There are two main ways to start the creation of a failure report.
- From the failed component form.
- Click [Inventory] à [Components] àDouble click the component that failed.
- Click the “Failure history” tab
- Click the [Add Failure Report] button.
- The “Failure Report Form” will open
- From the failure module.
- Click [Inventory] à [Failure Reporting]
- Click the [New Failure Report] found on top left hand side of the top menu.
- The “Failure Report Form” will open
The Failure Report form has wide array of fields and details that may be used and filled in at any stage of the workflow. Which details should be recorded at what time and in which status? This is very much up to each company using the Failure Reporting module. It is possible to configure which field are considered mandatory before proceeding to the next status, to ensure that the details are recorded when they should. How to do this is covered in a later chapter.
The next part will address all fields and explain the intention of them. Most of the fields that allow selecting between several options are based on customizable code lists, that a company can populate themselves with the values and options they need to cover their operation. Populating these code lists is discussed in a later chapter. If the values are not from such a code list, this will be mentioned in the description of the field.
The “Failure Details” section
This section allows to record key details on the failure itself.
Name: Here you can enter a name for the failure. Naming a failure may seem strange but it is meant as a short description for the failure, for easy recognition.
Discovered During: This field will allow to record the circumstance of the discovery of the failure.
Typical values would be (Maintenance, Operation, Operation preparation etc.)
Failure Mechanism: Defects in requirements, design, process, quality control, handling or part application, which are the underlying cause or sequence of causes that initiate a process (mechanism) that leads to a failure mode over a certain time.
Failure Mode: The mode in which one function that the design should fulfill, fails. A “Failure mode” is usually an anticipated mode of failure either based on the user manual or based on an analysis (FMEA)
The available options are configurable in a code list, but the codes available here can be linked to one or more “Component type”. As a result, the options available in this list may vary based on what “component type” the failed component has. IE: A printer may have one set of failure mechanisms such as “Paper Jam”, “Out of Toner”, “Open Paper Drawer”, which will not apply to a failed pump or ROV.
Failure Effect: The Immediate consequences of a failure on operation.
Cause of Failure: What is considered the main cause of failure
Operation Activity: What was the operation taking place when the failure was discovered?
Severity: The consequences of a failure mode. Severity considers the worst potential consequence of a failure, determined by the degree of injury, property damage, system damage and/or time lost to repair the failure. (The value selected in this field and in the “probability” field is used to calculate the “Failure report” risk value)
Probability: The likelihood of the failure occurring. (The value selected in this field and in the “severity” field is used to calculate the “Failure report” risk value)
Created By: This field is not editable but will record the name of the user creating the failure report, next to this field, the date the failure was created will show.
“Assigned to:” section
This section allows to record who is responsible of the follow-up of this failure report
Department: What department should handle this failure report, or at least should handle the failure report in current status
Crew Type: What “crew type” should handle the failure report or at least should handle the failure report in current status
Crew: What specific crew member should handle the failure report or at least should handle the failure report in current status. Possible selections are from the “crew list”, or “user list” or “contacts” list
“Component Details” Section
This section deals with the component that has failed and is linked to the failure. If the Failure report was created by the [Create failure] button on the actual component. Details of the component should already be showing in this section.
Unit: Shows the name of the unit the failure report applies to. (not directly editable)
Component: This field allows for selection of the failed component. Clicking the […] button will open a component list of all components related to the current unit.
Parent Component: In some cases, the failure occurs on a specific component’s sub component, but as a result the entire component may fail, this field allows for selecting the “parent component” name to indicate that the failure affected the parent component.
Spare Part: In cases where its is a “spare part” on a component that fails it is possible to link this spare part to the failure report.
Warranty: In some cases a failure should be covered by a warranty, if so ticking this check box will indicate that in the Failure report.
Warranty date: Will show the component warranty expiry date. This is information retrieved from the selected component and can’t be edited from the Failure Report form, it must be updated on the component form.
Criticality: Will show the component criticality value. This is information retrieved from the selected component and can’t be edited from the Failure Report form. it must be updated on the component form.
System: Will show the component “system” tag. This is information retrieved from the selected component and can’t be edited from the Failure Report form. it must be updated on the component form.
Sub System: Will show the component “sub system” tag. This is information retrieved from the selected component and can’t be edited from the Failure Report form. it must be updated on the component form.
Component Type: Will show the component “component type” tag. This is information retrieved from the selected component and can’t be edited from the Failure Report form. it must be updated on the component form.
Owner: Will show the component “Owner” . This is information retrieved from the selected component and can’t be edited from the Failure Report form. it must be updated on the component form.
Department: Will show the responsible “Department” for the component. This is information retrieved from the selected component and can’t be edited from the Failure Report form. it must be updated on the component form.
Current State: This will reflect the selected component “State”, unlike the previous component fields that was not editable from the component form, this will allow users to alter the component “state”
Project Number: This will allow to link a failure to a “Financial Project”, that has been predefined in [Purchasing] – [Financial Project]
Account number: This field will allow to link the failure to a specific account.
“Failure” group
Failure no: Once a Failure Report has been “Submitted”, the report is assigned a number. It will remain empty until the “failure report” is in status “Draft”. The “Failure report” number mask is configured under settings and explained later in this document.
Status: This will reflect the current workflow status of the Failure report.
Risk: Based on the selections made in the Failure report form fields “Severity” and “Probability” the Failure report Risk value will be calculated and shown here. The Risk matrix used is found under the system settings and is described later in this document.
“Date and Time” group
Time of failure: Date of failure occurring or first discovered.
Production stopped: If failure caused production to stop, this is for recording the date and time the production stopped.
Production restarted: If failure caused the production to stop, this is for recording the date and time production was restarted.
Repair started: The start date and time for any repair.
Repair completed: The date and time for when the repair was considered completed.
Failure resolved: The date and time for when component was ready for going back or back in production
Non-productive time: These fields show the time between the values entered in the fields "Production stopped" and "Production Re-Started". The tick box, named “Manual”, at the end of this field, will open the fields for manual entry. The fields will then no longer calculate its value, but show the manual added values.
Time to repair: These fields show the time between the values entered in the fields "Repair started" and "Repair completed" The tick box, named “Manual”, at the end of this field, will open the fields for manual entry. The fields will then no longer calculate its values, but show the manual added values.
Man-Hours to repair: These fields show the total amount of man-hours added to jobs, linked to the failure, that have been signed out. The tick box, named “Manual”, at the end of this field, will open the fields for manual entry. The fields will then no longer calculate its values, but show the manual added values.
Out of Operation: These fields show the time between the values entered in the fields "Time of Failure" and "Failure resolved" The tick box, named “Manual”, at the end of this field, will open the fields for manual entry. The fields will then no longer calculate its values, but show the manual added values.
Sub tab fields
Failure Description: For the general description of the failure that has occurred.
The “Failure Description” field, supports rich text, which means it is possible to use bold, underline, italic and different font types and sizes etc. It does however not support inserting images as part of the text.
It is possible to include images in the Failure report, that will appear in the “Failure Report” report (PDF or print). Please see “How to include images to the failure report?” later in this document for more details
Images: It is possible to include images in the Failure report, that will appear in the “Failure Report” report (PDF or print). Please see “How to include images to the failure report?” later in this document for more details
Comments: The comments sub tab can be used for any additional comments relating to the failure report, that does not “fit” in any of the other fields in this form
Cause analysis: If an extensive cause analysis is need for the failure it is possible to record any number of “immediate” causes and “system causes”. Causes are recorded in a three structure. For more details on how to record causes please refer to the chapter “How to add Causes?” later in this document.
Actions: The action sub tab allows for recording require any actions that are not “jobs” that needs to be performed as part of the failure report. Please refer to how to the chapter “How to add actions to a Failure report?” for more details related to actions.
Jobs: The “Jobs” sub tab will allow adding new one of jobs or linking existing jobs to a failure report
More details on linking jobs to a Failure report can be found in the chapter “How to link jobs?”
Job history: The “Job history” sub tab will list any jobs that have been linked to the failure report and then signed out. It is possible add a service report directly from this view as well as link a failure report to an existing job history record. For more details on how to link history records to a job please see the chapter “How to link job history to a failure report?”
Items Used: The items used sub tab will list all items used as part of any of the linked jobs sign out. It is not possible to add items directly, it will only include and show items used as part of linked jobs
Orders: This sub tab will list any orders that have been linked to the failure report. More details on how to link an order to a failure report can be found in the chapter “How to link an order to a failure report?”
Messages: This sub tab allows simple messages to be added to the failure report.
Closure comment: This sub tab will enable users to add a closure comment to the Failure report. The field can be edited up until the failure report is closed. A dialog with the current closure comment will be displayed when the failure report is closed, as both a reminder & information.
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