How to Add Actions to an Observation

Once you have analyzed the finding with its cause, somebody will most likely need to do something to correct and/or prevent this becoming an issue in the future. Distributing such tasks or “actions” can be managed by adding actions directly to the finding. Here is how it is done.  

1. Click [HSSEQ] à [Observation Overview]
2. Locate and double click (open) the Observation with the you wish to add an action.
3. Click the “Actions” tab
4. Click the [Add action] button.
5. Fill in the details in the action form. (ref image below)
   1. Name:   This is for a name or short description for the action  
   2. Department: The “Department” that will be responsible for the action. All crew members with a crew type linked to this department will be able to see this action in their personal “Dashboard” if you will as actions assigned to their department.
   3. Crew Type: The assigned crew type that should perform the action, all crew members of this type will be able to see this action in their personal “Dashboard”, as actions assigned to their crew type.
   4. Crew: This will be the specific crew member, user (or contact) that will be responsible for this action. Users or Crew member selected will see this action in their personal “Dashboard” as assigned specifically to him or her.  
   5. Category: Assign a category for this action
   6. Type: Is this considered a “Preventive” or “Corrective” action?
   7. Priority: Assign the appropriate priority  
   8. Deadline: Assign a deadline/ due date for this action.
   9. Action Task: Enter the description for the action to be performed

The remaining fields can’t be altered in this form and serve only as additional information:

1. Due Status: All actions are considered “Due”, until they are considered “Overdue”
2. Done Status: When a user starts signing out the action, he/she may indicate their progress as percent done, and it will show in this field.
3. Unit: Is of course the unit/vessel the action is to be performed, which will of course be the same unit that has performed the inspection.
4. Source type: Actions can so far be linked to either “Inspections”, “Incidents” or “Observations”. This field will show which of the tree the action stems from.
5. Source: Will show the number for the exact “inspection”, “Observation” or “Incident, that this action stems from. The […] button at the end will open the source Incident, Inspection or Observation.
6. The Action form also has a document tab, so if any additional document or files are relevant to the action, this can be attached here.
7. By clicking the [Send notification] button in the top of the action form will allow you to send an email with the action details to whoever you require to notify. (This function does require TM Master v2 to be configured to connect to a mail server, if it should send external emails, otherwise it will only be sent as an internal TM Master email.  

Action form