Product Introduction ISOWARE

Transcription

1 Product Introduction ISOWARE 2010

2 2 Product Introduction Table of Contents Isoware Description... 4 Processes... 5 Process overview... 5 Process View Creation... 5 Create Process View step Create Process view step Create Process view step Edit Processes... 9 Creating Swimlanes (Flow Charts) Standard Swimlane Step Swimlane Types Functional Unit Standard Swimlane Step Standard Swimlane Step 3, Edit Swimlane Inserting a Connector Creating Turtles (Flow Charts) Creating Project Views Creating Text Documents Uploading Files Version control and workflow for approval process: Version control new versions Reports ( NC and other reports ) The Template Example The Creation of Report Templates Create a Report Template step by step Create a Report Statistics E mail Integration... 34

3 3 Setup Organizations Overview Users Personal Start Page Internationalization Translation Contact information... 39

4 4 Product Introduction Isoware Description ISOWARE is a revolutionary business management solution that allows businesses to design, execute, distribute and monitor their business processes in an easy graphical layout which allows the business to create, analyze, stream line and integrate business principles and processes including: "ISOWARE s Features" The Company s Mission: What are the Company s mission, intent, purpose, and role in its sector, industry and environment? Isoware allows the business to create the processes needed for implementation. Define Strategies and Goals Create, integrate and maintain the company s goals, objectives, issues and opportunities in line with its mission, all in an easy user-friendly graphical interface. Establish the foundation and direction for the management team enabling the implementation of the goals and objectives at all levels of management and personnel with Isoware s seamless Flow-through graphical interface. Key Business Processes Identify, develop and document the key business processes that will achieve your mission, goals, and objectives. Design and map the process in a graphical environment making process development, control, distribution and implementation easier than ever. o Effective process overview o Flow charts with appointed responsibility o Added text explanation option o Easy integration with existing data o o Creating dependencies Easily create and implement linear, triangular, circular, non-linear and fragmented processes Use of existing resources Link your processes at all levels to your existing documentation including procedural/department instructions, templates etc. Create document control including version control in the system. Use controlled external links. Capture important data using reporting tools - Capture and manage entity, departmental, business cycle and process data. Edit your own reporting templates and gather information regarding customers, risks, issues and opportunities etc. Organize data in a structured manner and use the graphical tools to identify and show areas that need attention special risk areas most effective choice of focus. Where you will receive the biggest impact based on investment of time and resources that are available. Integrated Project Management Manage the business projects based on an integrated system. The project management tool allows you to map a project using your current processes, new processes, or a combination of both. Your projects will include all important tasks, controls, security, compliance, and transparency for the organization and management and can be customized based on the user s rights or level of use. Access control Access control is made easy and effective. Allow for administration editing and viewing at an infinite user defined variety of levels, security and permissions. Controlling the access to processes, documents, data, dependencies, compliance, reports, and projects is essential for a broader usage of the integrated system.

5 Processes 5 ISOWARE is an unlimited process manager as well as a quality management system, which includes all aspects of quality, transparency, compliance, security, and management. With added risk analysis tools the system is has been perfected for IT security and business continuance management. Processes Process overview You can establish a Process overview that gives a top down view over the processes in the organization. The typical top view page is created with management duties, business process and support processes. The basis for the graphics view is the official process graphic view from the ISO organization ( ) ISO9000:2000 process diagram. Figure 1: ISO Organization Official Process Description Figure Process View Creation This section will guide you through the steps of creating a process view. This can be as complex or simple as the organization demands. Below you will find a graphical example with key areas identified. Depending on your use, these areas will change and are only outlined here as an example to help the user understand the enormous capacity of the Isoware tool.

6 6 Product Introduction Example Process View: Management Processes: The top tier items in the Process View Business Processes: The 2nd tier items in the Process View Support Processes: The 3 rd tier items in the Process View Create Process View step 1 Click on Processes on menu bar. If there is a file tree menu (when there is not a start page process selected) Click on Process List, otherwise proceed to next step. Click on New Process view, this is step 1 Start by selecting an organization o The organizations have been created by the system administrator and can represent organizations, divisions, departments, groups, or other categories created by the administrator (see system administrators manual) Select Process owner o This is the person responsible for the process Select number of management processes

7 Processes 7 o These are the management processes or the top tier items in the Process View Select number of business process elements o These are the business processes or the second tier items in the Process View Select number of support processes. o These are the business processes or the second tier items in the Process View If you choose to have additional tiers, you would add them here Click Next>> Create Process view step 2 Select Headlines for management elements. o You will note that you will be required to complete as many processes that you chose in Step one. You also can create links here. Select Headlines for business processes. o You will note that you will be required to complete as many processes that you chose in Step one. You also can create links here. Select Headlines for support processes. o You will note that you will be required to complete as many processes that you chose in Step one in this section. You also can create links here.

8 8 Product Introduction [NOTE: Should you not create a links during this step, or if there are no choices for links, you can edit your process later and add your links i.e.: a link to a flow diagram, a text document or an uploaded file, document etc.] Click Next>> Create Process view step 3 On the figure below you see the finished process; in edit mode. At this point the user has a few choices that he/she can make. They are: o Insert Line in Process View, o Translate o o o Continue editing by clicking on any element, Send to approval, Delete, o o o Go to Process List, or Show Process If you click on Show Process, the Process you just created will be shown (example below)

9 Edit Processes On the top menu bar, click on Processes. You will then see a tree on the left of your screen and a listing of processes on the right. Isoware will default to All Processes in the Process tree on the left. You can further limit the processes shown by clicking on: *Process type *Process status *Personal Find the Process that you would like to edit and click on it. On the menu above the process, click on Edit Each individual element is edited by clicking on the element. A new window will open that will allow you to edit the element. In the editing window you can edit the process Headline. You can also link approved processes, text documents, uploaded files, processes, etc. You can insert a new element to the right of the element chosen by completing the Insert process item after the chosen process item.

10 10 Product Introduction The figure below shows the finished Process Overview page. To add the process view to your favorite processes, click on Add to favorite processes. The page will now be shown on the personal start page under favorites. Creating Swimlanes (Flow Charts) A Swimlane is a linear process or flow chart that can have an unlimited number of dependencies and links and several standardizations. Standard Swimlane Step 1 From the Startpage menu tool bar, select New Swimlane. Or From the Process list page (found through the Processes Menu select New Swimlane. Select organization and process owner. Select the type of Swimlane in the

11 Processes 11 system. ( Standard or Advanced) Swimlane Types Choose a Swimlane Type "Standard" This is a simple type with 3 pre defined options for activity: Responsible, Helper and Informed. "Advanced" In the advanced type, the user has 10 options for activity types (see Advanced Swimlane Below). They are: Process Information Data Decision -> No Decision -> Yes No <- Decision Yes <- Decision Document Reference Connection point Functional Unit Choose the number of Functional Units. What is the Functional Unit? This is an area that has an input or decision on the Process. The Functional Units represent each individual department or individual that participate in the process that you are documenting. There are no generalizations or limitations to the Functional Units, and you can customize them to your Process, or industry. Some examples are: Management, Marketing, Manufacturing, zoning, regulatory body, Human Resources, testing, R & D, etc. Click Next>> Standard Swimlane Step 2 A dialogue box will open which allows you to label the Functional Units in your Swimlane process, as shown to the left. Complete the description and the width of each column for your Swimlane. You will notice that there are two default columns: Activity and Description. These columns can be edited if you so choose. Click Next>>

12 12 Product Introduction Standard Swimlane Step 3, Edit Swimlane The Swimlane basics are now in place, and the steps in the process can designed. In this section you will be able edit your Swimlane by adding rows, and or columns. You will be able to create as many activities as needed. You will be able to link critical documents, URLS, graphics, files, and actions as necessary. To add an activity (ROW) one must: Click on Insert Activity. A new pop up window will appear. The Activity (Row) properties are shown in a figure and text can be added in the figure. From each activity figure a link can be selected a link to a process, a text document, an uploaded file etc. Activity Design and editing: Select figure type for each column in the line. In a standard Swimlane there are 4 choices, none, Responsible, Helper, and Inform. Input text in the figure. This will be the description for the Functional Unit for this specific Activity. (What s their role?) Select link for the figure (or none). This area allows the user to select a link to an approved process. This can be another Swimlane, a file, an external document, a Project, a Turtle, etc.

13 Processes 13 Input the descriptive text for in the right column. Select link in the text. Again, here, the user can select a link to an approved Process as described above. Click OK Now the first Activity (Row or Line) in the Swimlane Process is designed. Continue inputting Activities (Rows, lines or steps) in the Swimlane Process until the Process description is complete. The figure below shows a complete standard Swimlane (Production) All figures in the process description and all descriptive texts have options to ad a link to the figure or the text. These links can be other approved Processes, text documents, external link, or uploaded files. Note that it is only possible to link to an approved process, text document, external link, or file. Add or delete a Functional Unit (Column):

14 14 Product Introduction Click on Insert Column A new window will open that will allow the user to add another column/functional Unit. Choose the position of the column. A dialogue box Insert At: gives you the choice of where to insert the column. The column will be inserted to the left of the column that you choose. Column Text is the label or description of the column (Functional Unit) Column Type is the Functional Unit. Note: In an existing Process, the default will be Functional Unit, however, If Activity and Description are not present, and then the user would be able to choose one of the three types. Select the Column Width for your column. Click OK Edit a Functional Unit (Column): Click on Edit Column A new window appears that allows you to edit the Column Text (label, name), the column width, the column line (border of the column), and the ability to delete the column. The column line option allows the user to have (or not have) the column border/line to the right of the column thereby allowing 2 columns to be combined if the user has no line. At this point your draft Process is complete and the user has the following options: Show Process, Process List, Translate, Delete, Properties, & Send to approval. The Show Process option will take the user to the Process in a non editing mode. The Process List option will take the user to the list of all Processes that he/she has the rights to see The Translate option will open a new window that will allow the user to translate between Danish and English the criteria that the user just imputed in the Process:

15 Processes 15 The Delete option will allow the user to delete the Process that he/she just created. The Properties option will open a new window and show the Properties of the Process. At this point a user can edit the properties of the Process. The Send to approval option allows the user to send the Process to other individuals for approval. This is explained in detail on page 27. Swimlane type Advanced Swimlane type advanced allows the designer to draw and design the process description freely. A variation of figures can be selected. Parallel process descriptions are possible, internal links to other parts of the description. However it is the designer that inputs / draws the connectors between the figures. Below are the differences of choices that a user has in creating an advanced Swimlane To add an activity (ROW) one must: Click on Insert Activity. A new pop up window will appear. The Activity (Row) properties are shown in a figure and text can be added in the figure. From each activity figure a link can be selected a link to a process, a text document, an uploaded file etc. Activity Design and editing: Select figure type for each column in the line. In a Advanced Swimlane there are 10 choices, and they are: Process Information Data Decision -> No Decision -> Yes No <- Decision Yes <- Decision Document Reference Connection point

16 16 Product Introduction Below you will find the description of the figure types and the associated graphics that will be inserted into your process. Input text in the figure. This will be the description for the Functional Unit for this specific Activity. (What s their role?) Select link for the figure (or none). This area allows the user to select a link to an approved process. This can be another Swimlane, a file, an external document, a Project, a Turtle, etc. Input the descriptive text for in the right column. Select link in the text. Again, here, the user can select a link to an approved Process as described above. Click OK Inserting a Connector In Advance Swimlanes a user can insert many different types of connectors, and format them as they like including attributes of color, thickness, dashes, and they routes to which they are drawn. To insert a connector: Click on Insert Connector A new window will open that will allow you to design and format your connector.

17 Processes 17 Choose the from figure and the to figure. These are the figures/boxes that you will be connecting. Choose whether you want an arrow or not. Choose the line type. Choose the line color Choose the route After having inserted a line you can edit the line by selecting (click on) the line itself. Connectors can go from any Functional Unit figure to another. At this point your draft Process is complete and the user has the following options: Show Process, Process List, Translate, Delete, Properties, & Send to approval. The Show Process option will take the user to the Process in a non editing mode. The Process List option will take the user to the list of all Processes that he/she has the rights to see The Translate option will open a new window that will allow the user to translate between Danish and English the criteria that the user just imputed in the Process: The Delete option will allow the user to delete the Process that he/she just created. The Properties option will open a new window and show the Properties of the Process. At this point a user can edit the properties of the Process. The Send to approval option allows the user to send the Process to other individuals for approval. This is explained in detailon page 27.

18 18 Product Introduction Creating Turtles (Flow Charts) A Turtle is a non linear process or flow chart that can have an unlimited number of dependencies and links. (See an example below) What is a Turtle : A Turtle is a non linear flow chart showing 6 major components in a Process. The components are What, Who, Input, Output, How, and Measure. These components show the major elements and analytics that make up the Process. The 6 components are: 1) What: What actually needs to be done in the Process? The user can add as many elements here as needed and link each element to a Process, external link, document, Swimlane, etc. 2) Who: Who are the people (department, Functional Unit) responsible for doing each of the elements in the What box? Again the user can add as many people as necessary and can create links. 3) Input: What information, materials, documentation, tools, equipment, services, or other necessary items will be used in the Process? Again, links can be made to each of those elements. 4) Output: What is actually going to be produced from the Process? Again each output element can have a link.

19 Processes 19 Creating a Turtle 5) How: How is the Process done? Are there special instructions, methods, norms, compliance issues, etc. that need to be done to complete the Process. Links can also be added to these elements. 6) Measure: What data is needed to be gathered, registered, or reviewed.? What is that analysis, the outcome, the performance level, the productivity level, etc. These analytical elements help the user review the Process. Links can also be added to each of these elements. From the Startpage menu tool bar, select New Turtle. Or From the Process list page (found through the Processes Menu select New Turtle. Choose the Organization (the choices are defined by the user s rights) Choose the Process Owner, and Fill in the title of the Turtle Process Click Next>> Now you have the basic Turtle created. At this point you will begin to build your Turtle to clearly define the Process. Each component should have all the elements that make up that portion of the Process.

20 20 Product Introduction You will note that at this point the user is in the indicated). Edit Process: mode (with the Turtle name To insert elements into the 6 Components the user will: Click on Insert Process Item A new window will open allowing you to add the elements that you would like in each of the 6 components. Click on the Type of Component for which you would like to add an element. Label the Process Item. Add a Link from the drop down menu Click OK Now you have added the first Process Item or element to your Component box. Repeat this step for all your Component boxes adding as many Process Items (elements) as your Turtle Process requires. You will note that each Process item will be inserted into each of the Component boxes and if you chose to link the Item, your will be able to lick on the Process Item and go directly to that Link. At this point your draft Process is complete and the user has the following options: Show Process, Process List, Translate, Delete, Properties, & Send to approval. The Show Process option will take the user to the Process in a non editing mode. The Process List option will take the user to the list of all Processes that he/she has the rights to see The Translate option will open a new window that will allow the user to translate between Danish and English the criteria that the user just imputed in the Process: The Delete option will allow the user to delete the Process that he/she just created.

21 Processes 21 The Properties option will open a new window and show the Properties of the Process. At this point a user can edit the properties of the Process. The Send to approval option allows the user to send the Process to other individuals for approval. This is explained in detailon page 27. Creating Project Views What is a Project View? A Project View is a process that shows the steps in a project. The Project View describes the things that are required each time a Project of this nature is implemented. The Project View becomes the standard for each individual Project. An organization will create project views for a standardization of many future projects, or just for one. The Project View can be used directly when creating a new Project. A user can link as many Processes, external links, and files that they choose. TO CREATE A PROJECT VIEW: Go to the Startpage Click on New Project view Select the Organization (users will only see those Organizations for which they have user rights) Choose the Process Owner (the user can select an owner as any user that has rights to that Organization) Enter a Title of the Process View Click Next>>

22 22 Product Introduction You will now be directed to the Edit Process Page. Click on Insert Project view step. Now a new window will open that allows you to insert a step of either a task or a gate. Chose the column where you would like to insert the Project view step. If you are inserting a step in an existing Project view, the step will be inserted to the left of the column that you choose. Choose a Task or Gate. A Task is something that is required to be done, and a Gate is an evaluation step, or an analysis point required before proceeding to the next step. A description of a Gate can include the deliveries of materials (documentation, spreadsheets, verification, etc.) that must be presented before going to the next Step. Enter the name of the step in the Text field. This will be the name of the Step. Further explanations and sub steps can be added below. Enter the linked process to the Step in the Link field. To Add an Explanation: Enter the name of the Explanation or sub Step and choose its link (if any) Once the form is complete, click OK A user can add as many Steps (Tasks, and Gates) as the Project View (process) requires. completed Project View Process. Below is a

23 Processes 23 At this point your draft Process is complete and the user has the following options: Show Process, Process List, Translate, Delete, Properties, & Send to approval. The Show Process option will take the user to the Process in a non editing mode. The Process List option will take the user to the list of all Processes that he/she has the rights to see The Translate option will open a new window that will allow the user to translate between Danish and English the criteria that the user just imputed in the Process: The Delete option will allow the user to delete the Process that he/she just created. The Properties option will open a new window and show the Properties of the Process. At this point a user can edit the properties of the Process. The Send to approval option allows the user to send the Process to other individuals for approval. This is explained in detail on page 27. Creating Text Documents ISOWARE includes an advanced text editor. Instructions, guides, manuals and other necessary text be typed or copied from word files, PDF files etc. The text editor can be shown both in the browser window and in full screen view. In a text document it is possible to type text, to create tables etc. and to copy text from other documents. The created document can be edited effectively using advanced editing tools. The text document has an effective and easy translation module that enables the system to show the text in the language chosen, when a multi language system is used. How to Create a Text Document: From the Startpage menu tool bar, select New Text Document. Or

24 24 Product Introduction From the Processes Menu Page one can find the Process list page. The Process List will automatically be listed unless the administrator has set a default Organizational Process, in which case the user will see the Process list as a menu item. Once in the Process List page, select New Text Document. A new window opens that will allow the user to create a text document. Choose the Organization Choose the Process Owner Enter the Title Choose a link if there is one. (Links to approved processes, uploaded files, text files, and external links can be chosen) Enter the text for the document. A user can use the menu items to create advanced formatting, pasting from other applications, creating tables, adding anchors, etc. Click on Save & Close from the top left menu bar. The figure below shows the text document as a process in the ISOWARE system. Now the user will have the following menu bar to choose from. Process List, Add to Favorites, & Print Edit, Notes, Links to, Export process, Properties, Translate, Delete, & Send to approval.

25 Processes 25 The Process List option will take the user to the list of all Processes that he/she has the rights to see. The Add to Favorites option will put the Process in the user s Favorites list and will be viewable on the users start page. The Print option will send the Process to the user s default printer. The Edit option takes the user back to the edit mode of the Process. The Notes option opens a new window that allows the user to see all the activity that has occurred on that Process. The Links to option will take the user to a window that shows all the links that are tied to the Process. The user has the choice to click on each Link at this point and go directly to that Link/Process. The Export process option will open a window that will allow the user to save the Process to another location. The Properties option will open a new window and show the Properties of the Process. At this point a user can edit the properties of the Process. The Translate option will open a new window that will allow the user to translate between Danish and English the criteria that the user just imputed in the Process: The Delete option will allow the user to delete the Process that he/she just created. The Send to approval option allows the user to send the Process to other individuals for approval. This is explained in detail on page 27. Uploading Files

26 26 Product Introduction The Upload file option makes it possible and easy to use existing documents, templates and instructions. Files of any format can be used, as long as the user (The client PC) has the program needed to actually see the file. I.e. if a PDF file is uploaded the user/client PC must have Acrobat Reader installed in order to see the file. How to Upload a File: From the Startpage menu tool bar, select Upload file. Or From the Processes Menu Page one can find the Process list page. The Process List will automatically be listed unless the administrator has set a default Organizational Process, in which case the user will see the Process list as a menu item. Once in the Process List page, select Upload file. An Upload file window will appear. Select the organization and Process owner. Enter the title. Enter the Search string. A user can enter key words here for searching. The words are only separated by spaces, and the user does not need to use quotes or commas to refine the search. Select Upload file The Search String is a field where search words for the file can be typed or copied in. Using specific search words makes the search function more effective. The File is now uploaded and under version control. Version control and workflow for approval process: Version control in ISOWARE is automatic. A Process, a text document or an uploaded file has a status in the version control system. The following status is possible; Draft. Marked for approval Approved. Obsolete.

27 Processes 27 Approval of a Process Description, a text document or an uploaded file is a work flow system. A process description, a text document or an uploaded file (Document) is always created in draft mode. In Draft mode it is possible to edit the process, and the attributes of the process/text document/file. When editing is done and the process/text document/file (Document) is final, the Document is ready for approval. A Document can only be approved by the user/person, which has the right to approve it. (Role as process administrator) In edit mode the Document is Send to approval. Select among the persons shown in the list the one/ones (One or more can be selected) that is to approve the Document (Process / text document / uploaded file). Select OK and the selected persons will receive a mail that they have a Document to be approved and the Document will be shown on the persons Start Page. Until all appointed approvers have approved the process or rejected it, the Document cannot be edited, copied or used. On the figure below is seen the process list (Select in top menu) with version history for each Document in the total system. By selecting the (+) on the left hand side the version history for a single Document is unfolded and the history with relevant dates etc. can be seen. The list can be sorted by selecting the headlines i.e. select Date and the list will be sorted in date order. Select title and the list will be sorted in alphabetical order based on title. Figure 2: Process List sorted alphabetically by title and with history shown for the process HR employment. For each Document in the list is connected a version history memo. In this memo, that is edited whenever a new version is created, the changes to each new version can be noted.

28 28 Product Introduction For each Document it is possible to select the Links To option. This option shows a window with a list of the created links to and from this Document. This option gives a map over the system surrounding the Document. Version control new versions An approved version of a Document is locked and can t be edited. Editing an approved version can only take place in connection with a new version of the same Document. Select Create New Version in the process view mode. Figure 3: New version and Copy options for an existing Document ( Process view, text document, uploaded file ) And the system creates a copy of the existing Document as a new (next) version and leaves this new version in edit mode. In Edit mode it is possible to edit the Document and properties, and possible to delete the new version as well. A Process Flow (Document)that is approved can as well form the basis a new Process by using the Copy option in the menu line. A window prompts for selecting organization, process owner and title and a new Process (Document) version 1 is created as a copy of the original. It is created in edit mode and can be edited freely.

29 Reports ( NC and other reports ) 29 Reports ( NC and other reports ) Preamble The Report module in ISOWARE enables the employees to create reports easy, fast and efficient. Reports can be based on a variation of templates and have a variation of content such as Non Conformity, Customer Complaint, Production or project issues, improvement projects, improvement ideas and other issues, that the organization find important. The ISOWARE report demands a minimum of information, based on the established template. Input Headline Select Report type. Select Report responsible All other information is totally based on the report template created among the templates available for the organization. The Template Example In the system is a standard Non Conformity template Template Example that can be used or edited (Organization Administrator Role). This template has the following fields: The form fields in a template such as the Template Example can be edited, creating an adjusted, and the form fields can be shown in the order wished. Files can be added/enabled to a report and notes/memos can be added/enabled. Rules for each form field in the template can be set se below. The Creation of Report Templates

30 30 Product Introduction The Report templates are created for the Organization. The person with the role; Organization Administrator can design templates for the organization. The following chapter is for Organization Administrators only. [ While Organization administrator can create template the user only fills out the templates presented to her/him. Designing specific templates for the organization eases the use. ] An organization can have an unlimited amount of Report Templates ( However too many makes the usage more complicated ) Create a Report Template step by step. First is created a library of form fields to be used. Select Settings in top menu. Select Templates in left hand menu. Select New form Field in window. Input form field name text and select type from drop down menu. Create as many form fields as wanted. (Form fields can be created at any time) Form fields can be created as Single Value field, Multiple Value Field or Date Field. When a Single Value Field is selected the field is a text field. When a Multiple Value Field is selected the field is a field that in a drop down box can hold multiple values. These values are edited when selecting Edit a field in the Form Field view. When a date field is selected the user is prompted to select a date from a calendar window.

31 Reports ( NC and other reports ) 31 When the form field library is populated then a Template can be created. Select settings>templates: Input in the Existing Template Window New Template text (Name) Select Add and a new template are created. (Still without form fields) To ad form fields and form fields rules select edit template. In the Edit Template window is the option to add fields to the template. From the drop down menu showing all fields in the form field s library (Created for the organization) the fields to be used in the template is selected. Each Form Field selected to the Template has options to Disable/Enable, Edit and Remove. Select Edit a Form Field in a Template. In the window it is possible to set the properties of the field. The available rules for the fields are shown in the figure on the right. Required to close form Mail responsible if edited Editable when form closed Input during creation not required. Numerical value Set the rules for each Form Field in the Template. ( If no rules are set the Form Field is a text field that must be filled out when the report is created. Create a Report. This function requires that the user has the Edit Report role.

32 32 Product Introduction Select Reports > Create new Report in top menus. Select Organization from drop down menu. Choose Report Template from drop down menu: Fill out report the required fields are shown: Select Create Report. Cancel option is shown when Create Report is chosen again the report is created, added to the Report list and the responsible person has received a mail alerting her/him to the report, and on the Start Page of the responsible person the report is shown. (Until closed) Report is shown in edit mode: All fields can be edited. Notice the Upload file option. Files of any format can be uploaded to the Report. The Note option allows for adding notes to the Report. The Note tool is e mail integrated. Figure 4: Report Overview list of all open reports based on the selected template filter. Statistics ISOWARE includes an effective statistics module. A result data set can be shown on screen or as a comma separated file Excel File. A statistics design can be saved and reused.

33 33 Select Reports > Create Statistics in top menus. Select organization ( or chose a saved statistics design) In the Generate report statistic window select the criteria that are valid for this dataset. Save the statistic design by adding a Description for the design. Example saved statistics:

34 34 Product Introduction E mail Integration E mail notification is an option in ISOWARE. At the time of setting up the system SMTP server information is configured enabling the activation of e mail notification in the organization setup modules (Organization Administrator Role). Notification is an option when being responsible for approving a process/document, when a report is opened/closed/reopened, when a note is created with a recipient. Setup To see and work the Set Up module for an organization the user must be in the Organization Administrator Role. Select Settings in the top menu. E mail notification is set. Templates report templates are created. Report Form Fields are created. Rules are set. Processes the process start page for the organization is set. o Option to set predefined actors for all Swimlanes in the organization. Files file types are set. Projects projects types are set. Organizations Overview The user administration and Organization structure in ISOWARE enables the setup of several different organizations. Each organization can be connected to other organizations and/or be a separate organization totally. By splitting a large organization up in units it becomes easier to find exactly what the user needs faster. Below find a possible structure created in ISOWARE. Please discuss the organizational setup with the ISOWARE representative when the system is installed.

35 Users 35 By connecting the users to the relevant organization and by connecting Documents to the relevant organization the structure becomes very adaptable. A user can have reading rights in one organization and administrative roles in another. By adjusting the user roles and connect the relevant Documents to a given organization the ISOWARE system is adjusted exactly to the organizational picture wanted. Control can be centralized or decentralized. Users Preamble A new user can be created in the system. A user cannot be deleted if the user is involved in a process or responsible or mentioned anywhere, you cannot delete. First simple user details are inserted. Decide if the user has a personal start page. The user roles are selected. Roles for Organization Administration. Roles for Reports. Roles for Processes ( Documents) Roles for Projects.

36 36 Product Introduction The list showing the users can be sorted by selecting the column headers. Select a user and open a window for editing the user Properties. Personal Start Page. When a user is created it is decided if this user is going to have a personal start page or if his starting point in the system is the Start Page for the organization. ( The process that is selected under settings and shown if selecting Processes in top menu ) A personal Start Page gives a number of short cuts in the system. The user decides to list Documents (Processes, files, text documents) on a preferred list in the Start Page. Reports where the user is responsible is listed as well as notes send to the user. Tasks in projects where the user is responsible are listed on the Start Page.

37 Internationalization 37 Figure 5: Example Start Page with Favorite Processes and Reports Internationalization Preamble ISOWARE is supporting more languages in order to allow the process views to be shown in different languages for different parts of an international organization. When the user logs in it is chosen which of the available languages the user wants to see the system in. The Documents are shown in the chosen language if it is translated in the system. Translation Below is shown example of a process Production in a Danish and an English version.

38 38 Product Introduction The translation of a process is done in edit mode before approving a process. Select Translate in top menu (second row) and a translation window will appear. Translate word/sentence by sentence in a list format.

39 39 Contact information ISOWare A/S IT Huset Åbogade Århus Tlf.: Web: ware.dk ware.dk ISOWARE A/S 2010