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ACTIONS
Lucidity applications include the Actions tab which allows for the creation of tasks for users to complete and, in turn generate email notifications to the user.
In Lucidity Incident, Actions are entered either as a result of the Causal Analysis as part of an Issue or on an ad-hoc basis (as required) in the Corrective Actions section. Refer to the 'Casual Analysis' section in this User Guide for more details.
Actions can also be added directly into the Actions tab by the Local Administrators to allocate tasks for Managers or users to complete and vice versa. A user can also create actions for themselves.
An example of how a user's My Actions tab in Lucidity Incident may look is shown below.
Filters can be used to view all Actions allocated to a user, regardless of the module.
For more detail on how to use this feature, refer to the Actions User Guide.
SETTINGS
The Settings tab is only available to the System Administrator and is where the managed lists that are available within the Filters of Lucidity Incident are generated, as well as where the root causes for Causal Analysis are created.
Settings Menu
From the Settings tab, System Administrators can:
- Add New, Edit, and Delete items from each list
- Use Filters to search each list
- Generate an Excel report for each list
- Manage Causal Analysis root causes
Editing Settings
Care must be taken to ensure that any entries in lists that are modified do not have unintentional consequences, as all existing Issues, Causal Analysis etc that have used a particular selection in a list will be also modified.
Managed Lists
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Lucidity Incident: Settings Tab: Managed Lists
From the Managed Lists section, there is a large number of lists that are accessible. Refer to the relevant 'table of definitions' within this User Guide for more details.
Adding a new Injury Severity
Lucidity Incident allows for full flexibility to create a range of Injury Severity options for reporting, and then control which of these flows through to the LTIFR or MTIFR and which do not.
To add a new Injury Severity and specify how it is treated for Injury Frequency Rate reporting purposes, from the Managed Lists menu:
- Scroll down and click 'Injury Severities'
- The current Injury Severity options will be displayed, including whether each option contributes to an Injury Frequency Rate calculation.
- Click 'Add New' to create a new Injury Severity option
- Enter the label and description for the new Injury Severity option
- Select the calculation type from the drop-down list
- The example below does not contribute to any calculation as Calculation Type = Do not report
- The example below does not contribute to any calculation as Calculation Type = Do not report
- Click 'Save'
- The new Injury Severity option will now appear in the Injury Report form and in relevant managed lists
Note that it is possible to have more than one Injury Severity option in the drop down list contributing to the same calculation. For example, "MTI - employee" and "MTI - visitor" can both be linked to the Calculation Type 'MTI', and will both contribute towards the overall calculation of the MTIFR.
Causal Analysis
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Lucidity Incident: Settings Tab: Causal Analysis
The Non-Conformance and Incident Issue types use the Causal Analysis questions. The questions for the Causal Analysis are configured using the ‘Incident Root Causes’ and ‘Non Conformance Root Causes.’
Refer to the 'Causal Analysis' section in this User Guide in the 'List Issues' section for more details.
To add a new Root Cause to either the Incident or Non-Conformance Root Causes list, from the relevant Root Cause page:
- Click 'Add New'
- Complete all fields (see table of 'Definitions of Fields' table and related image below)
- Note:
- The details captured for each Root Cause may vary slightly between each system configuration. Fields marked with*are mandatory
- Once complete, click 'Save' to save changes
Definition of Fields
| Question ID | Enter question ID number Used to place the Root Cause items in a particular order Any number is accepted, '.00' will be added by default to any whole numbers |
|---|---|
| Description | Enter the description of the Incident or Non-Conformance Root Cause. This is generally a question, such as "Did the design of plant, facilities or equipment contribute to the Incident?" |
| Make This a Heading | Select Yes or No to make the item a section heading rather than a question The next 3 fields cannot be populated if 'Yes' is selected |
| Contributing Factor | Enter the contributing factor for the Incident or Non-Conformance Root Cause. This is generally a summary of the question, such as "Design of plant, facilities or equipment" and is displayed below the full question |
| Parent Question | Select the parent question if relevant. The new question will then become a sub-question of the parent |
| Has Action | Select Yes or No to determine if an Action is required to be created if the question is selected If 'No' is selected, the Contributing Factor is recorded as a Finding and no action is required |
System Settings within Lucidity Access
Some settings for Lucidity Incident are managed via the Settings tab within Lucidity Access as they apply to more than one Lucidity application. These include:
- Division
- Location
- Business Unit
- Project
DASHBOARDS
Lucidity applications include Dashboards to allow data to be analysed and to assist reporting. Configuring the Dashboard enables the information required to be shown in visual graphics at a glance.
An example of how a Lucidity Incident dashboard may look is shown below.
For more details on how to use this feature, refer to the Configure Dashboard User Guide.
FAQs
Update to section coming soon!
These FAQs are designed as supplemental documentation to the main User Guide. It aims to provide a better understanding and use of Lucidity Incident and its linked applications such as Lucidity HR and Lucidity Access.
Please ensure that you have the correct administrative access to perform the required task. The System Administrator can assist with this.
A Hazard has been incorrectly entered as an Incident Report. How can I change this?
There is no way to change an existing Issue to a different Issue type. A new Issue will need to be raised and the incorrect Issue deleted.
It is recommended screen shots or reports of the incorrect Issue are gathered prior to deletion so all information is transferred correctly.
How can I quickly locate the Issues I need to approve as a Responsible Manager?
From the Issues Register (List Issues page), use filters to only view Issues with a status of 'Draft.' Additional filters can be applied to only view those Issues relevant to a particular Business Division etc.
How can I access the Workflow to approve or closeout and Issue?
There are 3 ways to access the workflow screen:
- The easiest is from the Issues Register, click the 'Actions' button to the far-right of the relevant Issue and select 'Workflow'
- Once an Issue is opened, select 'Workflow' from the menu on the left-hand side
- Once the Issue is opened, select the 'Workflow' button within the Manage screen
Why did the selected contributing factor in the Casual Analysis not result in a corresponding Action automatically?
Contributing factors are set as either a Root Cause or as a Finding in the Settings menu by System Administrators.
Actions are only created for Root Causes. If the selected contributing factor is a Finding, this will not result in an Action being created automatically.
Actions can be created as a stand-alone action but will not be linked to the contributing factor.
How can I easily locate Issues that have been set to 'No Further Actions Required?'
If an Issue has the option of 'no further actions required' selected in the report, it will be automatically set to closed and no further management is required. These are easily distinguishable as they won't have the 'Manage' option from the Issues Register.
