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:
Sub-pages:
- Add New Incident Report
- Add New Hazard
- Add New Non-Conformance
- Add New Complaint
- Add New Improvement Opportunity
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.
Video
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:
- Click the required Issue type
- Complete the shared fields for the Issue (see table 'Definition of Fields - Shared Features below)
- Complete the unique fields for each Issue (see relevant definition table for each Issue type below)
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)
- 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
| |
| 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
Video
Lucidity Incident: Add New Incident Report
Definitions of Fields - Incident Report
| General | Incident Title | Enter a brief title for the Incident |
|---|---|---|
| Incident Detail | Date of Incident | Use the date selector tool or enter the date of the incident (defaults to date entered) |
| Time of Incident | Use the time selector tool or enter the time of the incident (defaults to time entered) | |
| Description | Enter a brief description on the Incident | |
| Is this a work related incident? | Select 'Yes' or 'No' | |
| Admin Details | Time Reported | Use the time selector tool or enter the time the incident was reported |
| Incident Categories | Injury, Environment, Theft, Plant, Property, Process, Drug / Alcohol, Security, Near Miss, Other | 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 |
| Other Information | Work Activity Performed | Select the type of work activity performed For example: Access and Egress, Earthworks |
| Sources of Hazard in Incident | Select the source of the hazard For example: Physical Environment, Plant and Equipment | |
| Primary Hazard | Select the primary hazard For example: Bites and Stings, Chemicals, Dust, Heat | |
| Are there any secondary hazards? | Select 'Yes' or 'No' | |
| Secondary Hazards | Appears only when 'Yes' is selected for above question. Click 'Add' to select 1 or more secondary hazards | |
| Actual Incident Category | Select the actual Incident category For example: 1 - Insignificant, 4 - Major | |
| Potential Incident Category | Select the potential Incident category For example: 1 - Insignificant, 4 - Major | |
| Is this a Contractor Incident? | Select 'Yes' or 'No' | |
| Contractor Involved | Appears only when 'Yes' is selected for above question. Click 'Add' to select 1 or more Contractors | |
| Is this a regulatory notifiable incident? | Select 'Yes' or 'No' | |
| Regulatory Notifications | Appears only when 'Yes' is selected for above question. Click 'Add' to select 1 or more Regulatory Notifications:
| |
| Have any notices been issued? | Select 'Yes' or 'No' | |
| Notices | Appears only when 'Yes' is selected for above question. Click 'Add' to select 1 or more Notices:
| |
| Persons Involved | Add names of all people involved in the Incident, including those not part of the organisation Click 'Add' to add 1 or more names:
| |
| Witnesses | 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:
|
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
| Section | Definition | Image (click to enlarge) |
|---|---|---|
| Injured Person's Details | Select or enter the injured person's name and employment status |
|
| Shift Information | Outlines the shift and working conditions of the injured person. Fields include the shift type, length, number of days since break etc. |
|
| Injury Information | Provides the detail on the injury, including severity and actions. Fields include the injury severity, immediate and first aid action provided, the injury nature etc. |
|
| Body Part Injured | 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. |  |
| Injury Outcome | Summarises follow up treatment and condition. Fields include questions relating to the injured person's current work and medical status. |
|
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
| Section | Definition | Image (click to enlarge) |
|---|---|---|
| General | General information on the Environmental Incident and action taken |
|
| Land Contamination | When 'Yes' is selected, additional fields appear including contaminant type, name, volume released etc |
|
| Water Contamination/ Discharge | When 'Yes' is selected, additional fields appear including contaminant type, name, volume released etc |
|
| Flora | 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 |
|
| Fauna | 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 | As above |
| Erosion and Sediment | When 'Yes' is selected, additional fields appear including release source, type etc |
|
| Solids and Other Wastes | When 'Yes' is selected, additional fields appear including waste type, volume etc |
|
| Archaeological or Cultural | When 'Yes' is selected, additional fields appear including if Indigenous, site name etc |
|
Incident Category: Theft
| Section | Definition | Image (click to enlarge) |
|---|---|---|
| General | Enter details relating to the theft including immediate action taken, value etc |
|
Incident Category: Plant
| Section | Definition | Image (click to enlarge) |
|---|---|---|
| General | Enter details relating to the Plant damage, including immediate action taken |
|
| Plant Details | Click 'Add' to list all plant damaged and add details such as plant rego, owner, operator name etc |
 |
Incident Category: Property
| Section | Definition | Image (click to enlarge) |
|---|---|---|
| General | Enter details relating to the property damaged including immediate action taken, value etc |
|
Incident Category: Process
| Section | Definition | Image (click to enlarge) |
|---|---|---|
| General | List the immediate action taken |
|
Incident Category: Drug/ Alcohol
| Section | Definition | Image (click to enlarge) |
|---|---|---|
| General | Enter details relating to the drug or alcohol incident including date testing, type of test, drugs detected etc |
|
Incident Category: Security
| Section | Definition | Image (click to enlarge) |
|---|---|---|
| General | List the immediate action taken |
|
Incident Category: Near Miss
| Section | Definition | Image (click to enlarge) |
|---|---|---|
| General | Enter details relating to the near miss including action taken and the type of near miss |
|
Incident Category: Others
| Section | Definition | Image (click to enlarge) |
|---|---|---|
| General | List the immediate action taken |
|
Add New Non-Conformance
Video
Lucidity Incident: Add New Non-Conformance
Definitions of Fields - Non-Conformance
| Date Detected | Use the date selector tool or enter the date the Non-Conformance was detected (defaults to date entered) |
|---|---|
| Source of Non-Conformity | Select the source of the Non-Conformance For example: Policy, Equipment, Contract Specification |
| Specification Reference | Enter the specification reference if relevant |
| Non-Conformity Identified By | Select how the Non-Conformance was identified For example: Complaint, Inspection, Audit |
| Actual / Potential Non-Conformity | Select if an actual or a potential Non-Conformance |
| Brief Summary | Enter a brief summary on the Non-Conformance |
| Details of Non-Conformity | Enter additional details on the Non-Conformance |
| Person's Involved | 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:
|
| Contractor Involved | Click 'Add' to add any Contractor's involved in the Non-Conformance |
| Supplier Involved | Click 'Add' to add any Suppliers involved in the Non-Conformance |
| Log of Non-Conformity | Used to track any notes relating to the Non-Conformance
|
Add New Hazard
Video
Lucidity Incident: Add New Hazard
Definitions of Fields - Hazard
| Supervisor | Select the supervisor responsible for the Hazard |
|---|---|
| Is Improvement Opportunity | Select if the Hazard provides an improvement opportunity |
| Report Type | Select the Report Type For example: Hazob, other |
| Source of Hazard | Select the source of the Hazard For example: Plant and Equipment, Physical Environment |
| Identified Potential/ Actual Hazard | Select all identified potential and actual Hazard(s) |
| Details | Enter a full description of the Hazard |
| Immediate Action | Enter any immediate action that has been taken as a result of the Hazard being identified |
Add New Complaint
Video
Lucidity Incident: Add New Complaint
Definitions of Fields - Complaint
| Received By | Select the name of the person who received the complaint |
|---|---|
| Complaint Significance | Select the significance of the Complaint For example: Low, Medium, High |
| Complaint Source | Select the source of the Complaint For example: Client, Customer, Internal |
| Time Reported | Use the time selector tool or enter the time the Complaint was made |
| Complaint Receive Type | Select how the Complaint was received For example: email, phone, verbal |
| Brief Summary | Enter a brief summary of the Complaint. Full details can be entered in the Log of Complaints |
| Client Name | Enter the client's name |
| Complainant Name | Enter the complainant's name |
| Address Details | Enter the complainant's address |
| Contact Details | Enter the complainants contact details (up to 2 sources) |
| Log of Complaints | Used to track any notes relating to the Complaint
|
Add New Improvement Opportunity
Video
Lucidity Incident: Add New Improvement Opportunity
Definitions of Fields - Improvement Opportunity
| Improvement Category | Select the Improvement Category For example: Plant and Equipment, Environment |
|---|---|
| Describe the Improvement | Enter a description of the suggested improvement |