Event-Based Action Items

Key Features

Types of Action Items

• General – Unrestricted tasks that can be created for a wide variety of purposes. Typically used on any non-PHA Event.
• PHA (Process Hazard Analysis) – Preventive measures designed to identify and address potential hazards before they occur.

Assignment

• Action items can be assigned to an individual or a job role.
• If assigned to a job role, all members of that group receive the task, but only one member needs to close it out.
• A Verifier can be added to any action item. If listed, the verifier is ultimately responsible for closing the action item.
• A Supervisor can be added to receive email notifications about the action item's status. No task is assigned to the supervisor.

Due Dates

• The Days to Complete field is used to calculate the due date. The default is 15 days.

  Days to Complete + Date Assigned = Due Date

• If a verifier is added, Days to Verify becomes available and works the same way for the verifier's task.

Create MOC

• Any action item can trigger the creation of an MOC. When selected, choose one of two behaviors:
  • Action Item can be completed after creating MOC – The action item can be closed while the MOC is still open.
  • Action Item to remain open until MOC is closed out – The action item and Event stay open until the MOC is completed.

Require Attachment

• When enabled, the assignee must upload an attachment before closing the action item. Secure URLs are also accepted in place of uploaded files.

General Action Item Fields

Required

• Title (required) – The name of the action item as it will appear on the assignee's desktop.
• Type (required) – Defaults to Non-Critical. Critical is also available.
• Assigned To (required) – The individual or job role responsible for completing the action item.
• Days to Complete (required) – Defaults to 15 days.
• Description (required for Critical action items only)

Optional

• Form – A form may be attached if Action Item Forms have been created under the same category as the Event.
• Implementation Steps – Additional instructions or steps for completing the action item.
• Priority – Set per action item. Drop-down options are customizable under ACT > Settings.
• Classification – Set per action item. Drop-down options are customizable under ACT > Settings.
• Risk Ranking – A free text field for recording the results of a risk matrix (e.g., Severity × Likelihood = Risk Ranking).
• Verifier – Individual or job role responsible for verifying the completed work.
• Supervisor – Individual or job role that receives email notifications. No task is assigned.
• Order – The sequence in which this action item should be assigned relative to others.
• Days to Verify – Available only when a verifier is added.
• Estimated Cost – Any potential cost estimates related to this action item (e.g., ordering new equipment).

PHA Action Item Fields

Required

• Recommendation (required) – The title of the action item or PHA recommendation.
• Type (required) – Defaults to Non-Critical. Critical is also available.
• Assigned To (required) – The individual or job role responsible for completing the action item.
• Days to Complete (required)
• Description (required for Critical action items only)

Optional

• Form – A form may be attached if Action Item Forms have been created under the same category as the Event.
• Recommendation Action Item Number – Auto-generated when the action item is saved. Built from the first 4 characters of the Event Category + first 4 characters of the Form Title + Ref Code + a unique Division Identifier + current year + sequential number + entry number.

  Entry number example: If this is the 4th action item added to the Event, its entry number is 4.

• ID – An identification number or code for the PHA recommendation or analysis.
• Recommendation Category – A free text field for adding a category label (e.g., Property Damage, Injury, Loss Prevention). This does not affect the action item number.
• Deviation – Documents deviation from the intended design or operation of a process (e.g., High Valve Pressure, Shut Down).
• Cause – The cause of the deviation from normal operating conditions.
• Consequence – The outcome or impact of the deviation (e.g., Pipe Rupture, change to operating procedure).
• Safe Guard – A feature or control designed to prevent the hazard or mitigate its consequences (e.g., automatic shut-off systems, containment systems, regular inspections).
• Risk Matrix – Area for recording the results of a risk evaluation:
  • Severity – Impact level of the listed consequences (e.g., Minor, Moderate, Major, Catastrophic).
  • Likelihood – Probability of the hazard occurring (e.g., Rare, Unlikely, Likely, Frequent).
  • Risk Ranking – The overall risk score (e.g., Severity × Likelihood = Risk Ranking).
• Place Used – Identifies areas of focus or physical locations (e.g., Process Units, Control Rooms, Safety Zones).
• Drawings – Visuals used to understand the PHA or hazard (e.g., P&IDs, PFDs, ISO Diagrams).
• Verifier – Individual or job role responsible for verifying the completed work.
• Supervisor – Individual or job role that receives email notifications. No task is assigned.
• Order – The sequence in which this action item should be assigned relative to others.
• Days to Verify – Available only when a verifier is added.
• Estimated Cost – Any potential cost estimates related to this action item.

How to Add Action Items to an Event

1. Go to ACT > Events > In Process and select the desired Event.
2. Select the Action Items tab.
3. Click New.
4. Select General or PHA.
5. Complete all required fields.
6. Fill in any optional fields as needed.
7. Click Save.

How to Import Action Items

1. From the Action Items tab, click Import in the toolbar.
2. Select General or PHA.
3. Browse to and select the Excel file to import.
4. Click Next.
5. Choose one of the following import options:
   • Add as New Action Items – Imports all items in the file as new action items.
   • Update Existing Action Items Only – Updates existing records. You'll be prompted to select the matching criteria (Title for General; Recommendation or ID for PHA).
   • Both – Adds new items and updates existing ones based on the selected criteria.
6. Click Next.
7. Use the dropdown menus to map each field from your file to the corresponding Frontline field.
   • The data bar at the top shows the total number of mapped and unmapped fields.
   • Click Reset Field Mapping to start over.
   • Click Apply Auto Mapping to let the system automatically match fields based on their titles.
   • More than one file field can be mapped to a single Frontline field to combine data.
8. Click Next to complete the import.

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