Add a Breakdown/Request
The Breakdown/Request allows you to capture Maintenance Breakdowns or Requests as a result of Service Records or once off issues.
Note: A Breakdown/Request is a standalone Record and does not require a Programme to be set up first before it can be created.
How to Add a Breakdown/Request Record
To add a Breakdown/Request in Safefood 360°, navigate to the Maintenance module using the 'PRP Control>Maintenance' buttons and click the 'Add Breakdown/Request' button to open a blank Breakdown/Request Record.
Image: Navigating to Breakdown/Request via 'PRP Control>Maintenance', Clicking 'Add Breakdown/Request' Button
Image: Blank Breakdown/Request Record
Stages of the Breakdown/Request Record
After creating your Breakdown/Request Record, the Breakdown/Request Details workflow stage will open. The Breakdown/Request Details workflow stage must be completed, and saved and submitted before the next workflow stage will become accessible. The other workflow stages will remain greyed out and inaccessible until the 'Save & Submit' button has been clicked for the workflow stage before it.
See below how to complete the workflow stages of the Breakdown/Request Record:
Image: Blank Breakdown/Request Details
1. Date/Time: The Date and Time the Record was opened will auto populate within this date and time fields. However, they can be changed if needed by clicking into the calendar field and using the calendar to select the correct date, or clicking the time field and using the time dropdown options to select the correct time.
Image: Calendar Field
Image: Time Dropdown
2. Item: Using the Master Data Dropdown, select the Item in which Breakdown/Request should be linked to, e.g. Forklift, Scales, etc. [Mandatory Field]
Note: Items must be built within Master Data before they can be selected within the Maintenance Programme. For further details on building Items, see here.
Image: Item Dropdown
Image: Item Dropdown
3. Details: Using the open text field, specify the details of the Breakdown/Request. [Mandatory Field]
4. Risk: Using the dropdown, select the Risk from the Risk Values, None (1), Low (2), Medium (3) or High (4). This Risk Value will become the Risk of the Breakdown/Request Record. Using the 'Attach/Link' buttons, you can attach a file from your device or link a URL to an internal system Record/Document, or any external sources, to help justify your chosen Risk Value for the Risk Assessment. Both the attachment and the link will be displayed in the Risk Assessment to be viewed at another time. Using the 'Report' open text field, you can provide further justification for your Risk Assessment choice.
Note: The 'Risk Value' is a Mandatory Field. However, the 'Attach/Link' and 'Report' are not.
Image: Risk Dropdown
5. Repair Required: Using the open text field, specify the repairs required. [Mandatory Field]
6. Reported/Requested By: Using the Master Data dropdown, select the Employee who Reported the Breakdown/Request. [Mandatory Field]
Image: Reported/Requested By Dropdown
7. Responsible: Using the Master Data dropdown, select the Employee who is responsible for conduction or overseeing the Breakdown/Request. [Mandatory Field]
Image: Responsible Dropdown
Note: The 'Responsible' will receive an Action on their 'My Actions' tab when selected as 'Responsible'.
However, there is no a possibility to create an Alert to fire to the Generic 'Responsible' Contact. Therefore to inform the 'Responsible' Contact via Email, you can use the 'Actions>Email' option to email the Record to the 'Responsible' Contact to ensure they are aware of the Breakdown/Request.
Remember, the 'Actions' button is only available when the Record has been 'Saved' or 'Saved & Submitted'. For further details on the Email feature, see here.
8. Target Date: Using the calendar field, select the Target Date for the Breakdown/Request to be completed.
9. Save: Click the 'Save' button to save the Breakdown/Request Details workflow stage. This will save the information added to the Record but will not move on to the next workflow stage. As this is the first workflow stage, clicking the 'Save' button will also move the Record into the Actions Tab. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it later.
10. Save & Submit: Click the 'Save & Submit' button to save the Breakdown/Request Details workflow and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make any changes.
11. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Maintenance module.
Image: Completed Breakdown/Request Details
Image: Blank Pre Work Risk Assessment
Remember: Unlike the Maintenance Record, the Breakdown/Request will contain the Pre Work Risk Assessment for all Risk levels, e.g. None, Low, Medium and High.
1. Question: The Pre Work Checklist Questions list a number of questions to be answered.
Note: The Pre Work Checklist seen is the System Default Checklist within the Breakdown/Request Record. It is not the customised Pre Work Checklist you may have built and placed within your Maintenance Programmes.
However, as the Breakdown/Request Report is a standalone Record and does not require a Programme to be built, we cannot simply select a new Checklist ourselves. To change the Checklist within the Breakdown/Request Report, you will need to create a Checklist in Master Data and send a ticket to Support to embed the new Checklist within all Breakdown/Request Reports going forward.
Important to Remember: Although the Requirement questions can be customised using the Checklist, the Answer will always be 'Yes/No'. Therefore you must ensure your Requirement questions have the correct verbiage for 'Yes/No' responses.
2. Answer: The Answer field will always auto populate to 'Yes', However, using the fixed dropdown, the Answer can be changed each Checklist Questions. [Mandatory Field]
Image: Answer Dropdown
3. Notes: Using the open text field, any notes on the Checklist Questions and Answers can be added.
4. Report: Using the open text field, an overall Report for the workflow stage can be detailed.
5. Save: Click the 'Save' button to save the Pre Work Risk Assessment workflow. This will save the information added, but not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and be able to come back to it.
6. Save & Submit: Click the 'Save & Submit' button to save the Pre Work Risk Assessment workflow and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.
7. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Maintenance module.
Image: Completed Pre Work Risk Assessment
Image: Blank Maintenance Record
1. Start Date/Time: The Start Date and Time the Maintenance Record workflow stage was opened will auto populate within this date and time fields. However, they can be changed if needed by clicking into the calendar field and using the calendar to select the correct date, or clicking the time field and using the time dropdown options to select the correct time.
Image: Calendar Field
Image: Time Dropdown
2. Finish Date/Time: The Finish Date and Time will populate with the same details as the Start Date/Time. However, they can be changed if needed by clicking into the calendar field and using the calendar to select the correct date, or clicking the time field and using the time dropdown options to select the correct time.
Image: Calendar Field
Image: Time Dropdown
3. Maintenance Conducted: Using the open text field, the details of the Maintenance Conducted can be added. [Mandatory Field]
4. Conducted By: Using the Master Data dropdown, select the Employee who completed the Maintenance. [Mandatory Field]
Image: Conducted By Dropdown
5. Chemicals and Lubricants Used: Using the open text field, any Chemicals used during the Maintenance can be added here.
6. Downtime: If there is any Equipment Downtime as part of your Maintenance, using the numerical field, the number of Downtime can be added and using the fixed dropdown, the overall time can be selected.
Image: Downtime Dropdown
7. Parts Used: If Parts have been associated with the Item selected in the Breakdown/Request, these Parts will appear in the Parts Used list automatically. However, if no Parts are associated with the Item, Parts can be selected using the Master Data dropdown.
Image: Parts Dropdown
8. Quantity: Using the numerical field, the Quantity of Parts Used can be detailed.
Note: The Quantity of the Parts Used noted in the Breakdown/Request Record will be reflected in the Parts page in Master Data. For further details on the Parts, see here.
9. X: Any Parts can be removed from the list by clicking the 'X' button.
10. Add Line: More Parts can be added using the 'Add Line' button.
Note: Parts must be added one by one. There is not an option to add multiple Items at a time.
11. Save: Click the 'Save' button to save the Maintenance Record workflow. This will save the information added, but not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and be able to come back to it.
12. Save & Submit: Click the 'Save & Submit' button to save the Maintenance Record workflow and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.
13. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Maintenance module.
Image: Completed Maintenance Record
Image: Blank Verification & Release
1. Question: The Verification Checklist Questions list a number of questions to be answered.
Note: The Verification Checklist seen is the System Default Checklist within the Breakdown/Request Record. It is not the customised Verification Checklist you may have built and placed within your Maintenance Programmes.
However, as the Breakdown/Request Report is a standalone Record and does not require a Programme to be built, we cannot simply select a new Checklist ourselves. To change the Checklist within the Breakdown/Request Report, you will need to create a Checklist in Master Data and send a ticket to Support to embed the new Checklist within all Breakdown/Request Reports going forward.
Important to Remember: Although the Requirement questions can be customised using the Checklist, the Answer will always be 'Yes/No'. Therefore you must ensure your Requirement questions have the correct verbiage for 'Yes/No' responses.
2. Answer: The Answer field will always auto populate to 'Yes', However, using the fixed dropdown, the Answer can be changed each Checklist Questions. [Mandatory Field]
Image: Answer Dropdown
3. Notes: Using the open text field, any notes on the Checklist Questions and Answers can be added.
4. Report: Using the open text field, an overall Report for the workflow stage can be detailed.
5. Release into Production?: Using the tick box, note if the Item was Released in Production after the Maintenance.
6. Save: Click the 'Save' button to save the Close Out workflow. This will save the information added, but not complete the Record. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it.
7. Save & Submit: Click the 'Save & Submit' button to save the Verification & Release workflow stage and complete the Record. As this is the final workflow stage, if you choose to 'Save & Submit', the final workflow stage will be closed, and the Record will be moved from the 'Actions' tab to the 'Complete' tab. Going forward, you must click the 'Edit' button to re-enter the stage to make any changes. Once the Record has been moved to the 'Complete' tab, it cannot be moved back to the 'Actions' tab.
8. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move back to the Maintenance module.
Image: Completed Verification & Release
Remember: If needed, a Corrective Action can always be created using the 'Actions>Add Related Record>Corrective Action' buttons.
Image: 'Actions>Add Related Record>Corrective Action' Buttons
Image: Corrective Action Pop Up
