The improvement register enables you to suggest improvements to operational systems or processes. After an improvement is reported, it moves to the Manage stage where the actions required to respond to the suggestion will be determined.
Quick steps to suggest an improvement
- Go to the Improvement register, click the FAB and select Improvement
- Select 'Improvement opportunity' from the Improvement type menu
- Complete the Improvement details form
- Click Submit
Workflow
The Stage Navigation Bar displays the workflow stages that the improvement will follow once added (subject to the decisions made along the way).
Form components
| Improvement details | Describes and categorises the improvement. |
| Assign | Where you can assign who the improvement is reported to. |
| Attach records | Where you can upload or link related records to the reported improvement. |
| System event history | A chronological list maintained by the system of most entries, changes, and linkages made in the system in relation to this contract. |
Improvement details
This component enables you to describe the improvement opportunity.
- Type of issue - select 'Improvement Opportunity' (see Report non-conformance for reporting operational non-conformities).
- Source of issue - select the source of the improvement opportunity. The source could be through staff making a suggestion or from an external source.
- Origin of issue - select where the improvement was identified: internal (within the organisation) or external (outside of the organisation, eg external auditor). If the improvement was identified by an external source, specify the name of the person or the company name.
- Description of issue - describe the issue eg. 'there are duplicate processes across our programs for obtaining client consent which creates an inefficiency'. Avoid making comment about what the solution is at this stage.
Note: this field is limited to 2000 characters. Use the Attach records to attach further information, eg documents, emails, photographs. - Recommended improvement - make a recommendation as to how the process or activity could be improved. For example, 'Centralise the records for client consent thereby reducing the need to gain client consent for each program the client accesses'.
Assign
This component enables you to specify who the improvement is reported to and which business area the improvement relates to ensure delegations and communication relating to the management of the improvement aligns with organisational requirements.
- Related business area - select the business area that the opportunity for improvement relates to.
- Related meeting - select the team meeting who is responsible for monitoring this type of improvement or select the team meeting that is be kept informed of this type of improvement.
Recognised change management processes recommend engaging those who will be impacted by the change in determining the solution. Assigning improvement opportunities to the team that will be impacted by the change is an easy way to inform the team of the issues and to engage them in the solution. - Report this issue to - select the staff member who is responsible for managing this type of improvement. The person selected will be notified immediately of the improvement and will be assigned the task to manage the improvement.
Note: In ticking the Assign to me box (only available to those with a certain permission level) you will be assigned the task to manage the non-conformance. In selecting this option, the Submit button will change to Next allowing you to advance directly to the Manage stage of the workflow.
- Notify other users by email (optional) - You can use this function to notify relevant personnel that the improvement has been added to the QMS, thereby providing them with a link to the improvement. Note: users sent notifications relating to the improvement will need to be included in Access control to see the improvement.
Access control
The Access control component is where you define which users have access to view the item. You can grant access to a team or individual users, or both.
| All users can access | Select this option if you would like all users to be able to view the item. |
| Specify who can access | Select this option to control which users can view this item. |
| Teams | Select the team/s who need to view the item. |
| Individual users | Select specific users (if they are not included in the selected team/s) who need to view the item. |
| Who can view? |
Click this button to see a list of users who can see the item based on your selection. The list will also include those users assigned to the item in the workflow. Note: Users with system level permissions to see all items will also be included. |
Important: If your organisation has implemented the Business Rules Builder feature, some or all of the assign fields may be pre-populated and not editable. These selections will be based on conditional logic that has been pre-coded by your System Administrator. This feature helps to ensure the improvement opportunities are assigned to the right business area, right meeting, right manager, right viewing permission levels, and the right people have been notified. The Business Rules Builder is designed to make it easier for staff to report.
Attach records
This component enables you to upload or link related records, such as correspondence, emails, photographs relating to the improvement.
- Record name - When naming the record ensure the description is meaningful and easily found when searching. For instance, 'Process Improvement Report - Client Consent'.
- File or Link - click on Choose file and navigate to the record on your computer. If you have links enabled, toggle to change the control to add a URL to the record. The URL must be a in a web (http://) or Microsoft Sharepoint format (https://<company>.sharepoint.com/...).
- Viewing permissions - only users with permissions to see the item will be able to see attached records.
Submit/save the form
The green Submit button will save the form and progress the item to the next stage of the workflow.
Select Create a related item if you want to create a separate linked item on another register when you save the form. A link between the two items will be displayed in each item's System event history. This may be useful when you want to suggest an improvement in response to the improvement.