A defect can be:
- a maintenance or operational defect
- a non-conformance to a regulation, operating policy or operating procedure
A defect is often thought of as an incident with a piece of equipment or a system. Some defects may result in an investigation in order to understand the true nature of the defect and then may be corrected immediately via a work order. Other defects are observations that would be corrected at some point in time, assuming an infinite amount of money, but cash is finite and, in some industries, defects can exist for years without correction. The severity of the defect will be monitored through routine inspections and the equipment fixed if the deterioration has resulted in an unsafe situation or other defects have been observed and these can be collectively fixed at the same time while the equipment or system has an outage.
Defects can be created from the Work Order Tracking (HSE), Audit and Survey (HSE), Operator Log (HSE) and Certifications (HSE) applications. For Operator Logs the Create Defect action can be performed at both the Shift Log and Log Entry levels.
The Defects (HSE) application is based on a view of a ticket called INCIDENT but it is used for non-HSE incidents. Use the Incidents (HSE) application for HSE related incidents. Defects (HSE) is a clone of the Maximo Incidents application, but with some additional functionality. The functionality of the base Incidents application is very similar to that described for Service Requests (HSE), a Service Request is another class of ticket.
The additional functionality added to Defects (HSE) is as follows:
- The statuses of a Defect are the same as for an Incident – New, Queued, Waiting on Review, Pending, In Progress, Resolved, Closed. There is an action to view the status and ownership history. The status is automatically moved to Queued as soon as either the Take Ownership or Select Owner actions are used.
- Classification – The use with object is INCIDENT and so the top level might need to distinguish between HSE Incidents and Defects.
- New Classification – If no existing classification can be found then this field can be used to propose a new one to be created.
- Item – The Item associated with the defect. There is a go to menu to take the user to the Item Master (HSE) application.
- Product – A text field with long description to indicate the product affected by the defect.
Defect Details section
- Defect Source – The source of the defect. This field is supported by a value list with values, Maintenance, Operations, Design, Human Factors, Material.
- Defect Type – This field is supported by a value list with values of Maintenance, Operations.
- Defect Reference – Used to record an incident number from an external system, which may be an Operator Log reference.
- Investigation Required – A checkbox to indicate whether an investigation is required. This field does not get automatically checked if the Create Investigation action is used.
- Solution Identified – A read-only field which becomes checked when a Solution is applied to the defect. It does not get checked if the user has entered a Symptom, Cause and Resolution on the Solutions Tab.
- Defect Eliminated – A checkbox to indicate when the defect has been eliminated. Moving the status to Resolved may achieve the same end. A status change can be applied to multiple defect records, this check box can only be checked on one defect record at a time.
- Impact – The impact of the defect. There is a go to menu to take the user to the Benefits and Losses (HSE) application where the impact can be quantified.
- Audit – The audit or survey that identified the defect. There is a go to menu to take the user to the Audit and Survey (HSE) application. This field is not automatically populated when a defect is created from an Audit and Survey record it will need to be manually referenced.
This tab is used if there has been a non-conformance with a regulation, operating policy or operating procedure.
- Non-Conformance Category – This field has a value list with values of Operating Policy, Operating Procedure, Procurement Item, Regulation, Specification.
- Non-Conformance Details – A description field for recording the details of the non-conformance (200 characters).
- Non-Conformance Accepted – A checkbox to indicate that the non-conformance has been accepted. When checked the Accepted By field becomes mandatory.
- Accepted By – The person who accepted that the non-conformance is valid. This field is read-only and becomes enterable and mandatory when the Non-Conformance Accepted checkbox is checked. This field is supported with a Select Value and Go To People (HSE). Only active persons can be selected.
- Technical Authority – The person who provides technical authority to the non-conformance. This field is supported with a Select Value and Go To People (HSE). Only active persons who have been marked as a Technical Authority in the Authority Levels section of People (HSE) can be selected.
Non-Conformance References Section
- Regulation – The regulation that this non-conformance is associated with. The field is supported with a Select Value and Go To Regulatory Compliance (HSE). Only regulations which are active and have an Applies To of GENERIC can be selected.
- Operating Policy – The operating policy which the non-conformance is associated with. The field is supported with a Select Value and Go To Operating Policies (HSE). Only active operating policies can be selected.
- Operating Procedure – The operating procedure which the non-conformance is associated with. The field is supported with a Select Value and Go To Operating Procedures (HSE). Only active operating procedures can be selected.
Related Records Tab
In addition to Related Tickets and Related Work Orders, HSE provides:
- Related Operator Log Entries
Solution Details Tab
A solution is a knowledge document that can be applied for recurring defects. Alternatively, the fields on the Solution Details tab can be used to capture the symptom, cause and resolution and the Create Solution action used to create the knowledge document. A checkbox indicates whether a user can search for the knowledge document using the Self-Service Search Solutions application. The Solution Details can have associated attachments.
This is standard to the base Incidents application in Maximo, however HSE adds three additional fields which are read-only because they are on the associated Solution record:
- Solution Category – The category of the solution with standard values of Maintenance, Integrity, Operations, and Health, Safety & Environment.
- Solution Originator – The person who originated the solution record.
- Is Lesson Learned – A checkbox to indicate whether the solution is a lesson learned.
Action – Search Solutions
- The action Search Solutions can help to search the knowledge documents for solutions relevant to the classification of the defect. One or more existing solutions will be shown, and the View Solutions table window details button used to view the details. By selecting a record from the View Solutions table window, you copy the Solution number to the Solution field on the Solution Details tab.
- Search Solutions
- Service Request
- MOC Request
- Work Order
There is no Create Incident action but this could be added through configuration.
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