Managing Corrective Actions: A User s Guide

Transcription

1 Managing Corrective Actions: A User s Guide This procedure describes how to manage corrective actions using the EH&S Assessment & Inspection Management System, and covers topics including User Designations, Notifications of Completed Inspections, the Corrective Actions Page, Certifying Completion of Corrective Actions, Reassigning Corrective Actions, Requesting Extensions, and Viewing Inspection Reports. Revised 01/11/2017

2 User Designations 1. Inspection reports and corrective actions can be accessed and managed at any time by registered users by clicking Corrective Actions under the Findings & Reports section of the left menu. User Name 1 Your User Designation can be found at the top right hand of the page, next to your name. General User can only access and manage those corrective actions assigned directly to them as the result of an inspection or inspections. Area Managers can access and manage both those corrective actions assigned directly to them, if any, and all corrective actions assigned during inspections complete in their areas. They are allowed to view corrective groups assigned to any group (Lab/Core, Facilities, or EHS). Permitted areas are assigned to area managers by a system administrator. Area can be defined as a school, department, or facility. Inspectors can access and manage all corrective actions as an area manager and conduct inspections using AIMS inspection features.

3 Notifications of Completed Inspections will be similar to that featured below: Before starting an inspection in IMS, the inspector is required to assign a responsible person to each group (Lab/Core, Facilities, or EHS). If corrective actions are assigned to their group as a result of the inspection, they will receive an Inspection Notification auto- . The contains two links: one to the Inspection Reports and the other to the Corrective Actions Certification page. Individuals who have been designated to receive Inspection Notification auto- s, but have not been assigned responsibility for corrective actions, will only be provided with a link to the inspection reports.

4 Corrective Actions Page Provides Excel Spreadsheet of all data Number of Open Actions When you select Corrective Actions, you will be brought to the Corrective Actions main page. The user can: 1. Select Show: Mine to display corrective actions assigned to you, or Show: All to display all corrective actions in the area (option not available to general users). 2. Data can be exported to an Excel Spreadsheet by selecting Export Action Report. The spreadsheet can be sorted by facility, school, or department.

5 Corrective Actions Page: Selecting an Inspection Corrective Action Icons Upon opening the Corrective Actions page, corrective action icons will appear in the Actions column. These icons are links to specific operations regarding the management of corrective actions and viewing of inspection reports. The icon operations include: certifying completion of corrective actions, reassigning actions to other people, requesting extensions, and viewing reports. These operations will be described in detail in the following slides.

6 Certifying Completion of Corrective Actions 1. Check Corrective Action(s). 2. Enter Comments. Return to Corrective 3. Certify Actions page. Completion. Select the green check mark if you want to Certify that a particular corrective action has been completed. Upon doing so, a Corrective Actions Certification window will open. Follow the steps below to certify completion: 1. Select the corrective action(s) that apply by checking the box next to the action. 2. Enter comments as necessary in the comment field. If multiple actions are checked, any comment entered in the comment field will go to each checked action. 3. Select Certify Corrective Actions. The item is immediately removed from your corrective action list and the Corrective Actions page will reopen.

7 Reassigning Corrective Actions 2. Enter Check Corrective Action(s) for reassignment. Return to Corrective Actions page. 3. Reassign Action. Check the person icon if you want to Reassign a corrective action to another person. Upon clicking this icon, a Corrective Action Reassignment window will pop up. To reassign an action: 1. Check the corrective action(s) you want to reassign. 2. Enter of the person you are reassigning the action to. If the person is already registered in IMS, their address should be found in the system. If it is a new user, enter their Select Reassign. The item will be removed from your corrective actions list and added to the list of the person to whom you assigned the action. You will receive a Action Reassigned Form auto- . The person assigned the action will also receive an with a link to the action.

8 Requesting Extensions 1. Check Corrective Action. 2. Edit and Save Due Date (if action is available). Select the calendar icon to request an extension for corrective action(s). This will prompt a Corrective Actions Extension Request window to pop up. To request an extension: 3. If you are unable to edit the due date, enter an Extension Reason in the text field. Click Request Extension to submit the form. Click to return to Corrective Actions page. 1. Check the action(s) for which you wish to request an extension. 2. Edit and save the due date if this action is available. If not: 3. Select Request Extension. You will then be prompted to enter an Extension Reason in the text field. If more than one corrective action is checked, the Extension Reason will go to each action. If you have a unique reason, then request extensions individually. Your request will be sent to the EHS System Administrator for consideration. You will be informed whether or not your request is granted. If granted, the administrator will adjust due dates.

9 Viewing Short Inspection Report Inspection Roster Access Previous Inspection Reports Person action is assigned to and due date Inspection Profile Create a PDF of Report Selecting the Report icon will prompt the Short Inspection Report to appear in a pop-up window. This report includes general inspection info, detailed info on all corrective actions assigned during the inspection, and additional resources to help responsible persons complete corrective actions. Features provided on the Short report screen include: 1. Access to previous inspection reports 2. Access to full inspection report by selecting View Full 3. Ability to generate PDF version of report by selecting Export 4. Inspection profile that provides background info about the inspection 5. Lab Roster that includes individuals assigned group responsibilities 6. General Inspector Notes entered during inspection Corrective Actions may be organized by the groups to which they are assigned (Lab Core, Facilities, or EH&S). The following information is provided for corrective actions: 1. The corrective action statement with links to resources where available 2. Inspector notes on the corrective action 3. The person the action is assigned to and the due date for the action, or the person and date an action was completed 4. Any notes entered by the person who completed the corrective action

10 Viewing Full Inspection Report Inspection Category Corrective Action Information Question Question Response For each question answered, the Full Report will include: 1. The question and response (data sets for each question are separated by alternating background colors). 2. Inspector notes (if applicable). 3. The assigned role and corrective action statement, if applicable. 4. The person assigned the corrective action and due date, or the person who completed the action, the date completed, and any notes attached to the completed action. 5. Any files uploaded by the inspector (like photos). 6. Additional Question Resources, if applicable. The Full Inspection Report can be accessed from the Short Report. The Full Report contains info on all questions and responses during the inspection, not just those that resulted in corrective actions. All the info provided in the Short Report is included in the Full Report, however it is organized differently. The questions and responses are organized by categories used in the checklist during the inspection. Items Provided and general Files attached to the report appear at the end of the Full Inspection Report.

11 Summary Reports 1. Open Summary Reports. 4. Filter reports by Template. 2. Group by Facility. 3. Select the facility. 5. Select Report. Access Reports by: 1. Selecting Summary Reports from the Findings and Reports section of the left menu. 2. Grouping the data by Facility. The report list will automatically sort by facility. 3. Selecting the appropriate facility from the list. 4. Filtering the reports by Template (i.e. filter by General Lab, etc.). 5. Selecting the magnifying glass beside the appropriate inspection date. Once an inspection is closed (i.e., has no remaining corrective actions), the inspection reports must be accessed through the Summary Reports page.