Incident List Issues (Issues Register)

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LIST ISSUES

The List Issues page is where all Issues in Lucidity Incident can be viewed and edited.

From the List Issues page, managers and admins can:

• Edit issues

• Manage issues

• View workflows

• Perform causal analysis

• Assign actions

• Delete issues

• Print details for individual issues

• Run reports for all issues in system

Edit Issues

To edit an existing issue, from the List Issues page:

1. Locate the specific issue using relevant filters

2. Click the Issue or click 'Report' on the far right-hand side

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3. Adjust fields as required, moving through each page of the issue as required

4. Click 'Save'

Manage Issues

The Manage Issue tab provides access to the printing, workflow, causal analysis tool and issuing actions. As with the report page, there are some similar features shared between the different issue types.

To manage issues, access the Manage Issue page from the List Issues page:

1. Locate the specific issue using relevant filters

2. Click the issue or click 'Manage' on the far right-hand side

   1. Alternatively, when viewing the issue, the Manage page can be accessed from the menu on the left-hand side

3. View and complete the shared fields for the issue (see table 'Definition of Fields - Shared Features below)

4. View and complete the unique fields for each issue (see relevant definition table for each Issue type below)

5. Note: 

   1. The details captured for each Issue may vary slightly between each system configuration. Fields marked with * are mandatory

   2. 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

6. Once complete, click:

   • Save: to save changes and return to the List Issues page

   • Cancel: to discard changes and return to the List Issues page

   • Print: to print a PDF of the report (refer to the 'Reporting from the List Issue' section in this user guide below for more details)

   • Save and Edit: to save changes and remain on the current page

      

Definitions of Fields - Shared Features

*Fields are non-editable, information only

Manage Incident Report

There are no additional fields on the Manage page for an incident report.

Manage Non-Conformance

Definitions of Fields - Non-Conformance

Manage Hazard

Definitions of Fields - Manage Hazards

Manage Complaint

Definitions of Fields - Complaint

Manage Improvement Opportunity

Definitions of Fields - Improvement Opportunity

Causal Analysis

The causal analysis is not a mandatory part of an issue but it can provide guidance to the individual (typically the responsible manager) completing the investigation. It prompts the consistent approach to the implementation of the hierarchy of controls across the organisation during the investigation process. A causal analysis is completed for the incident and non-conformance issue types. The two issue types typically have separate root causes listed.

To complete a causal analysis, from the Manage page:

1. Click' Perform Causal Analysis'

2. Select 1 or more relevant root cause or finding

   1. Note sub-options may appear and also require selection or population

       

3. Click 'Save'

For each selection that has been made, a contributing factor will now be listed on the Manage page. These can be edited at any time.

All contributing factors are reflected in the PDF of the incident and the contributing factors report.

Issue Actions

A draft action (a placeholder) will be created automatically as a result of a causal analysis (incident and non-conformance issue types only), for causal factors which have been specified as a root cause. Actions can also be added on an ad-hoc basis as required. Actions created automatically will need editing in order for the action text, actionee and due date to be entered.

To create an action from the Manage page:

1. Click 'Add'

2. Complete the fields (refer to the Actions user guide for table of definitions)

The status of the action will remain on 'Draft' and the actionee is unaware of the action until the responsible manager has reviewed and approved the Issue. Once approved, the action status is set to 'Open' and actionees are notified of their requirements via email notification. Actions can be edited up until this point.

A close date is entered once the action is completed by the actionee and marked as closed. It is not until all actions are closed that the issue is set to a status of 'Complete' and then the issue as a whole can be closed by the close-out manager.

Issue Workflow

The Workflow page is a key component of all issue types. This is where issues are approved and closed, and risk assessments conducted. 

View Workflow

To view the workflow, from the Manage page:

1. Click 'View Workflow'

    

2. An issue cannot be approved until at least one action has been raised. Refer to the 'Issue Actions' section in this user guide below

3. Different options will be displayed dependant on the issue type, permissions of the logged in user and the stage of the issue

4. The Workflow page displays:

   1. Return button - click to return to the Manage Issues page

   2. Issue Status - displays the current status of the issue

   3. Name of the responsible and closeout manager (if not the logged in user)

   4. Prerequisites required to undertake the next step, such as an action must be raised 

   5. Approve and close buttons (active only once prerequisites are met)

   6. Risk assessment (hazard, non-conformance and incident issue type only)

Approve Issue 

To approve an issue, the responsible manager must view the workflow and:

1. Review the issue and validate assigned actions

2. Click 'Approve' from either:

   1. the Manage page

   2. or the Workflow page

Close Out Issue

To close out the issue, all actions must be completed and have a close out date entered. The closeout manager can then close out the Issue.

To close an issue, from the Manage page, the closeout manager:

1. Reviews the issue and is satisfied all required actions have been closed

2. Complete the risk assessment matrix

   1. Note this can be hidden from view for all issues. Contact Lucidity Support for assistance

3. Enter a close out comment

4. Click 'Close'

Reset Closed Issue Back to Draft

If an issue is closed prematurely, it can be reset back to a status of draft, generally by an administrator.

To reset a closed issue back to draft, from the Report page:

1. Click 'Reset to Draft' at the top of the page

2. Click 'OK' to confirm

3. The issue will now be reset back to a status of draft and the workflow recommences

Delete Issue

If an error is made, an issue can be deleted.

To delete an issue, from the List Issues page:

1. Locate the relevant issue using filters

2. Click 'Actions' to the far right-hand side of the issue

3. Click 'Delete'

    

4. Click 'Delete' to confirm the deletion

Reporting from the List Issues Page

Print Issue Report

A PDF copy of all issue details can be printed and is accessible from several different locations:

1. From the List Issues page

   1. Locate the relevant issue using filters

   2. Click 'Actions'

   3. Click 'Print Report Only' for a PDF of the report details

   4. Click 'Print All' for a PDF of all the report, workflow, casual analysis etc details

2. From the Report Edit screen

   1. Click 'Print' for a PDF of all the report, workflow, casual analysis etc details

3. From the Manage Issue screen

Excel List Report

To generate a report for a specific group of issues, from the List Issues page:

1. Select the relevant filters

2. Click 'Filter'

3. All results will be displayed at the bottom of the screen

4. Click 'Excel Export' to generate this report into Excel