Closing defects is key to demonstrating a robust due diligence defence, by showing that all corrective actions are taken for non-conforming checks.
Understanding Monitoring Defects
When viewing the dashboard summary information in RiskProof, the Monitoring module will have a red, amber or green health status, this status is based on both percentage completion of checklists in the last 30 days, as well as how many overdue defects there are:
The score bands are:
Green: 95% or more checklists completed in the last 30 days or 2 or less overdue defects.
Amber: 90-94% checklists completed in the last 30 days or 5 or less overdue defects.
Red: Less than 90% checklists completed in the last 30 days or over 5 overdue defects.
What is a Defect?
A defect is an actionable item that requires corrective action to ensure the expected safety and compliance standards are met, e.g., removal of item blocking a fire escape route leaving it clear and freely accessible.
A defect is raised for each instance that the answer given to a checklist question doesn’t meet the expected standard, for example this could be that you have identified a refrigerator operating above the correct temperature range, or that you have found an obstruction on a fire escape route.
Where a checklist question is answered in such a way that a defect is found e.g., by answering NO to all fire escape routes being clear from obstructions, then the system will show an alert that a defect has been raised, change the question to red in colour, and ask for further information. When a defect is initially identified, the Monitoring checklist will ask for comments about the defect, request the input of a due date the defect needs to be corrected by, and will also allow the upload of supporting photographs, e.g., a photograph showing the obstruction found on the fire escape route.
After clicking Log defect and continue the defect will show on the RiskProof dashboard as open, if the defect is not closed by the due date given when it was logged then it will show on the RiskProof dashboard as overdue.
Why Close Defects?
Closing defects provides evidence that actions have been taken to return the location to the standard expected should there be an issue identified. It also demonstrates an ongoing commitment to ensuring safety requirements are met and the site is compliant.
Failure to close defects may be used as evidence that standards are poor should there be enforcement officer action against the business.
Before closing defects, you must be sure that the defect has been dealt with. Closing defects without taking the necessary corrective action could be used against your business, or against the person closing the defects, as evidence in a prosecution should this be required.
How to Close a Defect
To close a defect on the Monitoring module, sign in to RiskProof.
- Click the Monitoring module in the left-hand navigation.
- Select View Defects on the top navigation.
If you have multiple sites you will need to select the location of the site where the defect has been raised. On this page, a list of the open defects you have at this location will show along with the date the defect was due to be corrected by.
Click on the View details button for further information on why the defect was raised. This will tell you who the defect was logged by and provide any supporting information entered by this person.
- Enter supporting text in the right-hand Close defect box to provide evidence the defect has been dealt with.
- Once all evidence has been given click the Close button to close the defect.
When a defect is closed, details of the user that closed the defect are time-stamped, recording who took the action and when.
How to View Closed Defects
To close a defect on the Monitoring module, sign in to RiskProof.
- Click the Monitoring module in the left-hand navigation.
- Select View Defects on the top navigation.
If you have multiple sites you will need to select the location of the site where the defect has been raised. On this page, a list of the open defects you have at this location will show along with the date the defect was due to be corrected by. To view closed defects select the Include closed defects box on the right of the top navigation.
A list of all open and closed defects will load with details of the user who closed the defect and the reason it was closed displayed under the Close defect heading.