The Repair register enables you to report malfunctioning equipment or damage to assets. After a repair is reported, it moves to the Manage stage where the actions required to respond to the complaint will be determined.
Quick steps to report a repair
- Go to the Repairs register, click the FAB and select Repair
- Complete the Repair details form
- Click Submit
Workflow
The Stage Navigation Bar displays the workflow stages that the repair will follow once added (subject to the decisions made along the way).
Form components
| Repair details | Describes and categorises the repair and records details relating to which asset, time reported and location of asset. |
| Assign | Where you can assign who the repair is reported to. |
| Attach records | Where you can upload or link related records to the reported repair. |
| System event history | A chronological list maintained by the system of most entries, changes, and linkages made in the system in relation to this contract. |
Repair details
This component enables you to describe and categorise the fault report or maintenance request.
- Repair type - select the type of repair, eg repair, malfunction, damaged.
- Item needing repair or maintenance - select from the list the applicable equipment
Note: you can multiselect from the drop down menu.
or if the if the item is not on the list, tick Free type item description to add details. - Location of item - select the area where the equipment is located.
- Additional location information (optional) - tick the box to add additional information regarding the location of the equipment. Useful if the equipment has been loaned or moved from its usual location.
- Description of problem - describe the issue with the equipment.
Note: this field is limited to 2000 characters. Use the Attach records to attach further information, eg documents, emails, photographs. - Immediate action taken - add details of any action that has been taken to manage the equipment, eg. action taken to remove malfunctioning equipment or to lease replacement equipment.
- Additional comments (optional) - if you want to make additional comments, tick this box to open an additional text box field.
- Link this issue to a risk (optional) - select from the list of identified risks, the relevant risk. For example, if the equipment is classified as 'critical' and there is an identified risk relating to 'access to critical equipment' it would be relevant to link the reported repair to the risk.
Assign
This component enables you to specify who the repair is reported to and which business area the repair relates to ensure delegations and communication relating to the management of the repair aligns with organisational requirements.
- Related business area - select the business area the equipment relates to.
- Related meeting - select the team meeting who is responsible for managing this type of equipment or select the team meeting that is be kept informed of the availability of this type of equipment. For instance, clinical teams that use critical equipment may need to be kept informed of the availability of the equipment they use.
- Report this issue to - select the staff member who is responsible for managing this type of equipment. The person selected will be notified immediately of the reported repair and will be assigned the task to manage the repair.
Note: In ticking the Assign to me box (only available to those with a certain permission level) you will be assigned the task to manage the repair. In selecting this option, the Submit button will change to Next allowing you to advance directly to the Manage stage of the workflow.
- Notify other users by email (optional) - You can use this function to notify relevant personnel that the repair has been added to the QMS, thereby providing them with a link to the repair. Note: users sent notifications relating to the repair will need to be included in Access control to see the repair.
- Notify business contacts by email (optional) - you can select a business contact, eg a supplier, to notify them of the repair.
Note: they must be an active Business Contact in LogiqcQMS.
Access control
The Access control component is where you define which users have access to view the item. You can grant access to a team or individual users, or both.
| All users can access | Select this option if you would like all users to be able to view the item. |
| Specify who can access | Select this option to control which users can view this item. |
| Teams | Select the team/s who need to view the item. |
| Individual users | Select specific users (if they are not included in the selected team/s) who need to view the item. |
| Who can view? |
Click this button to see a list of users who can see the item based on your selection. The list will also include those users assigned to the item in the workflow. Note: Users with system level permissions to see all items will also be included. |
Important: If your organisation has implemented the Business Rules Builder feature, some or all of the assign fields may be pre-populated and not editable. These selections will be based on conditional logic that has been pre-coded by your System Administrator. This feature helps to ensure the repair is assigned to the right business area, right meeting, right manager, right viewing permission levels, and the right people have been notified. The Business Rules Builder is designed to make it easier for staff to report.
Attach records
This component enables you to upload or link related records, such as correspondence, emails, photographs relating to the repair.
- Record name - When naming the record ensure the description is meaningful and easily found when searching. For instance, 'Email from Supplier re. replacement of equipment'
- File or Link - click on Choose file and navigate to the record on your computer. If you have links enabled, toggle to change the control to add a URL to the record. The URL must be a in a web (http://) or Microsoft Sharepoint format (https://<company>.sharepoint.com/...).
- Viewing permissions - only users with permissions to see the item will be able to see attached records.
Submit/save the form
The green Submit button will save the form and progress the item to the next stage of the workflow.
Select Create a related item if you want to create a separate linked item on another register when you save the form. A link between the two items will be displayed in each item's System event history. This may be useful when you want to suggest an improvement in response to the repair.