Page Comparison

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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 Details	Organisation 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 Fields	Date Reported/ Detected	Use 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 Click 'Add Document' Locate the document Click 'Open' Enter the file name and description as applicable 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 Image Removed

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Definitions of Fields - Incident Report 

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

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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

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Select the type of work activity performed

For example: Access and Egress, Earthworks

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Select the source of the hazard

For example: Physical Environment, Plant and Equipment

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Select the primary hazard

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

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Select 'Yes' or 'No'

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

Click 'Add' to select 1 or more secondary hazards

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Select the actual Incident category

For example: 1 - Insignificant, 4 - Major

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Select the potential Incident category

For example: 1 - Insignificant, 4 - Major

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

Click 'Add' to select 1 or more Contractors

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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

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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

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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

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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.

The categories are listed on the left-hand side of the screen:

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Incident Category: Injury

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The interactive body map can be used to illustrate the injured area of the body.

Click on the injured body part - either in the diagram or the name. 

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The new Injury Report will be listed on the left-hand side of the screen by the injured person's name and is editable from here:

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Incident Category: Environment

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When 'Yes' is selected, the option to add details on each item of Flora affected appear

Click 'Add' to add flora species and enter details such as botanical name, number affected etc

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When 'Yes' is selected, the option to add details on each item of Fauna affected appear

Click 'Add' to add flora species and enter details such as botanical name, number affected etc

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Incident Category: Theft

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Incident Category: Plant

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Incident Category: Property

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Incident Category: Process

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Incident Category: Drug/ Alcohol

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Incident Category: Security

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Incident Category: Near Miss

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Incident Category: Others

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Add New Non-Conformance

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Definitions of Fields - Non-Conformance 

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Select the source of the Non-Conformance

For example: Policy, Equipment, Contract Specification

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Select how the Non-Conformance was identified

For example: Complaint, Inspection, Audit

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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

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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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Definitions of Fields - Hazard

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Select the Report Type

For example: Hazob, other

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Select the source of the Hazard

For example: Plant and Equipment, Physical Environment

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Add New Complaint

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Definitions of Fields - Complaint

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Select the significance of the Complaint

For example: Low, Medium, High

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Select the source of the Complaint

For example: Client, Customer, Internal

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Select how the Complaint was received

For example: email, phone, verbal

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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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Definitions of Fields - Improvement Opportunity

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Select the Improvement Category

For example: Plant and Equipment, Environment

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