Managing shift log handovers

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Shift log handovers from one shift team to the next shift team can be critically important in maintaining the safety of an enterprise. Shift logs might contain crucial information that must be transmitted from the outgoing shift team to the incoming shift team. You can use shift log handovers to relay important safety or other information to your team, as one shift ends and another shift team takes over.

Before you begin

In preparation for carrying out shift log handover actions, do the following tasks:
  • (Nonmandatory) In Organizations > Oil and Gas Options, set the Operator Log > Use Log Book option that enables the log book feature.
  • In the Security Groups application, enable the Operator Log > Shift Log Handover option. When you enable this option, the Shift Log Handover action displays under the More Actions menu. The action is then available to the user to whom the privilege is granted. When you enable this option, the carryover and log entry review processes are also driven.
  • For each log entry that you want to carry over from one shift to the subsequent shift, you must create a carryover review record. You create this record so that log entries can be reviewed and signed off. Otherwise, the log entry cannot be carried over to the next shift. In Organizations > Oil and Gas Options, set the Operator Log > Use Shift Log Handover Review option. With this option, you can create shift log handover records, carry over shift log entries from one shift log to another shift log, and initiate reviews of shift log entries. This option is also available in the Security Groups application options for the Operator Log application.

About this task

You can initiate a formal hand off process from one shift team to another shift team. If for example, you have several shift logs for the same site, you might want to use an operator log book that contains these shift logs. You can also manage shift log handovers at the shift log level, and at the log entry level. Shift log handovers can include carryover log entries from one shift log to another shift log. Carryover log entries might contain instructions for actions to be done.

You can create review records for the shift log entries within an operator log book so that the incoming team is aware of any items that might need to be addressed. An operator log book review might include signing off on a review of the log entries. It also might include creating the shift log for the next shift and closing out the entries for the previous shift's logs.

You can also create review records for the log entries for shift logs that are not part of an operator log book. The current shift team might have actions that need to be done by the incoming shift team.

You can initiate log entry carryovers by using one of the following methods:

Table 1. Carrying over methods
Method About this method
Carry Over One Time checkbox. When this option is checked, the shift log entry is carried over to a subsequent shift one time only.
The expiry date on the log entry. The log entry carries over to the next shift until the expiry date is reached.
The status of the carryover log entry. The log entry continues to be carried over until you change the status.

The Carry Over checkbox is automatically checked when one of the methods is used to initiate log entry carryovers.

Procedure

  1. Create or select a shift log that is in Active status.
  2. Add one or more log entries to this shift log, including any issues that you want the incoming team to know about.
  3. Save the record.
  4. Select More Actions > Shift Log Handover.
  5. Specify the shift log identifier, and enter the details for the shift log that you want to hand over to the next shift.
  6. Select the log entries that you want to be reviewed.
  7. In the Carryover Log Entry Review table, select the carryover log entry or entries to be reviewed and click Create Carryover Review Record.
  8. Specify the reviewers for the carryover log entries, add any comments for the assigned reviewers, and click OK.
  9. To initiate a log entry review for shift log entries that are not specified as carryover items, select Create Log Entry Review Record, specify the reviewers, and click OK.
  10. Click OK to save and close the record.

Example

On Day 1, the shift log for that day is created. The Day 1 shift log references Pump 51430 in the Details section of the shift log. As part of the work for the Day 1 shift, log entries are made every 4 hours. The last log entry of the day is marked as a carryover log entry. At the end of the shift, another shift log is created that references the carryover log entry. On Day 2, the incoming shift supervisor checks for any carryover log entries from the previous shift log by reviewing the list of Active shift logs on the List tab.

From the Shift Communications tab of the Active shift log, the supervisor reviews the Carryover Log Entry Details tab or the Log Entry Details tab. The supervisor reviews the tab to find out about any log entries that need to be reviewed.

The assigned reviewers of the log entries complete their reviews and sign off that the log entries are reviewed, and issues are addressed. At the end of that shift, a new shift log is handed over to the next team. The new shift log contains more log entries that need to be reviewed along with the comments on the log entries.