What is a defect on a checklist?
Where the answer to a checklist question is not aligned with the expected response, a defect may be triggered. A defect indicates that something is not as it should be, and corrective action is required.
In the below example, the question asks Are all ladder(s) in good condition and free from corrosion, warping or distortion, and an answer of No has been provided and a defect response must now be provided.
The Defect response includes a Defect Comment field for the User to provide more details about what they have observed. The User can also upload supporting evidence, simply click the Choose File button. When the button is clicked, RiskProof requests access to the device camera. Photo images can be saved with the Defect information.
In response to a defect, some form of corrective action is usually required. The deadline for the completion of the corrective action is set by adding a date to the Due Date field. To submit the defect, click the Log defect and continue button.
The Log defect and continue button is used to save the defect information on the local device whilst the user continues with the checklist.
The defect information is only updated in RiskProof when the checklist Mark Complete button has been clicked.
Once the checklist is marked complete, the defect action is saved as a separate entity to the checklist and remains in the system even if the checklist is deleted.
All defect information can be viewed by clicking the View Defects tab from the horizontal menu.
How do I view completed or missed checklists?
You may want to view which checklists have been completed or missed at a particular location on RiskProof, and the answers provided. Read the article below to see how you can do this.
To view completed or missed checklists, sign in to RiskProof.
Click the Monitoring module in the left-hand navigation.
Click the View history tab.
Use the Search locations dropdown to select the location that you need to view the Fire Risk Assessment. If you only have access to one location, this will already be open on the View history tab.
The View history page allows you to filter which checklist you would like to view, and between which date range. If you want to view all checklists simply leave the Checklist drop down menu on All.
To make sure you are viewing missed checklists as well as completed checklists, click the Include missed checklists tick box.
Then click Show history.
This will show all completed checklists and all missed checklists.
You will be able to view the Scheduled date and the Closed date.
If you wish to view the completed checklists simply click the ellipsis icon, then click View checklist.
If you have a partially completed checklist it will look like the below image. You are able to click the ellipses icon to view the answers that have been provided
How can I view and close Defects?
Where the answer to a Checklist question is not aligned with the expected response, a defect may be triggered. A defect indicates that something is not as it should be, and corrective action is required.
To view and close defects, sign in to RiskProof.
Click the Monitoring module in the left-hand navigation.
Click the View defects tab.
If you cannot see the View Defects tab, this is likely due to your permissions. Please speak with an Administrator for your account.
Depending on your access, you may initially see all defects raised on all checklists for your location. If you have access to multiple locations, you will first need to select a location from the dropdown.
If you wish to narrow down this view, you can use the Checklist dropdown to select a particular checklist. You also have the option to tick the Include closed defects if you wish to see these.
The list of defects details;
- The name of checklist where the defect was raised
- The date that the defect was raised
- Select 'View Details' to see who raised the defect and any comments that were made at the time
- The question where the defect was triggered
- The due date of the defect correction (this will show 'Overdue' if the defect is still open past the due date)
- A box to input any corrective actions that have been made or to add any comments - this is a required field
Add any relevant information to the Close defect box and click Close.
The defect will no longer be visible on the View Defects page unless you tick the Include closed defects box.
What reports are there on the Monitoring Module?
Within the Monitoring Module there are a number of reports you can run to ensure that the checklists are being completed and defects closed off.
To access the reports, sign in to RiskProof.
Click the Monitoring module in the left-hand navigation.
Click the Reports tab.
You can then choose to view four report types from the dropdown menu:
- Open defects - This report can be filtered by division. It shows a breakdown of each location and the number of open defects on each checklist. Please note that only locations and checklists that have open defects will show on this report
- Defect analysis - This report can be filtered by division. It shows a breakdown of each location and the number of defects that are open as well as those that are open and overdue. If you select 'View' you will be taken to the 'view defects' page for that location
- Checklist completion detail - This report can be filtered by division, checklist name and can be run within a specific date range. It shows a breakdown of each location, which division it is in, the total number of checklists in the period, how many were completed, missed, in a draft state, or not started, and a percentage of the checklists which have been completed. If you want to see a more in detail breakdown of which checklists have been completed or missed during a time period for a location you can use the 'View history' tab
- Missed checklists details - This report can be filtered by division, checklist name and can be run within a specific date range. It shows a breakdown of each location, which division it is in, the checklist name and frequency, the date it was missed and the percentage completed of that checklist.
