Set requirements: The company decides what it wants to achieve, and can share this in policies, procedures, specifications and training courses. For example “We will work safely and aim for Zero accidents” or “The tolerance for this component is 20cm +/- 0.1cm
Defect occurs: Something happens that is outside the set requirements. This could be having an accident, spotting a hazard, finding a defective product…
Initial Actions: usually the person who finds the problem is empowered to do something about it. For example: ensure first aid it given, remove the defective article from production
Details recorded in the mobile app: the person who found the problem can now tell his supervisor/manager by filling out the appropriate report in the mobile app
A notification is sent automatically to the person assigned, this could be the H&S manager or the production supervisor.
That person reads the report and decides who is responsible for deciding what actions need to be taken. This person is the ‘Owner’. They assign ownership in Proactively. This person receives an email notification. (note: it is likely that the Owner will be the person who first read the report, although Proactively gives the possibility that it is someone different. This is because Quality, H&S are line management responsibilities, and not just done by the Quality or H&S Manager.
Send feedback: The Owner is able to send a message directly to the reporter thanking them. This recognition makes a big difference to the reporter in understanding that actions will be taken and they have made a difference. They are more likely to send new reports and encourage their peers to use the system too.
Investigation to find the cause: Initial corrective actions may already have been taken by the person who found the problem. However, if we want to learn from this problem and stop it or similar happening again, it is necessary to find the cause. This is usually done by asking “why did this happen?” If you do this repeatedly, you will find the root cause. This can be written in Proactively in the Reports > Overview tab.
Actions assigned: the Owner now decides what needs to be done to resolve this problem and stop it happening again. They add one or more actions to the Proactively system in reports > Actions. They give details of what needs to be done, assign someone to do it, and give a due date.
Actions completed: The assigned person receives an email notification and clicks on the link to read what needs to be done. They can add notes in Actions > Notes if there are any issues. The action status is changed to completed, or put on hold or say it is not possible to do and why.
Check actions are effective: Once the action has been completed, a photo is taken to prove it is done and attached to reports > overview.
When all the actions have been completed, and the Owner sees the photo to know they are effective, the Owner changes the status of the report to ‘closed’
All the information comes in real time into the dashboard, helping you keep track of performance, learn and improve.