Manage a Report

Who is responsible?

Notifications are sent to the team leader, according to how the system is set up.  This may be, for example, the H&S Manager.  If this person is responsible for deciding what actions are needed, they can go ahead and so so.

However, often the person receiving the notification is not responsible for deciding what actions need to be taken.  For example, the responsibility lies with the Supervisor or Manager from that department.  This person now needs to be made the Owner of the report 

Assign an owner

  1. In the reports tab find the correct report and click to open it
  2. In the Overview tab you will see a drop down box for the owner. It lists all the people registered on the system. Select one.
  3. Proactively will automatically send an email notification to the Owner with a link to the report.

Note: To keep data secure, only people with the ‘Viewing and Actions’ permission and are members of the team which raised the report are able to read this report.

Set a due date

The due date is the date by which the issues raised by this report should be resolved. This includes:

  • All the actions associated with the report are closed
  • You have checked to make sure that these actions have been successful in resolving the issues

1. In the reports tab, find the correct report and click to open it

2. Open the Overview tab in the left hand menus.

3. Click on the Due date box to open a calendar, and select the due date

4. Notice the green box that appears for a few seconds saying ‘updated successfully’

When the due date has past, the status of the report will show in red as ‘overdue’

Set a priority

All reports should be given a priority.

1. In the reports tab, find the correct report and click to open it

2. Open the Overview tab in the left hand menus.

3. In the Priority box, select one from the dropdown priority list.

4. Notice the green box that appears for a few seconds saying ‘updated successfully’

Making changes to the description, the due date or the priority

Anyone with View and Actions permission can change the description, the due date and the priority at any time. These changes, together with the person’s name, will be recorded in the history tab.

Where does the information shown in the description box come from?

The description box shows a summary of the report contents.

Each form should have a question that asks for key information. This information is stored in a field called ‘summary’. When the reporter answers this question, the information he gives will be automatically entered into:

  • the description box in the Overview tab
  • the notification emails
  • the reports list which is shown in the reports tab

Overview

Overview gives the current status of the report, together with key information.

This section gives an overview of the current status of the report. Any changes you make will be recorded in the History tab.

  • Description: Gives a summary of the report contents. Description automatically shows information that the reporter gave to the question where Short Question = Summary. The Report List shows this description for easier searching.
  • Root cause: is the core issue that leads to a problem. Resolving the root cause rather than the symptoms is a more effective solution. Asking ‘why did this happen?’ repeatedly can help find the root cause (5 Whys Analysis).
  • Owner: the person responsible for the problem, who oversees the handling of it, including assigning actions. Proactively automatically sends an email notification with a link to this report to the assigned owner.
  • Due date: when overdue this is shown in red in the form list.
  • Priority
  • Status: A report can be:
    • put on hold if progress is stopped temporarily
    • closed, either if no action is needed, all actions have been completed effectively, or the report was not valid, for example it was malicious.

By default, only open reports are shown Forms List. To view closed reports, use the Reports screen filter: More > Form status = Closed > Filter.

Updated on October 9, 2021

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