Abbreviation

Abbreviation of procedure header. It is mandatory to enter abbreviation and it is not allowed to have more headers with the same abbreviation.

Name

Name of procedure header

Type

Type of procedure header - user codebook, it's used to e.g. sort or group headers according to certain criteria.

Language Name

This field allows to assign foreign language name to the header (see User’s parameters - Language ).

Number

Unique header number automatically assigned by the program.

S

Status of procedure (see icons below).

N

Deployment - provided at least one process of given procedure version exists, then icon will be displayed:

- it means that from given procedure version processes are created of which at least one process is not yet finished or it's suspended.

- it means that from this procedure version processes are created, but all of them are finished.

If column is empty it means that no process has been created yet from given procedure version.

Version

Serial number of procedure version automatically assigned by the program.

Release

Release number (not related to version). Number can be edited manually.

Revision

Revision is numbered within release and this number can be edited manually.

Abbreviation

Abbreviation of procedure name.

Valid from

Procedure validity is from given date.

Valid to

Procedure validity is to given date.

Approved

Procedure ready for process creation. It's not possible to make any changes.

Debugging

Procedure is ready for debugging, i.e. it's possible to create processes and make changes.

Inactive

I don't want to use this procedure version anymore. It's not possible to create new process nor change the procedure from inactive procedure.

Ins

Creation of new procedure version.

F6

New procedure revision (original procedure number will remain in the Release field and Revision field will show one number higher).

Alt+F2

Procedure approval (approved status).

Alt+F3

Procedure deactivation.

Alt+F5

Debugging status set up.

Ctrl+F2

Undo Confirmation of Procedure (from approved status back to editor status).

Ctrl+F6

New procedure release (Release field will show number one higher and Revision field will show number 1).

Shift+F6

Versioned procedure copy.

Procedure

Abbreviation of procedure header, language Name of procedure header.

Version

Procedure version number (automatically assigned by the program, numbered from 1 in ascending order for each header).

Status

Actual procedure status (Editor, Approved, Debugging, Inactive).

Valid from

Time from when the procedure is valid. (Procedure must be also confirmed to become valid.)

to

Time to when the procedure is valid.

Release

Release number of versioned procedure. This number can be edited after Guidelines field is checked.

Standard

General codebook of standards to closer identify given guideline (we complete it ourselves according to valid ISO 9000 standards). Field becomes active after Guidelines field is checked.

Classification

Versioned procedure classification (general codebook to closer identify given guideline).

Reviewed

Date and contact person which reviewed given procedure (guideline).

Sensitivity

Choice from user's codebook.

Revision

Revision number of versioned procedure. This number can be edited after Guidelines field is checked.

Chapter

Abbreviation of chapter (general codebook to closer identify given guideline). Field becomes active after Guidelines field is checked.

Guidelines

By checking this field given versioned procedure will be added to guidelines.

Approved by

Date and contact person which approved the procedure version.

Created, Edited, Confirmed by

Date and user which created, edited or confirmed the procedure version.

Procedure document

Document abbreviation which is assigned to procedure.

Display assignment

If checked, Assignment tab is displayed in Process and Work Step.

Objective

Description of the procedure version objective. (Task of the process.)

Distribution list

List of contact persons to which the procedure (guideline) version is addressed.

For attentio

List of roles where contact persons, included in these roles, can see whole versioned procedure in book Procedures and user's steps .

Monitoring

Contact persons included in this tab will have in Monitored Processes book included processes, which are created from this procedure. They will be able to monitor these processes despite they have no right to Browse process. This function is useful e.g. for process monitoring where other users reporting to the user have different tasks.

Right to launch

List of roles where contact persons, included in these roles, can create process from this procedure version.

Responsibility

List of roles where from contact persons, included in these roles, it's possible to choose person responsible for the process when process is being created from given procedure version. These persons can also cancel the process, provided they also have right to Cancel process. These contact persons can also see whole versioned procedure in User Procedures and Steps .

Cut

Chosen objects are cut from charts and inserted to clipboard.

Copy

Chosen objects are copied to clipboard.

Insert

Objects from clipboard are inserted to chart.

Align left

Chosen objects are aligned left (into one column).

Top align

Chosen objects are top aligned (in one row).

100%

Display scale

Change of chart size (in %).

Chart settings

Chart setting options. (For more details please see picture and fields' description below.)

Consistency test

By hitting this icon form with test result appears to show if displayed chart is consistent. Program automatically verifies if procedure starts and ends with correct step type and whether steps are connected.

Object selection

When this icon is highlighted we can select and move objects within the chart. We cannot insert them to chart.

Start

Step type Start - mandatory step, identifies start of process run; each versioned procedure has only one of these junctions.

End

Step type End - mandatory step, identifies end of process run; each versioned procedure has only one of these junctions.

Transformation

Decision

Distribution

Process steps, which functions are identical, must be connected with Link arrow.

Nested procedure

Step type Nested procedure - process step which allows to insert (nest) one versioned procedure to another.

Check point

Step type Check Point - it is step independent on process run. It doesn't continue to another junction, has no output. (For example: Process reached some important point which certain person wants to check - characteristic is added to check point.)

For attention

Step type For attention - is used to inform users. Similar like with Check Point, it has no influence on process run. (For example it informs that process has reached to this step or that certain step has been approved in the process.)

Link

Forward Arrow - process continues to another junction.

Back link

Back Arrow - can lead to different (earlier) process junction or to step type End.

Binding shape

Button appears next to Back Link icon if arrow in chart is highlighted. Arrow shape can be selected here:

• Direct - direct arrow from one step to another
• Vertical - arrow divided into 3 parts, middle part is vertical and both ends ‘from’ and ‘to’ step are horizontal.
• Horizontal - arrow is divided into 3 parts. Middle part is horizontal, both ends ‘from’ and ‘to’ step are vertical.
• Angled - arrow divided into 3 parts, middle part is vertical and both ends ‘from’ and ‘to’ step are horizontal.

Grid

Use

If this field is checked chart objects are automatically attached to grid.

Display

By checking this field grid is displayed.

Horizontal step

Entered number defines pitch between horizontal grid points.

Vertical step

Entered number defines pitch between vertical grid points.

Visible descriptions

When checked Names of chart steps are displayed.

Framing of descriptions

If checked Names of charts are displayed in frames.

Framing of junctions

If checked chart junctions are in frames.

Font

When this button is pressed form to choose font type to describe chart objects is displayed.

Disable desktop components shift

If this field is checked it’s not allowed to shift chart objects.

Priority

Each step has its Priority which determines priority of specific procedure. In specific procedure we can then change the priority. Procedure priority is also entered as default value for steps, see below.

Calendar

Field, which is entered as default value for steps, see below.

Interval type

Field, which is entered as default value for steps, see below.

Maximum time for process

Field which shows maximum time of the process run. It's calculated from step values in field Time to complete step and its calculation is based on ‘Longest path through chart’ system (logic). System ignores back arrows and steps forwarding among users during calculation. If user changes time values for steps field is recalculated after procedure is saved or button Recalculate pressed.

Recalculate

When this button is pressed so called ‘Longest path through chart’ is recalculated. Value in field Maximum time for process is recalculated according to current values entered in field Time to complete step in individual steps. In procedure chart this ‘Longest path’ is displayed by highlighting junctions and arrows with green colour.

Time to complete step

Field, which is entered as default value for steps, see below.

Abbreviation

Step abbreviation. It’s pre-defined, can be changed, must be unique within suggested procedure.

Name

Name of step. This name will also be displayed in chart at step.

Language Name

It allows to enter Name of step in other languages (see User parameters - Language ).

Documentation text

Text you want to show at step when printing reports Procedure and Guidelines.

Grouping

It allows user to include the step in group of steps (see below Grouping of steps).

Priority

Step priority is entered. Field is pre-filled according to Priority defined in procedure. User can sort steps according to defined priority in book Work steps/For processing (priority is displayed on page zero in Pt column with flag symbols of various colours - see Work Steps - Book ).

Calendar

Calendar is entered here - according to this calendar, which defines work shift of users, deadline till when user should process with step will be calculated. Field is pre-filled according to Calendar defined in procedure. Calendar set up see below "Deadline set up”.

Interval type

Interval type, which specifies value in Calendar field, is entered here. Field is pre-filled according to Interval type defined in procedure. Same interval type must be entered like in field Calendar in used calendar item.

Time to complete

Deadline till when user should complete step (approve, forward, reject) is calculated according to Time to complete step. Deadline is displayed in Process step in field Deadline. Field is pre-filled according to Interval type defined in procedure. Deadline to complete step takes into account also values entered in fields Calendar and Interval type.

Send notifications for new step

By checking this option notifications will be sent to users when new process step will be created.

Send notifications related to step completion deadline

By checking this option notifications will be sent to users when new process step will be created.

Name

Arrow name - text shown in chart next to arrow.

Order

It determines in what order were arrows leading from one junction created and in what order they’ll be served.

Change process status to

Here we can influence process status. This can be used for decision making about nested procedure steps or to display process status. Here we can see current process status or get info if process ended with approval or rejection. If process gets through the arrow process status is changed to:

• "Running” - process status will change to "Running”.
• "Do not change process status” - process status remains unchanged (default).
• "Approved”- process status will change to "Approved”.
• "Suspended” - process status will change to "Suspended”.
• "Rejected” - process status will change to "Rejected”.

Selection method

Selected method defines how and for whom the step will be created. Default entry is All.

One of them

Step is created for all persons in the Role but when step is accepted by one of the assignees then it’s cancelled for all the others. (If one of the assignees proceeds with different event than Reading, step is cancelled for all the others.)

One of selected by user

Contact persons list is displayed to user which is about to complete the step and before new step is created from which the user can:

• choose owner of the next step for which only is the new step created,
• mark with star more owners of next step, which is then created for all marked owners. When step is approved by one of them, it’s deleted for all the others.

All

Step is created for all owners in the Role. All the persons must approve the step. Event Approval is actioned when the last person in role approves the step. In case of Rejection it's enough when one assignee rejects, step is then cancelled for all the others.

All selected by user

Option to choose contact persons is displayed to user which is just about to complete the step and before new step is created. Step is then created only for selected persons. Further it's then proceeded according to selection All.

Take cost centre into account

There is condition to link workflow to organisational structure. By checking this option given step is displayed to all users of selected cost centre.

Manager

There is condition to link workflow to organisational structure. By checking this option given step is displayed to all managers from organisational structure.

Role

Step assignee from Role book is chosen here. Persons included in these roles can be chosen to solve this step.

Role deputy - Regime

Regime of role deputy based on which other persons can deputize persons included in roles and shown in Role field. Deputizing description - see Deputizing .

Variable

Variable from Definition of Variables book is chosen to this field.

Start value

Here we can enter Value which will be automatically saved to Variable when new process is formed. User can rewrite the value in the process.

Internal variable

If Procedure variable is marked as Internal, it will not be displayed in book Steps after pressing Shift+F8. Variable not marked as Internal will be displayed with its current value after pressing these buttons.

Passed entry variable

When this field is checked and if the same Variable exists in subordinate (subprocess) or superior process, values of this variable will be passed on.

Example: There’s a process with step “A“ and variable value “5“. In following subprocess there’s step “B“ with the same variable and with checked field Passed entry variable. To the value of this variable value “5“ from step “A“ is entered.

Passed exit variable

When this field is checked values of the same Variable will also be passed back when exiting from subordinate to superior process or vice versa.

Example: Step “A“ and variable value “5“ exist in subprocess. If we enter value “6“ to step “B“ of superior process with the same variable and checked field Passed exit variable, in step “A“ this variable will also be rewritten to value “6“.

Source variable

This field is displayed only when Variables are chosen and option Calculated is ticked. This variable is chosen from Definition of Variables book. Value of source variable is considered in calculated variable (see below).

Action

Here events are set up at which Scripts should be initiated or Parameters operated. Procedure has Entry as default event set up and this cannot be changed. Arrow has event Entry set up and it cannot be changed. Steps have several events pre-set, see description below.

Script

Here we can choose Script which will be initiated at action entered in field Event. Script description - see Scripts . Parameters which will be used and evaluated by the script can be entered in field Parameters.

Editor

If Script is chosen text editor with script content is displayed after clicking on this field.

Parameters

It is used to enter Parameters which will be operated at given event. Description of parameters - see Parameters . If we entered script and to the same event we also want to add parameters, which however don’t belong to the script, these parameters must be added in the next step (procedure) item.

Up

When more parameters are entered highlighted parameter might be shifted up in the list.

Down

When more parameters are entered highlighted parameter might be shifted down in the list.

By checking this field frame on the side becomes active and with programming language it’s possible to add or change functionality of existing parameters here.

Form

Script or parameter is initiated when action Form is entered and step detail in book Steps is initiated (display of form Work step).

Approval

Script or parameter is initiated when action Approval is entered and step approved by the user (if addressed to more users for approval then all of them must approve).

Forwarding

Script or parameter is initiated when action Forwarding is entered and step forwarded to deputy by user. It’s initiated also at Deputizing by user.

Reading

Script or parameter is initiated when action Reading is entered and step is read by user. This event happens if user opens step detail (in book Work Steps).

Acceptance

Script or parameter is initiated when event Acceptance is entered and step is accepted by user. By accepting user agrees to solve given step. If step should be solved by only one from given Role (see book Versioned procedures, tab Properties), step is cancelled for the others.

Monitoring

It is used to evaluate process, it initiates evaluating scripts. When this action is entered field allowing you to enter Type is displayed. Type is user codebook and here we can e.g. enter what should be monitored in evaluation.

Entry

Script or parameter is initiated when action Entry is entered.

Exit

Script or parameter is initiated when action Exit is entered and step is finished (approved or rejected).

Rejection

Script or parameter is initiated when action Rejection is entered and step is rejected by user. If step is addressed to more users, scripts and parameters are initiated already when one of the users rejects.

Process No.: WKF003; WKF004; WKF005

Report ID: SWKF002

File: WProcedure.AM

Report description: The Procedure report displays the Workflow Versioned Procedure, its Basic Info, Objective, Description and Chart. It also shows the individual Process Steps with the description, users Role and Evaluation.

Address in the tree structure: [Work Office] [WorkFlow] [Workflow Administration] [Procedure]

DistributionList- No

Yes - print according to the Distribution List. The text at the end of the report will contain the names of the people to whom the document is addressed (the contact persons stated in the Distribution List folder on the first page of the Versioned Procedures book). If more persons are specified in the distribution list, report will be created for each of them.

LogoPictureFooter - Footer.wmf

The file name for displaying the footer. The path to where the file that is to be displayed as a logo is saved is written here.

LogoPictureHeader - Header.wmf

The file name for displaying the header.

LogoPictureSmall- Logo.bmp

The file name for displaying the logo.

ShowEvaluation- Yes

Yes - the evaluation is displayed.

ShowGraph- Yes

Yes - procedure chart is displayed.

ShowChapterAbrr - No

Yes - the chapter abbreviation is displayed; No - the chapter description is displayed.

ShowLongDescr - Yes

Yes - the Long Description of a metric is displayed.

ShowMetricDescr - Yes

Yes - the Description of a metric is displayed.

ShowNormAbbr - No

No - the description of a norm displayed; Yes - the abbreviation of a norm is displayed.

SupplementQuantity - 0

Number of attachments.

Process No.: WKF003; WKF004; WKF005

Report ID: SWKF003

File: WProcessChart.AM

Report description: The Process Scheme report shows the Procedure Chart with names of the individual Procedure steps.

Address in the tree structure:

LogoPictureFooter - Footer.wmf

The file name for displaying the footer.

LogoPictureHeader - Header.wmf

The file name for displaying the header.

LogoPictureSmall- Logo.bmp

Logo.

Sensitive -

The level of sensitivity (the text which will be displayed in the header).

Process No.: WKF003

Report ID: SWKF005

File: WMetrikList.AM

Report description: The list of currently measured metrics of the QMS system. Shows the list of all variables that are marked in the Definition of Variables book as a Metric, and which are used in the confirmed procedures.

Address in the tree structure:

GroupByProcess_DSC1 - Yes

Yes - group by procedure; No - the metrics are listed alphabetically according to the Marking.

LogoPictureHeader - Header.wmf

The file name for displaying the header.

LogoPictureFSmall- Logo.bmp

The file name for displaying the logo.

Sensitive -

The level of sensitivity (the text which will be displayed in the header).

Process No.: WKF003

Report ID: SWKF007

File: WAbbrList.AM

Report description: The List of Abbreviations report shows list of abbreviations which were added to the procedure in the procedure Note, with the ‘SZ’ Abbreviation and the Description ‘List of Abbreviations’ note. It contains the list of abbreviations used in the text of guideline.

Address in the tree structure:

LogoPictureFooter - Footer.wmf

Shows the name of the file displaying the footer.

LogoPictureHeader - Header.wmf

Shows the name of the file displaying the header.

LogoPictureSmall- Logo.bmp

Logo.

ReportTitle

Own Report Title can be defined.

Sensitive -

The level of sensitivity (the text which will be displayed in the header).

ShowNormAbbr - No

Yes - displays abbreviation of the norm shown on the first page of the  Versioned Procedures book in the field Norm.

SupplementList

List of supplements.

Process No.: WKF003

Report ID: SWKF008

File: WStandards.AM

Report description: The report shows the versioned procedure as a complete ISO guideline of a process in the print version. It shows the data about the versioned procedure and also its steps.

Address in the tree structure:

DistributionList- No

Yes - print according to the Distribution List. The text at the end of the report will contain the names of the people to whom the document is addressed (the contact persons stated in the Distribution List folder on the first page of the Versioned Procedures book). If more persons are specified in the distribution list, report will be created for each of them.

LogoPictureFooter - Footer.wmf

The file name for displaying the footer. The path to where the file that is to be displayed as a logo is saved is written here.

LogoPictureHeader - Header.wmf

The file name for displaying the header.

LogoPictureSmall- Logo.bmp

The file name for displaying the logo.

ShowGraph- Yes

Yes - procedure chart is displayed.

ShowChapterAbrr - No

Yes - the chapter abbreviation is displayed; No - the chapter description is displayed.

ShowLongDescr - Yes

Yes - the Long Description of a metric is displayed.

ShowMetricDescr - Yes

Yes - the Description of a metric is displayed.

ShowNormAbbr - No

No - the description of a norm displayed; Yes - the abbreviation of a norm is displayed.

SupplementQuantity - 0

Number of attachments.

Process No.: WKF003

Report ID: SWKF013

File: DistributionList.AM

Report description: Report displays list of versioned procedures headings, for which confirmed and currently valid procedure version exists and which have the Guidelines option checked. Procedure headings are divided according to the users selected in the Distribution List field.

Address in the tree structure:

LogoPictureHeader - Header.wmf

The file name for displaying the header.

LogoPictureFSmall- Logo.bmp

The file name for displaying the logo.

Sensitive -

The level of sensitivity (the text which will be displayed in the header).