... 74
Figure 5.1-8 The query options............................................................................................... 75
Figure 5.1-9 Creating a ranged query ...................................................................................... 75
Figure 5.1-10 The query will search for the Date of occurrence within the last 3 months ................ 76
Figure 5.1-11 Logical operators between Filters ........................................................................ 76
Figure 5.1-12 Other query options .......................................................................................... 77
Figure 5.1-13 Select the desired Tree terms ............................................................................. 77
Figure 5.1-14 Selecting from a tree control in query system ....................................................... 78
Figure 5.1-15 Tree control result in a query.............................................................................. 78
Figure 5.1-16 Tree control logical operator .............................................................................. 79
Figure 5.1-17 Create a Query by Tags ...................................................................................... 80
Figure 5.1-18 Saving a query .................................................................................................. 80
Figure 5.1-19 Query sections ................................................................................................. 82
Figure 5.1-20 Edit a query...................................................................................................... 83
Figure 5.1-21 Running queries................................................................................................ 83
Figure 5.1-22 Query Results ................................................................................................... 83
Figure 5.1-23 Deleting a query ............................................................................................... 84
Figure 5.2-1 Accessing RAT statistics ....................................................................................... 84
Figure 5.2-2 Statistics overview in RAT .................................................................................... 85
Figure 5.2-3 Filter by computed risk ........................................................................................ 86
Figure 5.2-4 Filter by Risk discrimination.................................................................................. 86
Figure 5.2-5 The organization filter ......................................................................................... 87

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Figure 5.2-6 The date filter .................................................................................................... 87

Figure 5.2-7 The occurrence type filter .................................................................................... 87
Figure 5.2-8 Criteria filter ...................................................................................................... 88
Figure 5.2-9 Display the occurrences with the risk value equal to the one in the cell ...................... 90
Figure 5.2-10 Selected risk displayed occurrences ..................................................................... 90
Figure 5.2-11 The risk Chart ................................................................................................... 91
Figure 5.2-12 Explanatory Factors Distribution ......................................................................... 91
Figure 5.2-13 Additional explanatory factors statistics ............................................................... 92
Figure 5.2-14 Risk Matrix exported in Excel .............................................................................. 92
Figure 5.2-15 Risk Chart exported in Excel................................................................................ 93
Figure 5.2-16 Top factors distribution in Excel .......................................................................... 93
Figure 6.2-1 Inventory Pagination ........................................................................................... 94
Figure 6.2-2 Inventory Sorting ................................................................................................ 95
Figure 6.2-3 Sorting Options .................................................................................................. 95
Figure 6.2-4 Filter in action .................................................................................................... 96
Figure 6.3-1 Data columns organization................................................................................. 100
Figure 6.4-1 Integration with roles and permissions ................................................................ 101

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USER MANUAL

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Introduction

If you are an investigator, notifier, reader, or even an organization nmanager who wants to use the
tool as one of the previous roles, please continue with using this USER MANUAL.

In case you are an Organization Administrator, get the ORGANIZATION ADMINISTRATOR MANUAL to
read about the Organization Administration roles available in eTOKAI.

The USER MANUAL has the purpose of explaining the roles of an investigator, notifier or reader,
together with the necessary steps to follow in order to create a notification and start the data gathering
related to an occurrence that took place within a specific Organization.

It is composed of the following main sections:

1. Notification Module
This module is offering information about the creation of a notification from scratch, the roles that
are assigned to a notifier and how one can use them, and also it offers information about the
features available in the notification inventory.

2. Data Gathering Module

This module explains how to create a new occurrence that will trigger an investigation if necessary
and how to start the investigation process. An existing investigation can be edited, and one can
see how to do this using this section. The Occurrence options and inventory are some other
subjects tackled in this module.

3. Risk Analysis Tool Module

Here, the user can see how a Risk Analysis can be done and how can it be integrated with the
occurrences in the inventory, using the specific RAT Tool. (Please see the separate RAT user guide
document on the e-TOKAI website (click for the link).

4. HERA Module
The Human Error in European Air Traffic Management (HERA) is a tool dedicated to the human
factors perspective in incident/accident investigation. It is used to help the classification of Human
Error in the operational air traffic management environment.

5. Statistics Module
In the Statistics Module the user can see the current situation of the Organization he is working
in and also access the query system and RAT Specific statistics.

Following, the modules listed above will be discussed.

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1 Notification Module
1.1 Create a new notification
To start creating an ATS Notification you first need to have at least 1 Notification template created
(please see Layout Engine chapter in Admin Manual on how to create a template – only for admins).
The user you log in with should have “Manage ATS Notifications” permission assigned. If these
prerequisites are met, navigate to the create notification page following the steps below:

1. Login as a user with manage ATS Notifications permission

2. Go to main menu and click/tap on ATS Notification, select New ATS Notification from the
dropdown;
3. Select a template from the template list by clicking/ tapping it;
4. Add a name to the notification;
5. Complete the input fields that you need, as well as those that are required;
6. Click the Save button.

Figure 1.1-1 Creating a new notification

In the above screenshot we have the 3 main panels in the Create notification page:
1. The layouts panel where the template layouts are listed in a tree structure according to
their category;
2. Options panel in the top right for saving, searching and adding a name to the notification;
3. Section panels, as created in the template, containing input fields, checkboxes etc.;

To verify that your notification has been saved, go to main menu – ATS Notification – ATS Notification
Inventory and in the inventory page notice that your report is listed with the specified name. Also
notice that your report has status: un-submitted. This means that your notification has been saved but
has not been submitted so no one got your notification. To do this, on the last step click the “Submit”
button instead of the “Save” button.

Figure 1.1-2 Extra email group

When clicking in the “Submit” button, there are two possibilities:

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1. If there is no Email Group or no ATS Notification Report Builder Template set as default for the
current unit, two drop-down lists appear where you can select them. After selecting the Email
Group and Report Template, you must click submit again and the following confirmation
popup window will appear on the screen. To finalize the process, you have to click Submit in
the confirmation window.

Figure 1.1-3 Submit confirmation

2. If an Email Group and ATS Notification Report Builder Template were previously set as default
for the current unit, after firstly clicking Submit, the confirmation window appears, and you
must click again Submit in order to finalize the process. If you are not satisfied with the default
submission settings, you can modify them by clicking the Edit button located near Submit,
illustrated in the following picture:

Figure 1.1-4 Edit submission settings

By clicking the “Edit” button the two drop-down lists appear, and you can manually select the Email
Group and ATS Notification Report Builder Template for submission.

Figure 1.1-5 Edit Submit options

Verify that your notification has now the status “Submitted” in the ATS Notification inventory.

You can skip the save button altogether because when you submit a notification, it automatically gets
saved in the inventory. When the notification has been saved, an info message appears on a green
panel on the top right of your browser window. If anything goes wrong in the saving process, then this
info popup will have a red background and will display a message informing what happened.

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Figure 1.1-6 Save successful pop-up

NOTE: When a user that belongs to a certain unit creates a notification and submits it, all investigators
in that unit are informed via the push notification system that a notification has been created.

1.2 Edit an existing notification

To edit an existing notification please follow the steps below:

1. Navigate to ATS Notification – ATS Notification inventory

2. Click on the name of the notification that you wish to edit from the inventory list
3. In the notification page modify what information or content you desire
4. Submit your notification again by clicking the “Submit” button once, then next to the email
notification dropdown again, then in the confirmation popup once more.

1.3 Dismiss a submitted notification

To be able to dismiss a submitted notification, an organization administrator should have created the
“Report dismissed alert” template:
ADMIN STEPS:

1. Navigate to Admin –Organization Management

2. Go to Custom workflows
3. Select “Report dismissed alert” from the Notification Event dropdown and “Notifier”
from the Role dropdown and then click “Save”

Figure 1.3-1 Save the template for the Report submitted alert

You should now see the template for the Report dismissed alert.

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Figure 1.3-2 The template for the Report submitted alert

To dismiss a submitted notification please follow the steps below:

1. Navigate to ATS Notification – ATS Notification inventory

2. Click on the name of the notification that you wish to dismiss from the inventory list
3. In the notification page click the “Dismiss” button
4. After clicking the “Dismiss” button, fill the text area field with the dismiss justification
5. Then click the “Submit” button, then click “Yes” in the confirmation popup to dismiss the
notification or the “Cancel” button to quit the dismiss procedure

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Figure 1.3-3 The panel for the dismiss justification

The green confirmation panel in the top right will tell you that the notification has been dismissed
successfully.
The notifier will be informed about the dismissed ATS Notification by receiving an email and / or an
internal notification (visible in the notifications area).

Figure 1.3-4 The confirmation panel for receiving the notification about the dismiss

The ATS notification is now set as dismissed. You can check the dismiss justification by clicking the
“Dismiss justification” button.

Figure 1.3-5 The justification for the dismissed notification

NOTE: Only the investigators with report submitted alert subscription in that unit can dismiss the
notification.

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2 Data Gathering Module

The Data Gathering module is the most important part of the entire application. It is where
investigators come to collect notifications, create occurrences based on them and generate reports.
Just like the ATS Notification module, we have a “create” page, an inventory, a template list page, a
link reports section and more.
Let’s start with the “create” page. The user interface is identical to the ATS Notification “create” page,
the only difference being that the user has a different Options panel.

2.1 Create a new occurrence (investigation)

Figure 2.1-1 New Occurrence template

To create a new occurrence, follow the steps below:

1. Go to main menu – Data Gathering – New Occurrence

2. Select a template from the list depending on the type of occurrence you want to report
3. Add a name in the options panel
4. Complete all required fields as well as any other fields you need for your occurrence
5. Click Save to save the occurrence.
You have now successfully created a new occurrence. The green confirmation panel in the top right
should tell you that.

Notice that as your occurrence was saved, new options popped up in the options panel.

Figure 2.1-2 Save an occurrence

The new options are:

1. Create Risk Analysis

The “Create Risk Analysis” button takes the user to the steps of creating a Risk Analysis for which
you can read more in the RAT Chapter. When that risk analysis is saved there is a button linking
the user back to the occurrence. When he returns to the “Create” page, he now has an edit and a
delete Risk analysis button as illustrated by the icon badges.
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2. Edit HERA error

The “HERA error” button simply informs the user that one or more HERA terms are available in
the chosen template.

3. Attachments

The “Attachments” button links to a section where user can upload files like documents, images, or
any other non-executable files.

Figure 2.1-3 Occurrence Attachments

Simply click the “select files” button, select one or more files using the CTRL key on your keyboard and
click open. The maximum size accepted for an attachment is 50 MB, while the sum of all attachments’
sizes for an occurrence could not exceed 100 MB. The files are then displayed as tiles with title, file size
and an option to delete them. Clicking the tile acts like a download button.

At the left of the title there is a back button to return to the occurrence. Notice that the attachments
button shows a counter with the number of files uploaded to this occurrence.

All the risk analysis and the attachments feature have been saved automatically. You can now navigate
to the inventory and notice your occurrence listed there.

4. Options (Open / close right panel options)

The “Options” button on top of the page gives the user a list of options for the Occurrence:

• Download Report – downloads a report in different templates depending on the number of

templates saved in eTOKAI
• Email Report – Sends the report via e-mail to a chosen addressee
• Preview of exported occurrence template – preview of the PDF exported file.
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• Linked ATS notifications – see the linked ATS Notifications with the current occurrence
• Check Annual Safety Template (AST) Compliance – checks compliance with AST template
• Export to Excel – Exports occurrence to excel in
• Export to AST – Exports occurrence to AST template
• View History of file – view creation, edited date, user, unit, actions taken during filling in
information
• Related Occurrences – shows a list of linked occurrences, if any. If not, the user can add a link
to an existing occurrence
• Reassign Occurrence – offers the possibility to search in the list of users a new one to assign
the occurrence to
• Tags – add tags to the occurrence for easier identification
• Search for Duplicates – searches in the inventory for any duplicates of the current occurrence
• Stop/Overtake Occurrence

Figure 2.1-4 Options panel

More information about Occurrence Options Sidebar in 2.5.

2.2 Create an investigation from an existing notification

As notifications are created, investigators assigned to those units receive a push notification on the
top right blue panel. Investigators can navigate to the push notifications page and choose an ATS
notification to view. A user can view ATS notifications just as well by using the ATS Notification
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inventory. To start creating an occurrence from an existing notification you will require the following
prerequisites:

1. At least one notification has been created and submitted in a certain unit, let’s call it unit
x;
2. At least one template for Data Gathering available in unit x;
3. A user with manage Occurrences permission in unit x;
4. Report submitted alert set up for that user’s role (ex: investigator role)

If everything is set, follow the steps below to start creating your occurrence:

● Navigate to the main menu top right blue panel and click the “Push Notification” button

Figure 2.2-1 Push Notification Button

● In the Push Notifications list page, click on the unviewed notification to expand it and click on
View Notification button to go to the ATS Notification

Figure 2.2-2 Report Submitted Alert

● Notice in the figure below that all input fields are locked so you cannot edit them, but in the
options panel, you have a new button for creating an occurrence from this notification. This is
available only if nobody else created an occurrence from this notification before. Clicking the
“Dismiss” button marks this ATS Notification so that it could not be used to create an
occurrence from it.

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Figure 2.2-3 Locked input fields

● Select a data gathering template for your new occurrence. Know that if the data gathering
template contains the input fields (HEIDI terms) as the Notification template and those input
fields have been filled with data by the notifier, all that information will be transferred to your
occurrence. This is the main reason why it is useful to create occurrences from ATS
notifications.
● You are taken to an occurrence page where data from the notification has been ported here
and you can add more data to complete your occurrence. Fill in your new required fields, these
functions exactly like was presented in ATS Notification chapter, only these input fields could
be different terms, and it all depends on what terms the data gathering template has been
created with. Save the occurrence by clicking the “Save” button.

Now you have created your first occurrence from an ATS Notification. You know this because there is
a linked notification to your occurrence. You can review what notification has been linked to an
occurrence by navigating to main menu – Data Gathering – Occurrence Inventory, selecting an
occurrence by its respective checkbox and clicking the button „linked reports” button.

2.3 Edit an existing investigation

Investigators can edit an occurrence after saving it by following these steps:

1. Navigate to main menu – Data Gathering – Occurrence Inventory

2. Click on the occurrence name to view / edit it
3. In the occurrence page, change your data or add new attachments, etc., and click Save.

Now your occurrence is edited and saved. You might run into some trouble with permission limitations
as user who does not have the ability to view/ edit / delete or any combination of the three, an
occurrence that was not created by the same user.

2.4 Adding images to fields

There are certain fields that offer the possibility to add images to their value. In order to do that, the
user should click on the button indicated in the following screenshot.

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There is, however, one limitation regarding this process. One occurrence is not allowed to contain
images whose aggregated size is higher than 20 MB. If so, the occurrence could not be saved and the
system displays an error.

After adding an image, the system displays the image storage left for the current occurrence:

If the limit of image storage is exceeded, the user is prompted with the following message:

Even if the message shows an error, the image has been added, however, the occurrence cannot be
saved in the current state (an error will be shown at save as well). In this case, the user should remove
or modify some of the images so that the threshold to be met.

2.5 Occurrence options sidebar

Most of the functions from the Options sidebar will be visible after the occurrence is saved.

For improved usability, the functions from the Occurrence inventory sidebar were added in the
Occurrence page, as well. They are displayed in a similar sidebar, on the right side of the page, which
can be toggled by clicking the “Options” button.

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Figure 2.5-1 Occurrence Options

There are a couple of functions identical with the ones from the inventory sidebar, except they apply
to the opened occurrence. For detailed description of this functions, please see the Investigation
inventory quick access toolbar and Options sidebar.

In addition to those, there are some other functions only available here, at the occurrence level:

Tags
A saved occurrence can be tagged with one or more tags. This function can be useful for organizing
occurrences. Tags are saved at the organization level.

2.5.1To access the Tags section, click the Options button, then Tags button from the occurrence’s Options
sidebar.

1. Add a tag

In order to add a tag, type the name of the tag or a part of it in the search box. The application will
search the database for existing tags which match the search word and will display them in a dropdown
list. Select a tag from the list or, if no tag is found with that name, click on the Add tag button, which
will automatically create a new tag with the given name and append it to the occurrence. The new tag
will be available on future searches; if that tag is not added to the occurrence already (you cannot tag
an occurrence with the same tag twice). Newly added tags will be available instantly to other users
from the same organization, as well.

Figure 2.5-2 Search or Add a tag

Clicking a tag name will redirect the user to the Occurrence Inventory, where all occurrences having
that tag are displayed.

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Figure 2.5-3 Display occurrences having the selected tag.

Figure 2.5-4 Click on tag is specified on top of the page-to display all linked occurrences

Figure 2.5-5 Display Linked occurrences after click on Tag

2. Remove a tag

Removing a tag from an occurrence is done by clicking the small “x” red button from the name of the
tag. This will not delete the tag from the database or from other occurrences.

Figure 2.5-6 Remove tag

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NOTE: There is also the possibility to query database for occurrences having a combination of tags. For
this feature, please consult the Query System section.

Related occurrences
This feature allows to link one occurrence with several others. Click the “Related occurrence” button
from the Options sidebar to display the Related occurrences section. This page will show a list with all
occurrences linked with the current one.

2.5.2

Figure 2.5-7 Related Occurrences

The user can view or unlink an occurrence by clicking the respective buttons.

To add a new occurrence, click the “Link new occurrence” button. This will open the list of occurrences
available to be linked.

2.5.3
Figure 2.5-8 Link new Occurrence

The linking process is symmetrical, i.e. linking occurrence A to occurrence B will also link B to A.

Stop / Overtake occurrence

In some cases, two investigations are started in two different units for the same occurrence. One
investigation (the secondary investigation) will be overtaken by another one (the main investigation),
causing the secondary investigation to be stopped. Theoretically, stopped investigations shouldn’t be
reported to the Authority, or exported to AST.

Clicking the “STOP / overtake occurrence” button will display the corresponding section.

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Figure 2.5-9 STOP/Overtake an occurrence

Type in the search box a part of the name or the reference number of the occurrence you wish to set
as main investigation. This occurrence will overtake current one. After selecting a result from the list,
click the “Overtake current occurrence” button. Now, this occurrence has been stopped.

Figure 2.5-10 Search for the occurrence to overtake

You can navigate between the two occurrences by clicking the name / reference number.

Figure 2.5-11 Navigate through occurrences

The overtaken connection can be broken at any time, by clicking the “Split occurrence” button.

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Figure 2.5-12 Breaking "Overtake" and Split occurrence

Manage duplicates

2.5.4ThisManage Duplicates module is providing the user the possibility to search for duplicates for a
specific occurrence and manage the duplicate state for the occurrences. This is only possible if the user
has Edit Occurrence Permission.

The query to find duplicates can be run both from the Inventory Options from the occurrence
inventory page as well as from the Occurrence Options from the occurrence page.
The Occurrence state is displayed in the occurrence inventory in a new filterable and sortable column
named Duplicate state with the following abbreviations:

• U: Unchecked - the query didn’t run on this occurrence

• ND: Not Duplicate - the query found the occurrence as not duplicated
• PD: Potential Duplicate - the query found the occurrence as a potential duplicate
• PDDC: Potential Duplicate but the Duplicates were Cleared as separate occurrences - the
query found it as a potential duplicate, but a user with manage occurrences permissions set
the other occurrences as separate incidents
• D: Duplicate - a user with manage occurrences permissions set it as a duplicate
• DDO: Duplicate, but the duplicates were Deleted / Overtaken - a user deleted or overtook its
duplicates

The query shall flag two or more occurrences as potential duplicates where at least 1 RTF call sign is
similar (not necessarily identical, because the query will try to correct any mistype error; for example:
RTF123 and RTF132 call signs will be found as similar) and the difference between the date and time
of occurrences are within the predefined interval.

After the user runs a query, the specified occurrence will have one of the following states:

• Not Duplicates or
• Potential Duplicated.
If the occurrence will be set with the second state, the user will be able to edit it as it will be shown
below.
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Figure 2.5-13 Occurrence Options regarding the duplicate state

In case that the user will set the occurrence as Duplicate, there are a few options to solve this
problem.

The Tokai user will have the possibilities to Clear Occurrence as a separate incident as well as
Stop/Overtake it. Both these options are available in the Occurrence Options.

Figure 2.5-14 Clear and overtake occurrence options

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In addition to these options, there is also the possibility to delete a duplicate from the Occurrence
Inventory.
The Duplicates/Potential Duplicates Inventory will only display the occurrences that the user who
requested this operation can view. To view occurrences reported in units a user doesn’t have access
to, he will need to have the Manage Duplicates permission over those units. This will still not give
him the right to open/edit those occurrences.

Figure 2.5-15 Duplicate/Potential Duplicate Occurrence Inventory

Feedback Module
2.5.5

The feedback function is a process configured inside Tokai. Feedback is initiated by the investigator in
charge and can be sent to Tokai users (via e-mail and Tokai system notification) and to external users
also (as e-mail only).

In order to enable the feedback function for a specific occurrence, that occurrence should be created
from a submitted ATS Notification. The feedback can be sent only by the investigator who created the
occurrence.

The function is available at occurrence level, by pressing the Feedback button as shown in the following
picture.

Figure 2.5-16 Feedback function button

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After clicking the feedback button, the user will see a list of feedback threads that have already been
sent.

Figure 2.5-17 Feedback list

A click on the header will expand the specified feedback and show its content and possible answers.
The Send new feedback button will provide a new form for the investigator to submit a new feedback.
If the occurrence has no feedback sent, the Feedback button will redirect the user to the feedback
form instead.

As displayed in the next picture, this form is divided in the next elements:

• Select receivers section

• Subject section
• Content section
• Send feedback section

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Figure 2.5-18 Feedback form

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1. Select receivers section

Figure 2.5-19 Select receivers section

The Predefined users section contains the users added by default when opening the
feedback form. Those are the notifiers which submitted the ATS Notifications related to
the occurrence. Most of the time, there will be only one user. The investigator in charge
can delete manually those users if he wishes to, but beware of the fact that there needs
to be at least one user in the Receivers section in order to be able to send a feedback.

The Internal users section is designed for the investigator in charge to manually add the
addressee of the feedback. Those users will receive a notification via Tokai’s Notification
System and an e-mail as well.
As in the e-mail design, the receivers can be divided in ‘To’ or ‘Cc’ groups. The difference
is that the ‘To’ user groups can reply to the feedback, while the ‘Cc’ users can only see the
feedback (similar to the classic e-mail functionality).
The users can be added individually by using the ‘Search user…’ input area or collectively
by selecting a predefined user group. Those user groups are configurable by the
Organization Admin.

To do that, in the Organization Management page, click on the Configure feedback

function tile. Select the Configure predefined users list tab and configure the groups for
the specific organization, as shown in the next picture.

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Figure 2.5-20 Configure predefined users groups

The External users section is designed for the investigator in charge to manually add e-
mail addresses so the users outside Tokai can receive the feedback via e-mail.
The users can be added individually by the ‘Add new receiver’ button or collectively by
selecting a distribution list. Those distribution lists are configurable by the Organization
Admin in the Organization management in the Email distribution lists tile.

2. Subject of the feedback

The subject of the feedback is a plain text field that will be the title of the report.

Figure 2.5-21 Subject of the Feedback

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3. Content section

Figure 2.5-22 Content section

The content of the feedback is a large text area where the investigator can freely write his
feedback and he can also add tokens using the dropdown list that will later be parsed and
replaced with their specific term results.

Figure 2.5-23 The content before parsing

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Figure 2.5-24 The content after parsing

The dropdown list contains a list of maximum 10 predefined HEIDI Terms that can be configured by
the Organization Admin in the Organization management in the Configure feedback function, under
Configure predefined terms tab.

Figure 2.5-25 The configuration of the Dropdown list of HEIDI Terms

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4. Send feedback section

The send feedback section contains the Send feedback button who will be disabled if the form is
invalid. One of the following labels will be displayed:

Figure 2.5-26 The possible warnings that disable Send feedback button

NOTE: The Feedback cannot have its Subject empty, its Content empty or no user selected in the
Select receivers section.

The Notification System inside Tokai will provide information for users whenever a feedback is
submitted.

As shown in the next figure, for the users added in the ‘To’ list (users that can reply to the feedback)
the notification will contain a button allowing to navigate to their ATS Notification.

Figure 2.5-27 The notification for the ‘To’ user and Navigate to ATS Notification button

At the ATS Notification level, the users in the ‘To’ list can answer the feedback, by clicking the
Feedback button and expanding the specified feedback topic.

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Figure 2.5-28 Answer a feedback

The users in the ‘Cc’ list don’t have the right to answer the feedback but they can see it in their
respective notification in Tokai or in their e-mail.

Figure 2.5-29 The notification for the ‘Cc’ user

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The Send Date for each feedback is stored separately, so that it can be queried easily using the
Query System inside Tokai. More detailed information in the Statistics Module.

2.6 Integration with other TOKAI modules

The occurrences are at the heart of the application. They integrate with more modules than any other
feature. We discussed in the creation process how an occurrence can attach:

1. A Risk Analysis
2. A HERA (Human Error in ATM Occurrences) Analysis
3. File attachments like documents or images or other

There is another module that works with Occurrences, and that is the Statistics module. This is
discussed in greater detail in the Statistics Module– Chapter 5, however it is important to point out the
connection between these features and how they interact with each other.

2.7 Using the investigation inventory

Please see the Chapter 6 – Using the TOKAI data inventory for a complete overview of the inventory
features and functionality.

Investigation inventory – quick access toolbar

2.7.1The Quick access toolbar contains the buttons which are most frequently
used. When the user selects
one or more occurrences, the corresponding buttons are activated. The detailed description of their
function is as follows:

Figure 2.7-1 Occurrences Operations and Options Toolbar

Download Occurrence in View

Options
Mode

Preview Occurrence Linked Notifications

Download occurrence PDF Related Occurrences

Download Report Export in E5X Format

/ Delete Occurrence / Hard delete

E-mail Report
Occurrence

Figure 2.7-2 Operations and Options Toolbar explained

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2.7.1.1 Preview occurrence

This function can be used to have a quick overview on the selected occurrence. The application will
open an HTML page in a new browser tab, containing all the fields that were filled in by the user.

Figure 2.7-3 Preview Occurrence

2.7.1.2 The Export and the import flow

To export or import different files in or from the system, Tokai uses a flow in which the request made
by user from the User Interface is taken and processed by the server; following that, the user will
receive a message informing him that when the request is ready, he will receive a notification with the
needed details.

Figure 2.7-4 The request is in process message

There are two types of notifications:

1. Export Occurrence Notification – contains a button to download the requested file.

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Figure 2.7-5 Exported Occurrence pop-up message

Figure 2.7-6 Export notification

2. Import Occurrence Notification

Figure 2-27 Import notification

During the processing of the request, the User Interface is enabled, and the user can freely execute
other operations in the application.
2.7.1.3 Download occurrence PDF
This function is similar with the Preview Occurrence function, but instead of opening an HTML page,
the application generates a PDF file with all the fields which have values in the selected occurrence.

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Figure 2.7-7 Download Occurrence

2.7.1.4 Download report

In order to download a PDF file with the report generated with the Report Builder, the Download
report function can be used.

Clicking this button will open the Options sidebar, prompting the user to select the Report Builder
Template for generating the report. Detailed workflow is described in the Download report
description from the Options sidebar section.

2.7.1.5 Email report

This function makes it possible for a user to directly email the report generated with the Report
Builder to users outside TOKAI. Clicking the “Email report” button will display the Email design
interface:

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Send occurrence as PDF or E5X format

Report Builder Template

Distribution list

Type of Report
Additional receivers outside of
Email address(es) from distribution list distribution list

Figure 2.7-8 Send Report by Email

When the PDF is checked as the sent option, a new button will appear called Attachments. This
button is used to toggle the attachments window where the user can select which attachments will
be included in the PDF file.

Figure 2.7-9.1 Select attachments

On the email design page, the user must fill in the following fields:

● Report builder template: the template which is used for generating the report.
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● Distribution list: the user can select one from the predefined distribution lists, which can be
enabled on the unit or at the organization level. These lists are groups of emails of users that
not necessarily have a TOKAI account, but are concerned in receiving the reports – Safety
Management, Safety Authority, etc.
● Report type: the user can select which type of report is going to send, either Initial
Investigation report or Final Investigation report. Selecting one of these fields will cancel the
alert for that corresponding kind of reminder. For detailed information, please consult the
Notifications / Alerts sections.
● To: displays the list of emails where this report will be sent. The list of receivers is aggregated
from the emails in the selected distribution list (if any) and the emails added separately.
● Add new receiver: allows the user to add another email address to where the report will be
sent. At least one receiver (one email address) must be added in order for the Send email
button to be enabled.
● Subject: the email subject field
● Content: the email content field. The user signature is added automatically, and the
credentials will be implicitly replaced with the ones of the user who sends the e-mail.
● Approval text: additional text which can be dynamically added at the end of the generated
report.

2.7.1.6 Open occurrence in view mode

This function displays a read-only version of the occurrence. Every field is grayed off, all buttons are
disabled so that no accidental change can take place.

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Figure 2.7-10 Occurrence View Mode

2.7.1.7 Linked reports

This option displays the list of the ATS Notification reports linked to this occurrence. The user can open
the reports in View mode, can link other reports to this occurrence or unlink the existing ones.

Figure 2.7-11 Linked reports (1)

If “Link new reports” button is clicked, a new list of available reports (submitted and unlinked to other
occurrences) will be displayed.

Figure 2.7-12 Linked reports (2)

2.7.1.8 Export in E5X format

One or more occurrences can be exported at once in the ECCAIRS Taxonomy format, as an E5X (.ZIP)
archive.

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Figure 2.7-13 E5X - ECCAIRS Export

The archive contains an XML file generated for each occurrence, named using its Reference number.

Figure 2.7-14 E5X Archive Contents

2.7.1.9 Delete occurrences

One or more occurrences can be deleted at once by using this function. All other entities connected to
these occurrences will also be deleted – linked ATS Notification reports, attachments, risk analysis.
2.7.2
Options sidebar
This left sidebar groups the functions of the occurrence inventory used less frequently, and it’s toggled
by clicking the little buttons in the left upper (and lower) corners of the grid. These functionalities are
described in the following sections.

Figure 2.7-15 Occurrences inventory Options Sidebar

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2.7.2.1 Export to Excel

The quickest way to retrieve data out of TOKAI database is by using the export to Excel function via a
transfer file template. This can be done only by the organization manager. For detailed information
about it, see also the Transfer file template section (Chapter 1.4 in Admin Manual).

When clicking this button, the user is asked to select the transfer file template to be used, and then
click the “Export” button to generate the Excel file. This file will contain the fields from the transfer file
template as columns, and all selected occurrences will be displayed in the Excel file, one per each line.

Figure 2.7-16 Taxonomy Export to Excel

2.7.2.2 Download report

This feature offers the Organization manager the possibility to extract just certain fields from the
investigation and build a PDF file through a Report Builder template. The advanced tuning of this
template is explained in the Report Builder template chapter in the Admin Manual.

To generate a report, click the “Download report” button in the Inventory Options sidebar menu,
select the template to be used and hit the “Export” button. The generated PDF file is offered for
download to the user.

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Figure 2.7-17 Choose type of report before download

A sample of a generated report is the following:

Figure 2.7-18 Generated report preview

2.7.2.3 Check AST Compliance

This option verifies if the selected occurrence meets the rules for being AST compliant. If it’s not, a list
with all the missing fields will be displayed.
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Figure 2.7-19 Check AST Compliance

2.7.2.4 Export to AST

This function exports the selected occurrences in the AST format, using the AST template selected by
the user. The result is an AST compatible Excel file.

Figure 2.7-20 Exported AST Compatible Excel File

2.7.2.5 Open occurrence with

If there is sometime a need to open a certain occurrence with a different Data Gathering template,
this function shows very useful. Later updates of the templates used for Data Gathering can lead to
this kind of needs.

When clicking this button, the user is asked to select the new Data Gathering template to be used for
opening the occurrence. The application then creates a new occurrence from this one, by mapping the
existing occurrence on the selected template. The fields from the previous template which are not
found in the new one, are lost. All entities linked to the original occurrence (ATS Notifications,
attachments, risk analysis) are removed from the old occurrence and transferred to the newly created

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one when the Save button is clicked. The user will have to take care to manually delete original
occurrence if this is the case.

Figure 2.7-21 Create New occurrence from original one

2.7.2.6 Move occurrence

One or more occurrences can be moved to another unit using this function. The user must first select
the occurrences to be moved, then search for the new unit in the search box and click the “Move”
button.

Figure 2.7-22 Moving an Occurrence

2.7.2.7 Reassign occurrence

If an occurrence needs to be assigned to another user, then this function is the proper way to do it.
Simply search for the new user by typing his user name / first name / last name or parts of them and
click the “Reassign” button.

After this operation, the person the occurrence was reassigned to will receive a notification.

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Figure 2.7-23 Reassign occurrence notification

The ‘Reassign user’ event details will appear in the history of changes.

Figure 2.7-24 Reassign user event displayed in the history of the occurrence

2.7.2.8 Export occurrences

This Exports the selected occurrences to a JSON file which can be used as a backup measure or to
exchange investigations with other TOKAI installations.

Please, keep in mind, that the maximum number of the occurrences that can be exported at a time is
100.

2.7.2.9 Import occurrences

The file generated with the Export occurrences function can be imported back into the application.
This leads to new occurrences being created and automatically saved in the database if the system
couldn’t find the imported occurrences in the existing ones. If the system finds that the occurrences
that are being imported already exist in the organization, the user will have the possibility to choose
what happens to the import.

The Unit/User for the imported occurrence will be the same as it was when exported if the current
organization have them. If it doesn’t, the occurrence will have the Unit/User of the current
context(the user who imported the occurrence in the first place).
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Figure 2.7-25b Warning while importing occurrences

The Override option will completely update the occurrence including Layout Template, Unit, User,
Tags, Attachments, Risk analysis and that might lead in losing some data of the overridden
occurrence.

Please consider that in the unfortunate case in which the imported occurrence doesn't have Risk
Analysis attached, Tags, or Attachments, the existing occurrence will lose them. Same works for the
case where the imported occurrence has new information in addition to the existing.

If there are linked ATS Notifications that are not linked to the imported occurrence, the system will
only detach them, but you can still see them in the ATS Notification inventory.

The Keep Existing option will keep the existing occurrence in the organization and ignore the
imported one.

The Keep Both option will keep the existing occurrence and import the new one as well. Since the
system only allows the ATS Notifications to be linked to only one Occurrence, if the imported
Occurrence have linked an ATS Notification that is already linked to an Occurrence, the system will
keep the link from the existing occurrence. You can later move them manually.

2.7.2.10 Active filters

Each user has the possibility to save different configurations of grid filters to database and use them
anytime. Filter configurations can be created, applied, set as default, reset or deleted directly from the
inventory options sidebar.

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Figure 2.7-26 Filtering occurrences

2.7.2.10.1 Create a new filter configuration

First, use the built-in filtering system of the inventory to create a combination of filters. This filters
configuration can be saved by typing a name for it and clicking the “Save filter configuration” button.

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Figure 2.7-27 Creating filter configuration

2.7.2.10.2 Apply and set as default a saved filter configuration

To apply a certain filter configuration, just select it from the Active filters list. The filter configuration
is automatically applied when selected.

Figure 2.7-28 Apply Filter Configurations

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After a filter configuration is applied, you can choose to set it as default by clicking the “Pin” button –
i.e. this filter configuration will be applied automatically when accessing the Occurrence Inventory
page, even after you log out and log in again.

Figure 2.7-29 Default filter configuration

2.7.2.10.3 Reset a filter configuration

To reset a filter configuration from being default click the “Reset” button.

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Figure 2.7-30 Reset Filter Configuration

2.7.2.10.4 Delete filter configuration

To delete the selected filter configuration, click the “Delete” button.

Figure 2.7-31 Delete Filter Configuration

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2.8 Tags management

To access the tags management page, go to Data Gathering -> Manage Tags. Tags can be created,
edited and deleted at the organization level, i.e. each user who is part of the organization can create a
new tag, edit and delete an existing one.

Tags are displayed as clickable tiles. Each tile shows the name of the tag and the number of occurrences
tagged with it. Clicking a tile will display these occurrences.

Figure 2.8-1 Managing Tags

Search tags
The tags management page is enhanced with an instant search function, which filters tags from your
organization based on the input string in the search box. The search results are paginated.

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Figure 2.8-2 Search and filter tags

2.8.1
Create new tag
Fill in the new tag name and click the “Create new tag” button to save a new tag.
Tag names have to be unique at organization level.

Figure 2.8-3 Create new tag

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Figure 2.8-4 Add new tag

2.8.2 Edit existing tag

Click the small “Edit” button on a tag’s tile to edit the tile’s name, and then click the green button to
save it.

Figure 2.8-5 Edit existing tag

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Figure 2.8-6 Instant update of tags modifications

2.8.3
Delete existing tag
Click the X in the upper right corner to delete a tag. The tag will be removed from all occurrences and
then deleted from the database.

Figure 2.8-7 Delete existing tag

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2.9 Location picker

A location picker tool using Google Maps is available for ‘Geographical Coordinates’ Term in the
Taxonomy to allow the user to visualize on the Google Maps the actual position of the incident. The
coordinates can be both in decimal degrees format as well as in Degrees, Minutes, Seconds format.

Figure 2.9-1 Geographical co-ordinates term using Google Maps

To change the location, click on the location symbol and move it where desired, then release the
click.

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3 Risk Analysis Tool Module

NOTE: Please see the separate RAT user guide document on the e-TOKAI website (click here for the
document. In the final version of this manual, the two documents should be integrated).

In addition to that document this chapter is written with the purpose of keeping the User Manual
updated with the new changes in the RAT module.

1. Multiple RAT evaluations for ATM Specific Occurrence that have multiple failures by adding
different Severity sheets in the Risk creation page are allowed. There can be more Severity
sheets filled in individually, however only one Severity can be set as main and that one will be
the one computed in the Risk Analysis.

Figure 2.9-1 Managing multiple severities

2. The new redesigned Severity Criteria for ATM Specific Occurrence works in cascade. To enable a
criterion for selection, the user needs to select all the criteria involved first. To access this new
redesigned severity criteria, go to RAT > New Risk Analysis > Expand Severity panel and find what
is illustrated in the figure below.

Figure 2.9-2 The new severity design for ATM Specific Occurrence

3. New Criterion under Repeatability appended to the RAT template – ATM Specific Occurrence to
provide a new way of scoring the repeatability for ATM Specific Occurrence. It is named Non-
systemic / Technical Failures issue and it is mutually exclusive with Non-systemic / Human
Involvement issue criterion, so populating one will disable the other.

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Figure 2.9-3 The new mutually exclusive criterion

4. The Reset Button is available for all the RAT templates, both for Severity as well as for
Repeatability. It will automatically reset all the input fields in order to streamline the whole RAT
evaluation workflow.

Figure 2.9-4 Reset Severity

5. For the RAT module, definitions are available for the Topics, Criterions and Answers used, which
can be accessed from the User Interface. They are available for both Severity and Repeatability
for every RAT mark-sheet.

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Figure 2.9-5 The definitions

Figure 2.9-6 The definitions expanded

6. Implemented a new possibility to indicate whether the Repeatability part was scored or not, for
all the RAT marksheets. To be able to indicate if the Repeatability was not scored, a new row was
added under severity matrix.

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Figure 2.9-7 The new added row in the risk matrix

The new added row will be scored if the Repeatability remains empty.

7. A new tab named Not-determined with the same factors was added among Contributing and
Mitigating.

Figure 2.9-8 The new added row in the risk matrix

8. Enhanced link between Explanatory Factors and barriers for the Operational RAT mark-sheets.
For each explanatory factor, barriers can be selected. The link can be made when selecting the
factors as well as after the factors were selected.
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Figure 2.9-9 Click on the ‘Barriers’ and then select the barriers

9. Enhanced coupling between Explanatory Factors. For each explanatory factor, other explanatory
factors can be selected. The coupling can be made when selecting the factors as well as after the
factors were selected.

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Figure 3-10 Click on the ‘Select explanatory factors’ and then select the factors

10. The bulk export of RAT to Excel is a function developed to give the user the possibility to export
more than one Risk Analysis in a predefined template in Excel. This functionality is available from
the RAT occurrence inventory as well as from the RAT Specific Statistics.

Figure 3-11 The bulk export to Excel button

The excel file will export automatically all the information about the selected Risk Analyses, divided
in separate sheets by their occurrence template type. After each sheet, there will be another one
with the Factors Coupled added to the Explanatory Factors.

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Figure 3-12 The exported excel file

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4 HERA Module
4.1 Create a new HERA record
Step 1: Login as an Investigator, click on the Data Gathering >New Occurrence.

Figure 4.1-1 STEP 1: Create a New Occurrence before HERA

Step 2: Choose the template created in the Admin section and select it.

Figure 4.1-2 Select a template created in Admin section

Figure 4.1-3 STEP 2: Choose template for the Occurrence

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Step 3: Under “Error” tree node you will see “HERA” layout. Select it and you will see on the right side
“Error Detail”, “Error Mechanism” and “Information Processing” flowcharts navigation buttons after
the HERA Information section.

Figure 4.1-4 STEP 3: Flowcharts Navigation Panel

Step 4: Click on “Error Detail” button and ED flowchart will be opened.

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Figure 4.1-5 STEP 4: Error Detail Flowchart

Step 5: Click on the shapes with dotted line (rectangles and ellipses) and answer to the questions until
you reach one of the orange ellipse node. When you click this node a popup will appear that asks you
if you are sure you want to navigate to Error Mechanism flowchart. The selected path will be colored
with green. You can return whenever you want back in the path by clicking one of the green marked
shapes.

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Figure 4.1-6 STEP 5: Answering questions

Step 6: After clicking “Yes” on the dialog window, “Error Mechanism” flowchart will appear. Here you
have to do the same you did before in order to navigate to “Information Processing” flowchart.

Figure 4.1-7 STEP 6: Error Mechanism Flowchart

Step 7: Same behavior for “Information processing” flowchart.

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Figure 4.1-8 STEP 7: Information Processing Flowchart

Step 8: An important feature that you can use is zoom feature. Click on plus magnifier to zoom in and
on minus magnifier to zoom out. There is a third button for initial state.

Figure 4.1-9 STEP 8: Zoom feature

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Step 9: To navigate between flowcharts you can also use the navigation buttons.

Figure 4.1-10 STEP 9: Navigate Back

Step 10: ED, EM, and IP selected values will be displayed on the flowcharts buttons in Data Gathering
screen.

4.2 Using the HERA inventory

The HERA inventory is the centralized place for managing all HERA records: create, edit, delete.

For more information on the functionality and capabilities of the inventory, please see the dedicated
Chapter 8. Using the TOKAI data inventory.

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5 Statistics Module
5.1 Taxonomy Query System
The query system enables the users to create powerful query rules on any available taxonomy terms
and also to create different combinations of taxonomy terms.

To be able to use Query System and Statistics module, you must be a user assigned in a role with the
“Perform Statistics” permission over one or more units.

The Query System inventory

The Query System Inventory is the central place of management for your queries. To access the
Inventory page click the Query System from the main menu.
5.1.1

Figure 5.1-1 Accessing the query system

The queries which you have access to are displayed in a grid. The grid allows user to filter queries using
the grid’s built-in filtering functions.

In the Inventory you have access to functions for creating a new query, editing an existing one, delete
and run a query. For more information on the functionality and capabilities of the inventory, please
see the dedicated Chapter 6. Using the TOKAI data inventory.

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Figure 5.1-2 The query system inventory

Create a new query

To create a new query, press the “New Query” button from the Query System Inventory page. The
5.1.2
page helping to create a query is displayed.

On this page you can find the following 3 main sections:

1. Query Information section: contains the Query Name and Query Description fields.
2. Filters – all query able fields from the taxonomy (fields which collect at least a value) can be
used to create a filter.
3. Tree-like filters: for querying by Type of Occurrence, Event Types, Descriptive Factors,
Explanatory Factors, ATM Services.

Figure 5.1-3 New Query

In order to save a valid query, the user must fill in the Name of the query and add at least one filter.

To make a query public for other users in the organization, check the “Public” option beneath the
query description.

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NOTE: Other users from the organization will be able only to view and run the query and will be
UNABLE to edit it.

Figure 5.1-4 Create a new query

Add a new filter to a query

5.1.3

To add filters, click the Filters tab in the left menu. (See Figure 5.1-4 above)

When adding a filter, there are two options for the user to choose, as shown below.

Figure 5.1-5 Filter menu

● Add Filter
● Add Filter Group
● Remove All Filters

A filter is composed of the following parts:

● Input: the field from the taxonomy which you want to query – i.e. Aircraft Type, Type of
Form, National Incident Reference Number, etc.
● Boolean operator: is / is not – to confirm or negate the filter condition.
● Query Operator: Equals, Starts with, Ends with, Contains, Less than or equals, Less than,
Greater than or equals, Greater than. This operators list adapts to the data type of the
selected input to be queried.
● Value: the value for the input to be queried.
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• To add a new filter, click the “Add Filter” button again. A new filter placeholder is displayed.
To select the input, click in the “Term” textbox.

Figure 5.1-6 Accessing the taxonomy

A window with all the fields from the taxonomy is displayed. Use the search function to locate the
desired field. If a term with more than one input is selected, a new smaller window is displayed, asking
you the select the input.

Figure 5.1-7 Selecting a taxonomy term

Select the Boolean Operator and the Query Operator from the two Dropdown Lists.

Select the value from the widget provided by the control (date picker, time picker, dropdown list,
checkbox list, checkbox) or input the value manually (if you selected a field of type text or number).

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Figure 5.1-8 The query options

• Create range queries by selecting the same field twice and inverting the Query Operator
(greater than and less than).

Figure 5.1-9 Creating a ranged query

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There are multiple data filters with operators like: Between, The month of, The year of. In addition
to those, the user has the possibility to use a dynamic date filter: Within.

Figure 5.1-10 The query will search for the Date of occurrence within the last 3 months

• To add a Filter Group, click on the “Add Filter Group” button. A filter group is composed of
two Filters and a Logical Operator.

Figure 5.1-11 Logical operators between Filters

Both types of filters are bounded by Logical Operators to make the user able to form a powerful Query
rule.

• To delete a filter, click the red Delete button on the right side.
• To create a filter by Type of Occurrence, Event Types, Descriptive Factors, Explanatory Factors,
ATM Services or Malfunctioning Systems, click the corresponding tab in the menu on the left
side.

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Figure 5.1-12 Other query options

Click the “Add Group” button to open a new group and be able to select the desired ones.

Click on the “Select Types of Occurrence” to open the window with the available terms.

Figure 5.1-13 Select the desired Tree terms

Use the search function to locate the desired factors. Select them in the tree and then click the “Add”
button (when selecting a child factor, all parent factors are automatically selected).

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Figure 5.1-14 Selecting from a tree control in query system

The factors are then displayed in the page.

Figure 5.1-15 Tree control result in a query

The Groups are separated by the Logical Operator “OR”, as shown below.

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Figure 5.1-16 Tree control logical operator

• To remove a factor from the tree, click the “Select” button to open the window again and
deselect the factor from the tree.
The operations for adding other types of tree-like factors are similar to the one described above.

5.1.3.1 Query by tags

This functionality allows creating a filter by a combination of tags. Click on the “Tags” button to display
the corresponding section and then simply search and add the tags you want to query for.

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Figure 5.1-17 Create a Query by Tags

When the query is finalized, you can click the “Save Query” button. The query is saved and it’s
displayed in the Inventory page.

Figure 5.1-18 Saving a query

5.1.3.2 Query by feedback

This functionality allows creating a filter by feedback date. Click on the “Feedback” button to display
the corresponding section and then add Filters or Filter groups just like the Filters section.

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Figure 5.1.3.2 - 1 Saving a query

5.1.4
Query logic explanation
Running a query would result in a number of Records displayed in the Data Gathering / ATS
Notification Inventory. Those Records are chosen according to the logic formed by the user behind
the query.

The Query sections can be divided into three main sections:

1. Filters
The logic behind the Filters section is developed to provide a very complex and powerful way
to interrogate the database. The “Filter Groups” have priority over the simple ones, such that
they are executed first. The Records resulted from executing the Filters are intersected (AND)
or united (OR), depending the Logical Operator chosen. The “AND” operators have priority over
the “OR” ones.

2. Tree-like filters: for querying by Type of Occurrence, Event Types, Descriptive

Factors, Explanatory Factors, ATM Services.

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The Tree-like filters are developed to interrogate the database in the way presented below. The
result of a group is the intersection of the chosen “Tree Controls” in that group, which then are
united with the other results of the remaining groups. For that, the Logical Operator between
the Groups can only be the “OR” operator.

3. Tags

The Tags are working the same as the Tree-like filters presented above. The intersection of the
Tags found in a “Group” is united with the intersection of the Tags of each one of the remaining
groups.

Figure 5.1-19 Query sections

The outcome of the query is the result of meeting all the conditions implemented in all these sections
above, exactly like having an “AND” operator between all of them.

When generating the query, the Records which pass the conditions set on all the Tabs (Filters, Type of
Occurrence, Event Types, Descriptive Factors, ATC Explanatory Factors, Pilot Explanatory Factors,
5.1.5
Explanatory Factors ASO, ATM Services, Malfunctioning Systems, Tags) will be contained in the results
set of the query.

Editing a query
To modify an existing query from the Inventory page, locate it using the search functions and then click
its name. The query will be opened for editing.

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Figure 5.1-20 Edit a query

Running a query
To run a query, select it by clicking its checkbox in the left, and the click the “Run Query” button.

5.1.6

Figure 5.1-21 Running queries

The query is executed, and its results are displayed in the Data Gathering/ATS Notification Inventory
page. From here you have access to all operations regarding an occurrence/ATS notification (export,
generate report, edit, delete, etc.). The name of the query run is also displayed on top of the page.

5.1.7

Figure 5.1-22 Query Results

Delete a query
To delete a query select it and then click the “Delete” button.

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Figure 5.1-23 Deleting a query

5.2 RAT specific statistics

The Statistical module of RAT can be accessed by clicking RAT -> Operational Occurrences Statistics or
RAT -> ATM Specific Occurrences Statistics. The difference between Operational and ATM Specific
occurrences statistics is the structure of the risk matrix.

5.2.1

Figure 5.2-1 Accessing RAT statistics

Statistics page structure

The Statistics page has three main sections:

1. The risk matrix, in the center of the page;

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2. The toolbar containing buttons for risk chart, causal factors distribution and export to Excel;
3. The filters section, on the left side of the page.

Please see the figure below

Figure 5.2-2 Statistics overview in RAT

5.2.2 Filtering System

The following filter types can be applied in RAT Statistics:

5.2.2.1 Filter by computed risk

You can select which Score to be considered when filtering:
● All: take all risk analysis into consideration
● Modified manually: take into consideration only risk analysis that have a manually modified
score by the investigators.

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Figure 5.2-3 Filter by computed risk

5.2.2.2 Risk Discrimination – Ground/Overall

Each Risk Analysis has two risk components. This filter enables you to select the target risk component
for the statistics: Risk ATM Ground or Risk ATM Overall.

Figure 5.2-4 Filter by Risk discrimination

5.2.2.3 Organization / Region / Unit

This filter will allow a user with specific management rights to see the statistic at organization, region
or unit level.

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Figure 5.2-5 The organization filter

5.2.2.4 Occurrence Date

To occurrence date filter can be used for retrieving risk analyses from a specified time interval. An
option for selecting or rejecting the ones with empty occurrence date is available.

Figure 5.2-6 The date filter

5.2.2.5 Occurrence Type

This filter can be set for discriminating between different types of risk analyses available (in fact, the
RAT sheet used).

Figure 5.2-7 The occurrence type filter

5.2.2.6 Criteria Filter

This option can be used for adding filters by the answers to the criteria in the risk analyses

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Figure 5.2-8 Criteria filter

ATTN:
In the new version of the Look-up table, added in v2.7, some new Criteria options are added and
others we’re removed.

Look-up table v1

Look-up table v2

In v2.7, a new criterion was added – “Non-systemic / Technical Failures issue”, as well.

To maintain the backwards compatibility with existing RAT’s (created prior to v2.7), the technical
solution adopted was to assign a LookupVersion to all Criteria options prior to v2.7, LookupVersion

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= 1. All existing RAT’s will be assigned with LookupVersion = 1, as well. When a RAT created prior
to v2.7 is opened, the tool will load the list of options for LookupVersion = 1.

When v2.7 is installed, all Criteria options are cloned, updated accordingly to modifications above
and assigned LookupVersion = 2. When new RAT’s are created, they will be assigned with
LookupVersion = 2 and they will be loaded with the list of options for LookupVersion = 2.

Another issue we had to overcome was to enable RAT statistics to be performed for all RAT’s, pre
and post v2.7, combined. This is the reason why the Criteria / Barriers filter in RAT Statistics loads
both LookupVersion = 1 and LookupVersion = 2 options.

To keep the interface as simple as possible, the version is displayed for each option. They can be
selected individually or combined to make statistics on RAT’s with different LookupVersion.

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RAT Statistics drilldown function

This function offers the possibility to open the risk investigations which are “behind” the risk matrix
cells counters. To accomplish this, the user simply needs to click the cell he wants to see the
occurrences for. In case the user wants to see all the occurrences of a specific risk, the drilldown can
be performed on the panel containing the sum of the occurrences of Risk to be mitigated, Risk to be
5.2.3
monitored, No further Action and ATM Risk Total.

Figure 5.2-9 Display the occurrences with the risk value equal to the one in the cell

The application will display these occurrences in the Inventory page, where all the specific functions
are available to be used. The risk value is also displayed.

5.2.4

Figure 5.2-10 Selected risk displayed occurrences

Risk Chart
To display the risk chart generated from the values in the Risk Matrix, click the “Risk Chart” button. A
section containing the chart will be displayed.

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Figure 5.2-11 The risk Chart

Explanatory factors distribution

This function computes the top ten distributions of the causal factors for the filtered set of risk
analyses.
5.2.5

Figure 5.2-12 Explanatory Factors Distribution

The user can choose the count level of the Explanatory Factors he wishes to count.

The Causal Factors Distribution offers some additional filters that can be applied:

Filter by factor role

The factors can be filtered by their role: mitigating, contributing or not determined. To change this
filter, select the desired option from the Role filter.

Filter by risk value

You can use this filter to restrict the risk values of the risk analyses containing these factors.

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Filter by barriers

This filter can be used to get only the factors which were correlated with the selected barriers.

Figure 5.2-13 Additional explanatory factors statistics

5.2.6 Export to excel

To export the statistics results to Excel, click the “Export to Excel” button. An Excel file is generated
with three sheets.

(See the following screen shots in order to get an idea about how data is exported to Excel)

Figure 5.2-14 Risk Matrix exported in Excel

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Figure 5.2-15 Risk Chart exported in Excel

Figure 5.2-16 Top factors distribution in Excel

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6 Using the TOKAI data inventory

6.1 Summary
The inventory represents a central repository for holding multiple-record information in TOKAI.
Although there are a couple of particular capabilities for different modules, the same core functionality
is shared amongst all TOKAI modules that use the inventory: ATS Notifications, Data Gathering, Hera
and Risk Analysis.

With the description of the core functionality, we are looking to highlight the differences between
different modules where there is the case.

6.2 Pagination, sorting and filtering

Pagination
The pagination feature is very useful, especially when handling large volumes of data. The inventory
pagination is done on the server side in order to ensure the same optimum performance no matter
6.2.1
how many records are in the database.

Figure 6.2-1 Inventory Pagination

Looking at the above screenshot, we can see the main functionality that the TOKAI inventory exposes
for navigating through large data sets:

● Easy page navigation

6.2.2
● Custom page size settings
● Overall number of records

Sorting
The TOKAI inventory is able to provide ascending and descending sorting on columns that are part of
the inventory table.

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Figure 6.2-2 Inventory Sorting

When you want to sort on some kind of different criteria, let’s say Date of occurrence, you need to
click on the column header. A direction arrow will appear next to the name of the column depicting
the sorting order: ascending or descending.

6.2.3 Figure 6.2-3 Sorting Options

Filtering
The TOKAI inventory allows filtering the displayed data for almost each individual column.

By clicking the filter icon, a dropdown menu appears with the filter tools. All filters contain two
elements: the operator and the value. The filtering system is aware of its data type and will present
different filtering options based on the underlying data type: numeric, text, date, etc.
The following table lists all available filter options based on the columns data type:

Operator Data type

Is Equal to Text columns, numeric columns
Is Not equal to Text columns, numeric columns
Contains Text columns
Starts with Text columns
Ends with Text columns
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Does Not Contain Text columns

Table 6-1 Filtering by data type

You can also see the filtering system in action in the following screen shot:

Figure 6.2-4 Filter in action

NOTE: The filtering system is cumulative, meaning that one can filter on different columns with
different options and get the cumulative results of all the filters.

Example: Filter all records within a certain date interval, created by a specific user in a specific unit.
6.2.4
Dynamic filters

Similar to the dynamic filters from the Query System. The system allows users to be able to filter the
inventory using dynamic filters for the date fields. This section can be accessed from the Data
Gathering inventory following the above button.

Figure 6.2-4-1 Dynamic filters access

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Once the user clicks the ‘Dynamic filters’ button, a window appears allowing the possibility to configure
the date filters as desired.

Figure 6.2-4-2 Dynamic date filters window

In this window, the user can choose the date columns he desires to use in his filters. All those
columns are already listed in the window and additional information is displayed once the user
chooses one.

For each date field there are 2 possible operators:

• Is within
• Is not within
After the value itself, the user can choose between 3 options

• Day(s)
• Month(s)
• Year(s)

This kind of composition allows the user a lot of flexibility in creating the desired dynamic date filter.

For example, in the Figure 6.2-4-3, they filter will return all the occurrences that were created in the
last 3 days.

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Figure 6.2-4-3 Dynamic filter demo

Once the desired filter is configured, click the ‘Done’ button in order to apply the filter to the
inventory.

6.2.5 Inventory configuration

They inventory can be configured at the user level by each user regarding of the permissions. This
can be done from the Inventory configuration page.

This particular page is accessible by clicking the My Account tile from the User Dashboard. From
there, choose the Inventory configuration button that leads to the page with the same name.

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Figure 6.2-5-1 How to access the inventory configuration

In the Inventory configuration page, the user can design its inventories as he pleases. There are a lot
of options like:

• Enable/disable particular columns

• Change the order of the columns displayed in the inventory

Note! The organization admin also has the possibility to choose the way the inventory is displayed.
The changes that the admin makes are propagated to other users and they can not override those.

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Figure 6.2-5-2 Inventory configuration page

6.3 Data columns organization

The TOKAI inventory has the capability of showing/hiding different columns that are part of the data
table, based on the user preferences. This could be very helpful when you are interested only in a
couple of columns and do not want to see all the default columns of the inventory.

Figure 6.3-1 Data columns organization

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By checking/unchecking the columns name in the column options menu, you can hide/show those
particular columns in the inventory data table.

6.4 Integration with the roles and permission system

The TOKAI inventory is completely integrated with the access rights management system, meaning
that it will only display record that you have the right to access. More than that, if the current user has
only the view permission on a certain record it will only allow opening the record in read only mode.

Figure 6.4-1 Integration with roles and permissions

Looking at the above screenshot, one can see that if the user has edit permission for the test
investigation, when you click on the link, it will open the record in edit mode. If not and you only have
the view permission it will open it in read only mode.

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7 Recommendation module

The Recommendation module is a stand-alone, separate and independent module with similar
features to the Notification Module (template design and independent workflows) and RAT (both-
way communication and common fields with Occurrences).

The Recommendation module allows additional benefits and customization for the users as well as
specific viewing/editing rights for Users.

7.1 Permissions

There are a few permissions specifically designed for this module.

• Manage recommendations - The user can create / edit / delete own Recommendations and
save them in the units to which he is assigned.
• View recommendations - The user can read all Recommendations from the units to which he
is assigned.
• Edit recommendations - The user can edit all Recommendations from the units to which he
is assigned.
• Delete recommendations - The user can delete all Recommendations from the units to
which he is assigned.

7.2 Create and manage the recommendations

It is possible to create a recommendation from a Data Gathering Investigation as well as to create

one from scratch without starting from the Occurrence. This will automatically create an empty
occurrence that is linked to the Recommendation (similar with how the RAT works).

Create a Recommendation from an Occurrence

In order to create a Recommendation from an Occurrence, the user needs to open the desired
occurrence from the Data Gathering Inventory and click the Create Recommendation button as
shown in the figure below.

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Figure 7.2-1 create Recommendation from Occurrence

Since the Recommendation is linked to the Problem Description from the Occurrence, in case of
multiple Problem Description have been filled, the system will redirect the user to a page where he
can choose the one he desires to attach his Recommendation to.

Figure 7.2-2 choose the Problem Description

After that, the user will be redirected to the actual creation page. The Creation page is mostly create
from 2 different layouts: General and Recommendation results.

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Figure 7.2-3 General layout

The General page contains general information about the Occurrence and the Recommendation. The
only field that can be filled is the Name of Recommendation field.

The next 2 ones Date of Creation and Time of creation will be populated automatically by the system
once the Recommendation is created.

Next, there are some generic fields of the Occurrence itself that can not be modified and are
automatically inherited when the Recommendation is created from a Data Gathering Investigation.

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Figure 7.2-4 Recommendation results layout

In the Recommendation results layout, there are all the Taxonomy fields under the Safety
Recommendations category. This can be filled as desired in order to compute a relevant and
complete Recommendation for the chosen Problem.

Create a Recommendation from scratch

In almost similar fashion, the Recommendation can be created from scratch by following the
instructions from the below figure.

Figure 7.2-5 create a new Recommendation from scratch

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This will automatically direct the user to the creation page where he can fill the layouts as he
desires.
The only difference is that there is no Occurrence linked in this case so the General layout will look a
little different this time.

Figure 7.2-6 General layout from the Recommendation creation from scratch

In this case, the Name of occurrence and the Problem Description can be filled by the user since the
system will automatically create a new Occurrence attached to this Recommendation. The
occurrence will be empty for the rest of the fields.

7.3 Recommendation inventory

In order to access the Recommendation inventory, follow the instructions from the figure below.

Figure 7.3-1 access the Recommendation Inventory

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The Inventory page allows the user to perform some actions that are described in the following
figure.

Figure 7.3-2 Recommendation Inventory

In order to edit an existing Recommendation, the user can click on the specific Recommendation
Name from the inventory and that will open it in Edit mode. Similar to other Records in Tokai, the
Recommendation fields can be modified as desired and finish the update by clicking the save button
in the upper part of the page.

Figure 7.3-3 Save button used to create/ update

The user will receive his confirmation message and will be redirected to the Inventory page.

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END OF DOCUMENT

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©2016 The European Organisation for the Safety of Air Navigation (EUROCONTROL).

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provided that EUROCONTROL is mentioned as a source and to the extent justified by the non-commercial use
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EUROCONTROL. The use of this document is at user's sole risk and responsibility. EUROCONTROL expressly
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