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This is a training checklist to be used for instructor-led training sessions or as a reference.


The following powerpoints are guides for users of the system:


Issue Types and Navigation Overview

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

Each Issue is entered and managed in 2 sections - the Report screen and the Manage screen.  

Navigation and Workflow Powerpoint

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

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

Download as: PDF | Powerpoint (animated)

Workflow, Responsible Manager and Closeout Manager

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

Who can act as the RM and CM is controlled in 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 made. 

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


Exercise: Enter and process an Issue

  1. Create an Issue as an example. A good example is to include an Injury and Plant Damage.
  2. Note when entering the Injury that the injury classification (LTI etc) is recorded, to be later used by the Statistics module.
  3. Enter a plant damage value which can be used later as an example report.
  4. Illustrate the workflow - select the logged in user as both the RM and CM.
  5. Note that the Issue cannot be Approved until there is at least one action.
  6. Complete a Causal Analysis - discuss the difference between Root Causes and Findings.
  7. Note that the Issue cannot be closed until all Actions are closed.
  8. Close the actions and close the Issue.
  9. 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'

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

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

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

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

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.
 

Exercise: 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

  1. Open the Dashboard
  2. 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)
  3. On a dashboard, click the 'Add new widget' button to show the list of widgets.
  4. Show how an image if a widget can be created for use in a Word document etc.

Statistics

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.


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.

Exercise: 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

  1. 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
  2. Discuss how the excel export from the List Labour hour report is used to feed into external spreadsheets as required by the business.
  3. 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

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

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:  Lucidity App User Guide

Checklist

  • 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


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