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Adding a new issue in Incident
Who is this article for?Administrators and Managers who want to learn how to add new issues.
Administrator permissions are required to follow some of these steps.
The article details the different issue types within Lucidity Incident and how to add a new issue.
1. Add a new issue
Video: Add New Issue Overview
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.
Lucidity Incident is also accessible via the Lucidity App. Via the App, users can enter a new incident, hazard or non-conformance report and take photos directly from within the App.
1.1. Issue Types
There are 5 issue types to chose from when entering a new issue, dependent 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.
1.2. Add New Issue
To add a new issue, from the Add New Issue page:
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Click the required issue type.
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Complete the shared fields for the issue.
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Complete the unique fields for each issue.
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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.
1.3 Definitions of Fields - Shared Features
| Category | Field | Description |
|---|---|---|
| General | Entered By* | Pre-populated to name of person currently logged in. |
| General | 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. |
| General | 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 organisational details as applicable, such as division, location, project, etc. Note that the location field is an open text entry. This allows users to specify precisely where within the broader location an issue occurred. For example, if the location is listed as "Head Office," the detailed description might be "in the kitchen area of the cafeteria on Level 2 of the Head Office." |
| 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) |
| Other Shared Fields | 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 |
| Other Shared Fields | Upload a File |
Upload any files such a photographs for the issue
|
| Other Shared Fields | Further Actions Required? |
This can be useful in circumstances when a hazard, for example, needs to be reported but won't be investigated. The feature may be visible for some issue types and not others. |
Important: The roles involved can overlap. For example, the same person entering the issue may also be the responsible manager and/ or the closeout manager.