the CA/PA Module Wizards and Templates

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How to Set-up the CA/PA Module Wizards and Templates Using CA/PA Wizards and Templates is the most effective way for your users to add new CA/PA records.

1 How to Set-up the CA/PA Module Wizards and Templates Using CA/PA Wizards and Templates is the most effective way for your users to add new CA/PA records. This course explains how to set up and configure these Wizards and Templates to suit your organisation s exact needs. For information on how to use these Wizards and Templates to add CA/PA records, see TCN How to use CA/PA Templates and Wizards. Please note that only Administrators or other experienced users should be assigned the user permissions necessary to create and edit CA/PA Templates and Wizards. Definitions Firstly, it is important to know exactly what Templates and Wizards are and how they help you add records to the CA/PA module. Wizards These are very similar to wizards used in Microsoft Windows to add new programs, hardware and so on. For each wizard, you must specify which fields you wish the user to complete (e.g. CA/PA Source, Severity), which fields are to be mandatory, hidden or display default values. You can also provide text to assist the user in using the Wizard, and specify the modules where the Wizard is to be made available. Templates These allow you to specify the Stages, Stage Actions and Workflow to be added to new CA/PA records. Each Template can be associated with any number of CA/PA Sources. When a user is creating a CA/PA record and selects a CA/PA Source, the associated Template will automatically be applied to the record. Templates can also be applied to existing CA/PA records, although any existing Stage information will be lost. Creating a new Wizard To access the CA/PA Wizards, open the CA/PA module, and then from the [Edit] menu, select [CA/PA Wizards...]. The following screen will be displayed: You can edit any Wizard by doubleclicking on its name. However, in this course, we will look at creating a new Wizard. To do this: Click the icon and select [Wizard] to create a new Wizard from scratch, or highlight an existing Wizard and select [Wizard Based On]. Creating a new Wizard from scratch will display a blank Incident Wizard Designer screen. Incident Wizard Designer TCN-0042 Rev 04 02/06/09 Page 1 of 8

Enter a name and description of the Wizard into these fields Enter a message for the user to appear on the opening page This section stores all the pages of your Wizard Click to add a new page Sets

2 Enter a name and description of the Wizard into these fields Enter a message for the user to appear on the opening page This section stores all the pages of your Wizard Click to add a new page Sets the field properties for all the fields in your Wizard Enter a message for the user to appear on the closing page Tick the boxes beside the modules where you want your Wizard to be made available The Incident Wizard Designer lets you add all the information the user will need when using the Wizard. TCN-0042 Rev 04 02/06/09 Page 2 of 8

to adjust the order of fields in the page You can choose to make a field mandatory by highlighting it in the Assigned Fields section, then ticking the box To display a default value to the user,

3 Adding a new page to the Wizard In the Custom Pages section of the Wizard Designer, click the icon to display the New / Edit Page. Enter the title of the Page, as well as a description to help the user Your chosen fields will be listed here Highlight a field you wish to add to the Wizard, then click the [<] icon Use these icons to adjust the order of fields in the page You can choose to make a field mandatory by highlighting it in the Assigned Fields section, then ticking the box To display a default value to the user, highlight a field in the Assigned Field section, tick this box and select an appropriate default value. Every Wizard (and therefore every CA/PA record) must contain the following fields: CA/PA Source This defines the basis of the CA/PA and also determines which template will be applied to the record. CA/PA Status This defines the current status of the CA/PA, e.g. Open, Pending. This field can normally be assigned a default status of Open. You can add as many pages to the wizard as you like. You can also add as many fields as you like to each page, although users may miss some information if you add too many fields to one page. Click [OK] to save your page. You will see your new page has been added to the Custom Pages section. TCN-0042 Rev 04 02/06/09 Page 3 of 8

4 Field Summary screen The Field Summary screen displays all the fields currently used in your Wizard. It also allows you to set values for fields which you want to appear in the CA/PA record but not the Wizard itself. For example, you may want all CA/PA records created using your Wizard to be assigned the user John Smith. The Field Summary page allows you to add this field and assign it a default value without it ever appearing in the Wizard. To access the Field Summary screen, click the [Field Summary] button within the Custom Pages section. Fields already in your Wizard will have their page number shown here Highlight any field and click the Mandatory / Default box to make fields mandatory / assign a default value Adding a default value against any field not currently in the Wizard (i.e. without a page number) will automatically add the value to any CA/PA record made using this wizard. Click [OK] to save your field settings and return to the Wizard Designer screen. Once you have finished adding descriptions, fields and pages to your Wizard, as well as chosen the modules where the Wizard is to be made available, you can save your Wizard by clicking the [OK]. In order for your users to be able to access your new Wizard from the LaunchPad, they will first need to configure their LaunchPad settings. For more information on this, see TCN-0040 How to customise via the LaunchPad. TCN-0042 Rev 04 02/06/09 Page 4 of 8

Creating a new Template To access the CA/PA Templates, open the CA/PA module, and then from the [Edit] menu, select [CA/PA Templates...]. The following screen will be displayed: You can edit any Template by doubleclicking on its name.

To do this: Click the icon and select [New Template] to create a new Template from scratch, or highlight an existing Template and select [New Based on Selected].

5 Creating a new Template To access the CA/PA Templates, open the CA/PA module, and then from the [Edit] menu, select [CA/PA Templates...]. The following screen will be displayed: You can edit any Template by doubleclicking on its name. However, in this course, we will look at creating a new Template. To do this: Click the icon and select [New Template] to create a new Template from scratch, or highlight an existing Template and select [New Based on Selected]. Creating a new Template from scratch will display the blank Add / Edit CA/PA Template screen. Enter a name and description of the Template into these fields You can choose a default Status and Owner which will appear in all CA/PAs using this Template You can set a Target Date for x number of days after the CA/PA is raised Click to add Stages to the Template Tick the boxes beside the modules where you want your Template to be made available Click to set a workflow for the Stages Click here to associate your Template with CA/PA Sources TCN-0042 Rev 04 02/06/09 Page 5 of 8

6 Adding Stages to your Template Each Template should have logical Stages added to it. When a user creates a CA/PA record using your Template, the Stages which need to be worked to progress the non-conformance will appear at the bottom of the record. To add a Stage, click the icon in the Add/Edit CA/PA Template screen. From the Stage Type drop-down menu, you must choose what Stage you wish to add. The rest of the following fields are optional: Owner: Select the person who has overall responsibility for completing the Stage. Target Date: As with the CA/PA record itself, you can set an automatic target date. Details: Add any information which will help a user carry out work on this Stage. Display the Stage Actions List: Tick this box if any Stage Actions may be applied to this Stage. You can also apply any number of Stage Actions to your Stage. These are items of work which must be completed before the Stage itself can be completed. To add a Stage Action, click the icon. Each Stage Action can be assigned an owner, target date and details. When you have finished adding your Stage, click the [OK] button to save. You can add as many Stages as you like to your Template. TCN-0042 Rev 04 02/06/09 Page 6 of 8

Workflows Once you have added several Stages to your Template, you may wish to set a workflow. A workflow ensures that work is carried out in an agreed order. To set a workflow, click the icon.

In this example, the Containment, Corrective Action and Preventive Action Stages must be completed first. As they are all at the same level, they can be completed in any order.

7 Workflows Once you have added several Stages to your Template, you may wish to set a workflow. A workflow ensures that work is carried out in an agreed order. To set a workflow, click the icon. The Workflow screen shows all the Stages currently in your Template. You can adjust the Stages in the Workflow by highlighting the Stage name, then using the arrows at the bottom of the Screen. In this example, the Containment, Corrective Action and Preventive Action Stages must be completed first. As they are all at the same level, they can be completed in any order. Once these Stages are complete, work can begin on the Follow Up Stage. It must be completed before the Approval Stage can begin. Once the Approval Stage has been completed, the CA/PA record can be closed. Click [OK] to save your Workflow and return to the previous screen. Associating Source Values An important step in the creation of Templates is linking them to CA/PA Sources. Whenever a user selects a Source for their CA/PA, then the associated Template (with its Stages, Actions, Workflows etc) will automatically be applied. To assign CA/PA Sources, click the icon. The area on the right shows all CA/PA Sources currently unassigned. To assign a Source, highlight the Source in the area on the right, then click the [<] icon. Please note that each CA/PA Source can only be assigned to one Template. TCN-0042 Rev 04 02/06/09 Page 7 of 8

Once you have finished your Template, the screen should look as follows: Any Stages with a [+] icon can be expanded to show its Actions Make sure you assign at least one CA/PA Source to your Template

8 Once you have finished your Template, the screen should look as follows: Any Stages with a [+] icon can be expanded to show its Actions Make sure you assign at least one CA/PA Source to your Template Make sure you make the Template available from at least one module In order for your users to be able to access your new Template from the LaunchPad, they will first need to configure their LaunchPad settings. For more information on this, see TCN-0040 How to customise via the LaunchPad. Exercise 1. Create a Safety Issue Wizard. Assign it the following fields. Make fields marked with * mandatory fields. Details about the Safety Issue * Who raised it and who recorded it When did it happen? * (can you work out how to default this to today s date?) Is there any supporting evidence? In which department did the safety issue occur? What products and processes were affected Set the CA/PA Source for this issue as Safety (you may need to create a new source in the Administration console). Make the Wizard available from the CA/PA module. 2. Now create a corresponding Safety Issue Template. Including the following information in the Template: Add the following Stages Confine the Problem, Define the Problem, Raise Corrective Action, Raise Preventive Action and Close. Add a Create Report Stage Action to the Close Stage. Make the Template available from the CA/PA module Associate the Safety CA/PA Source with your Template. 3. Make both the new Wizard and Template available from the LaunchPad. 4. Now use your new Wizard to create a new CA/PA record. TCN-0042 Rev 04 02/06/09 Page 8 of 8

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