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Benchmark

Lookup Tables

In forms throughout the application there are fields with drop-down 'combo boxes'. These allow the user to choose from a pre-set list of options. The various options are created in central lookup tables. These enable a huge amount of user-definition of your installation. They are a major feature in the flexibility of Qudos 3.

Lookup tables are available via the menu item ->Edit ->Management Console. There is a main collection, plus separate components for Risk Level Matrix, Default Meeting Agendas, and Skills Codes.

For the main collection, click Lookup button at the bottom of the Management Console form. Some sample data is provided. In most cases, this may be edited, and new options may also be added.

Items in many Lookup Tables have a checkbox to denote whether they are 'Active'.
  • Checked items are 'Active'. They will be available for selection in drop-down boxes and filters.
  • Unchecked items are 'Inactive'. They will NOT appear in drop-down boxes for new records, but WILL still appear in filters.

Where an option is no longer required, it may not be removed, but it may be rendered 'inactive' by unchecking the box. This method preserves historical accuracy, while streamlining the choices available for generating new records. Some Lookup Tables items are reserved by the system and may not be edited or rendered inactive.

The Lookup Table form has two drop-down selection lists: The first to select a module, and the second to select the actual lookup table itself. In most cases, a lookup table applies to just one module. The exceptions being 'Location' and Business Unit' which are listed under General, and are for use in all modules.

The typical lookup table has 5 fields:

  1. Code - Up to 5 characters. This will generally be displayed in main lists
  2. Descriptor - 1 or 2 word brief description that will generally be displayed in drop-down lists
  3. Full description
  4. Sequence - Ascending numerical order for the item to be displayed in drop-down lists - numbers from 0 - 30000 are valid. Where 2 or more items have the same sequence number, they will be displayed in alphabetical order. A simple model to follow would be to give your preferred default option a sequence number of '0', and all other options can be set to '1'. The 'Unspecified' option makes a good default - it may be useful on occasions where someone adds a new record but forgets to categorise it.
  5. Active - Simple checkbox to set the item as active or inactive

Tables include:

GENERAL

  • Business Units
    For departments or teams within your organisation
  • Locations
    Typically used for geographic areas. This could be different areas or offices, buildings, suburbs, towns etc.

OBJECTIVES

  • Category
    Specify the main focus of an objective e.g. Customer Relations, Environment, OHS.
  • Driver
    Indicate a level of importance in up to 4 different contexts e.g. organisational improvement, meeting customer requirements etc.

DOCUMENTS

  • Document types
    Types of document e.g. Policy, Procedure, Form, Standard Letter, Brochure, Training Presentation etc.
  • Document lssue
    Specify the main focus of a document e.g. quality or marketing

AUDITS

  • Audit Issues
    Specify the main issue for an audit e.g. environment, occupational health and safety, or quality
  • Audit Types
    Specify the basis of an audit e.g. an event, a process or a project

ACTIONS

  • Action Issues
    Specify main issues for an action form e.g. environment, occupational health and safety, information security, product quality
  • Action Priority
    Specify a level of importance or urgency
  • How Raised / Action Raised by
    Specify how an action was raised e.g. by a customer, an employee or from one of the other modules in the software
  • Action Types
    Enables you to really open up the use of the Action Form for a range of purposes e.g. for reporting; Nonconformances, Accidents, Incidents, Sggestions (Product Enhancement / Service Enhancement / Cost Saving), Tech Support Request, and Customer complaint

ACTIONS-INJURY

  • Agency
    e.g. road transport, chemicals
  • Bodily location
    What part of the body was injured
  • Treatment class
    Highest level of injury or treatment received
  • Mechanism
    e.g. Fall from height, struck by, contact with electricity
  • Nature of injury
    e.g. internal injury, open wound

MEETINGS

  • Meeting types
    Specify a category of meeting. Each meeting type that you set may have a default agenda. See Note 1.

PEOPLE

  • IDP Assessment (Employee performance ratings)
    These are the ratings that may be used in People module / Individual Development Plans. They are used to indicate performance against the objectives that were set at a previous review. The default ratings allow a simple 'exceeds', 'meets' or 'fails to meet' rating to be entered - and also the option of no rating assessment being made at all. If desired, the lookup table allows you to create a more sophisticated rating system

TRAINING

  • Skill category
    Broad category of skills. Each category may contain numerous individual skills. See note 3
  • Training category
    Category of training courses - generally into subject matter e.g. management or I.T.

RISK

  • Risk Category
    Specify the main focus of a Risk Assessment e.g. Environment or OHS. Much narrower categories may be used where appropriate e.g. OHS-Electrical, OHS-Chemical, OHS-Materials handling etc.
  • Overall Assessment
    Overall conclusion resulting from a Risk Assessment
  • Risk Level or Analysis
    Specify options for risk levels that may be derived from assessments of likelihood and consequence. See Note 2.
  • Consequence
    Specify options for semi-quantitative levels of consequence that may be selected for each item in risk assessments. See Note 2.
  • Likelihood
    Specify options for semi-quantitative levels of likelihood that may be selected for each item in risk assessments. See Note 2.

BENCHMARK

  • Overall Assessment
    Overall conclusion resulting from a Benchmark Assessment
  • Category
    Specify the main focus of a Benchmark Assessment e.g. vendor assessment

Notes:

  1. Each Meeting Type may have a default agenda created using the separate 'Default agenda' component. Whenever someone schedules a new meeting of that type, they will be given the option of using the appropriate default agenda. See Help section on Default agenda.
  2. Qudos 3 maintains a matrix to generate Risk Levels for given values of Likelihood and Consequence. Default entries are broadly based on examples in Risk management standard AS/NZS 4360:1999. This matrix is not included in the main collection of lookup tables, but is a separate component. See Help section on Risk Level Matrix.
  3. Skill categories may include many individual skills that are used in IDPs and when setting skills associated with Training courses. Also see Help section on Skills Codes.

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      Contents | General - Using Qudos 3
      For activities associated with lookup tables, go to General - Activities