Event-Based Action Items

Action Items created from an Event can be predefined per Event Form or created uniquely per Event via the In Process folder.

Action items can range in use, whether they are corrective tasks, Incident Coordinator reviews, Sending out the Event notice, etc. There are two types of Event based Action items: General and Process Hazard Analysis (PHA).

Below are the Guidelines for General Action Items

General action items are designed to be unrestricted items which users can create for a variety of tasks. General action items are typically used on any non-PHA event.

• Your required fields are:
  • Title: Custom Title for your action item that will be displayed on the assignee's desktop. 
  • Description: This will only be required for Critical Action Items.
  • Type: By default, the action item is selected as Non-Critical, but Critical is available.
  • Assigned To: Individual or Job responsible for completing this action item.

• • Days to Complete: This number will be used to calculate the due date for the action item. The Days to Complete default is 15 days.

• Your optional fields for are:
  
  • Form: A form may be associated to your action item if there are action item forms already created under the same category as your Event.
  • Implementation Steps: Can be additional information like specific steps on how to complete the action item.
  • Priority: Priority set per action item. Drop Down is customizable under ACT > Settings.
  • Classification: Classification allows you to identify if the action item is Preventative, Corrective, Non-Essential, & Continuous Improvement. This is not customizable under ACT > Settings. 
  • Risk Ranking: Free text field that allows you results of a Risk Matrix. (Example: Severity X Likelihood = Risk Ranking)
  • Create MOC: Allows you to create an MOC stemming from this action item. When selected you will have two options on how you want to proceed with your action item:
    • Action Item can be completed after creating MOC: This will allow you to close the action item while the MOC is still open
    • Action Item to remain open until MOC is closed out: This will force the action item to stay open, and therefore the Event, until the MOC is completed. 
  • Require Attachment: This will force the action item assignee(s) to upload an attachment before closing the action item. 

• • Verifier: Individual or Job responsible for verifying the work completed by the assignee.

• • Supervisor: Individual or Job that will receive email notifications about the status of this action item. They will not be assigned any task to complete.
  • Order: In which order sequence you would like this action item to be assigned.

• • Days to Verify: This field will be greyed out unless a verifier has been added but will perform similar to the Days to Complete but for the Verifiers task. 
  • Estimated Cost: Any potential cost estimates for this action item (ex: ordering new equipment) can be listed here. 

Below are the Guidelines for PHA Action Items

Process Hazard Analysis (PHA) action items are meant to be preventative measures to identify and then address potential hazards before they arise. 

• Your required fields are:
  • Recommendation: Title of your Action Item/PHA Recommendation
  • Description: This will only be required for Critical Action Items.
  • Type: By default, the action item is selected as Non-Critical, but Critical is available.
  • Assigned To: Individual or Job responsible for completing this action item.

• • Days to Complete: This number will be used to calculate the due date for the action item.

• Your optional fields are:
  • Form: A form may be associated to your action item if there are action item forms already created under the same category as your Event.
  • Recommendation Action Item Number: This unique number will be auto-generated when you save your action item.

• • • Entry number: if the action item was the 4th action item to be added to the Event, then its entry number is 4.
  • ID: Identification Number or Code for the PHA recommendation or analysis.
  • Recommendation Category: Free Text Field to add a category/label to your PHA Recommendation. 
    • Examples: Property Damage, Injury, Loss Prevention, etc.

• • Deviation: Document deviation from the intended design or operation of a process.
    • Examples: High Valve Pressure, Shut Down, etc.

• • Cause: Cause of deviation from the normal operating process. 
  • Consequence: Outcome or impact of the deviation.
    • Examples: Pipe Rupture, change to operating procedure, etc.

• • Safe Guard: Feature or control designed to prevent the hazard or mitigate consequences. 

    • Examples: Reviewing Automatic shut off systems, Containment systems, Regular inspections, etc.

• • Risk Matrix: Area to provide results of performing a risk matrix (Evalution of potential hazards).

    • Severity: Impact level of the listed consequences.

      • Examples: Minor, Moderate, Major, Catastrophic, etc.

    • Likelihood: Probabilities of Hazard occurring.

      • Examples: Rare, Unlikely, Likely, Frequent, 1-5, etc.

    • Risk Ranking: Score for the Risk Matrix.

      • Example: Severity X Likelihood = Risk Ranking

  • Place Used: Can be used to identify areas of focus or location points.

    • Examples: Process Units, Control rooms, Physical locations, Safety Zones, etc.

  • Drawings: Visuals used to understand PHA or hazards.
    • Examples: P&IDs, PFDs, ISO Diagram, etc.
  • Create MOC: Allows you to create an MOC stemming from this action item. When selected you will have two options on how you want to proceed with your action item:
    • Action Item can be completed after creating MOC: This will allow you to close the action item while the MOC is still open
    • Action Item to remain open until MOC is closed out: This will force the action item to stay open, and therefore the Event, until the MOC is completed. 
  • Require Attachment: This will force the action item assignee(s) to upload an attachment before closing the action item. 
  • Verifier: Individual or Job responsible for verifying the work completed by the assignee.
  • Supervisor: Individual or Job that will receive email notifications about the status of this action item. They will not be assigned any task to complete.
  • Order: In which order sequence you would like this action item to be assigned.

• • Days to Verify: This field will be greyed out unless a verifier has been added but will perform similar to the Days to Complete but for the Verifiers task. 
  • Estimated Cost: Any potential cost estimates for this action item (ex: ordering new equipment) can be listed here. 

How to add Action Items to an Event

Below are instructions on how Administrators with ACT User or Higher permissions can add Action Items to an Event.

1. Select ACT > Events > In Process > Select desired Event
2. Select the Action Items tab
3. Select New
4. Select PHA or General
5. Fill out the required fields for your action item at minimum.
6. Fill out any optional fields for your action item if desired. 
7. Click Save.

How to Import Generic or PHA Action Items

1. Select the Action Items tab.
2. Select Import on the toolbar
3. Select General or PHA.
4. Browse to the desired excel file to import.
5. Once the file is added, select the Next button.
6. 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.
   1. 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.
7. Select Next once it’s been decided how the items should be imported.
8. Use the dropdown menu in the right column to map each field to a column from the file that was uploaded.
   1. 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.
9. Select Next to complete the import.