Incident Introduction
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INTRODUCTION
Video: Module Overview
Lucidity Incident allows organisations to report, analyse and respond to issues across the disciplines of safety, environment, quality assurance and business management. Simple to use, it has the power to support processing workflows, root cause analysis, risk management and action allocation and tracking. The system allows OHS professionals to identify and react to trends in data, whilst providing management level outputs suitable for monthly reporting.
Getting Started
The Lucidity Incident Quick Reference Guide provides the essential workflow and entry type information required to get started.
Download as: PDF | Powerpoint (animated)
Incident Notifications
Email notifications may be sent automatically as part of the Issue Workflow and can be viewed from the Notifications tab within Lucidity Access. For more information on notifications and to view a list of notifications specifically for Lucidity Incident, refer to the Notifications page within the Lucidity Access user guide.
INCIDENT ACCESS ROLES
Users are given different permission levels based upon their access requirements. Permissions for all Lucidity applications are set via Lucidity Access and are generally configured by the system administrator. The standard roles typically provided in all new Lucidity system builds are as follows. These can be edited by system administrators as required.
USER ROLE | ROLE DESCRIPTION |
|---|---|
General User | Using Incident, a user can create issues (not manage) and manage own actions |
Responsible Manager | Using Incident, a user can be nominated as the Responsible Manager. Also create and manage issues, run reports, use dashboard widgets and manage actions |
Closeout Manager | Using Incident, a user can be nominated as the Close Out Manager. Also create and manage issues, run reports, use dashboard widgets and manage actions |
Administrator | Administrator role for Incident |
General User
General users have the ability to enter incident reports, non-conformances, hazards, complaints and improvement opportunities.
Menu Options:
Add New Issue: Lists available issue types. This is the central location to being a report of any type. How to enter an issue is explained in the Add New Issue page in this user guide.
List Issues: Issues register listing all existing issues. Where permissions allow, this will include issues raised by other users. How to manage the issues register is explained in the Issues Register page in this user guide.
Additional Tab Options:
Incident Tab: this option is used to change to other Lucidity Modules installed and accessible by the user
Responsible and Closeout Managers
Responsible and closeout managers will have the ability to manage, investigate and close out incidents. In addition, they will have have the ability to manage statistics as well as access to a wide variety of reports and dashboards. With correct scoping applied, the responsible and closeout managers will only be able to view the issues from specified organisational areas.
The responsible manager role is given to those managers who are responsible for investigating incidents and reporting on them. This role allows their name to be selected as the responsible manager by the individual reporting the issue.
The closeout manager role is given to those managers who are responsible for the final sign off and close out of incidents. This role allows their name to be selected as the closeout manager by the individual reporting the issue.
The menu and tab options relevant to responsible and closeout managers are:
Reports menu
Actions tab
Dashboard tab
Statistics tab
System Administrator
Administrators will generally have access to all people and functionality within the system however they may not be allocated as responsible or closeout managers.
NAVIGATION
The menu and tab options available will vary between each user, dependent upon their permissions and access levels. Navigation between most pages within Lucidity Software is very similar.
The default landing page is the Add New issue page. However, the most commonly utilised is the List Issues page. This page in Lucidity Incident features:
Tab options: top panel listing areas of access within the module
Incident tab: reflects the current module. Select to switch between modules
Menu options: left-hand panel listing areas of access within the current tab
Help: provides links to help documentation such as user guides and support materials
Show Filters: allows for defining search parameters
Excel Export: an Excel report reflecting the current filters selected
Report: view a printable report on the issue
Manage: manage the issue
Actions: access additional options such as print the report only or print all aspects of the issue, view the issue workflow or causal analysis or delete the issue.
Tabs
As with all Lucidity Software Modules, Lucidity Incident uses a series of tabs for basic navigation which are based on assigned permissions. Details on all these options are outlined in this user guide.
Issues: The central tab where issues are raised, managed, closed and reported on.
Actions: View, edit and close actions assigned from within Lucidity Software.
Statistics: Generates injury frequency information (LTIFR, MTIFR etc) based on the labour hour, headcount and days lost information entered, and the injuries and their classification. Use the dashboard tab to view charts of this information.
Settings: Create, edit and update in-system lists and configure select system settings.
Dashboard: Provides at-a-glance views that organises and presents information in a way that is easy to read, showing a graphical presentation of the current status.
Audits/ Inspections / Reviews: Record details of audits and inspections which are carried out.
Regulatory Notifications: Record correspondence received from regulators and other authorities, typically where the correspondence does not relate to an Incident (correspondence related to Incidents are normally saved within the incident).
Filters
Filters are a powerful tool enabling general or very specific searches to be applied. Filters are available on many pages within Lucidity Software.
Filters on the List Issues page are divided into three main sections. Any field with the [ SELECT ] option denotes a list will be displayed to select from. Options in these lists are pre-populated according to system configuration or how detail has been entered into issue reports. Multiple options in multiple filters for a single search can be selected.
General: Filter by general items such as key words, division, date of issue etc
Issue Details: Filter by items relating to the issue such as issue type, category, severity etc
People Involved: Filter by items relating to the people involved in the issue such as responsible manager, closeout manager, who the issue was identified by etc
Refer to the My Filters user guide for more details on how to use filters.
My Filters and My Emails
My Filters: Users can create and save their own reports using the My Filters feature.
Any saved filters can be easily accessed via the current filter drop down selection option above the filter tab. This is a short-cut route for applying saved filters.
My Emails: Automatically emailed reports can be specified using the My Emails feature.
Column Configuration
Columns within each page of Lucidity Incident as well as those displayed in reports can be manipulated by the system administrator. The columns displayed as well as the order in which they are displayed can be adjusted. It is important to remember that changes made to columns affect all users viewing the pages or running reports.
Refer to the Column Configuration user guide for more details.
ISSUES WORKFLOW and NOTIFICATIONS
Issues Workflow
A processing workflow is used to progress each Issue entered into Lucidity Incident through various stages from creation to close.
Status | Meaning |
|---|---|
Draft | Issue has been created, but not reviewed, investigated or approved by the responsible manager Any Actions are in draft only and have not been forwarded to actionees
|
Approved | Issue has been approved by the responsible manager (following completion of the investigation) Actions are issued to the actionees Once the incident is approved and the investigation is complete and all actions are created, the details of the incident become 'read only' to most users (excluding administrators who can still edit the Incident details or add additional information) |
Complete | All actions are closed and have been actioned |
Closeout | Closeout manager has reviewed the issue and has marked it as closed. |
The workflow can be viewed as a flowchart, which also indicates when the standard email notifications are generated as the issue is progressed.
For more information on how to move through each stage of the workflow, refer to the Issue Workflow section in the List Issues page in this user guide.