Measurements and circuits

This page describes how measures are managed in the Management Systems module: where to consult them, what circuits exist, and how to activate and operate the approval circuit and the effectiveness verification circuit.

Measures screen

From Management Systems → Measures you can view all the measures registered regardless of their origin.

To filter them by origin, use the View filter and choose the option you need:

• Free
• Risk factors
• Non-conformities
• Opportunities
• Objective
• All measures
• Planning (all measures)

Available measure circuits

Measures can follow three different circuits depending on the level of control you need:

Circuit	Description
Basic	Only implementation of the measure.
Approval	The measure is first approved and then implemented.
Complete	First approved, then implemented, and finally the effectiveness is verified.

Basic circuit

This is the default circuit when neither the approval circuit nor the effectiveness verification circuit has been activated.

• The statuses are displayed in the Implementation status field: Not started, In progress, Pending closure (equivalent to the former “Pending verification”), Closed, and Cancelled.
• The person responsible for implementation is indicated in the Implementation responsible tab.

Approval circuit

Activated by checking Activate measure approval circuit.

• The statuses are displayed in the Approval status field: Draft, Pending approval, Approved, and Rejected.
• The person responsible for approval and the management dates are indicated in the Approval tab.

Complete circuit

Adds effectiveness verification to the approval circuit. Activated by checking Activate measure effectiveness verification circuit.

• The statuses are displayed in the Effectiveness verification status field: Not started, Pending effectiveness verification, Verified: effective, Verified: ineffective, and Verified: ineffective (with new measure).
• The person responsible for verification and the date are indicated in the Effectiveness verification tab.

How to activate default circuits

You can preset the approval or effectiveness verification circuits to be applied automatically to new measures depending on their origin:

1. Access the Smart OSH settings.
2. Enter the Measures tab and select the corresponding checks according to the origin of the measures for which you want to activate the approval circuit.
3. Select the corresponding checks for the effectiveness verification circuit.
4. Click Save.

Tip

Even if you have preset a circuit to not be active, you can always go to a specific measure and activate it from its detail screen by checking the corresponding box:

• Activate measure approval circuit.
• Activate measure effectiveness verification circuit.

How to manage the approval circuit

When the approval circuit is activated, the Approval status field and the Approval tab appear on the measure.

1. Complete the general data of the measure (fields with asterisks are mandatory; at least one scope).
2. Add complementary information through the available tabs.
3. In the Approval tab, indicate the approval responsible and the management dates of the measure.

Notice to the implementation responsible

When the approval date is completed by the responsible person, the Approval status changes to Approved and the implementation responsible receives a notification to start their work. This notification is not immediate: it is sent the following day.

How to manage the effectiveness verification circuit

When the effectiveness verification circuit is activated, the Effectiveness verification status field and the Effectiveness verification tab appear on the measure.

1. Complete the general data of the measure (fields with asterisks are mandatory; at least one scope).
2. Add complementary information through the available tabs.
3. In the Effectiveness verification tab, indicate the verification responsible and the verification date.

When verification starts

Effectiveness verification is activated upon closing the implementation of the measure. When the Implementation status changes to Closed, the Effectiveness verification status automatically changes to Pending verification and the verification responsible receives a notification to start their work. This notification is not immediate: it is sent the following day.

Available statuses for the verification responsible:

• Verified: effective
• Verified: ineffective
• Verified: ineffective (with new measure) — used when the detected ineffectiveness leads to the creation of a new corrective measure.

Source: M-SO-19-04-02 «Management Systems User Manual», version v.2, 08/04/2020.