AIT Creation
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Welcome to this Application Explainer video, part of our Action Item Tracker topic range.
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In this video we’ll cover the subject of creation of action items in SLM.
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The Action Item Tracker module is a centralised location where users can create and access action item information from all modules for follow up and reporting.
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Data relating to the action items is linked across modules and readily available for reference purposes.
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Custom reports and KPIs are available with the click of a mouse.
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Following information will be covered in this training.
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Chapter one will be AIT overview and creation of stand alone action items, Chapter 2 will be FSA action items, Chapter 3 will be PHA action items, Chapter 4 will be MOC action items and checklist configuration, and chapter 5 will be reports and dashboards.
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In Chapter 1 we’ll cover the AIT module overview and standalone action items.
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So in the SLM system, if we navigate to the Action Item Tracker module, there’s our standard customizable dashboard with a few reports that we can add, or we can go into an actual site or a unit.
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We can manage the personnel that may exist within that site or unit from the Action Item Tracker module.
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And when you click on the site or the unit, the first tab is going to be the Open Action Item summary.
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So it’s essentially a long list of any open action items from this particular scope, the site or the unit.
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And these may be of different types, they may be FSA action items, they may be MOC action items, PHA action items.
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So we can filter these for any particular type if we want to see the HAZOP action items, if we want to see MOC action items.
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So we’ve got a list of open action items.
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It will detail some of the information and provide a hyperlink to the actual action item number.
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So if we click on that, it will navigate you to the actual action item where you can see some of the data request action status, who’s it assigned to, What is it associated with?
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So this FSA action item is associated with this particular FSA and we can navigate back to that.
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So we can see all of that information from the actual overview of that site.
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Now, if we want to create a stand alone action item on the site level or on the unit level, we can use the Edit Tools button to create a standalone action item.
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It will automatically number it with the data number and if we save and edit that, it will bring us to the summary of this new action item that we’ve created.
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We can put in information around the site that it actually effects, the units that it effects within that site.
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Priorities, assignees.
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Again, it’s pulling from the list of personnel that are available at this particular scope at the site.
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Actions target, closeout dates, and then any recommendations.
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Is it from a risk matrix?
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Is it PSSR?
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Is it an SIS audit?
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Is it from the HAZOP?
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Give it a risk ranking or likelihood detail.
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Any seal requirements.
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From here, we can assign that action item to an individual that is assigned to would get an e-mail and a notification within the SLM tool that has been assigned to them.
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They can go through and complete the action item.
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And then as with any object like an action item in the SLM system, you have the approval workflow to add an approver or if you have the approval authority, self approve.
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So this is an overview of the Action Item Tracker module and how to create the standalone action items.
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In Chapter 2, we’ll cover creation of FSA action items and management within the AIT module.
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So from the SLM system, if we navigate to the Functional Safety Assessment module, we can click on a particular SIS object, we can click on a particular FSA object that may exist or that you may be creating.
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And as a part of any of the checklists that are associated with these Fsas, the user has the ability to actually capture an action item for them.
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So on each of these individual checklists, we have the ability to add an action item.
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For any of the items, we can simply click Add action item.
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It allows us to either copy one that may already be created or create a new one.
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I’ll create a new one here.
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We’ll put action item number 100, put a date in a category, any action, a status of open.
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So once we have this, we can save the action item.
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It’s now going to populate here as part of the FSA module.
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So we’re still in the FSA module.
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We can see the action item exists here.
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But if I click on this, the action item is also already created automatically in the Action Item Tracker module under that scope.
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So again, because we’ve created the action item in the FSA module, it will automatically get pulled into this Action Item Tracker module to help with any reporting or documentation.
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And again, from the Action Item Tracker module, here’s a link back to the actual FSA itself.
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We can click on that and we’re back on that FSA.
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We can go back to that checklist and we can see the action item as it is presented on this Loper verification checklist.
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So that’s how you would create an FSA action item.
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There are places within the FSA module to review those action items and ensure that they’re closed out prior to the FSA being complete.
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Those can be managed here in the actual Functional Safety Assessment module, or individuals can manage a broader scope of action items, including the FSA items here within the Action Item Tracker module.
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In Chapter 3, we’ll cover the creation of PHA action items, HAZOP and LOPA, and management within the AIT module.
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So similarly to the functional safety assessment action items that are created, if we navigate to the HAZOP module and let’s say we have a HAZOP study ongoing here, I can click on the actual HAZOP study.
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We can go to the facilitation tab of that study and on these different nodes where we see these recommendations that come in, we can look at the recommendations in their entirety.
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So from a HAZOP facilitation tab, we can look at the recommendations, list all of the recommendations that within this particular HAZOP study.
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And for each of these recommendations, on the left side, there is an Add Action Item button.
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Again, this will allow you to create an action item with all of the recommendations as the requested action, and it will automatically populate in the Action Item Tracker module, and it will link those objects.
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So again, here’s January 3rd, 2025.
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We can click on that and it will go straight back to the Action Item Tracker module for this action item with a link back to the HAZOP study itself.
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Additionally, from the LOPA module, it’s the same concept and idea.
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If we’re on a LOPA worksheet here and we’re looking at the recommendations that may come in as part of the applicable values tab for the local worksheet, we can see that this particular Lopus scenario has a few recommendations associated.
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If we go to the custom actions and we manage those recommendations, we have that same button here to add action items.
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So it will create it as a has up or a LOPA action item for reporting purposes, but again, automatically be populated within the action item tracker module and be available for management.
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So that’s how you would create a PHA action item within the SLM system.
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And again, from these particular modules, you can filter these by type.
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So I could look for specifically the HAZOP ones, and I could see all of those recommendations that are coming in.
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In Chapter 4, we’ll cover the creation of MOC action items and management within the AIT module.
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This process is identical to the process of the functional safety assessment action items before an MOC process.
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So in the MOC module, if we navigate to a particular MOC ID, we can look at any of the checklists that exist within this MOC, whether it be the initiation checklist or any of the EHS risk assessment checklists, the PSSR checklist.
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We can click on these and I can save for the inventory.
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There are a few items I can simply hit Add Action item for that it will again allow me to create a new one where I can input information about it, where in the MOC processor is, who is assigned to the action that’s necessary or taken.
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And again, that will automatically compile and move into the action Item Tracker module.
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So as we see on this environmental impact checklist, we have the action item ID here.
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I can click on that and it will move me to the Action Item Tracker module, to this particular MOC action item here with a link to that MOC.
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So that’s how we would create the MOC action items similar to the FSA.
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In Chapter 5, we’ll cover the reports available and the dashboards available.
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So at the site or the unit levels, we have these tables of the open action item summaries that are available to be exported to Excel or PDF.
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We also have the ability to look at the dashboard for closed action items.
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Here within the report tab, we can run a report specifically for any open action item types for a specific site or unit.
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It will provide us with a table, and we have a chart here that allows you to look into these action items.
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So again, if I want to have a look at the due 35 action items, I can click on that and it’s going to pull up those 35 items.
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If I want to have a look specifically at the 11 that are overdue that are FSA items, I can pull those up here.
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We have a summary tab which allows us to look at a summary of the action items themselves.
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We have action items for approvals, how many are up for approval at the moment or pending approval.
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And then specifically for the user action items that have been submitted to you, the individual for approval or action items that you personally have submitted to someone else for approval.
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So you have the ability to view those kinds of reports and dashboards within the Action Item Tracker module to better manage that information and keep track of the action items themselves.
