What is a repair?
Repairs are restoration work for when an asset breaks, gets damaged, or stops working. Maintenance refers to routine activities and/or corrective or preventive repair done on assets to prevent damage and prolong the life expectancy.
Why report a repair?
Timely fault reporting contributes to the overall reliability and performance of equipment and assets and helps to ensure a safe environment for clients, patients and staff.
Reporting faults also drives decision useful trend reports which are available in the Analytics section of the platform.
How to report faults and request a repair
Use the orange FAB (Floating Action Button) to start a new report. Then follow the instructions in each of the sections below:
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Repair details
Describe and categorise the repair or maintenance required. - Identified issues and improvements
Propose corrective actions and improvement opportunities. - Assign
Assign the event to someone to manage and notify other people who need to know. - Access control
Set who can view the report. - Attach records
Upload files or add links to records related to the event. - Submit your report
- System event history
A chronological record maintained by the system detailing entries and changes made to the form including links to any related items created by users.
Repair details
In this section, you describe the fault and the repair or maintenance that's needed. See below for a description of what's required in each field.
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 details of the event. If you need more space than what's allowed in the field, you can use Attach records at the bottom of the form to upload documents with additional information.
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.
Identified issues and improvements
Click Add to list corrective actions that should be taken as a result of the event. Corrective actions should be coded as a 'non-conformance' in the Improvement type field.
When you submit the entire repair report, the corrective actions and improvements created here will automatically appear in the Improvements register and be assigned to the relevant person to be managed.
If you have the permission to 'Edit closed items', you can use this component to create new improvements even after the item has been marked as closed.
Assign
Specify who should manage the issue, any additional people who should be notified by email, and the team responsible for monitoring the issue at their regular meetings. This is important for raising awareness of risks and and creating a 'safety-minded culture' in the organisation.
Note: In some cases, these fields may be pre-populated by business rules created by a system administrator.
Related business area
Select the business area in your organisation that the issue relates to.
Related meeting
Select the team meeting responsible for monitoring the management of the issue. This will automatically place the report on their meeting agenda.
Report this issue to
Select who is responsible for managing this type of issue. Only users with permissions to manage repairs will be displayed. The user selected will be notified immediately of the issue and will be assigned the task to manage it.
If you will be the person managing the issue and you have the required permissions, select Assign to me. The Submit button will change to Next allowing you to advance directly to the next stage to manage the issue.
Notify other users by email (optional) - Select who needs to receive an email notification about the issue.
Note: Users sent notifications relating to the incident will need to be included in Access control to see the repair report.
Access control
Set which users will have access to view the incident report. You can grant access to all users or specific teams and individual users.
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.
Attach records
This component enables you to attach records relating to the issue such as correspondence, emails, or photographs. Only users with permissions to see the item will be able to see attached records.
Click Attach to add a record.
Record name
When naming the record ensure the description is meaningful. For example, '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 format (https://) or Microsoft Sharepoint format (https://<company>.sharepoint.com/...)
Submit
The green Submit button will save the form and progress the item to the next stage of the workflow. After an incident is reported, it will progress through a series of workflow stages for management, response, and eventual closure. Learn more about workflows.
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 incident.
Go to topSystem event history
A chronological record maintained by the system detailing entries and changes made to the form including links to any related items created by users.
Click the '+' control on the right to expand the line item to see more information.
