Module this functionality covers
What is this functionality for
The flow of approver of the action plan of a Problem Solving, consists on having one approver per Problem Solving. This Approver will be responsible for approving/disapproving requests to change dates, changing responsible parties, deactivation requests and completing Tasks of that Problem Solving. All requests and approvals/disapprovals will be recorded in the Task's LOG.
To use this flow, create a Problem Solving, go to the Improvement Opportunities module and click the Add (+) button. Fill in all required fields and click save.
When the user creates a Problem Solving he will automatically be the Approver. Right after the creation of the Solution, the Creator Approver will be able to insert another Participant of the Solution as Approver in his place (the main role of the Problem Solving and the administrators/super users can also define who will be the Approver of the Action Plan Tasks of that Problem Solving and will be able to change it). It is mandatory that there is an Approver in Problem Solvings that have an action plan and it is not possible to set more than one Approver.
When changing the Approver within the Problem Solving, all pending reschedules (changes) will be reassigned to the new Approver.
Action Plan Approver and duties
The Approver will be responsible for approving:
- Changes in the Task deadline,
- Changes in the person in charge of the Task,
- Task Deactivation,
- Task Completion
As soon as a change/deactivation/completion request is triggered, the Approver will be able to perform the approve/disapprove action in the “My Panel” Schedule:
If the Approver approves any request, then the system will reflect the change after the APPROVAL. If the approver disapproves any request or flow, then the approver must justify the decision and the system will NOT reflect the requested change.
When the approver receives a request to change the Person Responsible, if this field is empty, he must fill it in before approving:
Another way for the Approver to be able to approve or disapprove a Task is in its Details. You can approve or disapprove a change/completion by clicking on a Task, either in the task listing in My Panel > Schedule or in the action plan task listing when editing a Problem Solving:
Alteration Requests (deadline, responsible, deactivation and completion)
It is possible to submit a suggestion to change the Deadline for approval, and this change must be approved by the Approver within the Problem Solving. The deadline change will only occur in the system after approval by the Approver:
It is possible to request the change of person in charge (assign the Task to another person) and this change must be approved by the Approver within the Troubleshooting. The change of one person responsible for another must only occur after approval by the Approver.
When suggesting a change of person in charge, the “new person in charge” field will not be mandatory in the rescheduling:
It is possible to submit a Task deactivation request which will enter the approval flow. The Task will only be deactivated after the Approver Approval:
When the Task (regardless of whether it is a Main Task or a Sub Task) is completed at 100%, an approval will be automatically triggered for the Problem Solving Approver, so that this Completed Task status is approved or not.
When a Task runs to 100% while its status is pending Approval, its execution will be updated to 100%, this also goes for the Problem Solving progress (i.e. if the Task was at 80% and moved to 100%, the system will apply the execution of 100% both in the Task percentage and will advance the Problem Solving percentage even with the pending Task status)
When a Task is executed at 100%, its execution will be 100%, but the COMPLETION of the Task occurs after Approval.
When a SubTask is executed at 100%, this execution will be applied to the Main Task and the Problem Solving even if the Sub-Task Status is pending approval
If the approver rejects a Task completion request (regardless of whether it is a Main Task or Sub Task), the status/progress of the Task will return to the last recorded execution, consequently the execution of the Problem Solving must also be adjusted (For example, if the Task was at 85% and moved to 100%, if the approver disapproves this completion, the Task will revert to 85%).
Types of Permission
Main Problem Solving Functions:
The Main Function of the Problem Solving (regardless of permission or role in the system) is able to change the person in charge, deadline, completion and deactivation of Tasks.
When the Main Function changes the deadline, responsible person, completion/deactivation of the Tasks in the Solution Identification and Analysis phases, approval is NOT required and the changes will take effect immediately in the system
When the Master Role changes deadline, changes assignee, completion and/or disablement of Tasks from the Problem Solving Execution phase, approval is required and the business rules are the same as for non-primary role users.
The main role of the Problem Solving and the administrators/super users are able to define who will be the Approver of the Action Plan Tasks of that Problem Solving and they will be able to change it. The Approver can have any role in that solution.
Users who are not Main Role
Solution Action Plan Task Assignee/Creator and/or administrator/super user who are NOT Key Roles, must be able to suggest change of assignee, deadline, completion, and deactivation of the Action Plan Task.
When the Responsible/Creator of the Action Plan Task of the Problem Solving and/or administrator/super user who is NOT the Main role changes the responsible, deadline, completion and deactivation of the Action Plan Task of that Solution, independent approval of the step of the Problems solution
NOTE: Problem Solving Participants who are do not have the main role, nor the responsible/creator of the task of the action plan of the Problem Solving and/or administrator/super user) should not be able to suggest reprogramming of the four reprogrammable pillars
Task Log (Show History of Changes):
In the Task details, in the LOG, the actions of the users of that Task will be recorded, from requests for changes, to approvals and disapprovals. This LOG will contain which changes were made, who requested the changes, who approved them and the date.
In this flow, we have notifications by email and in the system (bell icon).
When the user requests a change/completion of the Task, this request will be forwarded to the Problem Solving Approver's Schedule (My Panel) in addition, an email will be sent to the Approver, this email is daily, that is, the Approver will receive requests once a day
When the Approver approves or disapproves a change/completion request for a Task, an email is instantly sent to the change/completion requester notifying of the Approver's action.
In addition, whenever a request is triggered or approved/disapproved, the requester and Approvers will be notified in the system (bell icon)
- When the Problem Solving is in the APPROVAL phase, it is NOT possible to change or request changes to the Tasks (independent of the user) and the system will return the message: The Action Plan is blocked because this Problem Solving is in Approval.
- If the Problem Solving does not have the Action Plan tool, the Action Plan Approver field will NOT be displayed on Participants.
- Only the change/completion requester can cancel/change the submitted request.
To enable the approval flow for actions beyond rescheduling the date, that is: to deactivate the task, complete the task, change the person in charge of the task, it is necessary to contact the Siteware Support team, otherwise your company will continue using the approval only for the rescheduling action.
- To contact Support: Focal point with permission to open tickets use the link support.stratws.com;
- Users who do not have permission to open tickets, contact the Stratws focal point within your company.