How to generate the planning and monitoring of preventive activity

Smart OSH allows you to generate two complementary reports: the Preventive Activity Planning and the Preventive Activity Monitoring. Both can be generated from the Risks module or from Organisation, share the same configuration options, and follow the same conditions to display the measures.

Report content

Both the planning report and the monitoring report follow the same structure:

1. Cover page and index.
2. Introduction with a summary of the content and the scopes to which it applies.
3. Detail by scope and by risk factors:
   • The Planning report shows the planned measures.
   • The Monitoring report shows the monitoring of those same measures.

Tip

You also have the (table) versions of both reports (Preventive Activity Planning (table) and Preventive Activity Monitoring (table)), with a more compact format.

Generating the report from Risks

1. Go to Risks → Risk factors and click Generate report.
2. Select the scope for which you want to generate the report.
3. In Report template, choose Preventive Activity Planning or Preventive Activity Monitoring.
4. Configure the rest of the options (see Available options).
5. Click Accept.

Caution

It is mandatory to select one of the scopes Company, Activity or Equipment/Installation. If you want a more specific report, you can also add Centre, Section or Position.

Note

The report takes a few minutes to generate depending on the volume of data. Once ready, you can consult it from:

• The Reports and Attachments tabs of the organisational level from which you generated it.
• The Documentation → Reports / Attachments module.

Generating the report from Organisation

1. Go to Organisation → Companies, select a record and click Generate report.
2. In Report template, select Preventive Activity Planning or Preventive Activity Monitoring.
3. Configure the rest of the options (see Available options).
4. Click Accept.

Tip

The Generate report option is also available on the list and detail screens of Centres, Sections and Positions.

Available options when generating the report

These options appear both when generating the report from Risks and from Organisation:

Option	Description
Include higher scopes	Includes in the report the data from organisational levels higher than the selected one. For example, if you choose Section, Company and Centre will also appear.
Include lower scopes	Includes organisational levels lower than the selected one. For example, if you choose Section, Positions will also appear.
Only include measures with “Planned end date”	Filters which measures appear in the report. See Conditions for measures to appear.
From date / To date	Defines the date range of the report. Only measures whose planned end date falls within the range appear.
Notify me by email when the report is generated	Sends an email to the user who initiates the action when the report is generated.
Digitally sign the report	Allows the report to be signed by the people indicated in Signatures and distribution → Signatures.
Send the report via email	Sends the report to the people indicated in Signatures and distribution → Signatures for receipt and subsequent signing.

Caution

If you do not select any date in From date / To date, the report will not show any records.

Note

About signing and sending the report:

• For the signing and sending workflow to work correctly, Digitally sign the report and Send the report via email must both be checked.
• If you also fill in the Distribution scopes field, an email will be sent to those people once all signatories have signed.
• If you only want to generate the report to have its content, do not check these boxes.

Conditions for measures to appear

The behaviour depends on the Only include measures with “Planned end date” checkbox:

With the checkbox checked

For a measure to appear in the report it must meet:

1. The Planned end date field is completed.
2. That date falls within the report range (From date and To date).

Additionally:

• In the Planning report: only open measures appear.
• In the Monitoring report: both open and closed measures appear.

Note

The due date does not affect the appearance of measures in these reports.

With the checkbox unchecked

• In the Planning report: all open measures appear (in status Not started, In progress or Pending verification), whether or not they have a planned date.
• In the Monitoring report: open measures appear and, additionally, measures in status Cancelled or Closed that were cancelled or closed within the report range.

Bulk assign the planned end date to multiple measures

To inform the planned end date for several measures at once:

1. Go to Risks → Measures and select the Planning view.
2. Select the records to which you want to apply the same date.
3. Click Operations → Change dates.
4. Check Change planned end date.
5. Check Copy due date to planned end date (or alternatively, fill in the Planned end date field directly).
6. Click Accept.

Note

• As many options will appear as active circuits the measure has (Approval, Implementation, Effectiveness verification).
• Changes are applied immediately when you click Accept.

Include measures from any origin

If you want a report that includes measures from all origins (risk factors, non-conformities, opportunities or objectives), you have the global templates:

• Global measure planning.
• Global measure planning (table).
• Global measure monitoring.
• Global measure monitoring (table).

These reports are generated the same way as the others (from Risks or Organisation), apply the same conditions and have the same content, with the only difference being that they include measures from any origin.

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Source: DM-SO-22-039 “How to generate Preventive Activity Planning and Monitoring”, version 3, 15/09/2022.