eRAM: Maintain Deficiencies/Findings & Send Summary Email and Create Action Items

Overview

When a Facility Inspector conducts a site visit, they can enter findings or deficiencies for each room with notes or recommendations in eRAM. They can then create action items and send summary emails to responsible person(s)/assignees.

Step-by-Step Process

Maintain Deficiencies/Findings

1. Click ACUO Facility Inspector under My Roles.
   
2. Click the All Scheduled Visits tab.
3. Click My Activities > Maintain Findings and Deficiencies for the applicable Visit. Go to step 5.
   OR
   Click on the Visit link to open the Visit Workspace.
4. Click Maintain Deficiencies under Activities.
5. Click Add under Findings.
6. Enter a Description.
7. Enter or select a Deficiency Level.
8. Enter or select a Deficiency Type.
   Note Enter text to lookup available options or use the Filter by menu in the Select Visit Deficiency Type window.
9. Edit the Deficiency Text, if desired.
10. Enter or add a Species, if needed.
11. Enter or select the Primary Responsible Person to whom the finding is assigned.
    Note This person is usually the PI. The Secondary Responsible Person is usually the Lab Personnel.
12. Enter or add information in the following optional fields, if desired:
    • Secondary Responsible Person
    • Deficiency IACUC Initial Meeting Date
    • Deficiency IACUC Followup Meeting Date
    • Deficiency IACUC Meeting Decision Notes
    • Animal Welfare Incident
    • Admin Note (a brief note)
    • Admin Notes (a more detailed note)
    • Documents
    • Protocol(s)
13. Enter or add information in the following optional fields, if desired:
    • Number of Events
    • Death, Harm, or Distress
    • Animal Type Involved
14. Enter or select the Individual Responsible for Non-Compliance Type.
15. Enter or select the OLAW Metric Sub Category.
16. Click OK if you’re done entering findings. Click OK and Add Another to add additional findings, if there’s more than one PI.
17. Click OK at the bottom of the Maintain Findings/Deficiencies window.

Send Summary Email and Create Action Items

After the Facility Inspector has entered findings, they must create action items for those findings with a level of Deficiency. All other Deficiency Levels (i.e., Note, Suggestion for Improvement) will not get an action item. Completing this activity will send a summary email to those assigned to work the actions items.

Important If a Visit has no Findings/Deficiencies, or has a Deficiency Level of Note, Facility Inspectors don’t have to run this activity.

1. Click Send Summary Email and Create Deficiency Action Items under Activities.
2. Click OK.
   Notes
   • The actions will display on the Action Items tab of the Visit Workspace.
   • The deficiencies will display on the Findings/Deficiencies tab of the Visit Workspace.
   • If additional deficiencies are entered, you can run the Send Summary Email and Create Deficiency Action Items activity again to assign the action items and send a new summary email.