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Electronic Crash Reporting

Electronic Crash Reporting. Creating and Submitting a Crash Report using ReportBeam. TREDS Law Enforcement Process Flow. Creating TREDS User Accounts. Establish TREDS User Accounts Designate a Department Administrator(s)

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Electronic Crash Reporting

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  1. Electronic Crash Reporting Creating and Submitting a Crash Report using ReportBeam

  2. TREDS Law Enforcement Process Flow

  3. Creating TREDS User Accounts • Establish TREDS User Accounts • Designate a Department Administrator(s) • Contact TREDS at TREDS.SavesLives@DMV.Virginia.Gov(TREDS Support) and request a TREDS User Account with Department Administrator permissions • TREDS will email a Department Administrator Request Form • Email completed form to TREDS Support. Your account will be created and the Username/Temporary Password will be emailed to you • Department Administrators have the ability to create all TREDS User Accounts for your department • If you have a large number of users, contact TREDS Support for assistance • Department Administrators will provide each user within the Department with his/her Username and Temporary Password

  4. First Time Login • After TREDS User Accounts are created and before logging into Report Beam: • Go to TREDS Website, https://TREDS.Virginia.Gov, or Google TREDS and the address should be the 2nd in the list (don’t forget to ‘bookmark’ the website) • Login and change your temporary password • In the process of changing your password, you will be prompted to set up a Security Question/Answer which will allow you to reset your password/unlock your account in the future if needed • Always Install ReportBeam from the TREDS Website Note: Your Username/Password are the same for the TREDS Website and Report Beam

  5. Report Beam Installation • Software • https://TREDS.Virginia.Gov

  6. Logging In to Report Beam • Login using your latest TREDS Username/ Password • Offline Login allow you to create a report; however, you cannot submit a report without logging in to ReportBeam

  7. Validate ReportBeam Version • Under ‘Help’ menu, go to ‘About ReportBeam’ • Validate Version is 4.9.9.3

  8. Validate ReportBeam Package • Under ‘Help’ menu, go to ‘Configuration’ tab • Validate Current Package is 470 or higher

  9. Validate ReportBeam License Key • Under ‘Help’ menu, go to ‘Registration Info’ tab • Validate License Key is 622P2 B222B TZ5H4 386ZY

  10. Creating A New Report • Under Report Manager • Select ‘New Report’

  11. Creating A New Report • Report Name • Optional • Accident Date • Drop Down Box • Report No • Agency Assigned • Number of Drivers • Number of Vehicles

  12. Creating A New Report Initial Set-up Questions • Any Fatalities • Any Person Injured who required EMS Transport • Vehicles Towed due to Disabling Damage • Any Passengers • Any Injured Passengers • Fatal/Injured Pedestrians • Number of Pedestrians

  13. Creating A New Report • If changes are required to the crash after the initial set-up questions are answered, click on the required check box in the ‘Crash’ section of the report (i.e. determined an injury occurred after report created)

  14. Units Page • Fill in all sections that apply to your crash scenario • Highlighted Pink sections are mandatory sections • Cannot print or submit if these sections are left blank

  15. Units Page • Blank ‘Supervising Officer Email Address’ - the report will be sent to the Department Queue. Any Supervisor in the Department can review/approve the report • Entering a Supervisor’s TREDS Username (email address) in the ‘Supervising Officer Email Address’, - the report can only be reviewed/approved by that specific supervisor Supervising Officer Email Address - determines who can review/approve reports after submitting to TREDS

  16. Locating a Crash The FR300 contains fields to enter the GPS latitude and longitude of the site of the crash on Page A The GPS coordinates can be obtained from the built in mapping client in Report Beam. Select the globe icon on the left bottom corner of the screen.

  17. Locating a Crash Select ‘Launch Mobile Mapping’ which will bring up the mapping client that allows users to select a location and obtain the GPS latitude and longitude for that location

  18. Locating a Crash Mapping Tools Zoom to Rectangle: To zoom within a particular area, click on the ‘Zoom to Rect’ and draw a rectangle on the map by clicking and holding the left mouse button.

  19. Locating a Crash Mapping Tools Pan: Click on the ‘Pan’ button and then click on the map and move the map to pan around the map. Zoom to Extends: Click on the ‘Zoom to Extends’ to zoom back to view the entire state. Zoom In and Zoom Out: To zoom in and zoom out in steps click on the + and – buttons.

  20. Locating a Crash Locating a Crash Zoom to the location of the crash using the tools to within 50 feet or less of the location (use the scale on the top left of the map to determine amount to zoom). Then place the cross hairs on the location of the crash and right click. A red triangle will be placed on the location and the corresponding GPS latitude and longitude will be displayed in the lower left portion of the map.

  21. Locating a Crash To change the location, right click on the new location and the red triangle will move to the new location and the GPS latitude and longitude data will change. To enter the GPS location in the crash report click on ‘Save’ and the GPS values will be entered in the crash report. Note: This information is also available on the TREDS Website under Help: How to Locate a Crash using ReportBeam

  22. Units Info Page • Select appropriate bubble in each section

  23. Crash Info Page • Select appropriate bubble in each section

  24. Diagram Page • Fill in applicable sections (Note: Crash Diagram is required)

  25. Creating a Crash Diagram using Smart Roads • Open Diagramming Tool • Click on ‘Use Smart Roads Template’ and click OK

  26. Creating a Crash Diagram using Smart Roads • 3. To change the Road/Road Line Color, click on Scene (lower left hand corner) and select ‘Smart Roads Properties’ (This will change the default setting; therefore, only needs to be done once.) • Click on ‘Road Color’ and select white • Click on ‘Road Line Color’ and select black

  27. Creating a Crash Diagram using Smart Roads • 4. To draw the diagram, drag and drop the items from the ‘Object Library’ (upper right hand corner)

  28. Creating a Crash Diagram using Smart Roads • 5. Smart Roads Icons • Save • Copy • Paste • Select Tool – Use to select any drawing symbol or shape for moving, rotating or editing • Line Tool – Use by clicking and dragging to create line and clicking again to finish • Text Tool – Click at point on diagram where text is required and type in text

  29. Creating a Crash Diagram using Smart Roads • 6. Smart Roads Diagram Options • Yellow Squares – allow the user to change length and angle of the object • Dark Blue Square – allow the user to move the entire object without affecting the length or angle • Green Circle – allow the user to rotate the object

  30. Road/Lane Properties • To Label Roads/Lanes, use Lane Label or the Text Tool • To Change Road Width, use Lane Width

  31. Vehicle Properties • To Label Vehicle, use Text Label or the Text Tool • To Change Color, click on the Green Color • To Change Dimensions, change ‘a’ and ‘b’ • To Rotate, change the ‘Yaw’

  32. Building Properties • To Label Building, use Text Label or the Text Tool • To Change Color, click on the Green Color • To Change, Dimensions change ‘a’ and ‘b’ • To Rotate, change the ‘Yaw’

  33. Adding the Diagram • “Browse” for Diagram • “Open” Diagram file

  34. Adding the Diagram • Under Scale Mode: Choose “Select Area” • Draw a rectangular section of the portion of the diagram you want to add to the FR300

  35. Adding the Diagram • Click “Insert”

  36. Commercial Motor Vehicle? • CMV Report • When checking the CMV bubble, ‘CMV Questions’ pop-up box will automatically appear

  37. When Do I Need a CMV Page? • This page of the form is being completed because one of the crash vehicles is a Commercial Vehicle • AND: • A Fatality - Any person is killed OR • An Injury - Any person is injured who immediately receives medical treatment away from the crash scene OR • A Tow-Away - Any vehicle disabled as a result of the crash is transported away from the scene by a tow truck or other vehicle

  38. Additional Pages Required? • Pedestrian/Additional Passengers • Select “Add Form/Report” • Select Report needed • Click “Add Selected Report Page”

  39. Submitting Report to TREDS • When report is completed: • Save report and Click “Send All” button while in the report • Save and Close report, highlight the report in the Drafts folder and click “Send” button

  40. Successful Report Submission to TREDS

  41. Revising a Crash Report How to submit a revised crash report to TREDS

  42. Reasons to Revise a Crash Report • New information has been collected since the original report was submitted For example: • An injured person has died after the initial report was submitted • The driver(s) who fled the scene has been identified • Crash Diagram needs to be changed • Person involved in the crash needs to be added/removed

  43. Steps to Create a Revised Report 1. Locate the original crash report in the ‘Recent’ folder and click to highlight the report

  44. Steps to Create a Revised Report 2. With the report highlighted, click on the ‘Use as template’ button on the top of the screen.

  45. Steps to Create a Revised Report 3. Report Beam will then create a ‘Revised Report’ from the original report and place it in the ‘Drafts’ folder Note: This revised report will have the ‘Revised Report’ bubble checked and will have the same DMV Document Number as the original report

  46. Steps to Create a Revised Report 4. Make the necessary changes to the report and submit to TREDS by selecting ‘Send All’. The revised report will replace the original report in TREDS.

  47. Making changes to the Crash Diagram Select the diagram tool to start the diagramming program Choose OPEN from the file menu in the diagramming program Choose the diagram file that needs to be changed Make the changes needed and save the file Close the diagramming tool Go to the page in your report that contains the diagram Click on the diagram and select BROWSE Select the revised diagram and choose OPEN Choose INSERT; your diagram is now updated and you may send your report when all the changes are completed Note: This information is also available on the TREDS Website under Help: How to Create Revised Crash Report

  48. Moving from Paper to Electronic Submission (TREDS) During transition from paper to electronic submission… Original Reports • If a report was sent to the DMV via paper, do not send the same report electronically • If a report was sent to TREDS electronically, do not send the same report via paper Revised/Supplemental Reports • If original sent via paper, revised should be sent via paper • If original submitted electronically to TREDS, revised should be submitted electronically

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