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Table of Contents

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This is a training checklist to be used for instructor-led training sessions or as a reference (its not so much a self paced worksheet).

Navigation Overview

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The following powerpoints are guides for users of the system:

Issue Types and Navigation Overview

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Lucidity Incident allows 5 Issue Types to be recorded, with the 'Incident' issue Type divided into further subcategories.

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title	Navigation and Workflow Powerpoint

This powerpoint provides a good overview - stop at the workflow section but keep the powerpoint open.

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The Lucidity Incident Quick Reference Guide provides the essential workflow and entry type information you will need to get started.

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Workflow, Responsible Manager and Closeout Manager

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Each Issue goes through a 4 step workflow. There are two main approval 'gates' that each Issue must pass through as part of its overall management. They are administered the workflow, which are controlled by the Responsible Manager (RM), and the Closeout Manager (CM). This sounds a bit complicated (but its not).

The list of potential Who can act as the RM and CM is controlled in CS Lucidity Access via permissions. Each Issue has a RM and CM selected when it is created. Those people are sent notifications when the issue is first saved. The RM can modify these selections when they are first notified of the Issue if inappropriate selections were initially made.

This powerpoint provides a good overview - stop at the workflow section but keep the powerpoint open.

Workflow

Refer to the previous powerpoint for a summary of the workflow.

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title	Exercise 1: Enter and process an Issue

Create an Issue as an example.Click 'New Audit Type' to create a New Audit Type (you will see the screen shown below).
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Give your Audit Type a name, such as 'Ergonomic audit' or 'Project 6 monthly Environmental Review' and enter some guidance for the Auditor.
Select an existing Audit Category for your new Audit Type.
See the User Guide for details on how to add and edit the Audit Categories.
Option 1 - Electronic checklist : Select a checklist from the Survey selector.
This will insert an electronic checklist from the Checklist module into the Audit Type.
Option 2 - NO Electronic checklist : Leave the Survey selector blank.
This means that the Auditor will use the documents you attached in the next step to conduct the audit.
Select a document and/or a checklist to be included in your Audit Type. These will be provided to the Auditor each time this Audit Type is used. They are selected from the Filing Cabinet within CS Intranet.
Click 'Save' to create your Audit Type.
Check the list of Audit Types for your new entry - its now ready to be used for a scheduled or ad-hoc audit.

Scheduling an Audit

Scheduled Audits are used to create your annual audit program. In order to Schedule Audits you must firstly create your Audit Types as per the previous exercise. Once these are created they can be used to build your audit program.

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title	Exercise 2: Schedule an Audit

In this exercise you use an Audit Type already within the system to schedule an audit.

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Make a note of the Audit you have just scheduled - we will use it in Exercise 3.

Completing an Audit

Once you have an audit scheduled you are able to complete it.

. A good example is to include an Injury and Plant Damage.
Note when entering the Injury that the injury classification (LTI etc) is recorded, to be later used by the Statistics module.
Enter a plant damage value which can be used later as an example report.
Illustrate the workflow - select the logged in user as both the RM and CM.
Note that the Issue cannot be Approved until there is at least one action.
Complete a Causal Analysis - discuss the difference between Root Causes and Findings.
Note that the Issue cannot be closed until all Actions are closed.
Close the actions and close the Issue.
Illustrate that the Issue is now read-only, however there is a 'Reset to Draft' button on the Report page (only visible to Administrators).

'No Further Action Required'

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Any Issue can be marked as 'No Further Action Required'. This removes the workflow and places the Issue directly in the Closed state. This can be reversed at any time.

Notifications

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There are a series of built-in notifications related to the workflow. These are summarised here.

Additional notifications can be created through Lucidity Access. Typical additional notifications are:

Issue has been created
Injury has occurred
Plant damage has occurred

All additional notifications are 'scoped' based on which parts of the business that the Notifee (user) can view. i.e. if their permissions don't allow them to see Issues related to Division A, they they will not receive notifications related Division A Issues.

Causal Analysis

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As part of the example a Causal Analysis was completed. The questions that are asked within this step are:

Controlled by Administrators
Separate for Non-conformance and Incident (2 sets of questions)
Able to be 'nested' i.e. one questions opens to reveal additional sub-questions
Able to be classed as Findings (no linked action) or Root Causes (have a linked action).

There is more information about the Casual Analysis in the online help.

Reporting

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There are a series of reports accessible via the Issues > Reports menu. Open the Plant Damage report as an example - if a damage value was entered in the example Issue, it will be included in the report.

Dashboard

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A Dashboard is provided that allows data to be viewed as graphs, tables and news feeds. Each User who has access to the Dashboard is able to create their own Dashboard(s), using the widgets available. Widgets can then be edited to filter the data displayed.

More information is available in the online help.

In this exercise you will complete the Audit that was scheduled in Exercise 2.

Open the Manage Audits menu within the Audit Module. This will show you a list of the existing audits that have been scheduled.

Locate the Audit you created in the previous exercise, and click 'Edit'.

You can now fill in the details of the audit as if you have conducted it. Start by entering the date the audit was carried out, and the auditor name.

Download any checklists and documents that have been provided with the audit. You would have used these to conduct the audit.

OPTION: If your Audit has an embedded checklist (you would have selected this in Exercise 1), open it and complete some details.

OPTION: Upload an Audit Report (click Attach File) - this is where your evidence of the audit and other documents you create in the course of the audit will be attached.

OPTION: Create an Action by clicking 'Add Action' and completing the form that opens
Note: Once you have saved your task and it appears in the list on the screen, you will need to click 'Convert to task' if this action is to be sent to the actionee. If you wish to manage the task yourself (within the audit then leave it as-is).

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When you are satisfied with the details you have entered, click 'Save'. This will record the details in the audit and return you to the list.

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title	Exercise 3: Complete an Audit

Note that in order to fully complete your audit, any Actions must be Closed, and the Audit marked as Closed. There is also the option of marking the Audit as Complete as an intermediate step:

Complete: All Actions are Closed (or there are no Actions) but the Declaration is not completed.

Closed: All actions are Closed (or there are no Actions) and the Declaration is completed.

Entering Ad-Hoc Audits

Ad-hoc Audits are used when you have a completed audit that is a 'one-off' or unscheduled audit that you wish to document. They do not get scheduled i.e. they aren't planned but are completed and entered as required. Ad-hoc Audits still need to use one of the existing Audit Types.

Remember: When you create an Ad-hoc Audit, you are actually documenting the audit and its results, not just planning to do it in the future.

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: Working with Dashboards

Until a CS Incident site has a substantial amount of data, there is very little to view on the Dashboard. For this exercise, log in to the demo site:

https://demo.integralcs.com/home/login/incident

Open the Dashboard
Illustrate how:
1. to switch between different dashboards
2. a histogram is interactive (click the legend)
3. a widget can be re-configured by editing it to change the filter
4. a widget can be modified from a graph to a table (as an example)
On a dashboard, click the 'Add new widget' button to show the list of widgets.
Show how an image if a widget can be created for use in a Word document etc.

Statistics

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The Statistics module allows labour hour data to be entered, and by combining it with injury information (LTI / MTI etc) from CS Incident, produces Injury Frequency rates (LTIFR etc). The maths that is used to create the frequency rates, and the way in which labour hour data is entered is explained in the online help.

Note that labour hour data can be entered against any combination of Division, Business Unit and Project. If separate labour hour data is entered for a particular business unit or project, then frequency rates for that part of the business can be calculated. The online help explains in more detail how to enter and manage the labour hour entry.

Frequency rates are exported via excel from the List Labour Hour report page. This can be then read into other spreadsheets that are formatted to suit the business reporting requirements. Filters can be used to determine how and what scope the excel should have i.e. business unit, project, entire business etc.

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title	IMPORTANT

Ensure that the business structure is set up in such a way that allows the Statistics module to capture and report labour hours for the parts of the business that need to be reported. i.e. Business Unit, Division and Project are the three aspects of the business structure that are used by the Status module. A number of other fields such as 'State' and 'Location' are not part of the Statistics module.

In this exercise you use an Audit Type already within the system to schedule an audit.

Open the Manage Audits menu within the Audit Module. This will show you the current Audit Schedule, including any Ad-hoc audits that have been entered.

Click 'New AD-HOC Audit' (you will see the screen shot below).

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Locate the Audit Type you wish to use by first entering an Audit Category, and then selecting the Audit Type from the list provided.

Nominate the Location (optional).
See the Administration chapter for details on how to add and edit the Audit Scope. The Audit Scope may be a list of sites or divisions (for example).

Select the Manager. This is the person who completed the Ad-hoc Audit.

Click 'Save' to complete Step 1 (you will now see the screen shot below).
Your audit is now created and you need to complete additional details.

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Enter the details of your audit, including the date it was completed, auditor details and score.

Click 'Save' when you are finished.
You can return to the audit at any time to enter more details and finalise it by locating it in the list, and clicking Edit.

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title	Exercise 4: Enter an Ad-Hoc Audit

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: Statistics

Until a CS Incident site has a substantial amount of data, there is very little to view in the Statistics module. For this exercise, log in to the demo site:

https://demo2.integralcs.com/home/login/incident

Open the Statistics module, and illustrate:
1. List Labour Hour page - labour hours are entered here
2. List Labour hour report page - calculated LTIFR / MTIRF are displayed here
Discuss how the excel export from the List Labour hour report is used to feed into external spreadsheets as required by the business.
We are in the process of finalising a number of dashboard widgets that will also allow simple graphs to be viewed for LTIFR etc.

Permissions

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Permissions are managed via CS Access, in the same manner as other IntegralCS modules. There are a number of built in Roles relating to CS Incident, covering functions such as:

Administrator
Manager
Responsible Manager (specific role)
Closeout Manager (specific role)
Create Issue (base level permission)

Lucidity App

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Lucidity App allows incident and hazards to be entered via a mobile device using an app. The Lucidity App provides a reduced set of fields to enter either an Incident or Hazard.

Photos can be attached at the time the entry is created. The Lucidity App is designed to minimise the information that is required to create an entry for ease of use in the field. It does not allow selection of a Responsible Manager or Closeout Manager. There are added via the desktop (full version of Lucidity) once the initial entry is created. A notification can be triggered to alert an HSE Manager or other person when a new entry is created via the Lucidity App.

For more information about the Lucidity App go to: Mobile App User Guide

Checklist

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Review Quick Reference Guide
- Issue Types
- Workflow Basics
- RM and CM
Entering and Editing Issues
Managing Issues - Processing Workflow
- Approval
- Complete
- Closeout
- Reset to draft
Managing Issues - Causal Analysis and Actions
- Root cause versus findings
- At least one Action
Reports
- My Emails
- Printing Report
- Printing All
Statistics
- Labour Hours
- Injury Classification
- LTIFR / MTIFR
- Dashboard
Dashboard
- Creating
- Templates
Settings / Managed Lists
Notifications
- Built in
- Ad-hoc
App
- Entering Hazards
- Entering Incidents
- Online / offline mode

Versions Compared

Old Version 1

New Version Current

Key

Navigation Overview

Issue Types and Navigation Overview

Workflow, Responsible Manager and Closeout Manager

Scheduling an Audit

Completing an Audit

'No Further Action Required'

Notifications

Causal Analysis

Reporting

Dashboard

Entering Ad-Hoc Audits

Statistics

Permissions

Lucidity App

Checklist