Managing Corrective Actions: A User’s Guide
This procedure describes how to manage corrective actions using the EH&S
Assessment & Inspection Management System, and covers topics including User
Designations, Email Notifications of Completed Inspections, the Corrective
Actions Page, Certifying Completion of Corrective Actions, Reassigning
Corrective Actions, Requesting Extensions, and Viewing Inspection Reports.
Revised 01/11/2017
User Designations
1. Inspection reports and corrective actions can be accessed and
managed at any time by registered users by clicking Corrective
Actions under the Findings & Reports section of the left menu.
User Name
1
Your User Designation can be found at the top right hand of the page, next to
your name.
General User can only access and manage those corrective actions assigned
directly to them as the result of an inspection or inspections.
Area Managers can access and manage both those corrective actions assigned
directly to them, if any, and all corrective actions assigned during inspections
complete in their areas. They are allowed to view corrective groups assigned to
any group (Lab/Core, Facilities, or EHS). Permitted areas are assigned to area
managers by a system administrator. “Area” can be defined as a school,
department, or facility.
Inspectors can access and manage all corrective actions as an area manager and
conduct inspections using AIMS inspection features.
Email Notifications of Completed Inspections
Email will be similar to that featured below:
Before starting an inspection in IMS,
the inspector is required to assign a
responsible person to each group
(Lab/Core, Facilities, or EHS). If
corrective actions are assigned to their
group as a result of the inspection, they
will receive an Inspection Notification
auto-email. The email contains two
links: one to the Inspection Reports
and the other to the Corrective Actions
Certification page. Individuals who
have been designated to receive
Inspection Notification auto-emails, but
have not been assigned responsibility
for corrective actions, will only be
provided with a link to the inspection
reports.
Corrective Actions Page
Provides Excel Spreadsheet of all data
Number of Open
Actions
When you select Corrective Actions, you will be brought to the Corrective Actions main page. The user can:
1. Select Show: Mine to display corrective actions assigned to you, or Show: All to display all corrective actions in the
area (option not available to general users).
2. Data can be exported to an Excel Spreadsheet by selecting Export Action Report. The spreadsheet can be sorted by
facility, school, or department.
Corrective Actions Page: Selecting an Inspection
Corrective Action Icons
Upon opening the Corrective Actions page, corrective action icons will appear in
the Actions column.
These icons are links to specific operations regarding the management of
corrective actions and viewing of inspection reports.
The icon operations include: certifying completion of corrective actions,
reassigning actions to other people, requesting extensions, and viewing reports.
These operations will be described in detail in the following slides.
Certifying Completion of Corrective Actions
1. Check Corrective Action(s).
2. Enter Comments.
Return to Corrective
Actions page.
3. Certify
Completion.
Select the green check
mark if you want to
Certify that a particular
corrective action has
been completed. Upon
doing so, a Corrective
Actions Certification
window will open.
Follow the steps below
to certify completion:
1. Select the corrective action(s) that apply by checking the box next to the action.
2. Enter comments as necessary in the comment field. If multiple actions are checked, any comment entered in the comment field will
go to each checked action.
3. Select Certify Corrective Actions. The item is immediately removed from your corrective action list and the Corrective Actions page
will reopen.
Reassigning Corrective Actions
Check the person icon if
you want to Reassign a
corrective action to
another person. Upon
clicking this icon, a
Corrective Action
Reassignment window
will pop up. To reassign
an action:
1. Check Corrective Action(s) for reassignment.
2. Enter Email.
Return to Corrective Actions page.
3. Reassign Action.
1. Check the corrective
action(s) you want to
reassign.
2. Enter email of the person you are reassigning the action to. If the person is already registered in IMS, their email address
should be found in the system. If it is a new user, enter their email.
3. Select Reassign. The item will be removed from your corrective actions list and added to the list of the person to
whom you assigned the action.
You will receive a Action Reassigned Form auto-email. The person assigned the action will also receive an email with a link to the action.
Requesting Extensions
1. Check
Corrective
Action.
2. Edit and Save Due Date (if action is available).
Select the calendar icon to
request an extension for
corrective action(s). This will
prompt a Corrective Actions
Extension Request window to
pop up. To request an
extension:
1. Check the action(s) for
which you wish to request an
extension.
3. If you are unable to edit the due date, enter an Extension
2. Edit and save the due date
Reason in the text field.
Click Request Extension to submit the form.
if this action is available. If
not:
3. Select Request Extension. You will then be prompted to enter an Extension Reason in the text field. If more than
one corrective action is checked, the Extension Reason will go to each action. If you have a unique reason, then
request extensions individually.
Your request will be sent to the EHS System Administrator for consideration. You will be informed whether or not
your request is granted. If granted, the administrator will adjust due dates.
Click to
return to
Corrective
Actions page.
Viewing Short Inspection Report
Access Previous Inspection Reports
Inspection Profile
Inspection Roster
Person action is assigned to and due date
Create a PDF
of Report
Selecting the Report icon will prompt the Short
Inspection Report to appear in a pop-up
window. This report includes general inspection
info, detailed info on all corrective actions
assigned during the inspection, and additional
resources to help responsible persons complete
corrective actions.
Features provided on the Short report screen
include:
1. Access to previous inspection reports
2. Access to full inspection report by selecting
View Full
3. Ability to generate PDF version of report by
selecting Export
4. Inspection profile that provides background
info about the inspection
5. Lab Roster that includes individuals assigned
group responsibilities
6. General Inspector Notes entered during
inspection
Corrective Actions may be organized by the groups to which they are assigned (Lab Core, Facilities, or EH&S). The following information is provided for corrective
actions:
1. The corrective action statement with links to resources where available
2. Inspector notes on the corrective action
3. The person the action is assigned to and the due date for the action, or the person and date an action was completed
4. Any notes entered by the person who completed the corrective action
Viewing Full Inspection Report
Inspection Category
Question Response
Corrective Action Information
Question
The Full Inspection Report can be accessed from the Short Report. The Full Report contains info on all questions
and responses during the inspection, not just those that resulted in corrective actions. All the info provided in
the Short Report is included in the Full Report, however it is organized differently. The questions and responses
are organized by categories used in the checklist during the inspection.
For each question answered, the
Full Report will include:
1. The question and response (data
sets for each question are separated
by alternating background colors).
2. Inspector notes (if applicable).
3. The assigned role and corrective
action statement, if applicable.
4. The person assigned the
corrective action and due date, or
the person who completed the
action, the date completed, and any
notes attached to the completed
action.
5. Any files uploaded by the
inspector (like photos).
6. Additional Question Resources, if
applicable.
Items Provided and general Files
attached to the report appear at the
end of the Full Inspection Report.
Summary Reports
1. Open
Summary
Reports.
4. Filter reports
by Template.
2. Group by
Facility.
3. Select the
facility.
5. Select
Report.
Access Reports by:
1. Selecting Summary
Reports from the
Findings and Reports
section of the left menu.
2. Grouping the data by
Facility. The report list
will automatically sort by
facility.
3. Selecting the
appropriate facility from
the list.
4. Filtering the reports by
Template (i.e. filter by
General Lab, etc.).
5. Selecting the
magnifying glass beside
the appropriate
inspection date.
Once an inspection is closed (i.e.,
has no remaining corrective
actions), the inspection reports
must be accessed through the
Summary Reports page.