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The Add New Issue section of the User Guide is split into several section. Use the links below or on the left-hand side to navigate to the required section.
On this page:
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Sub-pages:
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In this Page:
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Sub Pages:
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Related Pages:
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ADD NEW ISSUE
All new
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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.
Lucidity Incident is also accessible via the Lucidity App. Via the App, users can enter a new incident, hazard or non-conformance report and take photos directly from within the App. Refer to the Form Issues (Incident) page in the Lucidity App user guide for more details.
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Video |
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Issue Types
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There are 5
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issue types to chose from when entering a new
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issue, dependant on the Issue being reported and individual organisational requirements.
Incident
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report
Non-
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conformance
Hazard
Complaint
Improvement
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opportunity
There are some similarities between the 5
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issue types. These include:
The details captured for each
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issue may vary slightly between each system configuration. Fields marked with
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*
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are mandatory
There are a range of fields that can be used to categorise each
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issue type. These can assist when filtering, sorting or reporting on
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issues and can be edited via the Settings tab
Add New Issue
To add a new
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issue, from the Add New Issue page:
Click the required
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issue type
Complete the shared fields for the
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issue (see table 'Definition of Fields - Shared Features below)
Complete the unique fields for each
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issue (see relevant definition table for each
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issue type on the relevant page in the user guide - use menu on left)
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 (
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injury report only)
Save and Next: to save and progress to the next
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incident category (injury report only)
Once each page is complete, the
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issue can then be managed, approved, tracked, closed and reported on from the List Issues page. The
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workflow and
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casual analysis can also be viewed. See the List Issues page in this
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user guide for full details.
Definitions of Fields - Shared Features
General | Entered By* | Pre-populated to name of person currently logged in |
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Responsible Manager* | Select the |
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responsible manager for the |
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issue. The |
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responsible manager conducts or supervises the investigation, creation of actions and approves the |
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issue when it is ready to progress. In order to appear in the |
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responsible manager list, a user must have applicable permissions allocated in Lucidity Access. | ||
Closeout Manager* | Select the |
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closeout manager for the |
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issue. The |
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closeout manager reviews the |
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issue as a whole following completion of all identified actions, and if satisfied closes the |
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issue. They can also return to the |
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issue to the |
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responsible manager for additional action. In order to appear in the |
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closeout manager list, a user must have applicable permissions allocated in Lucidity Access. | ||
Admin Details | Organisation Details | Select |
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organisation details as applicable such as |
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division, |
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location, |
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project etc. Note |
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location is listed as an open text field. This can be used to detail exactly where within the location the |
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issue occurred. The |
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location may be the Millennium Falcon but the detailed description may be "in the kitchen area of the |
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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) |
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Reported/ Identified By* | Select the name of the |
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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 |
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issue
Refer to the Uploading Files in Lucidity Modules user guide page for more details. | ||
Further Actions Required? | Select 'Yes' or 'No' If 'No' is selected, this indicates the |
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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 |
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:
- Select the Organisation
- Use the date selector tool or enter the date the organisation was notified
- Use the time selector tool or enter the time the incident was reported
- Enter the Receipt number if applicable
- 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:
- Select the Organisation
- Use the date selector tool or enter the date the organisation was notified
- Use the time selector tool or enter the time the incident was reported
- Enter the Receipt number if applicable
- 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:
- Select the person's name from the drop-down list or type their name if it doesn't appear in the list
- Select the type of person (for example: Public)
- Type any other relevant details
- 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:
- Select the person's name from the drop-down list or type their name if it doesn't appear in the list
- Select the type of person (for example: Public)
- Type any other relevant details
- 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:
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:
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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Lucidity Incident: Add New Non-Conformance |
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:
- Select the person's name from the drop-down list or type their name if it doesn't appear in the list
- Select the type of person (for example: Public)
- Type any other relevant details
- 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
- Click 'Add'
- Use the date selector tool or enter the date the log was entered (defaults to date entered)
- Enter the file note
- Click 'Save and New' to add another note or 'Save' to return
Add New Hazard
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Lucidity Incident: Add New Hazard |
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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Lucidity Incident: Add New Complaint |
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
- Click 'Add'
- Use the date selector tool or enter the date the Log was entered (defaults to date entered)
- Enter the file note
- 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 |
Definitions of Fields - Improvement Opportunity
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Select the Improvement Category
For example: Plant and Equipment, Environment
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This can be useful in circumstances when a hazard, for example, needs to be reported but won't be investigated. The feature may be visible for some issue types and not others. |
*The roles involved can overlap. For example, the same person entering the issue may also be the responsible manager and/ or the closeout manager.