Deviations can be used on all types of deviations and give e.g. access to work order register, with the option to create one or more actions (work orders) linked to the deviation.
To report deviations, there is a dedicated external reporting page for people who do not use or have logged into the maintenance system. Users who log into the system have their own page ‘My registered deviations’ where they can report new deviations and keep track of their reported deviations.
The reporter of a deviations will get a receipt by email with a link to the deviation, allowing the reporter to follow the status of the deviation. Alternatively, for logged-in users, they can follow reported deviations via ‘My registered deviations’ under the menu ‘Deviations’. See separate description ‘My registered deviations’.
When the deviation is closed or rejected, an email/message will automatically be sent to the reporter.
There is a dedicated button for reporting deviations via an event log entry, and the incoming message can be found on the respective screens.
Users are divided into roles, where every user can register a deviation, but where only certain people can handle and close deviations. Before the deviation system can be used, basic data must be registered, and roles must be clarified and registered. Various parameters in the ‘Deviation management’ section must also be set under ‘Admin’ → ‘System settings’. For details, see separate description under ‘System settings’.
To connect roles to the various users, see separate description in the chapter ‘Edit employee’ 13.1.2 Edit employees under the menu ‘Employees’.
Under ‘Edit profile’ is the set-up where you can decide which columns you want to include in the list view for deviations.
To create specific reporting addresses for deviations, see description in ‘Reporting address’ under ‘System’ → ‘Messages’.
To set up specific auxiliary registers that can be used to create deviations:
Origins
Classifications (risk assessment)
Recurrence risks (risk assessment)
Categories
Allocations
See separate description for these under the menu ‘System’ → ‘Messages’.
Deviations [Maintenance]
List view of ‘Deviations’ (deviation overview) with various sort, filter and search options, as well as the option to export to Excel.
The view is prefiltered by logged-in caseworker (Supervisor), so that the caseworker can only access the deviations that are linked to them.
Search field for free text: Includes search in the fields subject text, message text, immediate actions, suggested preventive actions and comments.
Message text: Shows the content of the deviation message.
Follow up: Follow-up flag can be activated on a message. The flag is shown in the list, and flagged deviation messages can be filtered out by this checkbox.
Asset search field: Search for asset number and asset name. Shows reported deviation connected to selected asset/structure. Search Selected Tree Only: Only generates hits for assets in selected tree.
Light bulb status lamp indicates status in relation to time limit, i.e. when the deviation must be approved by. Sorting can be performed in the ‘Deadline’ column.
Green - time limit in the future.
Yellow - time limit reached today.
Red - time limit overdue.
Email icon: Received/read deviation.
Mark function: You can use this mark function for tasks such as deleting a deviation. Mark the deviation, click on the ‘Save’ or ‘Enter’ button, and then the delete button.
New deviations can also be reported/registered from this list view. These will be inserted in ‘My registered deviations’.