Basic Q-Pulse User Training

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Collin Simon
6 years ago
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1 To: From: All Ft Wayne Q-PULSE users Matt Lock Ft Wayne has purchased an ISO software package by the name of "Q-Pulse". This program has been installed on all the Office PC's and you will find an icon called "Q-Pulse" located among your desk top icons. Everyone in the office has been given access to allow them to enter Non-Conformances in this program. Note: It is suggested to close out of open mainframe and other sessions before opening Q-Pulse. PIN Codes Double click on the Q-Pulse icon - you will go into the Q-Pulse module. Click on "Q-Pulse" (Do NOT click on "Q-Pulse Help": this does provide additional instructions but does not place you into the system yet). Enter user name: All of your user names are your first name and the first initial of your last name. For example, for Tim Macey = user name is TIMM Add PIN Code: Everyone s PIN Code is initially: Enter 1234 and left-click on OK. You will now be in the main screen. I want everyone to change your PIN Codes at this time. Click on the right button on your mouse. A screen will appear. Left-click on "Change PIN Number": "Enter existing PIN code": type in TAB to the next line. "Enter new PIN code": Create your new PIN Code by typing in at least 4 numbers/letters that you will not forget (Please write it somewhere so you can easily retrieve it if necessary)! TAB to the next line. "Confirm New PIN Code": Re-enter your new PIN Code number/letters. Left-click on OK. You now have your own access to Q-Pulse ("1234" is gone). Corrective and Preventive Action Module Q-Pulse Record Management main screen now appears. You currently have limited access to the Corrective/ Preventive Action Module (in Yellow print). Flint needs the following type of Non-Conformances recorded: Customer Complaints, within reason: where corrective actions can be assigned and closed out to determine the proper action has been taken by the LOC to resolve and or prevent the problem form happening again where the complaint is immediately resolved yet it is determined the issue should be recorded against the guilty party (i.e. a supplier, Customer, Agency Driver, etc.). An employee recognizing the failure of a procedure or process A Subcontractor or Supplier failing to meet expectations or requirements, including our key support sister companies (i.e. GLSLeasco, Michigan Jobber, C.T.I.I., FSS, LINC...) MIS and/or Quality Systems failure LINC, considered as our Customers, not receiving expected levels of support Plant shutdowns * Each department within the FT Wayne terminal needs to identify and discuss the various types of problems and discrepancies they encounter and determine which ones warrant Non Conformance entry (even if only for recording purposes). WI-02 1

2 Entering Non-Conformances Mouse to the Corrective/Preventive Action module and left-click. The "Status Report" screen will appear. Scroll down the right side to any entry beginning with the current year. At the lower left corner, left-click on the Non- Conformance Details box. To begin your Non-Conformance entry, mouse to the NEW box and left-click. "Information" screen will appear. It will say: "The Non-Conformance 0000x does not exist, would you like to create it?"- This is automatically identifying the next Non-Conformance number for you. Left-click on the OK box and proceed to enter data accordingly: Mouse to the "Source" field (the cursor will already be there), go to the drop-down arrow and left-click on it. Based on what type of Non-Conformance you're entering, select the most accurate category of the ones provided, left-click on it, and it is entered. NOTE: Do NOT select: External Audit, Internal Audit, or Management Review (these items do not apply to you), and please do NOT add any new categories. TAB twice to go past the "Area of Standard" field (this will be entered later by Matt Lock). You are now in the "Department/Supplier" field. Left-click on the drop-down arrow. You will see 2 options: Department and Supplier (Department field will already be showing). You need to determine "who caused the problem": Here at Ft Wayne. (mouse to Department circle and left-click) or a Supplier (mouse to Supplier circle and left-click). If you clicked on Department, select the most applicable department of the available options: You can only select one (Do NOT select a Parent when there are sub-titles as an option). Point to it with your mouse arrow and left-click. If you clicked on Supplier, our Approved Supplier List appears. Mouse to the arrow on the righthand side and see if the non-conforming Supplier is listed. If so, mouse to it, left-click, and it is entered. If the Supplier is NOT listed: Determine if the Supplier is a Flint-selected one or a Customer-selected Supplier. If the non-listed Supplier is a Ft Wayne selected Supplier, type the Supplier name in the available area and left-click on the Quick Add box. If the non-listed Supplier is an internal department of the General Office or LINC (i.e. COLDS/MIS, Route Analyst, etc. ), type the Supplier name in the available area and left-click in the is a child of box. Scroll down and highlight by left clicking on one of the appropriate Parent suppliers (i.e. LINC, General Office). Hit the "Enter" key or mouse to the Quick Add box and left-click. You have now added this Supplier to our Approved Supplier List, by default. TAB past "Procedure", "Set" and "View" and go to "Date" field. The current date should already appear. If not, left-click on the drop-down arrow for a calendar with today's date high-lighted. Left-click on the green check mark and that date is entered. You can enter other dates, if applicable, by using your mouse arrow and selecting that date and left-clicking. WI-02 2

3 TAB to "Raise By" field. You'll need to refer back to your entered "Source" field selection (above) before choosing internal or external (by mousing to the associated circle and left clicking): If you chose: Customer Complaint = select external If you chose: Customer Non-conformance = select external if the Plant or LLP was at fault. If you chose: Employee Suggestions = decide if this non-conformance is being raised internally or externally (Customer has notified us) and select which one. If you chose: Internal Non-conformance = select internal. If you chose Safety = decide if this non-conformance is being raised internally or externally (Customer has notified us) and select which one. If you chose Customer or LINC Supplier = select internal (the Supplier has already been entered) If you selected internal = mouse to the drop-down arrow and left-click. Our employee list will appear. Direct your mouse arrow to the person who is raising the Non-Conformance (usually your name) and leftclick to enter. If you selected external = mouse to the drop-down arrow and left-click. Our Customer list will appear. Direct your mouse arrow to the Customer location which is raising or is affected by this Non-Conformance and left-click to enter. TAB to "Priority" field, left-click on the drop-down arrow, and select (by left clicking): MJ1 = for a major non-conformance (i.e. plant shutdown; MIS/Quality system failure MUST be closed within 24 hours). MJ2 = for major non-conformances that can not be closed w/in 24 hours (i.e. safety issue) MIN = for a minor non-conformance (i.e. repeated clerical errors; continuous delays). Minor NC target dates are selected by the person raising the Non-conformance and must be set within a reasonable corrective action timeframe. OBS = for an observation: needs to be addressed and have a record entered for measurement purposes, but is not considered to be a major or minor Non-Conformance. TAB to "Status" field, left-click on drop-down arrow, and select (by left clicking): CLOSED = if matter has already been resolved (non-conformance is still recorded) OPEN = if matter requires Corrective Action TAB to "Responsible for CA", left-click on the drop-down arrow, and select who (at Flint.) is responsible for the Corrective Action from the list by taking your mouse arrow to that person and left clicking. TAB to "Non-Conformance Details" and type in what went wrong. Be specific: provide the Supplier name; vendor number; Route #; part numbers (if applicable), employee names, etc. This detail is essential for the Corrective Action person to use when addressing the Non-Conformance! Since Q-Pulse only allows for 5 lines to be entered, should you exceed this amount, click on the Diary box on the lower right-hand corner and enter additional details there. TAB to "Product/Service" field and left-click on the drop-down arrow. Select the appropriate category with your mouse arrow and left-click. Do NOT select a parent but rather an item beneath that parent. WI-02 3

4 TAB to the "Fault Category" field, mouse to the drop-down arrow and left-click. Select the most appropriate category of the supplied choices by highlighting with the mouse arrow and left clicking. Do NOT add or change a category without notifying Matt Lock beforehand. Mouse to the STORE box at the bottom of the page and left-click. This portion of your entry is completed. Μouse to the Corrective Action box at the bottom of the page and left-click. A new screen appears containing details from what was entered above. Mouse or TAB to "Target CA Date" field and left-click on drop-down arrow. The calendar will appear showing today's date. Designate when the Corrective Action must be completed for the Non-conformance (and with a realistic date) by using your mouse arrow, select the date on the calendar, and left-click. Mouse to the STORE box on the bottom of the screen and left-click. You have now completed entering the Non-Conformance. Mouse to the CLOSE box in the upper left-hand corner and left-click. * NOTE: Q-Pulse will automatically notify affected parties (i.e. CA person) who are Users here at Flint., via Q- Mail. If you are a Q-Mail recipient, this screen will appear immediately upon your logging on to Q- Pulse. If a person is not a Q-Mail recipient and you ve sent them a correspondence, a small screen will appear once you ve exited your non-conformance asking if you d like a copy of the message printed for that affected person. To ensure the CA person you ve designated receives the NC, it is suggested you print a copy of the NC and give it to the party (s) responsible for correcting the discrepancy. Corrective Action Details This section is to be completed by the designated CA (Corrective Action) person. After you've left-clicked on the Corrective/Preventive Action module of Q-Pulse, the "Status Report" screen appears. Point your mouse arrow to the CA "Number" you are going to work on and left-click to highlight it. Mouse to the Corrective Action (CA) box at the bottom of the page and left-click. The "Corrective Action Details" screen will appear. Verify the CA number and mouse or TAB to the "Actual CA date" field. Left-click on the drop-down arrow and a calendar will appear with today's date. Select the actual correction date and left-click on the green arrow. TAB to the "Corrective Action" field and type in what corrective actions were performed. Be specific in your details: some examples: "rescheduled driver and contacted LINC. Spoke to xxx"; "called Plant Liaison for dock check and located part number xxx. Advised Bob Smith at ABC Company and Plant Liaison to inform plant"). It is important you describe in detail what corrective actions were performed so the Non-Conformance can be properly evaluated before closing it out. Press the TAB button to enter this information. Skip the remaining fields and mouse down to the bottom of the page and left-click on the STORE box. You have completed the Corrective Action. Mouse to the CLOSE box in the upper left-hand corner and left-click. WI-02 4

5 Workload Module Many of you have been given access to this module. It will provide you with the ability to find any outstanding items and completed work you or another person is responsible for. Select your (or that person s) name, the specified dates you want to retrieve, and left click on the Find box and Q-Pulse will browse through each module for you. If an area shows a number of outstanding items take your mouse arrow and point it at that line and right click. A show details option appears. Left click on this and Q-Pulse will take you to those outstanding items (there are 2 pages, so if the first page doesn t reveal any open items, left click on the page 2 box in the lower left-hand corner to view that second page). This module will also be used to monitor and manage the Quality System for the Ft Wayne office, or for a specified department (not just by a person). Q-Pulse is in the process of upgrading this software to better identify individual responsibilities but, for the time being, the Workload module will have to be used to provide this information for you. Please see Matt Lock for further details. *NOTE: After you ve completed your work in the Q-Pulse software, please exit out of the system before going into any other field/program. By inadvertently leaving Q-Pulse open, this will impede the system s performance and may restrict access for other Users. WI-02 5

6 To Close the Non-Conformance (completed by Matt Lock/ Angie Shearer ) Mouse to the Non-Conformance Details box at the bottom of the screen and left-click. Mouse or TAB to "Area of Standard" field, go to the drop-down arrow and select the most appropriate clause from the Standard by pointing your mouse arrow to that clause and left clicking. Review the rest of this screen and add or correct all other incomplete/inaccurate fields. Once completed, mouse to the bottom of screen and left-click on the STORE box. Mouse to the Corrective Action box at the bottom of the page and left-click. The Non-Conformance number you are closing should already appear. If not, mouse to the nonconformance "Number" field drop-down arrow and left-click. Highlight the Non-Conformance number with the arrow from your mouse and left-click to enter. TAB or mouse to "Actual Close Date" field and left-click on the drop-down arrow. Calendar appears, left-click on the green check mark for today's highlighted date (or select another date, if applicable). You may skip the "User Defined" field, "Cost" field, "Responsible for Follow Up Action" field, and "Follow-Up/Verification" fields for the time being. These fields will be utilized later.. After thoroughly reviewing all fields, TAB or mouse to "Approver" field, left-click on the drop-down list arrow, and select (highlight) your name by left clicking. Press the "Enter" key. The NC Status box should show "OPEN". Mouse to the Close Non-Conformance box at the bottom of the screen and left-click. If the NC Status box shows "CLOSED", mouse to the Open Non-Conformance box and left-click. A screen will appear: "ENTER PIN". The closing of Non-Conformances is password or PIN protected so unauthorized approvers can not close out transactions. Type in your personal PIN Code and left-click on the check mark/ok box. You have closed the Non-Conformance. Mouse to the CLOSE box in the upper left-hand corner and leftclick. WI-02 6

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