New

About the New Stage

An event only goes through the new stage when any user with ACT User or ACT Power User Permissions creates an event from the ACT > Events > In Process folder. Any event created using a desktop shortcut will be sent to either the collaboration or approval stage, depending on the configuration of the shortcut. Shortcuts are created in the Settings > Event Shortcuts folder configured with pre-defined category, form, ref code and workflow participants (team leader and optional approvers / collaborators). This makes it convenient for the user to report an event in the pre-selected category. The user is required to complete only the event-specific information and does not need to understand the significance of various ACT parameters or workflow characteristics, reducing training effort.

Shortcuts appear under the shortcuts tab of Frontline desktop. They are given appropriate titles and descriptions, so that a user can easily identify the type of event they are creating. The event so created immediately goes into the collaboration and / or approval stage where designated collaborators, approvers and team leader investigate the event, provide comments and enter / assign corrective and preventive action items. The designated event team leader can add / update attachments, equipment, approvers and collaborators if necessary, and close it out when all action items have been completed.

Shortcuts remain on users' Frontline desktops unless removed, and can be used by them repeatedly to report new events as they occur

Note: Users without ACT module permissions can create an event by using a desktop event shortcut.

Note: The Send Event Notices feature can be used to notify anyone impacted by the event and can only be sent out once per event. Anyone sent an event notice will be required to review the event summary and acknowledge the event by signing-off from their Frontline desktop Training tab. This feature is useful to help people learn from the event or to communicate complete events such as audits or deficiencies found.

Below are the guidelines for the New Stage.

The originator must complete all required fields on the Event details tab at a minimum to start the workflow.

  • The originator must select an event form to start the event workflow
  • There must be at least one approver or one action item to start the event workflow. If the event has at least one approver, the event is moved to the approval stage. If the event has no approvers, the event is moved to the implementation stage.
  • The originator will select a team leader while creating a new event. The team leader is the final approver of any event.
  • A user can track current status of any event created by them by clicking the ACT Events link from the Frontline desktop Quick Links section. The user can see all open events that they have submitted, from the time they are first created until they are closed-out upon completion of all action items.
  • A user can delete an event shortcut on their Frontline desktop by clicking the Delete link provided for each shortcut.

How to Create an Event from a Desktop Shortcut

The instructions below provide detailed steps on how to create an event by using an event desktop shortcut.

Step

 Action

1

Select shortcut title from the Shortcuts tab on the Frontline desktop.

2

Select the Procedure button, to review any instructions for filling out the required event details form have been provided by an administrator.

3

Complete fields on the event form.

Note:The fields on the event form depend on the form that is attached to the event shortcut. Depending on the form design, some of the form fields may be mandatory.

4

Select Save.

Result: The event is saved and sent to the collaborators, approvers or team leader depending on the shortcut design. The user gets a message describing how to track the status of the event submitted.

 

How to Create an Event from the Events > In Process folder

The steps below provide detailed steps on how to create an event from the Events > In Process folder. Remember, only users with ACT Power User and ACT User permission can access the ACT module menu to create events from the Events > In Process folder.

Step 1 - Enter Event Details

Step

 Action

1

Navigate to Events > In Process from the ACT module menu.

Note: If a list of divisions is displayed, select the desired division to create the event in.

2

Select New on the toolbar.

3

Select Procedure on the toolbar to review any site-specific event creation procedures placed here by the administrators.

Note: This step is optional.

4

Complete the following mandatory fields:

Category, Form, Ref Code, and Title.

5

Complete the following optional fields, if desired:

Description, Priority, Estimated Cost, and Cost Comments

6

To select a team leader different from than the originator, remove the originators name from the Team Leader field and enter the first few characters of the team leader's last name, and click the ellipses button. Then double click on the team leader's name from the populated list.

Note:Team leader field cannot be blank. The team leader participates in collaboration, is automatically the final approver of an event which requires approval and closes out the event.

7

Change the default days to complete, if desired.

Note:The number entered is used to calculate due dates of the action items.

8

Form selected above in step 4 is shown in the Event Details section at the bottom. All required fields are marked with a red asterisk of the selected form and must be completed in order to save the event.

Note: If the form selected does not have any custom fields, event details header is not displayed and there is nothing more to complete

9

Select Save on the toolbar.

Result: The event is saved in the new stage.

 

Step 2 - Add Action Items

New action items can be added to an in process event at any time. Existing action items if not already assigned can be edited (i.e., not in an implementer's inbox). Any collaborator and approvers can add new action items. Therefore, if no action items have been added by the originator or collaborator at least one approver before starting workflow. If the selected approver chooses not to add an action item, the event is closed out as not needing any action items. Action item can be completed before starting collaboration or workflow.

Note:If the form selected has default action items, these would be automatically added.

Step

Action

1

Select the Action Items tab.

Result: The existing action items, if any, for the event form are displayed.

2

Select New on the toolbar.

Result: The Action Item Details form displays with all available fields to complete

3

Enter the Title for the action item.

4

 Description, Implementation Steps, Priority, Risk Ranking, Classification, Assigned To, Verifier, Supervisor, Order, Day to Complete, and Estimated Cost optional fields that can be used to further describe the action item. Enter a data for these fields, if necessary.

Note: The Form field displays only if there are any action item forms created in the same category as the event. If displayed, select a form and the form displays to the implementer as a link on the action item completion window.

5

Select the Create MOC: checkbox to require the assignee to submit an MOC as their event task.

If Create MOC: has been checked, select one of the two options to determine how the task will behave:

  1. Action item can be completed after creating MOC - This option will allow for the event task to be completed and removed from the assignee's desktop once the MOC is submitted, and event can proceed to close-out.
  2. Action item to remain open until MOC is closed out - This option will keep the event task on the assignee's desktop with an In Progress status after the MOC has been submitted. The event task will remain on the assignee's desktop until the associated MOC has been closed-out.

Note: The task will be displayed on the assignee's desktop as an action item with a Create MOC requirement display in the Action Item Completion form. This feature can only be used when the Individual radio button has been selected in the Assigned: field.

6

Select the Require Attachment checkbox to require the assignee to add an attachment to the action item before they are able to complete their task.

Note: If adding an attachment is required, only one attachment is allowed when selecting Complete. However, assignees can and multiple attachments by entering progress multiple times.

7

Action items can be assigned to individual or jobs

To assign an action item to an individual, enter the first few letters of the Assigned To person's last name and select the ellipses button then double click on the name from the list that appears.

To assign the action item to a job, enter the first few letters of the Job title and select the ellipses button then double click on the job from the list that appears.

Note: If job is selected, a people link will appear that displays a list of people assigned to the job.

8

Enter a Verifier to have the action item verified after it has been completed by the assigned person. To select a verifier, enter the first few letters of the desired person's name and select the ellipses button next to the field then double click on the name of the person from the populated list.

Note: If a verifier has been added to the action item, the Days to Verify field becomes available. Enter the number of days for verification of the action item by the verifier, if desired. The verifier due date is calculated by the date the action item is sent to verification plus the number of days to verify.

9

Enter the assignee's Supervisor, if desired.

Note: If the assignee has a supervisor assigned to them in the system, the field will auto-populate with their supervisor.

10

Change the default Days to Complete, if desired.

Note: This is inherited from the event detail's days to complete, and is used to calculate the due date of the action item.

11

Select Save.

Results: The action items have are added to the event form.

 

Step 3 - Import Generic or PHA Action Items - Optional

Step

Action

1

Select the Action Items tab.

Result: The existing action items, if any, for the event form are displayed.

2

Select Import on the toolbar and select General or PHA.

Result: The General or PHA import wizard displays.

Note: The option PHA will show only if PHA is selected as the category for the Event.

3

Browse to the desired excel file to import.

Note: Up to 500 action items can be imported using .xls, .xlsx, or .csv file types.

4

Once the file is added, select the Next button.

5

Select one of the following options: Add as New Action Items (or New PHA Action Items), Update Existing Action Items only (or PHA Recommendation Action Items), or Both.

Note: If Add as New is selected, the application will import all of the items in the excel sheet as new action items. If Update Existing or Both is selected, the application will require the user to select the criteria on which the application should find the existing action items to update. The options to replace will be based on Recommendation or Id for PHA recommendations and Title for General Action Items.

6

Select Next once it’s been decided how the items should be imported.

Result: A list of fields that need to be mapped to the file will be displayed.

7

Use the dropdown menu in the right column to map each field to a column from the file that was uploaded.

Note: A data bar on the top will display the total number of mapped fields and the total number of unmapped fields to ensure all fields are mapped. To reset the mapping, select Reset Field Mapping. To allow the application to auto map the fields from the provided folder to Frontline fields based on the field titles, select Apply Auto Mapping. More than one field from the file can be mapped to Frontline’s field to combine data.

8

Select Next to complete the import.

Result: A message will display indicating all items have been imported successfully.

 

Step 4 - Add Attachments

Step

Action

1

Select the Attachments Tab.

2

Select New on the toolbar.

3

Enter a Title for the attachment.

4

Select the Choose File button next to the URL field and browse to the attachment.

Note: The attachment must be located on a common network share for all event participants can access it.

5

Select Save on the toolbar.

Result: The attachment is added and displayed in the attachments section of the Event Summary.

6

Select View Attachment to confirm the correct document was attached.

 

Step 5 - Add Equipment

Step

Action

1

Select the Equipment Tab.

2

Select New on the toolbar.

3

Enter Search Criteria and select Search.

4

Select the equipment that needs to be added to the event by selecting the checkboxes next to each piece.

5

Select Save on the toolbar.

Result: The equipment is added and displayed in the equipment affected section of the Event Summary.

 

Step 6 - Add Collaborators

Note: If the form selected has default collaborators, those collaborators will be automatically added to the event.

Step

Action

1

Select the Collaborators tab.

Result: The existing collaborators, if any, from the event form are displayed.

2

Select New on the toolbar.

Result: The Search Criteria form displays.

3

Enter in the search criteria to search for users and select Search.

To enter approvers by job, select the Jobs radio button.

Note: It is an option to leave the search criteria blank, this would return a list of all users.

4

 Select the users or jobs that will be collaborators for the event form by selecting the checkboxes next to their names.

Note:It is recommended to add team leader as a collaborator. This way the team leader can answer questions from collaborators while in the collaboration stage, reducing subsequent communication effort. If the team leader is not selected here, there will be one more chance to add the team leader as collaborator when the start collaboration task as been assigned.

5

Enter the Order of each person or job for collaboration.

Note: The order indicates how the collaboration task will move from person to person. The order can be sequential (1,2,3), parallel (1,1), or a combination (1,1,2,2,3). The order by default is parallel, allowing all collaborators to discuss the event simultaneously.

6

Select Save.

Results: The collaborators are added to the event form.

 

Step 7 - Add Approvers

An event does not need to have approvers unless the circumstances require them. However, an approver is mandatory if there are no action items for the event.

Approvers can be selected by name, job, route, or from collaborators. If any of the approvers is a job, all people holding the job are assigned the approval task. Any of these people can approve the event, and it moves to the next approver or stage.

Note:If the form selected above has default approvers, these would be automatically added.

Step

Action

1

Select the Approvers tab.

Result: The existing approvers, if any, for the event form are displayed.

2

Select New on the toolbar.

Result: The Search Criteria form displays.

3

If adding approvers as jobs, select the job radio button.

If adding approvers as individuals, select the individual radio button (selected by default).

4

Enter in the search criteria to search for users and select Search.

Note: It is an option to leave the search criteria blank, this would return a list of all users or jobs.

5

 Select the users or jobs that will be approvers for the event form by selecting the checkboxes next to their names or titles.

6

Enter the Order of each person or job for approval.

Note: The order indicates how the collaboration task will move from person to person. The order can be sequential (1,2,3), parallel (1,1), or a combination (1,1,2,2,3). The order by default is parallel, allowing all collaborators to discuss the event simultaneously.

7

Select Mandatory to prevent users using the event form from deleting the approver(s).

8

Select Save.

Results: The collaborators are added to the event form.

9

To add approvers by Route:

  1. Select Route on the toolbar.
  2. Enter search criteria and select Search.
  3. Select the route that will be approvers for the event form.
  4. Select Save on the toolbar.
  5. Select Mandatory next to any person in the route to prevent the users using the event form from deleting the approver.

10

To add approvers from Collaborators:

  1. Select Copy Collaborators on the toolbar.
  2. Select the checkboxes next to the approvers that need to be added as collaborators.
  3. Change the order of approval for each person, if desired.
  4. Select Save on the toolbar.