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Table of Contents



ADD NEW ISSUE

All new Issues are entered from the Add New Issue page, the default landing page for Lucidity Incident. They can be entered by the individual reporting the Issue or by a manager or an admin on their behalf.

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Lucidity Incident: Add New Issue Overview


Issue Types

There are 5 Issue types to chose from when entering a new Issue, dependant on the Issue being reported and individual organisational requirements.

  • Incident Report

  • Non-Conformance

  • Hazard

  • Complaint

  • Improvement Opportunity

There are some similarities between the 5 Issue types. These include:

  • The details captured for each Issue may vary slightly between each system configuration. Fields marked with * are mandatory
  • There are a range of fields that can be used to categorise each Issue type. These can assist when filtering, sorting or reporting on Issues and can be edited via the Settings tab

Add New Issue

To add a new Issue, from the Add New Issue page:

  1. Click the required Issue type
  2. Complete the shared fields for the Issue (see table 'Definition of Fields - Shared Features below)
  3. Complete the unique fields for each Issue (see relevant definition table for each Issue type below)

  4. Once complete, click:

    • Previous: to save changes and return to the previous screen
    • Save: to save changes and return to the List Issues page
    • Cancel: to discard changes and return to the List Issues page
    • Save and Manage: to save changes and progress to the Manage page
    • Save and add another injury: to save and open a new injury report screen (Injury Report only)
    • Save and Next: to save and progress to the next Incident Category (Injury Report only)

  5. Once each page is complete, the Issue can then be managed, approved, tracked, closed and reported on from the List Issues page. The Workflow and Casual Analysis can also be viewed. See the List Issues page in this User Guide for full details.

Definitions of Fields - Shared Features

General Entered By*Pre-populated to name of person currently logged in

Responsible Manager*

Select the Responsible Manager for the Issue.

The Responsible Manager conducts or supervises the investigation, creation of actions and approves the Issue when it is ready to progress.

In order to appear in the Responsible Manager list, a user must have applicable permissions allocated in Lucidity Access. 


Closeout Manager*

Select the Closeout Manager for the Issue.

The Closeout Manager reviews the Issue as a whole following completion of all identified actions, and if satisfied closes the Issue. They can also return to the Issue to the Responsible Manager for additional action.

In order to appear in the Closeout Manager list, a user must have applicable permissions allocated in Lucidity Access. 

Admin DetailsOrganisation Details

Select Organisation details as applicable such as Division, Location, Project etc.

Note Location is listed as an open text field. This can be used to detail exactly where within the location the Issue occurred. The Location may be the Millennium Falcon but the detailed description may be "in the kitchen area of the Cafeteria on the Millennium Falcon."

Other Shared FieldsDate Reported/ DetectedUse the date selector tool or enter the date the Issue was reported or detected (defaults to date entered)

Reported/ Identified By*

Select the name of the Employee or person who is reporting or identified the issue

Select the name of the employee or person who is reporting or identified the issue from the drop-down list or type their name if it doesn't appear in the list


Upload a File

Upload any files such a photographs for the Issue

  1. Click 'Add Document'
  2. Locate the document
  3. Click 'Open'
  4. Enter the file name and description as applicable
  5. Click 'Upload'

Further Actions Required?

Select 'Yes' or 'No'

If 'No' is selected, this indicates the Issue does not required management and will be closed.

*The roles involved can overlap. For example, the same person entering the Issue may also be the Responsible Manager and/ or the Closeout Manager.

Add New Incident Report

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Lucidity Incident: Add New Incident Report


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General Incident TitleEnter a brief title for the Incident
Incident DetailDate of IncidentUse the date selector tool or enter the date of the incident (defaults to date entered)

Time of IncidentUse the time selector tool or enter the time of the incident (defaults to time entered)

DescriptionEnter a brief description on the Incident

Is this a work related incident?Select 'Yes' or 'No'
Admin DetailsTime ReportedUse the time selector tool or enter the time the incident was reported
Incident Categories

Injury, Environment, Theft, Plant, Property, Process, Drug / Alcohol, Security, Near Miss, Other

Select all relevant Incident Categories

If any of the Incident Categories are selected, a sub-pages (one for each Incident Category) will also need to be populated on the next screen

Other InformationWork Activity Performed

Select the type of work activity performed

For example: Access and Egress, Earthworks


Sources of Hazard in Incident

Select the source of the hazard

For example: Physical Environment, Plant and Equipment


Primary Hazard

Select the primary hazard

For example: Bites and Stings, Chemicals, Dust, Heat


Are there any secondary hazards?

Select 'Yes' or 'No'


Secondary Hazards

Appears only when 'Yes' is selected for above question.

Click 'Add' to select 1 or more secondary hazards


Actual Incident Category

Select the actual Incident category

For example: 1 - Insignificant, 4 - Major


Potential Incident Category

Select the potential Incident category

For example: 1 - Insignificant, 4 - Major


Is this a Contractor Incident?Select 'Yes' or 'No'

Contractor Involved

Appears only when 'Yes' is selected for above question.

Click 'Add' to select 1 or more Contractors


Is this a regulatory notifiable incident?Select 'Yes' or 'No'

Regulatory Notifications

Appears only when 'Yes' is selected for above question.

Click 'Add' to select 1 or more Regulatory Notifications:

  1. Select the Organisation
  2. Use the date selector tool or enter the date the organisation was notified
  3. Use the time selector tool or enter the time the incident was reported
  4. Enter the Receipt number if applicable
  5. Click 'Save and New' to enter an additional Regulatory Notification or click 'Save' to continue

Have any notices been issued?Select 'Yes' or 'No'

Notices

Appears only when 'Yes' is selected for above question.

Click 'Add' to select 1 or more Notices:

  1. Select the Organisation
  2. Use the date selector tool or enter the date the organisation was notified
  3. Use the time selector tool or enter the time the incident was reported
  4. Enter the Receipt number if applicable
  5. Click 'Save and New' to enter an additional Notice or click 'Save' to continue

Persons Involved

Add names of all people involved in the Incident, including those not part of the organisation

Click 'Add' to add 1 or more names:

  1. Select the person's name from the drop-down list or type their name if it doesn't appear in the list
  2. Select the type of person (for example: Public)
  3. Type any other relevant details
  4. Click 'Save and New' to enter an additional person or click 'Save' to continue

Witnesses

Add names of all people who witnessed (were not directly involved in) the Incident, including those not part of the organisation

Click 'Add' to add 1 or more names:

  1. Select the person's name from the drop-down list or type their name if it doesn't appear in the list
  2. Select the type of person (for example: Public)
  3. Type any other relevant details
  4. Click 'Save and New' to enter an additional witness or click 'Save' to continue

Incident Categories

This section summarises the information required to be entered in each Incident category. The information is used in reporting and statistics and it is therefore important to enter as much information as accurately as possible, even for non-mandatory fields where relevant.

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SectionDefinitionImage (click to enlarge)
GeneralList the immediate action taken

Add New Non-Conformance

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Lucidity Incident: Add New Non-Conformance

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Date DetectedUse the date selector tool or enter the date the Non-Conformance was detected (defaults to date entered)
Source of Non-Conformity

Select the source of the Non-Conformance

For example: Policy, Equipment, Contract Specification

Specification ReferenceEnter the specification reference if relevant
Non-Conformity Identified By

Select how the Non-Conformance was identified

For example: Complaint, Inspection, Audit

Actual / Potential Non-ConformitySelect if an actual or a potential Non-Conformance
Brief SummaryEnter a brief summary on the Non-Conformance
Details of Non-ConformityEnter additional details on the Non-Conformance
Person's Involved

Add names of all people involved in the Non-Conformance, including those not part of the organisation

Click 'Add' to add 1 or more names:

  1. Select the person's name from the drop-down list or type their name if it doesn't appear in the list
  2. Select the type of person (for example: Public)
  3. Type any other relevant details
  4. Click 'Save and New' to enter an additional person or click 'Save' to continue
Contractor InvolvedClick 'Add' to add any Contractor's involved in the Non-Conformance
Supplier InvolvedClick 'Add' to add any Suppliers involved in the Non-Conformance
Log of Non-Conformity

Used to track any notes relating to the Non-Conformance

  1. Click 'Add'
  2. Use the date selector tool or enter the date the log was entered (defaults to date entered)
  3. Enter the file note
  4. Click 'Save and New' to add another note or 'Save' to return

Add New Hazard

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Lucidity Incident: Add New Hazard

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Definitions of Fields - Hazard

SupervisorSelect the supervisor responsible for the Hazard
Is Improvement OpportunitySelect if the Hazard provides an improvement opportunity
Report Type

Select the Report Type

For example: Hazob, other

Source of Hazard

Select the source of the Hazard

For example: Plant and Equipment, Physical Environment

Identified Potential/ Actual HazardSelect all identified potential and actual Hazard(s)
DetailsEnter a full description of the Hazard
Immediate ActionEnter any immediate action that has been taken as a result of the Hazard being identified

Add New Complaint

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Lucidity Incident: Add New Complaint

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Received BySelect the name of the person who received the complaint
Complaint Significance

Select the significance of the Complaint

For example: Low, Medium, High

Complaint Source

Select the source of the Complaint

For example: Client, Customer, Internal

Time ReportedUse the time selector tool or enter the time the Complaint was made
Complaint Receive Type

Select how the Complaint was received

For example: email, phone, verbal

Brief SummaryEnter a brief summary of the Complaint. Full details can be entered in the Log of Complaints
Client NameEnter the client's name
Complainant NameEnter the complainant's name
Address DetailsEnter the complainant's address
Contact DetailsEnter the complainants contact details (up to 2 sources)
Log of Complaints

Used to track any notes relating to the Complaint

  1. Click 'Add'
  2. Use the date selector tool or enter the date the Log was entered (defaults to date entered)
  3. Enter the file note
  4. Click 'Save and New' to add another note or 'Save' to return

Add New Improvement Opportunity

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Lucidity Incident: Add New Improvement Opportunity

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