Work Processes

Overview

This module is used to list all the Work Processes in a Company, who manages the process and who can do the work (Staff as well as Outwork Suppliers). 

The process can be rated as a measure of how well it is managed and executed.

This freestanding module can be added to the Menu by selecting: Fixed > Work Processes.

User Settings

Navigation: Main Menu > Setup > Settings > Users (tab)

• General > Work Processes - Access Allowed:  Choose one of these options:

• None

• View Only 

• Full Access: Required to add or edit Processes. 

Buttons Explained

• View: Displays a list of processes based on the selected filters.

• Group: 

  • Options to Expand, Collapse, or Ungroup entries.

  • Option to group fields by Status, Group, Director, Manager, or Rating.

• Edit: Allows the fields to be edited. Displays the URL field (which is otherwise hidden).

• Delete: Deletes the selected entry. Multiple entries can be deleted, to select these entries first click Batch Update.

• Save: Saves any changes.

• Actions:

  • Batch Update: Updates all the selected records when the Update, Add, or Remove buttons are clicked and the action is confirmed. The options are:

    • Status: Changes the status to the one selected from the dropdown list.

    • Department: Changes the department to the one selected from the dropdown list.

    • Type: Changes the type to the one selected from the dropdown list.

    • Director: Changes the director to the user selected from the dropdown list.

    • Manager: Changes the manager to the user selected from the dropdown list.

    • Staff: Allows staff to be added or removed.  

      • Select a staff member from the dropdown list.

      • Click a competency or click Remove (button).

    • Supplier:  Adds or removes the supplier selected from the dropdown list.

    • Group: Changes the group to the one selected from the dropdown list.

    • Rating: Changes the rating to the one selected on the adjacent stars.

    • Hr/s: Changes the expected duration to the number typed in the adjacent block.

    • Entities: Adds or removes the entities selected from the dropdown list. The list is blank if there is only one entity.

• Menu:

  • Reset Data Filters: Resets the filters.

  • Edit Process Groups: Opens an interface to edit or create groups.

  • Export Grid: Exports the current display.

  • Email Excel: Adds the current display in .xlsx format to an email.

  • Layout & Grid

Filters Explained

• Staff: Provides a dropdown list of staff / users.

• Level: Provides a dropdown list of levels (Trainer, Competent, Basic, Trainee).

Fields explained

• ID: The system-generated number for the entry.

• Status:  A dropdown list of statuses to select one. (Pending, Active, Complete or Cancelled).

• Group: A dropdown list of groups. Groups are created from the menu button. Menu (button) > Edit Process Groups

• Description: Short Description of the Process. When not in Edit Mode, the field is hyperlinked to open the documentation link. 

• URL - Documentation: A link to the documentation of the Process - visible only in Edit Mode.

• Type: Select Reactive, Proactive, or Development from the dropdown list.

• Entities: Link the Entities that the process applies to. An Entity filter is provided in the Header. Only available if multiple entities are created.

• Department: A dropdown list of Departments as created in the Organigram.

• Director: A dropdown list of users to select the applicable Director.

• Manager: A dropdown list of users to select the applicable Manager.

• Staff: Staff are added by right clicking an entry and selecting one of the competencies and then moving the staff from the Available section to the Visible section using the navigational arrows in the middle of the popup. The competencies are: 

  • Trainee (Gold) 

  • Basic (Orange)

  • Competent (Blue) 

  • Trainer (Green)

    • Notes:

      • Staff can also be added using the Batch Update.

      • Staff are deleted by moving them from the Visible section to the Available section.

      • If you select a staff member that is already added, the person's competency is changed.

• Suppliers: Right click and select Link Suppliers to add Suppliers for outsourced processes.

• Rating: Add a Rating from 1 to 5 stars as a measure of how well this process is being managed and executed.

• Updated by: The user who last updated the process.

• Updated:  The date and time of the last update.

• Menu (...): 

  • View / Edit Note:  Allows a note to be created. The notes are displayed in the Preview panel below a Process. 

  • Link Suppliers: Suppliers are added by moving them from the Available Suppliers to the Visible Suppliers section. Suppliers are removed by moving them from the Visible to the Available section.

  • Link Staff

    • Trainee: Adds the users in the Visible section as trainees. If users are moved from the Visible to the Available section they are removed.

    • Basic: Adds the users in the Visible section as basic users. If users are moved from the Visible to the Available section they are removed.

    • Competent: Adds the users in the Visible section as competent users. If users are moved from the Visible to the Available section they are removed.

    • Trainer: Adds the users in the Visible section as trainers. If users are moved from the Visible to the Available section they are removed.

  • Delete: Deletes the task if confirmed.