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Dolphin user Manual

1. Update Customer Contact Details Notes Tab The notes tab 1s to allow you to write down what the investigation was and why we are raising actions Customer Care SIR ad Customer Care Number Commencement Feedback Customer Notes Actions Attachments Close Out tee SC Date Date i e Acknowledge rien E Notes Actions Tab This tab holds any Actions and Improvements that are related to resolving this Customer Care issue They are created by selecting the Add Action button The Actions only get added to the Actions tab when they have been raised and saved Dolphin Version 2 3 1028 0 5 31 15 May 2007 BT e Softw The Customer care record can only be closed if all Preventive Action amp Improvements have been closed The blue preview lines denote the Actions required in the Action and Improvement and are only shown if the Auto Preview preference is set Customer Care e o SC i Commencement Attachments Close Out Attachments Tab This tab is used to attach any documentary evidence that may be relevant to the incident For example you might comment that a certain document is in error and attach it to this tab for future viewing By attaching the document to this tab you preserve a copy of the document as it 1s for future reference You can also scan documents such as reports handwritten notes Certificates of Training a
2. This authorization causes five things to happen Firstly 1t locks all of the existing information Secondly it sends and email to the Originator identified in the Raised by box asking them to review and close out the Action Improvement Thirdly it initiates a further Improvement Report quoting this Improvement Report as the originating function and the Actionee for this Improvement now becomes the Originator for the subsequent one Fourthly the Scheduler is updated to show the Action Date Note that part of the originating function for the new Improvement is to feed back the new Action Improvement number to this Improvement Fifthly the Stage of the Action Improvement is updated to show Complete with Addition in the top right of the form Selecting Option 3 This action cannot be completed until after further Improvement has been completed is selected by pressing the Option 3 button This authorization causes five things to occur Firstly it locks all of the existing information Secondly it initiates a further Action Improvement quoting this Action or Improvement as the originating function and the Actionee for this Action or Improvement now becomes the Originator for the subsequent one Thirdly an e mail is sent to the Originator explaining that completion of this Action Improvement may be delayed due to the fact that a further Action or Improvement has been identified Fourthly the
3. Attachments Tab The fifth tab is used to attach any documentary evidence that may be relevant to the audit For example you might comment that a certain document is in error and attach it to this tab for future viewing The document will be changed and any evidence of the error will be lost However by attaching it to this tab you preserve a copy of the document as it is for future reference View Intemal Audit Internal Audit 1 Main Audit Trail Audit Report Actions Improvements Attachments Drag a column header here to group by that column Dolphin Version 2 3 1028 0 5 16 15 May 2007 You can also scan documents such as reports handwritten notes Certificates of Training etc and they will become a permanent part of this Audit Record The functionality for these buttons is described in the Attachment Tabs section 2 1 3 External Audit This screen holds all the data relevant to an External Audit including Actions Improvements and any scanned and attached documents such as external reports and hand written notes The toolbar buttons across the top work in exactly the same way that they do in all other records within the Data Centre Main Tab External Audits GEES o oe Add Action 4 Add Improvement c Print lr Save gt lt Exit without Saving gf Save and Exit E External Audit Number 1 Mam Audit Trail Results Actions Improvements Attachments Audit Date
4. 5 2 1 11 Meetings This area can be used to plan and hold the minutes of meetings of many different kinds Meeting Type The first popup that appears after selecting Add enables you to Sign Of Type choose the meeting type and what kind of sign off to the meeting ee there will be Ee The first two tabs and the last two tabs of the meetings records are the same for all types of meetings The additional subjects are added or removed using the Add Tab and Delete Tab buttons on the toolbar Please Select Meeting Type Distribution Closed From the Explorer Bar select the list of Meetings On the toolbar select Add This creates a new record with the four basic tabs on it Details Tab The first tab is to record the details of the meeting such as location date time Chairperson attendees and there is even a notes area so that announcements and other information can be recorded prior to the start of the meeting Minutes of Meeting Before Attendees can be added to the record the record must be saved thereby allocating it a record number and storing it in the database You will be prompted to do this should you forget DolphinNet d Meeting must be allocated an ID Number Press SAVE to allocate To remove Attendees select them on the list of Attendees and click on the Remove button Ary Other Musicas These me the note chat ae aed tn hock off the meang The Chaipersan a
5. Cel New Mail gt lt Delete 3 Print gf Close E C Group jy view Type Kark to Outlook Home A Forward Ey Reply g Shortcuts In Box From Subject Date Accessed 7 Andy Galloway kih dlfk jv bdfl kgbdi tkg E 30 Sep 2005 21 34 15 Reporting Audits Uu ou Conducting Audits Mail Attachments From Neil Forsyth Date 05 09 2005 04 43 32 Subject Conducting Audits This Document Has Been Modified 6 2 File Menu 6 2 1 Deal New Mail This button causes a new mail composition screen to open New Mail Tor Cancel y Send E New Mail From Andy Galloway Date 30 Sep 2005 08 54 07 Subject From here using the To button a User can select the recipient or group to which the mail is sent The User can also state a subject and text for the message The person logged in as the current User is automatically entered as the sender of the Mail and the system date and time is entered as the Mail date and time Dolphin Version 2 3 1028 0 6 2 15 May 2007 The Mail can be deleted using the Delete button at any time up to the point that the Send button is pressed Pressing Send updates the time part of the Date field and logs the Mail in the mail database The next time the recipient logs in they will be informed that they have received a Mail from this User It is possible to link data centre records process maps dolphin and local documents to inter
6. Module Trainer Date of Training z iple Selectioms of SAME Module Trainee Prom fTadiwe _in Cotdra Trainer From Trainer Combo Train Date From Date Combo Im Ext From Module Rating o Status Commencement Module From Value in Column Z Version From Skill Doc Rev History All listed training can be allocated by clicking on the Add All button This option creates a Training Record for each entry on the list for the date specified but does not allocate a Trainer to the Training Record The Trainer must be added manually by opening the Training Record and selecting the Trainer from the drop down list See Training Records The Print button causes a list of all outstanding Required Modules training to be printed The Close button closes down the utility Passed Renewal Date Training that has a shelf life 1 e needs to be renewed every two years such as Fork Lift Truck Operator First Aid Training Grade 2 Welder etc is marked in a Training Record as being Renewable the Renew box is ticked The Training Record then has an additional date inserted to show when the training should be repeated The default date is 2 years but can be set to any date Training Records bell Save X Exit without Saving Save and Exit E Commencement Training Required Module Training Report Training Results Attachments C T NES i Intemal External QA Trainee Training Module Version 0
7. o The User is informed how many unfinished modules will be affected o The Training Module is deleted from all related Module records o Dolphin gives the option remove the module from required modules database It is possible to reinstate a training module which removes the obsolete marker by right clicking on the required training module and selecting Reinstate Training Module 5 2 2 6 Competency Levels In this Subrecord we determine the various skills levels for the Training Modules As a minimum we need to differentiate between someone who is Untrained the default someone who is trained and someone who is competent Apart from that you can have as many levels of expertise as you need This Subrecord is a drop down item within the Training Records Data Centre tcs o Options Records Utilities Records SubR ecords Departments Job Titles User Types User Breakdown Training Modules Competency Levels Trainers Supplier Fault Types Customer Complaint Types Cause Codes Required Modules Required Competencies Standards Dolphin Version 2 3 1028 0 Ji Add oe View gt lt Delete B Home Competency Levels Rating Untrained to be Supervised Trained Competent Expert Surveyor Trainer Consultant KEk Print gf Close Click on one of the links to the left to see the related data 15 May 2007 s ECG CG If the name of the Competency Level is amended via the
8. Dolphin Intelligent Software User Manual For Dolphin Version 2 3 1028 0 Dolphin Software Limited 2004 2007 E A ECG E Chapter 1 Contents Coan d ee co inicios E E erent eter sr tr ter trem ters 1 2 Cira Mi DO tica 2 1 Capilar DONA A eee eee cee eRe 3 1 S In Ag 3 2 hl BEE MICA E TEE T TE rate nt TEE E E TE E 3 2 SOEN ENEE ER E EG 3 2 ele WK 3 3 ls MAL WE 3 3 ON E o eea A E 3 3 SL REPO tk a 3 3 SL LO One dile Ceras 3 3 A e Pe ii 3 3 AS Aa 3 3 Sela Eet EE 3 4 SA MS ME 3 4 AA A o acces nace oreo tees 3 4 SO DEA AI o oo A 3 4 Die E Consultant Kee TEE 3 4 3 1 3 Katz EE 3 4 Dela ells VIS es 3 4 lo VIEW LIO 3 4 o ia 3 5 3 1 4 ipod PP O o oo EPA 3 5 A A 3 5 JEA A A A e E N 3 5 Ad ADO DOI acts 3 5 AA 3 6 all rey ent NR E 3 6 2 2 2 OS EE 3 6 3 2 3 Data COMO US ron A IO A 3 6 3 2 4 Data Centre Actions and Er ee temita 3 6 GR E EE 3 6 3 2 6 D AE i EE 3 6 GE A 3 6 3 2 8 CEN CHUNG EE E EE E EE E E 3 6 3 29 Penal A e e ei i PER A 3 6 SA AAA E EE NE 3 7 BE E Ee 4 D DE E ER EPOC CICESE AAA 4 1 4 1 1 EE ee 4 4 1 2 MINS A AEAII E AN NA A A N NA E ER 4 1 4 1 3 ERT DEE 4 1 4 1 4 eS oat OPA OPA 5 RS otuahatavanta ands annahindtinislenasoenatateumneenasasadeaaeds 4 Dolphin Version 2 3 1028 0 1 2 15 May 2007 4 1 5 Uer EE dee 4 4 1 6 HOW Overview POON DES EEN 4 4 A N 4 2 4 1 8 A salarsicteabeoetbedanenssctesctestevsiceneteae 4 2 4 1 9 PST Coordinator EE
9. Please specify the page number ee Insert the page number and click on the OK button to go to that last page In a single page report this option is greyed out and cannot be selected 9 2 3 6 Close Current View This option is currently disabled in Dolphin as the Menu Bar and the Dolphin Button Bar provide this functionality 9 2 3 7 Print Report Clicking this button opens the Print Dialogue Box and the report can be printed in its entirety or by selecting the relevant pages using standard Windows print dialogue notations The report can be printed to any system printer even 1f a fax printer has been set up To send the report by email it is recommended to use the Export Report option 9 2 3 8 Refresh If the data represented in the report is changed in the Data Centre after the report has been generated pressing the Refresh button updates the Report with the new data Dolphin Version 2 3 1028 0 9 3 15 May 2007 9 2 3 9 Export Report Pressing this button creates a pdf version of the report and opens a dialogue box so that the User can select the name for the new pdf file and identify the location where it will be stored once created Export Report My Recent Dolphin Demonstrations Documents Ha Dolphin Training Modules ECH Downloads 53 Screen Shots ECH Shapes go Zip Files GEI An overview of Dolphin pdf ZE Mice Layout pdf GEI Mice Layout ap pf My N File name Internal Audit Details
10. The Node Properties of the newly created Node are the default properties as set either in Preferences or as specified for that Process Diagram if updated either under the Edit Menu Set Default option or by using the Set Default button Once a Node has been created it can be updated as per the Edit Process Diagrams section 7 8 8 2 Select Mode In Select Mode nodes and links can be selected for editing linking resizing aligning moving etc Some operations can only be performed on one Node or Link at a time even if many Nodes are selected Other operations are carried out on all Nodes or Links that are selected There are two ways to select multiple Nodes or Links Select an Area Many Nodes can be selected by describing a rectangle on the Process Centre canvas drawing area to take in all the nodes or Links that the rectangle touches or encompasses Dolphin Version 2 3 1028 0 7 31 15 May 2007 Described rectangle defining the capture area This will result in all these Nodes being added to the selection with the first one in the selection as the Reference Node Other Nodes can be added to the selection using the Individual Selection method described below Similarly selected Nodes can be removed from the selection To select a different Reference Node deselect and then reselect the Reference Node Do this until the correct Node 1s shown as the Reference Node Individual Selection Individual Nodes and Links c
11. The third tab holds any Actions and Improvements that are related to the audit They are created by selecting the Add Action button or the Add Improvement button The Actions only get added to the Actions Improvements tab when they have been raised and saved The blue preview lines denote the Actions required in the Action and Improvement and are only shown if the Auto Preview preference 1s set Dolphin Version 2 3 1028 0 5 18 15 May 2007 External Audits pe File _ i i A Add Action p Add Improvement y Print fl Save XX Exit without Saving External Audit Number 1 Mam Audit Trail Results Actions Improvements Attachments Actions f Improvements Index Date Raised Raised By Prop Act Date Be Actioned By Cause Code 152 21 January 2006 Andut 20 February 2006 lt Unknown gt Cerate a training system fo be Post production department 166 21 January 2008 Andy 20 February 2006 Unknown Create a comprehensive reporting system for the Production Department Any corrections corrective actions preventive actions or improvements that are flagged up as result of this audit should be raised from this tab This will give full traceability between the actions and this audit Attachments Tab The fifth tab is used to attach any documentary evidence that may be relevant to the audit For example you might comment that a certain document is in error and attach it to this tab for future viewing The do
12. User Breakdown Training Modules Competency Levels Trainers Supplier Fault Types Customer Complaint Types Cause Codes Required Modules Required Competencies Standards Trainin Module Course Type External Course Type Internal Calibration Commissioning Systems Contract Review Control of Corrective Maintenance Control of ID Cards Control of Preventive Maintenance Corrective Maintenance Visits Customer Complaints Handling Customer Satisfaction Disconnections Handling Engineer Call Out Enquiry Handling False Alarm Management Handing Over Systems Installation of Access Control S ystems Obsolete Training Modules Training Modules gt Doc Link TM Calibration TM Commissioning TM Contract Review TM Control of Corrective Maintenance TM Control of ID Cards TM Control of Preventive Maintenance TM Corrective Maintenance TM Customer Complaints Handling TM Customer Satisfaction TM Disconnections TM Engineer Call Out TM Enquiry Handling TM False Alarm Management TM Handing Over TM Installation of Access Control Systems Click on one of the links to the left to see the related data Internal Internal Internal Internal Internal Internal Internal Internal Internal Internal Internal Internal Internal Internal Internal Course Type A Right clicking on a training module now gives the option of making that training module obsolete which has the following effects
13. le meeting so that an agenda can be worked out and 4T abe Te a Rint Me Seton Savino followed or they can be added during the Ke d Refresh Actions 0 View Action EB meeting Details Previous Meeting Supplier Review Any Other Business Attachments Signo Agenda ltem Title Reporter User 1 Details of Report The person reporting to the Chairperson on this subject is selected from the drop down list of users When they make their report using good report writing skills add to the Details of the Report box a brief summary of their report Include dates times names etc Be factual and accurate record what was said and by whom and what conclusions were reached with regard to this subject Should there be any actions arising as a result of this subject being discussed raise a new action by clicking on the Add Action button Index Date Raised Raised By Prop Act Date Be Actioned By Cause Code For speed 1t may be that the minutes are revisited after the meeting has closed and all actions raised at that point Continue through all of the additional tabs recording the reports and raising actions as necessary Until you run out of subjects and come on to the Any Other Business tab Dolphin Version 2 3 1028 0 5 54 15 May 2007 Any Other Business Tab This tab is used to record all discussions that are not part of the general subject matter of the meeting but that still need to be addressed
14. Man Audit Trail Results Actions Improvements Attachments Audit Trai The auditor concentrated mainly op the workshops and the factraty production area Notes were made of all of his comments as he conducted his audit and they are attached to this audit record In particular the auditor checked the training records of a large selection of personnel who were working on the new assembly line the calibration records for the new assembly line testing area and post production support for the new range of cars being produced Results tab The third tab is used for recording the summary of the results of the audit This can also be accompanied by comments on the various items that appear in the auditor s report External Audits i ae dd Action Add Improvement 3 Print fl Save gt lt Exit without Saving gf Save and Exit E External Audit Number 1 Main Audit Trail Results Actions Improvements Attachments The audit revealed weaknesses in the following areas Production planning 1 noncompliance Training in the Production Department 1 noncompliance Order Acceptance 1 noncompliance Post production support 2 Observations The auditor commented that these are all relatively easy bo rectify and an Action Plan should be drawn up and submitted by 21st August 2004 The auditor s report is attached to this audit record When produced the action plan will be attached here also Actions Improvements tab
15. Normal GAS RR E ost Continual Improvement of the Quality Ch Management System Customer rement Analysis Requirements Manage h E H Value Adding Activities Information Flaw v lt gt Edt On QM102 Quality Management System Process Revision 57 Authorised SimonO Date 15 08 2004 Draw From here an Administrator or Process Mapper can create and link any number of flowcharts Process Maps to any Centre within Dolphin any external program document any internal document or process map In short you can define the exact way you require your company to run Below is a description of the truly immense possibilities made possible from the Process Centre 7 2 Creating Process Diagrams A Process Diagram is a series of Nodes of various shapes and colours connected together by various Links There are three different ways to create new Process Diagrams within the system 1 Create File from New 2 Copy Existing Diagram 3 Import Existing Diagram Dolphin Version 2 3 1028 0 7 1 15 May 2007 Tela L Create File from New To create a new Process Diagram from new open any Process Diagram click on the File menu and select New or click on the New icon on the button bar When prompted enter the Process Name DolphinNet Enter the new Process Name Teo PROT Cancel FR Hew Process This should begin with PR Some examples of this are PRO1 PR Help File 02 PR Main
16. Process Map PR Sales 01 etc This will become the file name and will be saved with the extension flw in the FlowCharts subfolder There is a limit of 75 characters to this file name Click on OK and in the next dialogue box enter a description of the Process Diagram DolphinNet Enter the new Process Description e q OP205 Internal Audits Cancel This is a description of a new Process Map This information will appear on the Status Bar at the bottom of the Process Panel This can be changed at any time by an Administrator or Process Mapper clicking on Edit Change Form Name There is no need to be in Edit Mode to do this JFF This t a description of a new Process Map Revision 1 Gul Galloway Date 01710 2005 Draw FR New Process Dolphin Version 2 3 1028 0 7 2 15 May 2007 7 2 2 Copy Existing Map To create a new Process Diagram from an existing Process Diagram open the Process Diagram to be copied click on the File menu and select Save As DolphinNet Enter Description of the change Cancel New Process Map created from an existing one When prompted the description of the change in this case the reason for creating the new file This description will appear in the list of revisions in the Revision History Click on OK to continue the Save As routine When prompted in the next dialogue box enter the Process Name Save Im 4 FlowCharts La
17. The Node can then be dragged anywhere on the Process Diagram Once you are sure that the Process Diagram is how you want it you must save it On the File menu select Save When asked Are you sure say yes Input the reason for the change It is a good idea to put down a description of what was added or changed as this will become part of the Revision History for the Process Map Click on OK to save the document Please note that Administrator access 1s required to change or save a process Once the editing 1s complete and has been saved go back to Normal Mode as opposed to Edit Mode by selecting Change Edit Mode from the Edit menu 7 3 5 Add a Link Press the L button on the keyboard to open the Link dialogue box This is shown below AA Internal Audits External Audits Actions Improvements Customers Customer Care Suppliers Training Records Evaluation Meetings Equipment Users The functionality of Linking to nodes is very similar as for linking items to a group within the Link Explorer in Preferences There are certain limitations on file naming conventions that must be followed to allow the Link function to operate These are e All Internal Documents within the IMS Centre must start with DD and must be saved as an RTF Rich Text File within the Docs Sub Folder This 1s to be changed in a release of Dolphin in 2005 so that pdf documents and doc documents can also be saved a standard
18. as a ready reference for auditing to ensure that the latest versions of the documents are held the Subrecord is also required in the External Audit Report Dolphin Version 2 3 1028 0 5 70 15 May 2007 Data Centre F Actions Options Records Utilities H Group A Preview S view Type E Add oro view X Delete B e Records E Standards SubRecords Departments Job Titles User Types User Breakdown Training Modules Competency Levels Trainers Supplier Fault Types Customer Complaint Types Cause Codes Required Modules Required Competencies Standards Click on one of the links to the left to see the related data If a standard title is changed via the Edit facility it will not affect any previous internal or external records because these are historical records 5 2 2 15 Equipment Type It is necessary to populate this sub record and the Test Frequency and Check Groups subrecords to allow management of the Equipment Checks in the Records Section Data Centre Equipment Type D on ene of the ines bo the left ho ses the related data Dolphin Version 2 3 1028 0 5 71 15 May 2007 5 2 2 16 Type of Check This subrecord is used to store the data for the Type of Check field used in the Equipment Checks records Data Centre i Actions Options Records Utilities i E Gru M Preview 4 view Type i od Add ee View gt lt i Hom
19. button causes the Report to be generated on the screen Report Viewer DB 3 File gt Home yf Close W 4 gt ph xg 0 4 a MainReport Customer Care Detail Number 3 Customer A001 gnfghfg Contact hhytyh Rating l Very Dissatisfied Topic ghkjgcjgchjghjghjgchjghjgh Related Improvements Number Due Date Stage Current Page No 1 Total Page No 1 Zoom Factor Page Width This Report can then be printed or exported as detailed above 9 3 4 Supplier Reports 9 3 4 1 Supplier List The Supplier List Report has no filtering options to select in the right hand panel Clicking on the View Report button causes the Supplier List Report to be generated on the screen 9 3 4 2 Supplier Detail The Supplier List Report has no filtering options to select in the right hand panel Clicking on the View Report button opens a Supplier Filter dialogue box Select the supplier from the drop down list Supplier Filter Supp Code Generate Report Clicking on the Generate Report button causes the Supplier Detail Report to be generated on the screen Dolphin Version 2 3 1028 0 9 13 15 May 2007 Report Viewer SEE File Home WH 4 EN LOS MATA MainReport Supplier Details Contact Telephone Mobile Fax EMail Address Town County Country Post Code lt Current Page No 1 Total Page No 1 Zoom Factor Page Width This Report can then be printed or exported as detai
20. checked 1s that the development of Dolphin is driven by consultants not by software engineers All other software starts out as the brainchild of a software company then when the software is at the beta testing stage they develop a network of consultants to distribute and use the software At DSL the difference in approach may seem cosmetic but is in fact a world apart The software has been developed to provide the functionality that the consultants need in order to help their clients achieve the objectives of business effectiveness and continual improvement Dolphin is the only software tool that will enable a full management system to achieve the status of Corporate Social Responsibility through pre defined targets and controlled and measurable progress towards those goals The software then is a tool to enable the development of paperless management systems However itis only a tool Many companies who produce Process Mapping software forget to tell you that once you have the software you still need to develop the process maps control the documents and control the records With Dolphin Intelligent Software this is made incredibly easy as the records are built in the document control is a feature of the software and the process mapping software is infinitely variable Bear in mind Dolphin has been developed by consultants because they wanted to provide paperless management systems to their clients Dolphin Version 2 3 1028 0 2 1 15 May 200
21. o Print fel Save gt lt Exit without Saving gf Save and Exit E James Forsyth Contact Details Appointment Details Training Authority Attachments Appointment Responsibility Job Title Administration Assistant The Administration Assistant is responsible to the Office Manager for the OE following tasks and activities Department Administration Handling Customer Enquiries Start Date A i Logging Customer Complaints Induction D ate Maintaining Customer Files Start Process Hone gt Education Qualifications and Experience Previous Training Finish Date Required Training Modules can be planned and arranged using the Utilities Menu in the Data Centre Once the company induction is completed this record should be revisited and the Induction Date box ticked as completed When the member of staff leaves the company this record should be revisited and a tick put in the Finish Date tick box Dolphin will ask if the cleanup routine 1s to be activated If so the Finish date will automatically be entered for that date This is important as the User will then be removed from all drop down lists and a report can be generated of all tasks that are allocated to this User at the time that they left the company This User will also have their skills removed from the Required Competencies calculations and a Critical Skills Shortage Report may show a shortage in certain areas that this Use
22. 3 1028 0 5 62 15 May 2007 Data Centre Sele Actions Options Records Utilities Group Ps Preview CH view Type E a ero View Delete a Home Records User Breakdown SubRecords Departments Job Titles dl Lise tor ee Auditors MAM Attendees Bae Types Andrew Galloway rs Safety Council Members User Breakdown User Types MAM Attendees Tea Makers Training Modules Andrew Galloway MRAM Attendees David Jones MAM Attendees Neil Farran MAM Attendees Competency Levels Trainers Supplier Fault Types Customer Complaint Types Cause Codes Required Modules Required Competencies Standards Click on one of the links to the left to see the related data Then select the member of staff UserID Data Centre Actions Options Records Utilities d M Group A Preview 4 view Type E A i ore View Delete a gt Home lt t Records SubRecords Departments E SS Se CS e Safety Council Members Job Titles dsads werfest Andrew Galloway David Jones User Breakdown Deborah Sutton Training Modules John Smith MRM Attendees Natalie Ross Competency Levels Mad Raras MAM Attendees ie SalyJones AAA Supplier Fault Types User Types Auditors MAM Attendees Customer Complaint Types Cause Codes Required Modules Required Competencies Standards Click on one of the links to the left to see the related data Then press Enter on your keyboard to write the information to the
23. 3 3 1 Customer List The Customer List Report has no filtering options to select in the right hand panel Clicking on the View Report button causes the Customer List Report to be generated on the screen 9 3 3 2 Customer Detail The Customer Detail Reports can be printed out based on the selection or filtering criteria set up in the right hand panel Report Generator File af Close Report Explorer X Customer Detail Er ea Reports D Audit Reports Please Select the Criteria ES Improvement Reports Ss Customer Reports Customer Code 3 Customer List Sy Customer Detail den Customer Care List ta Customer Care Detail d Supplier Reports I G Mal Reports D A Department Reports G User Reports G External Reports I Training Reports aS Meeting Reports y Cape Select the Customer from the drop down list and click on the View Report button This causes the Customer Detail Report to be generated on the screen Report Viewer fel Eile AEA AEEA gt 44 gt gt x amp ff zs amp MainFepart Customer Detail A00 Contact hhytyh entehfg Telephone Mobile Address hjfhjjx Fax fohjfehjf fehjfahj EMail htytytyierdeydeyhzyhdyh com Town fohteh Notes County yarr rf rotu urbuy ryrsy roy ry ry r tu ru u tutyutyu tyutyuyu Country Post Code dyhtdh Current Page Mo 1 Total Page Mo 1 Zoom Factor Page Width
24. Administrator to specify a Document Group that will be used specifically for Training Modules This is an integral part of the Training System and the in built Training functions within Dolphin will not work properly unless training Module filenames begin with the two letter designator specified here 4 1 11 Sort User Centre by When accessing the User Centre from the Dolphin Main Page the list of Users is presented on the screen as a Section of the full list and you must scroll up or down to find the User whose details you want to access This Preference allows you to list the Users by Company ID Employee Number Alphabetically by Surname or Alphabetically by EERE Departmental grouping Coordinators Doc ST Data Centre Je Schedule Centre System Prefs gly NetworkID L Link Explorer fa Processes WS 4 2 Network ID Server ID Es This tab contains the data relating to network dongles The Network Dongle box is ticked if this option is used and the Machine name containing the dongle is entered into the Server ID field For network support see your reseller for full installation details For a stand alone system the IP Address should be 127 0 0 1 the address of a local machine A Static IP Address can also be used Dolphin Version 2 3 1028 0 4 2 15 May 2007 Preferences e Coordinators Documents Data Centre EF Schedule Centre 4 3 Link Explorer LE System Prets L Network ID Link Explo
25. Centre Align Right Align T EE 7 6 4 2 Align Centre Upon selecting a group of nodes the User can vertically align all the centres of the Target Nodes black handles with the centre of the Reference Node white handles Align Middle Align Bottom LJ El D Space H Hr d 7 6 4 3 Align Right Upon selecting a group of nodes the User can vertically align all the right hand edges of the Target Nodes black handles with the right hand edge of the Reference Node white handles i Size Width Ze ZP E Size Height 7 6 4 4 Align Top Upon selecting a group of nodes the User can horizontally align all the top edges of the Target Nodes black handles with the top edge of the Reference Node white handles 7 6 4 5 Align Middle Upon selecting a group of nodes the User can horizontally align all the middles of the Target Nodes black handles with the middles of the Reference Node white handles 7 6 4 6 Align Bottom Upon selecting a group of nodes the User can horizontally align all the bottom edges of the Target Nodes black handles with the bottom edge of the Reference Node white handles Dolphin Version 2 3 1028 0 7 24 15 May 2007 7 6 4 7 Space H Upon selecting a group of nodes this option evenly spaces the nodes horizontally taking the leftmost node as the Reference Node The User is asked the number of pixels between each node The default for this is 10 pix
26. DB Admin changed Edit Fassword 3 1 2 2 Preferences This takes the User to the Preferences dialog 3 1 2 3 DB Admin This section is for use by Dolphin Software Limited only This allows access to the Dolphin Database 3 1 2 4 Consultant Tools This section is password protected and available for Consultant Use only If you require assistance select the Help button on the Home Page and then Reseller Details The Process tab allows the extrapolation of data This option clears down the revision history and sets 1 record for each FLW file in the flowcharts folder The revision numbers are set to 1 and the revision text reads first draft the process description is made the same as the process filename less the PR prefix Similarly it is possible to extrapolate documents via the documents tab A Document Extrapolation option has been added to the Documents tab in Consultant tools When selected this performs the following routines 1 Clear DocHistory Table Document Revision History Clear DocGroup Table IMS Centre Document Groups Clear QMSIndex Table IMS Centre Document Explorer Bar Clear Skills Table Data Centre Training Modules Add Extrapolated and Training Modules Groups Add Each Document to the Revision History Add Each Document to The Explorer Bar Add Each Training Module to the Training Modules Se m 3 1 3 View Menu 3 1 3 1 View EB This button shows hides the customizable Explorer B
27. Dolphin Version 2 3 1028 0 9 11 15 May 2007 9 3 3 3 Customer Care List The Customer Care Reports can be printed out based on the selection or filtering criteria set up in the right hand panel This can include Cause Codes and severity ratings Report Generator E Di File Report Explorer Customer Gare List Reports 23 Audit Reports Please Select the Criteria a Improvement Reporte ER Customer Reports Customer Care Number 1 a 9 99939 E eA Customer List i Ga Customer Detail 3 Customer Care List Raised From 01 Jan 1900 a Mail Reports Rating a Department Reports a User Reports E External Reports Shatus ea Training Reports a Meeting Reports Customer Code Cause Code E 4 4 4 4 4 4 s Ups Clicking on the View Report button causes the Report to be generated on the screen Report Viewer Seles 3 File ie Home a Close Mambieport Customer Care List Customer Care Number 3 Customer A001 enfeh ye ate Raised 20 September 2005 hhytyh ised By Andy Galloway Very Dissatisfied tag Pending ghkjgejgchjghjghjgchjghjgh Current Page Mo 1 l Total Page Mo 1 i Zoom Factor Page width Dolphin Version 2 3 1028 0 9 12 15 May 2007 This Report can then be printed or exported as detailed above 9 3 3 4 Customer Care Detail The filters for the Customer Care Detail Reports are the same as the Customer Care List Clicking on the View Report
28. Edit function any associated training records are automatically updated to reflect the change and maintain data integrity 5 2 2 7 Trainers This Subrecord holds the information about who can train which Internal Training Modules This Subrecord is a drop down item within the Training Records i Data Centre L Io actions Options Records Utilities Group 4 Preview e View Type E s Add ee View Y Delete gt Home s Print Records Subh ecords Trainer Training Module Departments Trainer Andrew Galloway Job Titles Andrew Galloway Customer Complaints Handling User Types Andrew Galloway Customer Satisfaction iawn EES ere Andrew Galloway Weeer False Alarm Management i ge Training Modules Andrew Galloway Security Screening i pe ees SE Andrew Galloway a EES ER Andrew Galloway Train the Trainers Hanan Andrew Galloway Uess of Subcontractors o Supplier Fault Types Trainer David Janes Customer Complaint Types Trader labora Cause Codes Trainer Sally Jones Required Modules Required Competencies Standards Click on one of the links to the left to see the related data To add records click on the Add button The resultant Add Line appearing at the top of the list has two fields One is for the Trainer from a drop down list and the other is for the Training Module Therefore you can allocate various Training Modules to a member of
29. Fault Types Customer Complaint Types Cause Codes Required Modules Required Competencies Standards Company Infrastructure Inadequate a See Continual Improvement Opportunity Missed Oe Click on one of the links to the left to see the related data If a cause code 1s modified renamed via the Edit facility then the Customer Care Record 1s automatically updated to maintain data integrity Also the associated Action Improvement is updated as well 5 2 2 12 Required Modules These Subrecords form part of the Training System set up Training requirements are set against Job Descriptions When a person joins the company and 1s given that Job Title Dolphin automatically assigns these Training Requirements to that new member of staff This information is listed on the Training Tab in the User Centre Dolphin will automatically check the required modules on entry to prevent duplication Dolphin Version 2 3 1028 0 5 69 15 May 2007 Data Centre 2 Actions Options Records Utilities Group Ea Preview S view Type S Sr Records SubR ecords Departments Job Titles User Types User Breakdown Training Modules Competency Levels Trainers Supplier Fault Types Customer Complaint Types Cause Codes Required Modules Required Competencies Standards ee View 2 Delete Job Title ob Tte Engineering Director Pheies ng EE 8 J Job TNE Press Officer Press Officer Job Title Sales Manager
30. Improvement allows the auditor to raise an Improvement and have it associated with this Record These will appear in the Actions Improvements tab This will only available in Records where there is a tab to store the resultant Action and these will appear in the Actions Improvements tab Dolphin Version 2 3 1028 0 5 12 15 May 2007 Save does what it says on the icon Normally you would use this when you have input a reasonable amount of data haven t finished writing up the Record but don t want to risk losing the data if there is acrash or network problem Print takes the User to a Detail Report of this Record generated by the Report Centre Exit without Saving cancels the Record without assigning it a Record Number and closes the report form Save and Exit 1S the more normal option This causes the data to be written to the database for that information type and to be allocated the next Record Number Once saved the record cannot be deleted Attachment Tabs Within all Records the tabs should be followed through in a logical order from left to right Where a record has an Attachment Tab the functionality for the buttons is as follows To View a document select it from the list and click on View Dolphin interrogates windows to find out what programme should be used to open a file of this type then runs the programme and opens the file To Add a document click on the A
31. Scheduler is updated to suspend the reporting on the Proposed Completion Date until after the subsequent Action Improvement has been closed Note that part of the originating function for the new Action or Improvement is to feed back the new Action Improvement number to this Action Improvement Fifthly the Stage of the Action Improvement is updated to show Incomplete with Addition in the top right of the form Dolphin Version 2 3 1028 0 5 25 15 May 2007 gt BA A EN i Pressing the Go To button allows the Actionee to go to the subsequent Action Improvement This would be to allow the Actionee to make reference to the original problem as he she is composing the next Action or Improvement Report and to toggle back and forth between the two Close Out Tab Correction 13 Exit without Saving gf Save and Exit Correction Number 1 Stage Authorized Initial Authorization Achons Close Out Improvement Types Reason for Close Dut None Cause Code Root Cause Summary Root Cause Close Out Date Once the Originator receives back confirmation that the required action has been completed he carries out investigations to satisfy himself that the original problem has been rectified He adds relevant information to the Reason for Close Out box and presses the Close button The date that this information is added to the Reason for Close Out box is entered into the Close Out D
32. Should there be any actions arising as a result of this subjects being discussed raise a new action by clicking on the Add Action button Attachments You can also scan documents such as reports handwritten notes etc and they will become a permanent part of this Meeting Record The functionality for these buttons 1s described in the Attachment Tabs section for the Data Centre Sign Off Tab The sign off tab is used to control the authorization and distribution of the minutes The Chairperson inserts their password into the Password box and clicking on the Close Meeting button will lock the records in these minutes After authorization the minutes cannot be changed in any way shape or form There is a final check before you do that asking whether you are sure Dolphin Version 2 3 1028 0 Meeting ID 2 5 55 Details Previous Meeting Supplier Review Any Other Business COR Minutes of Meeting Minutes of Meeting Supplier Review Close Out Meeting Attendee Minutes OK Customer Care 1 Waiting Process Planner 1 Waiting Waiting Waiting Previous Meeting Chair Person OK User 1 Process Planner 2 KIDS Any Other Business Attachments C Attendees select your name from the left enter your password in the box above and click on the button below to acknowledge that you have read and agree with the minutes as stated in
33. You can also scan documents such as reports handwritten notes pictures exam papers etc and they will become a permanent part of this Training Record The functionality for these buttons is described in the Attachment Tabs section 5 2 1 9 Training Evaluation and Appraisal Data Centre 3 Actions Options Records Utilities Group N Preview 4 view Type 7 Bi Add oa Ven gt lt Delete B y Home Records Training Evaluation and Appraisal Internal Audit External Audit Index Employee Job Title Actions Improvements 1 i Andrew Galloway i Consultant i Andrew Galloway 08 October 2004 Waiting S Waiting C stomers 2 Neil Farran General Manager Neil Farran 08 October 2004 Waiting Waiting Customer Care Suppliers Calibration Records Vehicle Records Training Records Training Evaluation and Appraisal User Records Admin Only Click on one of the links to the left to see the related data All Training Tab When you first open a Training Evaluation and Appraisal Record you initialize the record by selecting the Employee s Name from the drop down list All other fields are automatically populated based on the Employee s information All Training listed for that member of staff appears on the All Training Tab The person conducting the Evaluation and Appraisal discusses some of these training subjects with the Employee particularly where training needs to be updated or further training becomes app
34. can be dragged to group by that column e g the User can group all mails received from a certain individual together under that individual s heading See Creating Sorts on Groups Dolphin Version 2 3 1028 0 6 3 15 May 2007 6 3 2 View Type Pa View Type This Option selects between a Table of emails with columns representing the List View individual fields and rows representing mails or Card view where each email is Card view displayed in a format similar to a rolodex card 6 3 3 Link to Outlook T ink to Outlook This button opens up a separate window to view external emails in either Microsoft Outlook or Microsoft Outlook Express From here the User can compose new external Email View External Mail or View Edit the Users Address book 6 4 Actions Menu 6 4 1 S owad Forward Mail This button sends a copy of the selected mail to a specific individual or group 6 4 2 Behe Reply This button opens up a compose screen and automatically enters into the To Box the Username of the person who sent the selected mail so a reply can be sent Dolphin Version 2 3 1028 0 6 4 15 May 2007 Chapter 7 Process Centre HONE 7 1 Introduction The Process Centre is where the business and support processes can be represented in a graphical format It is the heart and soul of all the Process Map creation and navigation within Dolphin Process Flow E File Edt View Format Help fa ID wg 1 sl Zoom 100
35. central point of reference for all Corrections Corrective Actions Preventive Actions and Improvements They are controlled by the software coded into the Report It follows the following routine When someone identifies an Action or Improvement they raise an Action or Improvement Report This Action or Improvement is automatically linked back to the record that caused the Action or Improvement to be raised te the Audit or Calibration Record and the Action or Improvement number appears in that record The Stage of the Action Improvement shows Commencement in the top right of the form Details of the originating function are also generated automatically and inserted in the Originated from box You can also enter a more information into the Reason field For example Internal Audit 27 Documentation Control or Calibration of Meter ABC123 on 27 05 2004 or Training Needs Analysis of Joe Bloggs on 25 05 2004 The information in this box can be overwritten initially The Go To button takes you back to the originating record whilst leaving this Action or Improvement Report open This allows the originator to make reference to the original problem as he she is composing the Action or Improvement Report and to toggle back and forth between the two The date of the creation of the Action or Improvement Report is automatically entered in the Date Raised box It is not possible to change this informatio
36. choice previous experience of Supplier 1 e reliability cost etc Dolphin Version 2 3 1028 0 5 34 15 May 2007 View Supplier AE lge Ke XX Eat ou Supplier MR SMITH Supplier Notes Attachments Excellent value for money Goods delivered on time Dolphin Version 2 3 1028 0 5 35 15 May 2007 Attachments Tab This tab is used to hold any relevant documentary information relating to the Supplier listed View Supplier MR SMITH mm a Supplier Supplier Notes Attachments Index Description Add Remove The functionality for these buttons is described in the Attachment Tabs section 5 2 1 8 Training Records The Training System is set up initially within the Subrecords and the User Centre The training records screen holds the course details for a single individual attending a single course The details held are shown on the screen below Records Internal Audit External Audit Actions Improvements Customers Customer Care Suppliers Calibration Records Vehicle Records Training Records Training Evaluation and Appraisal User Records Admin Only SubRecords Date Trained J ohn Smith Andrew Galloway 19 September 2004 Sally Jones Neil Farran Neil Farran Neil Farran Neil Farran Neil Farran John Smith dsgds werfesf dsgds werfesf dsgds werfesf David Jones John Smith Deborah Sutton Andrew Galloway Natalie Ross 20 October 2004 Andrew Galloway 08 October 2
37. ci TA sane E O E S E sao E A EE E 8 19 Be Dor Pa jas 8 19 A Formaatin DUO Dali is E 8 20 8 5 2 AAA Sete melvin E EEE EE 8 20 e ER ee TADS E 8 20 AA AE en ee eee O ee rere eee E 8 21 A AAA A E TE E E sens sametecueccsnohatauss 8 21 8 5 4 AA E OEN A II E EE A E E 8 21 rn E re e N E EEES 9 1 Pe A 9 1 ls emt VIEWEE utile eege 9 2 9 2 1 MA o AAA settee E E E ene cesses 9 2 033 ER Clos cc 9 2 OREA eent VIS WENO eege 9 3 DS St 9 3 a LEY E 9 3 oa NOA code 9 3 Di Bi E A 9 3 aD AN E E O O E E 9 3 DO LOS CUO VS EEE 9 3 d PR DO EE 9 3 GE RCTS UM geese nese E seus e SUE 0 A accom 9 3 M2 EXPO I COO GE 9 4 d GN E D POSS eng E 9 4 GE Ot erie adsauereenensyeas 9 5 Customize ates KEEN parse See Ss KEEN Geess See Ss KEEN Gegen Ss een yp ARM e rn reper ener peer eee eee eee errr 9 6 Sech CAN GH Ml en EE 9 6 Ge RE AU LONG E 9 6 de dE AU DCU E 9 7 yee a IO BU EN 9 8 9 3 2 Improvement List esien ie a n RAER a EAN 9 8 SEET 9 8 9 3 2 3 Improvements E EE 9 9 yee E Me E 0 IA ER EEEE 9 11 o A Sl E S a a aa terdtav E E ansoscetacese 9 11 dla USO mer D E 9 11 o O E E 9 12 933A Customer Cato Detalles nora ondaa 9 13 9 3 4 PMT Te CC 9 13 eL SOG Liria il nas 9 13 DO A asateanscosheusina cheese dMeua aa ieancesleaon tanteoes 9 13 d e A A 9 14 Sa TUDO pt ei 9 14 2 90 NOM Lae REDONIS cours EE 9 16 Dolphin Version 2 3 1028 0 1 12 15 May 2007 BE Dop eE ee 9 16 930 2 AAA e EEEE 9 16 ola IR in POP nem E OR E E E E E
38. database If groups are deleted in the User Types section but they still have personnel assigned the group will not be deleted However once all members of a group have been deleted the group is no longer shown on the User Breakdown List Lists start off closed up and you must click on the little symbol to open up the list 5 2 2 5 Training Modules This subrecord is one of the key areas within the Training System Training Modules are either Internal or External courses For Internal Courses there needs to be a Training Module document in the Docs subfolder Ideally it should also be linked in the IMS Centre and if not done already you will be prompted to do so as you add the document to the list of Training Modules in this subrecord For Internal Training Modules there will be at least one member of staff assigned as the Trainer for that Module and there will be a Training Module recorded and controlled in the IMS Centre Dolphin Version 2 3 1028 0 5 63 15 May 2007 For External Training there needs to be a placeholder document in the Docs subfolder This may be a document in the Docs subfolder that simply states This course is provided by AnyCo Training Services Alternatively it may be the prospectus course description or joining instructions provided by the external training agency This enables the functionality of the Training Records to be used with External Courses in the same way tha
39. e All Flow Diagrams must start with PR and saved within the Flowcharts subfolder The file name cannot be greater than 20 characters When the link is set up pressing OK saves the settings to the Node Properties and closes the Process Link dialogue box down Pressing the Cancel button closes the Process Link dialogue box down without saving any of the changes made Dolphin Version 2 3 1028 0 7 6 15 May 2007 7 3 6 Delete the Node Pressing the delete button on the keyboard deletes the Node and accompanying interconnections 7 3 7 Short Cut By right clicking on a node in edit mode will give a context menu containing the options detailed in the picture below ey Undo Ctrl zZ Cut Ctrl X Copy lat Paste Ctrl V Align Size b Create Link Check Link Bring to Front Send to Back Set Default Drill Down Edit Text Pro p erter 7 3 8 Add Node Interconnections The handle in the centre of the Node is called the Connection Handle To draw a link from one Node to another click on the Connector handle and drag a line to the Node you want to connect to Once drawn the connector takes the shortest route from one Node to the other The Connector is drawn with three Handles one at each end and one at the midpoint These are called Positioning Handles and allow you to change the shape of the Connector however you like By clicking on the midpoint Positioning Handle and dragging it two more Positioning Handles are crea
40. expanded at once If a second group 1s expanded then the first one 1s closed 4 1 5 User Process When ticked the User will be taken to a process map within the Process Centre when he she enters Dolphin The process map can be defined within the User Centre and can be unique for each User The individual process is selected when setting up the User initially It can be changed at any time but if left blank the default page will be the starting point for that User 4 1 6 Show Overview Toolbars When ticked the Toolbars in the overview screen are visible when the User starts up Dolphin Dolphin Version 2 3 1028 0 4 1 15 May 2007 4 1 7 Enable Notifiers When ticked Dolphin informs the User of the completion of certain actions with a dialogue box on the screen When un ticked completion of these same actions will be indicated by a beep 4 1 8 Auto Preview When ticked Dolphin displays preview bars automatically in data grids 4 1 9 Default Coordinator When all Coordinators on the Coordinators Tab show the same name that name will appear here If this is greyed out it is because at least two Coordinators are used in the Coordinators Tab Any user may be set as the Default Coordinator Under the Coordinators tab there is the Site Administrator function When ticked this allows this person to enter Windows Login data in the user database amp administer the Dolphin Event Checker DEC 4 1 10 TM Doc Group ID This allows the
41. from this utility select the training module from the list add a Trainer from the drop down list and select a date that the training will take place on Clicking on the Add One button creates a single Training Record and entries are added to the Schedule Centre for the Trainer and the Trainee for the specified date Multiple Training Records can be selected in one go by selecting the required Training Module from the list adding a Trainer from the drop down list and selecting a date that the training will take place on then click on the Create Course button Training Records will be created not only for the specified person but also all other personnel that require training on the highlighted training module will be added to the Training Records one record for each person for the specified date If the cursor hovers over the Create Course button it will display the actions and requirements for that function as shown below Similarly if the cursor hovers over the Add One or Add All buttons it will display the requirements and actions of these buttons in the adjacent box This assists a user in identifying the most appropriate course of action and aims to reduce the possibility of making an incorrect choice e g selecting Add All when actually the User wished to create a course Dolphin Version 2 3 1028 0 5 4 15 May 2007 Manage Training ltems beyond their Renewal Date mp he er here to group by that c
42. gt lt Exit without Saving wy Save and Exit E Customer Mr Smith Customer Contact Details Telephone Address Mobile Address Fax Email Town County Country This tab holds all of the information about a Customer organization To add a new Customer Record select the list of Customers in the data Centre and click on the Add button The Customer ID must be input first and then press the OK button Make the Customer ID something that relates to their business with you their Sage Customer Account Their initial letter with some numbers etc DolphinNet Enter the Customer ID A blank Customer Record is now presented and it should be filled out as completely as possible Clicking on Cancel returns the User to the List of Customers with no additional entries made Dolphin Version 2 3 1028 0 5 27 15 May 2007 View Customer Ele E Sy Print cd Save gt lt Exit without Saving gf Save and Exit E Customer Mr Smith Sistine i 4 Contact Details Telephone Mobile Address Address Town County Country When completed click on the Save and Exit button and the data will be saved to the Customer Database Clicking on Exit without Saving returns the User to the List of Customers with no additional entries made Notes Tab View Customer y le E ENS Print hd Save XX Exit without Saving gf Save a
43. is Print g Close m Required Modules WG Module Calibration i ee E Commissioning Systems E ales Manager 5 2 2 13 Required Competencies This Subrecord is used to pre define critical staffing levels in key tasks or all tasks if you want to The information contained in this Subrecord should represent the absolute minimum skill set to allow the company to achieve its corporate goals Data Centre E Actions Options Records Utilities ASA en E Records SubRecords Departments Job Titles User Types User Breakdown Training Modules Competency Levels Trainers Supplier Fault Types Customer Complaint Types Cause Codes Required Modules Required Competencies Standards Add Gro View x Delete Module Click on one of the links to the left to see the related data e 4 Prirt i Close Required Competencies Required Calibration Calibration Commissioning systems Trainer H Rating d P ompetent Click on one of the links to the left to see the related data Simply select the Training Module the level of competence required for that task and the minimum number of personnel required for effectiveness You can have tasks covered by different quantities of staff trained to different competency levels 5 2 2 14 Standards This Subrecord holds a list of all the externally produced documents in use in the company As well
44. is embedded into the document Look in Buttons da E Mu Recent Documents eg CH Ls Desktop Mut ocuments zi Mu Computer Mu Network Places 8 3 23 2 Editing Images applefaq gif applehlp gif P Ki appletop gif i aqui fag gif aquhlp gif Ki ague harn gif i agw prix gif Ki agw pp gif i aqutop gif Ki Beatle 1 gif ime bewmarad gif ie bewmahlp gif File name Files of type 3 bewmahom gif bevmapns gif i bewmappr Of i beymatop gif 3 blanfad gif 3 blanhelp gif 3 blanhorne gif ims blanpage gif i blantop gif i blappage gif i blpchfadg gif 2 blpchhlp gif blpchham gif i blpchprix gif ims blpchppw gif birtop gif Graphics Interchange Format G1F Y Ki blpchtop gif ie Dirt ao gif blrhelp gif i blrhome gif ie blrnpage gif im blrppage gif Ki blrtop gif is blrtpage gif Ki blsFaq gif a blshelp of i blshorme gif ie blsnpage gif i blsppage gif ime blstop gif blubwfag gif 3 blubytop i bluFaq git i bluhelp g i bluhome i blurnixFag i blurax lt hlp Images can be resized by selecting the image which creates sizing handles Grab a handle by clicking on it and dragging it This will cause the document to resize To maintain the ratio between height and width use the corner sizing handles Images can be formatted by selecting the image and right clicking Select Image Properties from the
45. is to be annotated N A not left blank For suitable applicants information is transferred from the Application for Employment to the Screening Progress Check List This information should be checked prior to the applicant s interview and any gaps or ambiguities addressed at the interview LinkedProcess CS The Training Module as registered in the IMS Centre is copied and attached to this tab as a read only document This is the training material that the trainee will read through to obtain the standard training on this subject The version number of this document is recorded in the Training Record When the document is amended in the IMS Centre the revision number changes and a report can be generated of Updated Training Modules from the Utilities Manage Training menu options in the Data Centre If the subject being trained relates directly to a process a link to that process will appear in the Linked Process box Clicking on the View Linked Process button takes the User to that Process in the Process Centre Training Report Tab In the Training Report tab the User enters a report of how the training went what particular difficulties were encountered how they were overcome etc If further training is required or weaknesses were discovered it is important to note them here Training Records Exit without Saving gf Save and Exit E Commencement Training Required Module Training Report Training R
46. log of the Process Centre a Process Diagram gets registered in the history log or not depending on how it was opened or accessed The last Process registered in the History Log can be found in the bottom right hand corner of the Status Bar 7 7 18 Properties Pressing this button is the same as accessing the View Menu Properties option 7 7 19 Revision History Pressing this button is the same as accessing the View Menu Revision History option Ba i 7 7 20 Old Process Map Revisions Pressing this button is the same as accessing the View Menu Old Process Map Revisions option 7 7 21 Zoom Pressing this button is the same as accessing the View Menu Zoom option 7 7 22 E Align Left Pressing this button is the same as accessing the Format Menu Align Left option 7 7 23 Align Centre Pressing this button is the same as accessing the Format Menu Align Centre option 7 7 24 EL Align Right Pressing this button is the same as accessing the Format Menu Align Right option 7 7 25 Align Top Pressing this button is the same as accessing the Format Menu Align Top option Dolphin Version 2 3 1028 0 7 28 15 May 2007 7 7 26 E Align Middle Pressing this button is the same as accessing the Format Menu Align Middle option 7 7 27 2 Align Bottom Pressing this button is the same as accessing the Format Menu Align Bottom option 7 7 28 E Space Apart Horizontally Pressing this button is the same a
47. needs to be fully completed with all the required information Training Records lt This is an example popup box which is used for creating a subrecord for training O temas O External All vor 7 45 1 ER v Check Availability Did 5 1 5 1 1 8 amp View This opens up a screen showing the whole data for a particular record Not for Subrecords In this screen record data can be amended 1f the current User has the correct authorities to do so Dolphin Version 2 3 1028 0 5 2 15 May 2007 5 1 1 9 Delete This button deletes the selected record Please note that some records cannot be deleted e g Internal Audits This is for technical reasons Other records can only be deleted by the person authorized to do so of Show All Fields 5 1 1 10 Show All Fields This function is only available to users with Administrator privileges It allows all subrecords within the field to be displayed 5 1 1 11 Print This takes the User to the Report Centre and opens a Detailed Report of the current record 1f applicable 5 1 1 12 Done This closes the Data Centre and returns you to the Main Page 5 1 2 Menu Bar The Menu Bar in the Data centre follows the conventions of the Other Dolphin Menu Bars However the following items are available only in the Data Centre 5 1 2 1 Utilities Menu Under the Utilities drop down menu there are 8 options Manage Training Assig
48. of all Users currently registered within Dolphin Clicking on the View Report button causes the User List Report to be generated on the screen Dolphin Version 2 3 1028 0 9 18 15 May 2007 Report Viewer File e Home Close E H 4 EN LOS elgie ze o MainReport User List User ID Name Andy Galloway Andy Galloway Barry Forsyth Barry Forsyth Darren O Reilly Darren O Reilly Debbie Sutton Debbie Sutton Gill Forsyth Gill Forsyth James Forsyth James Forsyth Lee Usher Lee Usher Mark Walker Mark Walker Mike Ryan Mike Ryan Neil Forsyth Neil Forsyth Paul McDonnell Paul McDonnell Current Page No 1 Total Page No 1 This Report can then be printed or exported as detailed above 9 3 8 External Reports 9 3 8 1 View External Report D Ikjd Ikjblkfgjb 9 3 9 Training Reports 9 3 9 1 Skill List dikjbjfelkj 9 3 9 2 Training by Skill dikjb lfgjblk 9 3 9 3 Training by Trainee Dikjbdl bfgljb 9 3 9 4 Training by Trainer Jk ldfj b 9 3 9 5 Training Matrix dok dfk bkb 9 3 9 6 Required Modules sIdlkbdb Missing by Module b bd kb Dolphin Version 2 3 1028 0 9 19 Zoom Factor Page Width 15 May 2007 9 3 9 7 Updated Modules DIk bdm bkb 9 3 9 8 Renewal Overdue slgk df 1k dl 9 3 10 Meeting Reports 9 3 10 1 Meeting Report Dok dflb Dolphin Version 2 3 1028 0 9 20 15 May 2007 Chapter 10 Schedule Centre d 10 1 Introduction The Schedule Centre is a fully fun
49. of the Process Panel This can be changed at any time by an Administrator or Process Mapper clicking on Edit Change Form Name There is no need to be in Edit Mode to do Dolphin Version 2 3 1028 0 7 3 15 May 2007 55 A ON t L dl this Clicking on the Save button will provide a confirmation message that the file has been saved and the newly created file is open in the Process Centre DolphinNet X 1 Files Saved 7 2 2 1 An Alternative Copy Routine As an alternative to the above method you can access the file that you want to copy and create a copy via the computer s operating system then Import the new file as in Import Existing Map section below 7 2 3 Import Existing Map To import a Process Diagram from elsewhere go to the Process Centre click on the File menu and select Import gt My Recent Documents 3 Desktop Mu Documents d My Computer z VAIO C e Memomuick ID E DVD RW Drive E Ue PR Responsibilitie Desktop s UDISK 2 0 F La PR Responsibilitie S E Screening 5 La PR Vision and Mis Gei oe EOM Data L1 Lp PROverview Flw Dolphin Software F Regulations in err My Documents LC Dolphin Demonstrations 9 Security Company SL Sy Test Area gt Flow Charts My Computer a Mu Network Places Sy Processes C Test Graphics di Mu Network File name Regulations In error Fly T Places Files of type Process Diagrams D Hw e Cancel Mu Rece
50. pop up menu Alternatively select Image from the Format menu This brings up a dialogue box where you can alter the properties of the highlighted image Dolphin Version 2 3 1028 0 8 16 15 May 2007 Image Attributes Size and Distance Saving Options Wrapping Style j E In Line with Text Top and Bottom Position Style Ce Move object with text Fixed Position on Page Horizontal Alignment Left Center C Right C Other Position Absolute Position og mm to the left of paragraph Vertical Alignment Absolute Positions o o mm below paragraph The three tabs available give you options for the layout and position size and distance and saving options Image Attributes SIZE Height 48 9 56 7 Scale Height 1156 width 206 Distance from text Top 0 0 Left o o Bottom 0 0 Aight lo 0 y Options Iw Moveable with the mouse Iw Sizeable with the mouse Dolphin Version 2 3 1028 0 8 17 15 May 2007 Image Attributes Saving Style C Embed data in document e Embed original file reference C Export image and embed file reference File name and type File name Save as toe Saving Options AResolution dpi Compression Quality E 8 3 23 3 Deleting Images To delete an image simply select 1t and press the delete key on your keyboard 3 4 Menus Many menu options in the IMS Centre are programmed
51. record The final stage that will lock off this Dolphin Version 2 3 1028 0 5 44 15 May 2007 55 o ft fl e record is for the Manager to add his Dolphin Password to the Manager Authorization box This record is now locked and cannot be amended Dolphin Version 2 3 1028 0 5 45 15 May 2007 2 1 10 User Records Admin Creating a New User Only When a new employee joins the company they should be added to Dolphin as a User This should be part of the HR Joining Routine There are two ways to create a new User The first is from the Dolphin Main Page and the other is from the Data Centre Only an Administrator can create new Users or have unrestricted access to a User s recorded information all tabs Once created a User s manager can view the User s Information except the Authority tab A From the Dolphin Main Page select the User Centre button This opens up the View Users dialogue box View Users File s Add User te Amend User x Delete User vd Close View Users TTT TTT TTT NO TTT TTT GE EE EE TTT GETT TTT TTT TTT TTC TTTTTTTTTTTTTTTTTTTTTTTEEEG Engineering SEE EEE eee PEEL EEE Eee eee ee eee a a a Quality A EEE EERERSOSOOSSCOSSRRESEEERESOSOSCSSOOSHEREEEEEREOOSOSESSOSSREEEEEEERSOSOOSSSOSSEREEEEEREEOSOOEE el Administration Administration Engineering B From the Data Centre select the User Records Admin Only option This takes y
52. rere en arr men Mere ome nr ster 9 17 NA SS AAA 9 17 9 3 7 2 User Detail All Admin Only 9 17 GE EE User listada ON ias 9 18 0 3 0 ENSIMA Rs oia i ron tte 9 19 DO VIEW ENER RC Ol stars entoces dd 9 19 9 3 9 Tenine REDONS EE 9 19 PP o EEE E E N 9 19 d E Ea AA 9 19 o Tanne AAA r 9 19 9394 Po EEEE 9 19 Md Tane M ia 9 19 DD RET ea Modil E een E E E 9 19 Missing ES dE Goad Modi E 9 20 9398 BR CMC ACG ee 9 20 GE EN Pee beer 9 20 Deel DN EE EE INC 9 20 Cuper O Scheme il 10 1 10 1 eo aa AEA A 10 1 AAA qero A 10 1 10 2 RT taria aaia 10 2 10 3 RT eee A E mm 10 2 10 4 KT 1 E EE E E E ee OE rr rT Tr rr 10 3 10 5 Generating a New Appointment eescccoosssssssseseseccccecoooocosssssseesesecceseesssossssssseeee 10 3 E ER e En CN 11 1 11 1 d i CH E OUT sonenn 11 1 RP e 12 1 12 1 Appendir A TUSCAN ACO carril 12 1 PEL O EE 12 1 LAA ie VAN EE 12 1 PA o A A trate rcnrtr Titer 12 1 ILA Windows NDA srta iii ei dile 12 1 e e Ge e AP HOMES EE 12 1 OLO Wow AP P EE 12 1 L UMEO EE 12 1 12 2 Appendix B Post Installation ciuja iio 12 2 A ENC E 12 2 een E EE 12 2 JAP E A A A A E 12 2 12 24 AGUAS Me SOL CC ceras re rinna E r n i EE OPE n RE Er 12 3 Lata e yet Checker onto Doiii ie 12 3 12 20 Multiple Doncle Address e edd 12 5 Dolphin Version 2 3 1028 0 1 13 15 May 2007 S S y EAN e 12 3 APC ING AA a Dolphin Version 2 3 1028 0 1 14 15 May 2007 e A Chapter 2 What Is
53. ss IS UE o 5 65 e ENEE 5 66 I2 2o Upper aU Eege 5 66 5 2 2 9 Supplier Approval Codes Abu 5 67 5 2 2 10 Customer Complaint Types aseos s dee ee deen 5 68 5 2 2 11 Action or Improvement Cause Code 5 69 De A RA o r E nE EOSS 5 69 ALL AREQUICA C Ompelenci s een 5 70 A e ES Oo sect 5 70 32213 A A 5 71 AA EA E ree tomer re errant teeter 5 72 A CH TE e 5 72 IN KE DANS o E OP E E o 5 73 5 2 2 19 Audit Trail Department Items EEN 5 73 kk Audit Trail Process Tems seso cios oirlo 5 74 IS E AA 5 5 74 e ell INC CUI e er 5 74 D2 2225 WICELNS Type Eege 5 75 1 5 15 May 2007 Dolphin Version 2 3 1028 0 5 2 2 24 Risk Activity Types 5 75 A E E po EA 5 75 LO TRIS act 5 75 A A RE 5 75 NAPO Mal en eege 6 1 Beds ASAS 6 1 Ree EE eh es 6 2 6 2 1 _ Mail 6 2 6 2 2 DAEN C 6 3 6 2 3 BA Tint Print Mai 6 3 624 MMM Lose cnc 6 3 CS D E TEE 6 3 6 3 1 BE Goen 6 3 E Ho Kn 6 4 6 3 3 BEER ink to OUTLOOK EE 6 4 E ACUOUS VECNE 6 4 6 4 1 ME orward DY CT 6 4 6 4 2 O Reply ccoo 6 4 Mi o Gc 08 A o eee eee eee E een teeny 7 1 Gls A eminent a eae 7 1 Pale Crean Process DIAM ri AAA 7 1 Teel Ll Create File from New 7 2 ER Copy SE ET 7 3 1224A An Alternative Copy et EE 7 4 E rte nr Map PP e e FT A 7 4 Zb G Fditing PTOCESS DIOS seria A 7 5 Tal A 7 5 EA Ad o MA Pr a o O EI 7 5 SE Cies a a e msc acaso 7 6 7 3 4 TONIC Mle Eege 7 6 E O E 7 6 12 0 Bt A A 7 7 Feeds 0 AAA E PO OOO O II ER 7 7 Toe Add Node EE A A o UE a a
54. the dolphin internal mail section and Link to Outlook the external mail link 3 1 1 4 Process Centre This option takes the User to the Process Centre the dolphin process mapping section 3 1 1 5 Report Centre This takes the User into the User into the Reports Centre where a multitude of reports can be produced and printed or exported 3 1 1 6 Schedule Centre This takes the User into the Schedule Centre where all schedules for the company can be arranged and printed 3 1 1 7 User Centre This takes the User into the User Centre where Users can be added amended or deleted and access rights can be tailored to suit a User s needs Additionally part of the individual s training setup 1s contained within the User centre Only Administrators have unlimited access to all areas of all records in the User Centre Managers have limited access to the records of personnel in their own department and everyone has limited access to their own data 3 1 1 8 Quit This option closes Dolphin Dolphin Version 2 3 1028 0 3 3 15 May 2007 3 1 2 Edit Menu 3 1 2 1 Password This allows a User to change his her password the User must first enter the old password and then double enter the new password to prevent spelling mistakes If the old password is not known then an administrator or management rep can Preferences find that User s password from the User Centre to inform the User so it can be
55. to DEC1005 Finali HI NOD32 antivirus system Open With Replace the exiting Dolphin Event Check DEC in the C Programms Files Dolphin Software Dolphin Version 2 3 1028 0 12 3 15 May 2007 IN o S BA i A EN i 5 Right click on Dolphin Event Check in the C Programms Files Dolphin Software and click on Create shortcut o _ 4 Dolphin End User License Agreement rtF 3 Janus Windows TimeLine dll licepaniec acy 4 Dolphin User Manu T DolphinEvent ini H NOD32 antivirus system 2 DolphinNet exe DolphinNet exe cor Add to archive a GridEX20 0cx Add to Dolphin Event Checker rar Compress and email Compress to Dolphin Event Checker rar and email Pin to Start menu Send To Cut Copy Create Shortcut Delete Rename Properties 6 Click on Start All Programs then right click on Startup choose Explore All Users to open the all users explore window Rubee Explore Explore Al Less Delta LH Dirt ey ara Prigel E PAZ at of rik Demo F ve weed Fired ane pd EF ceros Dider 6 0 E miros Office Pub Et Adobe Acrobat 6 0 Standard Bp Advanced Batch o E HE Word Find and heplace Dr Multiple Dee gi reat all a dro Gatch Crregtter W Se eg len Dekkep Zo ga E wre HER NE star Coen H Zeso ch MASH AP E 7 Move the Shortcut Dolphin Event Checker to the all users window 8 Change the file name to Dolphin Event Checker an
56. to SR by that Column Index Description Add Remove Dolphin Version 2 3 1028 0 5 29 15 May 2007 5 2 1 6 Customer Care The Customer Care Table holds all instances of Customer Care issues As with other such tables the Preview information can be switched off or on A Records a Customer Care Internal Audit External Audit Index Customer Contact Date Raised Rating Status CC Controller The Ltd Company l The Boss i 7 i Submitted Administrator 2 Actions Improvements Customers Customer Care Suppliers Training Records Trainer Records Training Evaluation and Appraisal User Records Admin Only Meetings Equipment Checks Select a record in the table and double click it or press the View button to open up a single record in a Customer Form Within this form the toolbar buttons across the top work in exactly the same way that they do in all other records within the Data Centre Note If a new record is created the Contact Name and Telephone Number must be input and a description of the topic to enable the User to save the record Feedback Tab Customer Care Commencement Date Raised 30 Mar 2007 11 34 54 lf the customer does not exist add the datails into the next tab then click update The customer details will then be added to the Customer combo Once completed click the submit button which generates the Ackn
57. update the DolphinNet exe programme on that client computer The Test area in a networked system can either be that each client machine uses its own Test data area or the icons can be reprogrammed to point at a central Test data area that is accessible to all client machines or both or any combination 12 2 4 Activating the Software When using the software for the first time on any given machine you will activate a Security Unlock screen This message reads Welcome to Dolphin Intelligent Software This software needs to be activated on this computer before its first use Please telephone Dolphin Support on 0870 445 1234 for an unlock code You will need to quote the following information followed by the dongle serial number and the local name of that computer Enter the unlock code that you are given in the prescribed format and click on the Done button 12 2 5 Installing Event Checker onto Dolphin Event Checker will monitor the Dolphin system for you whether or not Dolphin is running on your PC identifying events which require either your attention or involvement and then flag them up for you as a reminder at both 7 days and 1 day prior to the event taking place Copy the latest DEC zip file on to your network where you store your Quality System Dolphin Right click on the DEC zip file and click on Extract files i Open Explore Ei Y Extract files F Extract Here IT SBExtract
58. 004 David Jones 08 October 2004 John Smith OF October 2004 2 October 2004 12 November 2004 30 April 2005 31 August 2005 31 August 2005 31 August 2005 John Smith John Smith Sally Jones David Jones Natalie Ross John Smith Deborah Sutton David Jones Andrew Galloway Neil Farran Natalie Ross Andrew Galloway Deborah Sutton David Jones John Smith 31 August 2005 Competency Level Status Closed _ Commencement Closed Closed Commencement Commencement Commencement Commencement Commencement Commencement Commencement Commencement Commencement Commencement Commencement Competent Competent Competent Trainer Commencement Commencement Commencement Commencement Commencement Commencement Commencement Commencement Commencement Commencement Commencement Commencement Commencement Oofro OF Oo of Oo oie Oo ro oo Oo ro oo oro oro oioaiaia Module Name i Security Screening Supplier Evaluation Security Screening Control of ID Cards Handing Over Syste Commissioning Syst Calibration Supplier E valuation Calibration Control of Corrective Commissioning Syst Calibration Calibration Calibration Calibration Calibration Commissioning Syst Commissioning Syst Commissioning Syst Commissioning Syst Commissioning Syst Control of Corrective Control of Corrective Control of Corrective Control of Corrective Co
59. 1 9 15 May 2007 7 7 30 B Size width 7 29 7 7 31 Bali Size Heicht 7 29 7 7 32 MMM Nudge DE 7 29 7 7 33 LTB Nudge Riebt E E E E A E 7 29 7 7 34 MA Nudge Um 7 29 7 7 35 WMA Nudge Domm 7 29 Lie NR d cece reins 7 30 7 8 1 e EE 7 30 IIA Che siii 7 30 7 8 3 EA el AAEE A A 7 30 7 8 4 a e e o o OE 7 30 e O A A 7 30 7 8 6 Node Croup re 7 30 P Ke Stee RN ent 7 30 7 8 8 NS E 7 30 Tol DIAN e 7 31 EE li ee 7 31 Ne esata ie e A UNNE 7 31 AIN e 7 32 7 8 9 PIG WK 7 32 A A E E R 7 33 REN e ino boi 7 33 T E E 7 33 O C E 7 33 Eng T E E E E EEA 8 1 Sle INTrodachon to Te LIVES CHING asin raid 8 1 8 1 1 IMS Conie Orv Ol Ai TE 8 1 8 1 1 1 Common Word Processing Features 8 1 8 1 1 2 Advanced Programming Capabilities oooooonnnccnnnnnnnnonononnnnnnnnnnnnonanonnnnnnnnnos 8 2 A o O 8 2 8 1 1 4 Localization Additional Langeuages 8 3 S L Supported Pile FORMA ani n 8 3 8 1 1 6 Supported Programming Languages oocccccccccnonnnonnnnnnnnnnnononnnnannnonononnnannnnnnnnnns 8 3 Di e TN Daria iii di 8 3 DE A So Me le assi 8 4 8 2 1 1 Fully Expanded Explorer Bilson aaa 8 4 8 2 1 2 Only One Group Expanded in Explorer Bars 8 4 A A 8 4 8 3 1 EE E e o oo 8 4 o A IPS INES DOCCOL ori pidio 8 4 ee 8 4 8 3 4 o A II 8 5 8 3 5 UE A O A 8 5 PPP o OA 8 5 er o A A gsandagiaes 8 5 ee 8 5 Dolphin Version 2 3 1028 0 1 10 15 May 2007 8 3 9 Find Item this COCA Acida 8 6 8 3 10 a O 8 6 A a A 8 7 ala PE a
60. 2 5 73 12 2 12 3 Toolbars 3 1 3 2 3 4 4 1 5 1 5 12 5 13 5 17 5 20 5 27 5 29 5 30 5 34 5 37 5 53 5 59 7 11 8 2 Training 3 2 3 3 3 4 4 2 4 8 5 2 5 3 5 4 5 5 5 6 5 7 5 8 5 9 5 10 5 12 5 15 5 17 5 19 5 20 5 32 5 36 5 37 5 38 5 39 5 40 5 41 5 43 5 44 5 47 5 48 5 49 5 50 5 51 5 52 5 59 5 60 5 63 5 64 5 65 5 66 5 69 5 70 6 3 7 23 8 10 8 12 9 4 9 19 10 1 10 2 12 2 Training Modules 3 4 4 2 5 6 5 7 5 8 5 10 5 37 5 38 5 48 5 49 5 59 5 60 5 63 5 64 5 65 5 66 8 10 U Unlock All 5 3 5 10 5 11 12 3 Updated Training Module 5 3 5 6 5 7 5 38 Dolphin Version 2 3 1028 0 12 3 User Centre 3 3 3 4 4 1 4 2 5 9 5 21 5 36 5 37 5 46 5 51 5 59 5 60 5 61 5 66 5 69 6 3 12 5 User Process 3 1 4 1 5 49 Utilities 5 3 5 6 5 8 5 10 5 11 5 37 5 38 5 49 Utility 5 3 5 4 5 5 5 6 5 7 5 8 5 9 V View 3 2 3 4 5 1 5 2 5 3 5 7 5 12 5 13 5 14 5 30 5 34 5 37 5 38 5 40 5 46 5 49 5 50 5 51 5 62 5 64 6 1 6 3 6 4 7 20 7 22 7 23 7 28 7 30 8 9 8 12 8 14 8 20 9 3 9 6 9 7 9 8 9 9 9 10 9 11 9 12 9 13 9 14 9 16 9 17 9 18 9 19 10 1 10 2 10 3 View EB 3 4 View Menu 3 4 6 3 7 22 7 28 View Toolbars 3 4 View Type 5 1 6 4 W Word 3 6 8 1 8 2 8 3 8 4 15 May 2007
61. 2 2 25 Risk Likelihood 5 2 2 26 Risk Severity 5 2 2 27 Risk Degree Dolphin Version 2 3 1028 0 5 75 15 May 2007 Chapter 6 Mail Centre d 6 1 Introduction The Mail Centre is the place to send receive internal mail from other Dolphin Users When a User is logged in to the system the mail system is checked every 30 seconds to determine whether that User has new mail The User is automatically informed via on screen reminders of how many mails have not been read 1 e not ticked in the Accessed column Mail Received You Have New Mail s Clicking on the View Later button causes the reminder box to be cancelled These Mails can still be accessed via the Mail Centre button from the Dolphin Main Page Clicking on the View Now button causes the reminder box to be cancelled and takes the User to the Mail Centre Once in the Mail Centre the User can look at their InBox received mail and OutBox sent mail and can see whether they have read the sent mail Double clicking on a mail item in the inbox will open the mail or will take the user to a specific part of Dolphin e g if the mail is a new corrective action double clicking will open the corrective action enabling the User to authorize or reject the action and so on There are various options available from the mail screen as follows Dolphin Version 2 3 1028 0 6 1 15 May 2007 Andy Galloway s Mail Centre i File Mie Actions
62. 25 OA WN TG EE 7 25 VO Als A E OE 7 25 DOM INC E e eee E E E E E E E E 7 25 TOA Nudge DOW EE 7 25 10 2 Se Et EE 7 25 Tala SOT DAS rai tii 7 26 A KE 7 26 7 7 2 MMB Open cecccccccccccccsssssccscssssssescsssssssecessessssscessssssssscssssssssecessessssecesssssusesesssssseesessessn 7 26 7 7 3 arcsec es ee retards 7 26 17 1 4 bi LB 11 IA EEA AIT N IEAA OEE E T IA A A AEE E EE E IA 7 26 db mor o EE 7 26 7 7 6 MB Home eaccceeccssccsssssssessssssssessssssssessssssssesssssevuessssseviasesssensassssseeunessseseueeste 7 26 777 MI Close 0 110100001 7 26 7 1 8 wide RR AAPP PP Po Ao E E ET A 7 26 A _ A 7 26 7 7 10 Com 7 26 2311 UBB Paste circo 7 26 SE e B KEEN 7 26 olde Gi B re EE 7 27 7 1 14 a CO Forin Nini ninas 7 27 ee ke sii Fee ee oe E EE 7 28 7 7 16 Ki A T E OEE E E N AE EEE E AE AA 7 28 TTT ROBB Back occcccccsssssssesssssssessssssssesssssssessssssssuesssssssuesssssesueesssseuieeseseseveeete 7 28 7 7 18 Gd Ue E 7 28 TAs POVO 3 Us O e E E E O 7 28 1 1 20 Old Process Map REVISIONS csncucsinacedarnancasssnnadsoduaananstsnesadsdneameassnsecscsauasaaiassenss 7 28 A AAA AAA E E 7 28 7 7 22 WBBM Align E 7 28 7 7 23 ELA Align Centre 7 28 7 7 24 VNTD 7 28 7 7 25 W Align Ton 7 28 7 7 26 W Align Middle cccccccccccescscscessscessssecessccesecsccessscssecsesesscascecsecsscascecssntsaveasees 7 29 7 7 27 BBB Align Bottom ear 7 29 T EE paco Apart Horizontally eege 7 29 1 1 29 a A EE 7 29 Dolphin Version 2 3 1028 0
63. 30 July 2004 K Visit Number External Auditor Peter Perfect Organisation Lloyds Register of Quality Assurance Standard BS EN 150 3007 2000 s Locatiorr 13 Days at Londong Office and 1 day at Southampton Office Brief Full Assessment Visit for certification to 150 9001 2000 The first tab holds data about the audit including the auditor the auditing organization the audit or visit number a brief description of the External Audit the locations being audited and the audit date The date is automatically selected as today s date but it can be changed by clicking on the drop down arrow and selecting a date from the pop up calendar The Company Notes 1s a free text field where the Company Representative can add notes of any type about anything to do with the audit These notes can give rise to Actions or Improvements above and beyond what the Auditor noted Audit Trail The second tab is used to note all relevant data about how the audit was conducted what areas were checked people spoken to escorts names times etc Of particular note are any adverse comments that were made not necessarily because they might end up as noncompliances but because all areas of weakness should be checked thoroughly even if eventually there is no case to answer Dolphin Version 2 3 1028 0 5 17 15 May 2007 i af Add Action e Add Improvement c Print ed Save X Exit without Saving gf Save and Exit E External Audit Number 1
64. 4 2 A VIVE IO ORO KE 4 2 AA Ne A e a arinei aa a 4 2 AA A AA 4 2 A AA 4 3 4 3 1 fis OCE EE To EE 4 3 4 3 2 To Link hems toa OUP E 4 4 LA TOOS soraia 4 7 A 4 7 LE DOI ai 4 7 dis DIAL IIA 4 8 4 8 Neal Conte id 4 8 Bis A rte Ren mnt eR ae EA eT NP 5 1 S Au a acinar ene nee 5 1 ILL T et EE 5 1 5 1 1 1 EA Group ceccececcecscscsccsecssessecsessucssessecsessucsuecuessessucsuessessessucsusssessessuesucsuessesseeaneeees 5 1 5 1 1 2 B SS nhh r kkhk k ana n n r ononon an arrr er renens 5 1 5 1 1 3 BA View Tepe annan nknkk k annn n kkk anan n nann aaa anniren 5 1 5 1 1 4 PB Add u cccccccccccscscccssscccscccscscccscsccesecccecsnccesccecscsuececsuecscatecsensecessuececsueceeaneces 5 2 E MN D EE 5 2 A 5 2 A APP PPP A donedaetacusou 5 2 SLLLS A A 5 2 5 1 1 9 IN 5 3 of Show All Fields 5 1110 SSS Show All Field AAA 5 3 all SB bunt 5 3 A ED 5 3 5 1 2 EE EE 5 3 5 1 2 1 Utilities Menu Darse ita dar 5 3 Mape A AAA 5 3 Missing Required Modules 00m st 5 3 Passed ENEE 5 5 ERR MONO cis ae Seon cies cots sate tec es puis ate netic og pew en sens cokers te eee 5 6 AS aaa 5 7 EE EE 5 8 EEUU AA 5 9 RA 5 9 UOC A diia A ea aa he sa cs EE 5 10 Required Competency Count rccccccccsssccccccccsecccccccceseseceeeeeaseseccessaeseeseeessaaaeeeesesaaaaees 5 11 TUL PLE TIC EEN 5 1 A A 5 12 3 221 Gar A A 5 12 Dolphin Version 2 3 1028 0 1 3 15 May 2007 5 2 1 1 Use of Toolbars in Records 5 12 EE 5 12 AO OV ICI ee 5 12 KU 5 13
65. 5 69 Actionee 5 23 5 24 5 25 5 26 Actions 3 2 3 6 4 2 4 8 5 1 5 2 5 4 5 12 5 13 5 15 5 16 5 17 5 18 5 19 5 20 5 21 5 23 5 24 5 25 5 26 5 30 5 31 5 32 5 33 5 37 5 40 5 49 5 51 5 54 5 55 5 59 5 68 5 69 6 1 6 3 6 4 7 20 7 32 9 2 9 9 10 1 10 2 Actions and Improvements 3 6 5 15 5 18 5 20 5 26 5 31 5 32 5 51 9 2 10 2 Actions Improvements 3 6 5 12 5 15 5 16 5 18 5 40 5 49 Activate 8 14 12 3 Administrator 3 3 3 6 3 7 4 2 4 7 4 8 5 1 5 3 5 10 5 37 5 46 5 47 5 50 5 51 5 59 5 61 5 72 5 74 7 1 7 2 7 3 7 5 7 6 7 21 8 8 9 17 9 18 Assign RMs 5 3 5 7 5 8 Attachments Tab 5 16 5 19 5 32 5 36 5 40 5 51 Audit 3 2 3 6 5 1 5 3 5 12 5 13 5 14 5 15 5 17 5 19 5 20 5 51 5 59 5 60 5 70 5 73 5 74 6 3 9 4 9 6 9 7 9 8 9 9 9 11 9 12 9 13 9 14 9 16 9 17 9 18 10 1 Audit Trail 5 14 5 15 5 17 5 59 5 60 5 73 5 74 Auditee 5 15 Auditor 2 1 5 14 5 15 5 17 5 51 Authorize 5 21 5 22 5 23 5 51 Auto Mail 4 1 7 18 B business effectiveness 2 1 Business effectiveness 2 1 C Calibration 5 20 5 57 10 2 Consultants 2 1 Continual Improvement 2 1 Coordinator 4 2 4 7 Corporate Social Responsibility 2 1 Correction 5 12 5 20 5 21 5 26 Corrective Action 5 12 5 20 5 21 5 26 Customer Care 3 2 5 29 5 30 5 31 5 32 5 33 5 51 5 68 5 69 6 3 9 12 9 13 10 1 customiza
66. 7 ef e Soft e Chapter 3 Dolphin Main Page alaj Continual Improvement of the Quality Management System Improvements IMS Centre E Mail Centre 2 l Mezsutement Andys fp E Mail Centre O Outlook Link r Process Cenire 2 Processes Report Centre a amp Report Centre Schedule Centre ZS Gd Schedule Centre This is the heart of Dolphin commonly referred to as the Main Page It is possible to access all of the functionality of Dolphin from here if you have the correct access rights All areas of this screen are infinitely customizable to suit all customer needs The Explorer Bar on the left can be taken off the screen or a link can be placed to internal or external areas of the program The main panel is actually a Process Map created using the Dolphin Process Mapping programme so functionality such as buttons videos audio images etc can easily be added to the Main Page It can also include company logos or specific processes and this area also can provide links to any area The toolbars can also be removed so the process area fills the screen on start up This is the screen that Users will have automatically loaded as the default Company Page if they do not have a User Process assigned to them in System Preferences Using the toolbars the Explorer Bar and any functionality on the Main Page you can access all the applications and documents within your company from this screen Do
67. 7 5 14 5 51 6 3 7 1 7 5 7 21 12 2 Processes 3 1 4 4 4 7 5 14 5 42 5 49 5 74 7 1 7 21 8 12 10 1 Proposed Completion Date 5 21 5 23 5 25 Q Quality 2 1 5 67 12 2 12 3 Quit 3 3 7 30 8 5 R Records 2 1 3 2 3 3 3 4 4 8 5 1 5 2 5 3 5 4 5 5 5 6 5 7 5 9 5 10 5 12 5 13 5 14 5 15 5 17 5 19 5 20 5 21 5 27 5 29 5 30 5 31 5 32 5 33 5 34 5 36 5 37 5 38 5 39 5 40 5 41 5 43 5 44 5 46 5 47 5 49 5 50 5 51 5 52 5 53 5 54 5 55 5 56 5 57 5 58 5 59 5 60 5 61 5 62 5 64 5 65 5 66 5 67 5 68 5 69 5 71 5 72 6 3 9 4 9 8 9 9 10 1 11 1 12 2 Renewable 5 5 5 6 5 37 Renewal Date 5 3 5 5 5 6 5 37 Report Centre 3 3 3 6 4 5 5 3 5 13 5 47 5 56 6 3 9 1 9 8 9 9 Report Viewer 9 2 9 3 9 5 Required Modules 5 3 5 5 5 7 5 8 5 9 5 37 5 59 5 60 5 61 5 64 5 65 5 69 9 19 Reseller Details 3 4 3 5 S Schedule Centre 3 3 3 6 4 5 4 8 5 4 5 6 5 7 5 62 8 9 10 1 10 2 standard 2 1 4 7 5 14 5 20 5 38 5 51 5 71 7 6 7 8 7 10 7 12 7 15 8 1 8 20 9 2 9 3 Start Expanded 4 1 8 4 start up 3 1 Subrecords 3 2 5 1 5 2 5 3 5 8 5 12 5 14 5 36 5 48 5 57 5 59 5 60 5 61 5 62 5 63 5 64 5 65 5 66 5 67 5 68 5 69 5 70 5 71 5 72 5 74 5 75 10 2 Supplier Approval 5 59 5 60 5 67 15 May 2007 Support Details 3 5 System Preferences 3 1 4 1 T Test 5 57 5 58 5 71 5 7
68. Bar 3 2 5 3 7 18 9 3 Microsoft Access 3 6 Microsoft AutoRoute 3 7 Microsoft Word 3 6 8 2 8 3 Minutes 5 12 5 53 5 54 5 55 5 56 10 3 Missing Required Modules 5 3 5 37 MS Word 8 1 N Network 2 1 4 2 5 10 5 13 12 2 12 3 12 4 Notifiers 4 2 O Only One Expanded 4 1 8 4 Originator 5 21 5 22 5 23 5 24 5 25 5 26 Outlook 3 3 3 6 4 1 4 5 5 47 6 3 6 4 Outlook Link 3 6 4 5 P Paperless 2 1 Dolphin Version 2 3 1028 0 12 2 Passed Renewal Date 5 3 5 5 5 6 5 37 Password 3 4 5 39 5 40 5 44 5 50 5 55 5 56 PDF 3 6 7 6 8 3 8 18 8 19 9 4 Preferences 3 1 3 4 3 6 3 7 4 1 4 7 5 33 5 47 5 49 6 3 7 6 7 21 7 31 8 4 8 8 8 10 12 2 Preventive Action 5 12 5 20 5 21 5 26 5 32 Preview 4 2 5 1 5 18 5 29 5 30 5 32 7 19 7 20 7 26 8 2 8 7 8 9 Print 5 3 5 5 5 6 5 7 5 13 6 3 7 19 7 20 7 26 7 27 7 30 8 2 8 4 8 5 8 7 8 8 8 9 9 3 9 8 9 9 Print Preview 7 19 7 20 7 26 8 2 8 7 8 8 8 9 process area 3 1 Process Area 3 1 Process Audit 5 15 Process Centre 3 3 3 6 4 1 4 7 5 38 6 3 7 1 7 4 7 18 7 20 7 24 7 26 7 28 7 30 7 31 8 9 8 12 9 2 Process Map 2 1 3 1 4 7 5 14 5 51 6 3 7 1 7 2 7 3 7 4 7 5 7 6 7 19 7 22 7 24 7 28 8 10 8 11 8 12 8 16 12 2 Process Mapper 7 1 7 2 7 3 7 5 7 22 process mapping 2 1 3 3 Process Mapping 2 1 3 1 3 3 Process Maps 2 1 4
69. Centre Group A Preview SZ view Type E Add View gt lt Delete E Records Suppliers Internal Audit External Audit Contact Telephone Supp Dpen Actions Improvements E01 Southampton Andy Galloway 44 0 23 8071 5437 O This is the best company have ever seen Not only are they professional and rasonably priced but the Senior Consultant is witty good looking and a general Customer Care all round good egg Suppliers Customers BC Check out their web site at http www e quality uk Com Calibration Records Vehicle Records Training Records Training Evaluation and Appraisal User Records Admin Only SubRecords Click on one of the links to the left to see the related data The Suppliers table holds information about all suppliers Double clicking a list item or selecting it and pressing the View button opens a single Supplier Record Within this form the toolbar buttons across the top work in exactly the same way that they do in all other records within the Data Centre Supplier Tab ll Save X Exit without Saving yf Save and Exit E Supplier MR SMITH l Notes Attachments HTC vi Supplier Contact Details Telephone Address Address Mobile Town Training County C Training Supplier Country The Supplier screen holds all the data relevant to a particular Supplier Notes Tab This tab is used to record any relevant details about the Supplier e g reason for
70. Centre is a Windows Forms control that has been Basic NET VS designed from scratch for the Visual Studio NET framework 2002 2003 The main elements of the IMS Centre are The Explorer Bar Button Bars Menus Document Panel 8 2 Explorer Bar The Explorer Bar is fully customizable to provide Quick Links to groups of documents that are contained within Dolphin The User can set up the Group Headings and attach different documents Dolphin Version 2 3 1028 0 8 3 15 May 2007 within each group by using the Edit Document Links button or select Links from the Edit menu option Many buttons in the IMS Centre are programmed as Windows Standard This means that Open Cut Paste etc within the IMS Centre act in exactly the same way as they do in all other Windows programmes The following explanations have been provided for the Dolphin specific functions and features 8 2 1 Using the Explorer Bar When you first enter the IMS Centre the Explorer Bar displays in one of two states fully expanded or fully closed The state is selected within the Preferences section of the Main Page 8 2 1 1 Fully Expanded Explorer Bars To start all Explorer Bars fully expanded select the Start Expanded option in Preferences on the Main Page Once selected this becomes active the next time you log in to Dolphin If the Only One Expanded option is selected also then the first Group on any Explorer Ba
71. Competency Count in the Utilities menu shows the required competency levels which are required and have been attained by a user The screen shot below demonstrates this more fully Required Competency Count Drag a column header Module Rating Required Attained Dem Picker Training Trained E AA Control of Corrective Maintenance E Control of Preventive Maintenance Trained Control of Subcontractors Trained Corrective Maintenance and Call Out Trained Customer Care Trained Disconnections and Work In Progress Trained EG o GO GG GC CG Dolphin Overview Competent EnquiyHanding Trained First Ad Trained Induction Training Trained WW io CO CH Fill Process Tree Dolphin Version 2 3 1028 0 5 11 15 May 2007 5 2 Explorer Bar The explorer bar changes the view for the User to display the differing types of data stored in Dolphin These are described below 5 2 1 Records Actions Options Records Utilities E Group 5 Preview S View Type cb Add eren View x Delete p Records Le Home Gi Print vd Close Internal Audit Internal Audit External Audit Actons l provements Indes Audit Area Auditee Auditor Audit Date Complete Engineering John Smith Andrew Galloway 19 September 2004 Customers o 18 PRProcessesHR Sally Jones Andrew Galloway 04 October 2004 H S 19 PR Procedure Control of N Deborah Sutton Andrew Galloway D April 2005 EI Customer Car
72. Description Policies TD Access to the Ce Access to the Centre Forms TD Account Ma nage Account Ma nagement E alas References Job Descriptions Training Modules TD Control of ID Card TD Control of Record TM Corporate Inducti TD Daily Contact Call TD Date Protection ER TD Disaster Recover TD Docu mentation C E TD Emergency Resp i TD Equipment Retur y TD External Audits d TD Field Staff Operati TO Handling Fire Alar FTD Handling Telecar TD Installation of Tel a TD Introduction Purp TD Liaison with Corp TD Management of E Tn Mananement HE e Control of ID Cards Control of Records Corporate Induction Daily Contact Calls Data Protection and Integrity Disaster Recovery Documentation Control Emergency Res ponse Equipment Returns External Audits Field Staff Operating Proced ures Handling Fire Alarm Calls Handling Telecare Calls Installation of Telecare Equipment geen Introduction Purpose and Use of the System Liaison with Corporate Clients Management of Complaints tee Ratna tse Bassas trainee Hive Management of Service Primers e E lt None gt A None chlene lt None gt o proa lt None gt WEE lt None gt lt None gt lt None gt Noe lt None gt lt None gt lt None gt ge lt None gt None None chlepez 8 3 15 2 Linking Documents Once th
73. Directions Rich Text File RTF documents and many more 3 2 10 External Program Through the Link Explorer in the Preferences section an Administrator can add a button that launches External Program on the computer Dolphin Version 2 3 1028 0 3 7 15 May 2007 Chapter 4 Preferences The Preferences section is split up into 5 tabs 4 1 System Preferences This Tab contains the mailing preferences and the Quick Link destinations Preferences Coordinators Documents A Data Centre EA Schedule Centre System Prefs gt Network ID g Link Explorer Ta Processes Mail Enable Notifiers E Link to Outlook Auto Preview SR TM Doc Group ID Mail Reminders Explorer Bar Groups Start Expanded One Only Expanded Start Up User Process Show Overview Toolbars Sort User Centre By ID Surname Department 4 1 1 Link to Outlook When ticked this enables Dolphin to Email all Users with an email address stored in the User Centre automatically whenever a Document or Process 1s altered 4 1 2 Auto Mail When ticked this sends a message using the internal Mail Centre automatically whenever a Document or Process is altered 4 1 3 Start Expanded When ticked this causes all explorer bars within Dolphin to start up with all the groups expanded i e showing all the items contained within those groups 4 1 4 Only One Expanded When ticked only one explorer bar group is allowed to be
74. Dolphin HOME Paperless Management Systems are the talk of the moment Everyone is fed up with the amount of paper that the average management system Quality Environmental Occupational Health and Safety or Information Security Management generates There seems to be no end to the reports the forms the documented procedures and even the flow charts It is a major evolution just keeping track of the bits of paper Not any more The developers of Dolphin Software have been developing paperless quality systems since 1995 Many different software programmes were tried and some had limited success Many of them only succeeded due to the ingenuity of the consultant Although all of our paperless systems achieved accreditation to the relevant standard that they were designed to comply with at Dolphin Software Ltd we consider compliance to be the minimum standard not the whole objective When these early paperless systems moved beyond merely complying with the standard it became apparent that the software could not support the greater functionality required for a truly paperless system As Lead Auditors of some years standing DSL Consultants knew exactly what they wanted the software to do However after checking dozens of so called Process Mapping programmes they came to the conclusion that they were going to have to design and commission the software themselves This means that the difference between Dolphin Software and all others that we have
75. ENT E a Tas 7 7 Toe INOUE PEON e ancien icin 7 8 7 4 1 A A E 7 8 Pee MiMi MAPS IO ii ies 7 8 E a cs A A 7 8 E MAS AAA PPP II o east eteeueeesaeeteecn ens 7 8 Hals PEO Ndee eee ee ee ee ee ee ey 7 8 A MINCE cee ossusacancteracsussacaecsececatienacendeserestibne sneesestcadionasenceereses ERE 7 8 oR E A KEE 7 9 A e io A A 7 9 Dolphin Version 2 3 1028 0 1 6 15 May 2007 7 5 eege 7 9 AA O A CT 7 9 O AAA toas 7 9 7 4 1 11 Gradient Mode 7 9 TAZ A 7 9 ALL AU ibas 7 10 A A EEE E E EE 7 10 Tal T e Te EE 7 10 7 4 2 4 Shadow COI 7 10 Dee G ME n de E 7 10 7 4 3 A E TE E ET 7 10 TA A 7 10 7 4 3 2 Label RAS 7 10 TA Ocelot 7 11 RE es OW DIIN EE 7 11 E hae gt 1611 0 EE 7 11 Tee Ke eo T E 7 11 Dei CAPACI EN 7 11 MA NON AU adonde 7 11 ES YX Ml AA ne et eee ene eee 7 11 TES LO XA SILC E 7 11 Wee Ded dE A E A 7 11 Ae De Ne iso sees ec o II 7 11 TAS ee 7 11 7 4 4 LE Pont and ACES orante ico aii 7 11 ae O A O In A eee ee 7 12 TAME PON rotos 7 12 TAA A A 7 12 EE CC A A E OO II 7 12 Td A 7 12 Jl Py A ANIE A EET NIN AAE EI N baad E AA A metre A EAA T A 7 12 TIL ATON E EEN 7 13 1 ATOW EE 7 13 7 5 1 3 Arrowhd 7 13 Ls EE 7 13 P T A A E E A 7 14 PAA D E e E E II ENE 7 14 Fol Pen WUC EE 7 14 AA A E E E E 7 14 EA E O 10 APP ll eee te eee ee ee eee ee ee 7 14 deed AS OEE ENEAN 7 14 Ee GC Re KC SE 7 15 E EEN 7 15 A MO ios 7 15 dos ENEE ee 7 15 Ll Dran Colo EE 7 15 Ee E CRU ee EN 7 16 7 5 4 P
76. Improvement was raised and one showing the Proposed Completion Date Fourthly the Stage of the Action Improvement is updated to show Awaiting Authorization in the top right of the form Schedule Centre el Neil Farran a Natalie Ross Enhancement 14 4dded If the Improvement has been sent to the wrong Authorizer or if he is away for a period of time the Originator can open the Improvement and allocate another Authorizer from the drop down list This would post the Improvement Report again once he presses the Send button Dolphin Version 2 3 1028 0 5 22 15 May 2007 Authorization Tab Improvement 14 ll Save Ka Exit without Saving af nave and Exit E Improvement Number Stage Awaiting Authorization Initial Authorization Actions Close Out Improvement Types Pleaze Select the appropriate Proposed Completion date and the Person who is to Perform the action IF itis then appropriate to authorize do so If however there is reason to reject the enhancement click the reject button then enter the reason this enhancement was rejected An email will be sent back to the originator informing them of this decision Proposed Completion Date 03 Oct 2005 Tobe actionedby cl know Authonzation Date H Jun 2004 w Authorized Bp Unknown When someone other than the Authorizer opens the Action or Improvement no date appears in the Authorization Date bo
77. K saves the new Target Name in the document Note that any Hyperlinks in other documents that aim at this Target will need to be reprogrammed to reflect the new Target Name Alternatively place an additional target alongside the original so that both are available for Hyperlinks 8 5 Document Panel The Document Panel is where the editing of the document takes place by those with the correct authority to do so The panel comprises the following areas Formatting Button Bar Document Ruler Bar Document Status Bar Dolphin Version 2 3 1028 0 8 19 15 May 2007 IMS Index gle Edit View Insert Format Table Options Tools Process Mee A OS 14 BR ce of Close BR Ed ei E KS B pa Ba B Dif a E 4 gt FB EUR DU A ale i Normal w MS Sans Serif Job Descriptions Job Description for Administration Assistant Job Description for Engineers Job Description for Office Manager Job Description for Partner Job Description for the Quality Manager Job Description for Senior Partner Responsibilities of the SPE Job Description for Subcontract Engineers Job Description for Senior Partner Job Description for Surveyor Whilst the Senior Partner may delegate many of his responsibilities to Suitably trained and qualified members of staff he has overall responsibility for the following Forms Check Lists Miscellaneous Docs Overall running of the company e Overseeing the setting and progress of company objectives He
78. KS Deen description into the header or the footer of the document and align it left centre or right Printing are no longer live and are therefore uncontrolled Position on Page denotes how far within the Top or Bottom Margins the text will be placed 4 7 15 May 2007 These changes will be in addition to the headers and footers created in the page setup area of this document and as such enough room must be left to cater for these Font and Font size can be programmed from this tab The document will also be printed with a marquee at the bottom centre of each page This contains the User Name and date of printing along with the legend UNCONTROLLED WHEN PRINTED Additionally the documents can be printed with a blue border denoting the margins of the pages of the documents being printed Once set by the Administrator these items will appear on all documents printed by the IMS Centre Preferences System Prefs gly Network ID g Link Explorer fas pocessse Coordinators Documents E Data Centre la Schedule Centre 4 7 Data Centre Internal Module Training Report Sign Off Require Trainer to Sign Require Trainee to Sign Clicking on the Data Centre tab allows you to _ Require Manager to Sign 2 e specify who the people are who have the authority External Module Training Report Sign Off Sa d noto Sign to sign off the Training Report stage of a Training st peal Record This will also allow External Train
79. Languages Feature Description Multi Language The Dolphin IMS Centre can be programmed to display in English German Support French Spanish and Italian All dialog boxes can be localized quickly and easily by the developer Unicode The Dolphin IMS Centre offers full Unicode support thus building applications for eastern languages is as simple as for the English European languages 8 1 1 5 Supported File Formats Feature Feature Description Portable Document Export directly to PDF with no further software or third party printer Format PDF drivers Exporting to PDF is as easy as saving to DOC RTF etc Hypertext Markup HTML documents and be loaded and saved just as easily as other file Language HTML _ formats Use The Dolphin IMS Centre to create true Intranet and Internet applications Image Formats Most popular image file formats are supported Amongst others TIFF WMF BMP JPEG PNG and GIF Microsoft Word Load and save documents from and to DOC format All Word versions from DOC v6 WordPad to Word XP are supported Rich Text Format RTF offers unmatched interoperability with other word applications Load RTF and save documents to and from RTF 8 1 1 6 Supported Programming Languages Feature Feature Description Microsoft C NEI The Dolphin IMS Centre is a Windows Forms control that has been VS 2002 2003 designed from scratch for the Visual Studio NET framework Microsoft Visual The Dolphin IMS
80. Location Tramer Date Trained 112 November 2005 112 November 2007 Dolphin Version 2 3 1028 0 5 5 15 May 2007 When this record is saved the Renew date is added to the Schedule Centre and will appear on the list of training modules that are overdue to be renewed Therefore it is suggested that the renewal date is set for a period of time earlier than the actual renewal date 1 e if the Utility is checked every month and the training takes a month to organize set the renewal date for two months before the actual expiry date of the current training This utility is accessed from the Utilities Menu Manage Training Passed Renewal Date and produces the following utility screen lt Manage Training Ela lteme beyond ther Renewal Date Module Date of Training 20 November 2005 w To create a Training Record from this utility select the renewable training module from the list and add a Trainer from the drop down list and select a date that the training will take place on Clicking on the Add One button creates a single Training Record and entries are added to the Schedule Centre for the Trainer and the Trainee for the specified date Multiple Training Records can be selected in one go by selecting the renewable training module from the list and add a Trainer from the drop down list and select a date that the training will take place on then click on the Create Course butt
81. Module Training Report Training Results Attachments C T Trainee Ir Training Module v Version Locanto Date Trained 10 April 2007 v Check Availability Renew O Notes Once the training has been selected 1t 1s necessary to specify either location or trainer using the drop down box This can be populated with the details of the training organization or the Trainer s Name etc If the training is recorded as being renewable training i e to be repeated every 2 years there should be a tick in the Renew box The Check Availability button allows the Manager or Administrator to check the Trainee s availability to attend the course Notes are made about the training why we are doing it what we hope to achieve by it etc Anything that can provide evidence that the training was diligently given should be recorded To obtain a list of Renewable Training that is outside the renewal period select the Manage Training Passed Renewal Date option from the Utilities menu in the Data Centre Dolphin Version 2 3 1028 0 5 37 15 May 2007 Module Tab Training Records Closed TRAINING MODULE FOR SECURITY SCREENING Application for Employment 1 1 All potential employees are required to fill out and sign an Application for Employment All sections on the Application for Employment are completed Where a question is not considered to be applicable it
82. Monotype Sorts moontont F Mr Big SF Effects Strikeout Underline Script western Clicking on the OK button gives a confirmation that the font on the selected Nodes and Links has been changed to the font selected in the Font dialogue box DolphinNet WI Fonts Changed 7 713 1 Change Edit Mode Pressing this button is the same as accessing the Edit Menu Change Edit Mode option 7 7 14 BR Change Form Name Pressing this button is the same as accessing the Edit Menu Change Form Name option DolphinNet Enter the new Process Description e q OP205 Internal Audits Cancel This Is a description of a new Process Map Clicking on the OK button saves the new description to the description area of the Status Bar This is the title that will print at the top of the page if you were to print out a Process Diagram Dolphin Version 2 3 1028 0 7 27 15 May 2007 Revision 1 Gul 7 7 15 SH Reset Selectable Pressing this button is the same as accessing the Edit Menu Reset Selectable option 7 7 16 2 Set Defaults Pressing this button is the same as accessing the Edit Menu Set Defaults option 7 7 17 Back Back When navigating from one process diagram to another whether through links or by using the File Menu Open command you can return to the last registered Process Diagram by clicking on the Back Button Not all Process Diagrams get registered in the history
83. Old PR Regulations 9001 MAI Improvement Prev Action Flw La PR Procedure A8 A be PRO Ee EPR Procedure 483 My Recent Lp PR New Process Fly ES PR Procedure 42 Dees La PR Blank Ta La PR Procedure Ae La PR Commitment to Stakeholders Flw La PR Procedure Act Ep PR Company Profile Flw ES PR Procedure Cor La PR Improvement Fl La PR Procedure Cor LP PR NSI Visit 2 6 1 Flw FPR Procedure Dor F PR Organization Chart Flw F PR Procedure 14 Lp PR Policies Pin Lp PR Procedure 14 ry PR Procedure A amp I Action Fly La PR Procedure 14 Ep PR Procedure A amp I Actioning Pla Zi PR Procedure 14 Lp PR Procedure A amp I Auth or Reject Ta ES PR Procedure 14 La PR Procedure A amp I Authorizing Pla La PR Procedure Inte ES PR Procedure A amp I Categorizations Pa La PR Procedures Fly gt Mu Network File name PR Vision and Mission rev fly Places nave as type Process Diagrams ws S Cancel This should begin with PR Some examples of this are PRO1 PR Help File 02 PR Main Process Map PR Sales 01 etc This will become the file name and will be saved with the extension flw To ensure this file is accessible from the automatically created lists within Dolphin ensure that the file is located in the FlowCharts subfolder There is a limit of 75 characters to this file name Click on OK and enter a description of the Process Diagram This will appear on the Status Bar at the bottom
84. PP e O E E A E E A E 7 16 Todd AUTO E 7 16 Teo A KEE 7 16 Dolphin Version 2 3 1028 0 1 7 15 May 2007 Ed E 7 16 7 5 4 3 e E A Ee RE 7 16 PAD Oro onL DYNE AA e o E 7 16 AA SAS sessaeteasbod 7 17 7 5 4 7 Owner Draw cccccccccccccscccscccsccsccusccusceuccesccesccesseusceuscesccesccesseusseseescenseuseeacs 7 17 A e MN 7 17 Re SE HR Ee Ree e E 7 17 e E ANER ms EE 7 17 WAM ei 7 17 A Tur EE 7 18 17 6 1 S A TTT TTE EOTS AE EER PEIE A TE EE 7 18 OM Nr E e EE E ecusdeavqoesmsssaceomerdes 7 18 PO O A o UE o A yore eee reer e 7 18 AA 7 18 TA A a o EE E E E 7 18 TO A elena 7 18 TAO DIV soda cta 7 18 IA A A e O o E E E ounces 7 18 A A A A E 7 19 AE PO SS 7 20 AAA e e EE 7 20 7 0 2 a A A A 7 20 TE WE Te EE 7 20 TO EK e EE 7 20 AA A O ON O se 7 20 A A 7 20 O CN 7 21 10 20 Change Edit MOT sentra oE E sao encia 7 21 T02 Chance FOr NIME seserinis ar EEE A E EENE eE 7 21 A e E 7 21 A MS SA E e E AAEE EE 7 21 7 6 3 E A ea T AET T 7 22 TO PEO A 7 22 16 32 Revision History sessccessasscsrsnaenececon sazsnsnacancerensseuesadeneceden sanuesaareacereasieuemaanaecedonses 7 23 R I e 5 Revon Ee ee 7 23 VOD Ps OTA Geos sos E E 7 24 7 6 4 PONLO NEE 7 24 LO AMEN E sta 7 24 OL AMO O ii ia A E 7 24 OR PO E ER 7 24 A OVW Ke E 7 24 TAD Eege 7 24 E ANTEDONO NEE 7 24 NOD 1 a E E E 7 25 E E PACO V e E E E nee E E E canes 7 25 Dolphin Version 2 3 1028 0 1 8 15 May 2007 Re UL VY VIN GE 7 25 PAGANO Geleet 7
85. PPT IIA EE 5 13 A 5 13 NA ASA 5 13 AN A 5 13 524 2 WINGS TING ZA EE 5 13 de ee 5 14 PRUE OEE AA 5 14 PRINT TTI eege 5 15 PRCT OMS TTT OV ORI eege 5 15 Allachments KE 5 16 NE Aa 5 17 M A 5 17 AUU NEE 5 17 E EE 5 18 Actions Improvements fo 5 18 ACOSO A A pi 5 19 5 2 1 4 Actions and Improvements ccccccccncnnnnnnnnnnnnononnnnnnnnnnnnnnnnnnnnononnnnnnnnnannnnnnnnnnnnnss 5 20 SS 5 20 Authorization LAD E 5 23 AA E Ae EEE E E EE EE E EN E E E E E A A E A 5 24 Close Out Tab 5 26 Improvements TIE 5 26 e GER CO EE 5 26 BEA EE 5 27 NOS ee 5 28 Ai ca case ances eee ve ai se eye wt eats ed dlne nase T AEE 5 29 SEENEN 5 29 e SN Pomme 11116 0 0 EE 5 30 e e TaD neem eo cv ea ee 5 30 SO SA 5 30 PIS EE 5 3 Eeer ENT 5 3 AS cceasonn eee cen enea tens poveaeaesauaietenbetnessacnuetensseusaseetusetecseeaeseee 5 32 WEN e 5 33 og UPP A 5 34 SUPP EF EE 5 34 NOST O a AAEE EAA E AEEA AE EEE EE NE EE EEEE EAEE 5 34 EN A SAA 5 36 SR Tani D 5 36 Training Requested Tab 5 37 IN artes sci se secs sc ee tne eel ce EE 5 38 EF OE TCI E 5 38 Training Result AS 5 39 Aac nmen e E 5 40 5 2 1 9 Training Evaluation and Apprasal 5 41 AER tes 5 4 Dolphin Version 2 3 1028 0 1 4 15 May 2007 5 2 1 10 User Records Admin Only 5 46 le MISCEL arial E 5 53 SN EN FPO WT mc 5 57 Dial No A A 5 58 Dollie RISK A EE 5 58 e A 5 59 IA A o oe eaeeeaees 5 60 A OW Kg oaa A E E 5 60 Ia A A A IO o A 5 62 dul de RE ICAO Msi E 5 62 IA A II E E 5 63 A
86. Report pdf Places Save as lype Adobe Acrobat pdf Cancel Pressing the Save button creates the pdf document with the stated name and saves it in the specified location This file can then be imported into the IMS Centre attached to Training Records Audit Reports etc This format is also the approved format for sharing reports by attaching them to emails and posting them on Intranet or Internet sites 9 2 3 10 Toggle Group Tree Report Viewer File i fn Home yf Close 4 4 END x MAlTA Mambiepnort Pressing this button opens a side panel down the left hand side of the main viewer window All the individual records that make up the Report are listed in the left hand panel Clicking on one of the numbered icons takes you to that record within the Report Dolphin Version 2 3 1028 0 9 4 9 2 3 11 Zoom Selecting the little black arrow next to the Zoom button reveals a drop down menu of all of the pre programmed zoom options Selecting one of the options applies that zoom ratio to the Report Viewer window Page Width Whole Page 400 30050 ZOU 150 LOU PS US 5 Customize Customize Clicking on the Customize option opens a dialogue box where the user can specify a zoom ratio to apply to the Report Viewer Zooming Please specify the zooming factor 25 400 Cancel Dolphin Vers
87. Save 45 7 6 1 2 Open Page Setup This button opens an existing process map when clicked the User is prompted Print Previews to select a file from within the Dolphin flowcharts sub folder The Revision history and the status bar are then updated with the data for this process Print 7 6 1 3 Close This button simply closes a process map 7 6 1 4 Import An administrator or consultant can import a process map from another copy of Dolphin perhaps on the consultant s laptop This will also update the revision history 7 6 1 5 Save This button saves the process map under a previously determined filename The User 1s required to enter text to describe what has changed from the last revision to allow the process to be saved this 1s automatically added to the revision history The process map revision text saved when a process is changed is sent within the email so that the user can identify the changes The email is sent to all users except the person making the changes if the Auto Mail preference or Dolphin Event Checker is set up 7 6 1 6 Save As This button acts as the save option except the User is also prompted for a file name Save As asks for an initial revision text and the process title so that the new process map does not have the same process name as a previous one Changing the process map name will take effect on all revisions thereby preventing the duplication of a process map in a list 7 6 1 7 Pag
88. Training Records Effectiveness Evaluation Training Required Module Training Report Training Results Attachments This is the Manager s Report Manager enter your password to close off this stage tig The Manager evaluates the training given predominantly in light of this particular employee He makes notes in the free text area about what was seen what reports have been received etc Based on this the employee is awarded a competency level from the drop down list Then the Manager should address whether there has been any additional training identified The options are Dolphin Version 2 3 1028 0 5 39 15 May 2007 Training Records Print gt lt Exit without Saving gf Save and Exit E Traming ID Effectiveness Evaluation Training Required Module Training Report Training Results Attachments Competent wi Internal Trairing Mode E me External Training Made C az Training to be Sourced Developed fads view Training to be Provided for Other Personnel ass view Manager enter your password to close off this stage tig Select an Internal Training Module to be delivered to this employee You can click on the View button to review the module When satisfied click on the Add button to create a new Training Record and to allocate it in exactly the same way as this one Select an External Training Course to be delivered to this employee You can click on the Add but
89. Version Date of Training 20 November 2005 aw To create a Training Record from this utility select the updated training module from the list and add a Trainer from the drop down list and select a date that the training will take place on Clicking on the Add One button creates a single Training Record and entries are added to the Schedule Centre for the Trainer and the Trainee for the specified date Multiple Training Records can be selected in one go by selecting the updated training module from the list and add a Trainer from the drop down list and select a date that the training will take place on then click on the Create Course button Training Records will be created not only for the specified person but also all other personnel that require training on the highlighted training module will be added to the Training Records one record for each person All updated training can be allocated by clicking on the Add All button This option creates a Training Record for each entry on the list for the date specified but does not allocate a Trainer to the Training Record The Trainer must be added manually by opening the Training Record and selecting the Trainer from the drop down list See Training Records The Print button causes a list of all Updated Training to be printed The Close button closes down the utility Assign RMs Dolphin Version 2 3 1028 0 5 7 15 May 2007 E A NG kt fl Required Modul
90. access to many different shapes Select whichever shape you have predefined in your Formatting scheme This can be changed at a later stage should you so wish 7 4 1 2 Shape Orientation The Node can be rotated through 90 degrees 180 degrees or 270 degrees The default option is zero degrees This does not change the orientation of the text in the shape and some shapes have rotational symmetry of 90 degrees or 180 degrees and so no change will be detected in their orientation if one of these rotations is selected Also not all shapes can be rotated as this would alter their generally accepted shape 7 4 1 3 Dash Style This gives the option of having the outline of the Node picked out in a solid line or choose from dotted dashed dashed and dotted etc 7 4 1 4 Pen Width This option defines the thickness of the shape outline Give the shape outline a thickness of zero to show floating text The remaining attributes can still be added but there will be no border to the shape 7 4 1 5 Alignment Select the alignment of the text within the shape Select from the nine standard options made up from top middle and bottom left right and centre Dolphin Version 2 3 1028 0 7 8 15 May 2007 7 4 1 6 Auto Size This option allows you to shrink or expand the text or picture inserted in the shape to the size of the shape or to expand or shrink the size of the shape to the size of the text or picture None means that the text or picture
91. ai E m mim H Once created a grouping will remain set up until another sort is created or until the sort is undone To undo a sort created this way drag the headings back from the Groups area to their positions on the Header Bar above the columns Dolphin Version 2 3 1028 0 11 1 15 May 2007 Chapter 12 Appendixes 12 1 Appendix A Installation 12 1 1 Windows 98 Instal Internet Explorer 6 with Service Pack 1 Instal VB5 Runtime Instal Jet 4 0 Instal NET Framework 1 1 Instal Microsoft Data Access Components V6 MDAC 2 7 Instal Rainbow Combo Driver 1 0 5 Instal Dolphin 12 1 2 Windows ME Instal Internet Explorer 6 with Service Pack 1 Instal NET Framework 1 1 Instal Microsoft Data Access Components V6 MDAC 2 7 Instal Rainbow Combo Driver 1 0 5 Instal Dolphin 12 1 3 Windows 2000 Instal Windows 2000 Service Pack 4 Instal NET Framework 1 1 Instal Microsoft Data Access Components V6 MDAC 2 7 Instal Rainbow Combo Driver 1 0 5 Instal Dolphin 12 1 4 Windows NT4 q 12 1 5 Windows XP Home Instal NET Framework 1 1 Instal Rainbow Combo Driver 1 0 5 Instal Dolphin 12 1 6 Windows XP Pro Instal NET Framework 1 1 Instal Rainbow Combo Driver 1 0 5 Instal Dolphin 12 1 7 Upgrade to XP Pro Instal Microsoft Data Access Components V6 MDAC 2 8 Dolphin Version 2 3 1028 0 12 1 15 May 2007 12 2 Appendix B Post Installat
92. ailable in the right hand panel These options are then used to filter the results in the databases and to generate a report in a predefined format Dolphin Version 2 3 1028 0 9 1 15 May 2007 For example it is possible to show complete or incomplete sections of the Action Improvement Detail Report Report Generator Report Explorer Improvement Detail Reports Audit Reports Please Select the Filter Criteria J e Improvement Reports lt 4 Improvement List Improvement Number 1 a to ca Improvement Detail Ga Improvements Overdue Raised From 01071300 ca Customer Reports Raised To 3171277999 Supplier Reports ca Mail Reports Pasea By a Department Reports Overdue egy User Reports ca External Reports ca Training Reports Status ca Meeting Reports E Schedule Reports ca Equipment Reports ca Risk Reports Cause Code r Awaiting Closure ri Complete with Addition Incomplete with Addition we In comparison some reports do not have filtering options and so the right hand panel will continue to display the legend No Filter Available This would be for reports that are based on a pre defined and standard set of filters 1 e the Improvements Overdue report is always all Actions and Improvements that are past their Action By date that are still open as at the time of producing the report 9 2 Report Viewer Button Bar Once a report has been generated it will appear in a Report Viewer window At the to
93. an be added to or removed from a selection of Nodes or Links by holding down the Control key on your keyboard and clicking the Node or Link to add to or remove from the selection To add all the Nodes in an area to a selection hold the Control key on your keyboard and drag a rectangle to cover the area over the Nodes See Select an Area above Where the selected actions make reference to a reference Node or Link the reference is the Node or Link with the white handles the target Nodes or Links are those with black handles 7 8 9 Add Node Tag This option is only in version 2 2 0 9 to maintain backwards compatibility with earlier versions of Dolphin All functionality under this option is available under the Add Link option Dolphin Version 2 3 1028 0 7 32 15 May 2007 7 8 10 Del Idsh 7 8 11 Ctrl C Ksdjksdj 7 8 12 CM Askcaks 7 8 13 CtrHZ Kjkjhsxdc Dolphin Version 2 3 1028 0 7 33 15 May 2007 Chapter 8 IMS Centre d 8 1 Introduction to the IMS Centre The IMS Centre is the heart of the documentation control functions within Dolphin As well as ensuring that the correct documents are available at the point of use the IMS Centre tracks revision changes and only allows authorized personnel to make changes to controlled documents IMS Index acia WW La P i EIB E Job Descriptions Job Description for Administration Assistant Job Description for Engineers Job Description for Office Manager Job De
94. and clicks Neil Forsyth Waiting 5 Debbie Sutton Waiting on the large button in the middle of the left hand L accep this as a tue and accurate place at this location and time panel This marks that Attendee as having read the minutes by replacing the word Waiting with the words I agree against their name in the list All Attendees at a meeting should sign off the minutes as soon as possible Report Generator Printing Minutes File Within the Report Centre is a report layout for iy cose Y printing minutes of meetings A Meeting Report gt Reports Audit Reports Improvement Reports Customer Reports 2 Supplier Reports z Mail Reports A 24 Department Reports User Reports A External Reports 2 E 5 Training Reports No Filter Available Meeting Reports a MES Ts Dies Dolphin Version 2 3 1028 0 5 56 15 May 2007 5 2 1 12 Equipment Checks The correct procedure for managing equipment checks is to set up the subrecords in the following order Equipment Types New types of equipment are added in the subrecords section When an item of equipment is deleted from the Equipment List all checks associated with the record e g PAT Visual etc are also deleted Please Select Equipment Type Seles Type of Check The type of equipment check may include check oil calibration visual check insurance PAT test etc Please Sel
95. ar View EB View Toolbar 3 1 3 2 View Toolbars This button shows hides the toolbars and the default value can be set from the Preferences Refresh Dolphin Version 2 3 1028 0 3 4 15 May 2007 3 1 3 3 Refresh e This allows the user when changing PR Overview not to have to reboot dolphin to refresh the front screen 3 1 4 Help Menu 3 1 4 1 Reseller Details Support Details About Dolphin Reseller Details This takes the User to the Reseller Details screen with all the contact information for your authorized Dolphin dealer 3 1 4 2 Support Details This takes the User to the Support Details screen where all the contact information is contained for Dolphin Support 3 1 4 3 About Dolphin Selecting this button takes the User to the System information screen Dolphin Support may require details from this screen when handling a support call The table below provides an example of the information held eil system Information File Edit View Tools Help ltem 05 Hame Version OS Manufacturer System Hame System Manufacturer System Model System Type Processor BIOS Version D ate SMBIOS Version Windows Directory System Directory Boot Device Locale Hardware Abstraction Layer User Name Time one Total Physical Memory lt Components H Software Environment H Internet Settings H Office 003 Applications Find what Search selected categ
96. arent Dolphin Version 2 3 1028 0 5 41 15 May 2007 Training Evaluation and Appraisal Exit without Saving gf Save and Exit Evaluation Number 1 Employee s Name 4ndu Galloway Manager s Name Andy Galloway All Training f Company Requirements Employee Interview Notes Training 4nsing from This Evaluation Index Trainer Module Status Calibration Commencement Commissioning Systems Commencement Company Requirements Tab Click on the Company Requirements Tab brings up a free text box wherein we make notes about what the company requires from this employee This can be prepared before the actual interview It is important that this requirement is in line with why the employee was employed in the first place It is acceptable to expect the requirements to change and grow as personnel become more competent and also as processes change due to technology better equipment company restructuring etc Training Evaluation and Appraisal File x Exit without Saving gf Save and Exit E Evaluation Number 4 Employee sHame Andy Galloway se ManagersName Andy Galloway All Training Company Requirements Employee Interview Notes Training Arising from This Evaluation This i a free text bos wherein we make notes about what the company requires from this employee This can be prepared before the actual interview tis important that this requirement is in line with why the employee was employed in the first place It is ac
97. arry Forsyth o Darren O Reilly Darren O Reilly User Details Position Department Start Date Finish Date Responsibilities TntTraining Position Department Start Date Finish Date Responsibilities Int Training Position Department Start Date Finish Date Responsibilities IntTraining Quality Manager Quality Experience ExtTraining Senior Partner Managerment Experience ExtTraining Insiallagen Engineer Engineering I Apr 200135 l Sep 2005 Experience ExtTraining Administrator Manager Director User Engincer Install Engincer CallChut DAK Engincer Service N Salgs Internal Auditor External Auditor Programmer Trainer Process Planning Consultant Calibration Administrator Manager Director User Engineer Install Engineer CallQut Engineer Service Sales Internal Auditor External Auditor Programmer Trainer Process Planning Consultant Calibration Administrator Manager Director User Engineer Install Engineer CallOut A Engincer Service gt Sales Internal Auditor External Auditor A Programmer Trainer Process Planning N Consultant Calibration Current Page Mo 1 Total Page No 1 Zoom Factor Page Width This Report can then be printed or exported as detailed above 9 3 7 3 User List Admin Only The User List Report has no filtering options to select in the right hand panel Administrators can access a report showing a list
98. ars reminding you that the changes to the document were not saved The save as routine will generate an email if Dolphin Event Checker set up top notify all users of the change s to the document A description of the change 1s included m the mail Dolphin Version 2 3 1028 0 8 5 15 May 2007 4 8 3 9 Find Item this document Selecting this feature allows you to search the document that 1s open in the Document Panel for any text string Clicking on the button opens a dialogue box for you to input the text string to be searched for the direction of the search and whether to case of the text is important or not Find what FindNewt Direction Cancel w Match case Up Down Clicking on the Find Next button finds the next instance of that text in the search direction from where the insertion point is currently in the document This operation can be repeated until the beginning or the end of the document is reached depending on the search direction selected When there are no more instances of the search text to find the User gets one of the following warning messages For a text search in the Down direction Find and Replace 1 The text end has been reached h 1 The text start has been reached 8 3 10 Page Set Up Clicking on the Page Set Up button opens the Page Setup dialogue box In it you can select various items to do with preparing the document for correct viewing on the screen and fo
99. as Windows Standard This means that Open Cut Paste etc within the IMS Centre act in exactly the same way as they do in all other Windows programmes The following explanations have been provided for the Dolphin specific functions and features 8 4 1 File Export Selecting this gives the user the option of saving the document in the following different formats 8 4 1 1 Cascading Style Sheets CSS format Cascading Style Sheets CSS is a simple mechanism for adding style e g fonts colors spacing to Web documents Once created in the IMS Centre simply export the document to your web directory using this feature 8 4 1 2 Portable Document Format PDF format Selecting this option allows the IMS Document to be saved in the universally accepted PDF format Portable Document Format PDF is a unique type of cross platform file format developed by Adobe It is Cross Platform Navigational Ultra Printable Ultra Viewable and Smaller than other conventional document formats gt Cross Platform a cross platform file format that represents documents independent of the software hardware and the operating system used to create the file In simple words you can read a PDF document in Windows that was created on a Macintosh that you downloaded from a Web site running Unix Dolphin Version 2 3 1028 0 8 18 15 May 2007 gt Navigational objects built into the PDF file format allow users and creators to expa
100. ate box and the name of the person logged in to Dolphin at that time is entered into the Closed by box It is possible for the Originator to change this information at this stage Pressing the Close button causes four things to happen Firstly all fields are locked Secondly Scheduler is updated to show the Close Date and all reporting on this Action Improvement is suspended If necessary reporting on a prior Action or Improvement is now reinstated Thirdly the originating function is updated with the Close Date and a tick in the box to show that it is completed if applicable Fourthly the Stage of the Action Improvement is updated to show Closed in the top right of the form Improvements Type Tab Definitions for Correction Corrective Action Preventive Action and Improvement are found on the fifth tab of the Action or Improvement form The information appearing in this tab 1s read from the DD Actions rtf file found in the Docs subfolder This file can be edited using the IMS Centre 5 2 1 5 Customers This screen holds all the data relevant to a Customer including free text notes and Customer care issues such as complaints and customer satisfaction data Dolphin Version 2 3 1028 0 5 26 15 May 2007 E Softw The toolbar buttons across the top work in exactly the same way that they do in all other records within the Data Centre Customer Tab View Customer File aw Print Save
101. auses the insertion point to move to the next Tab Marker and for the text inserted there to follow the format as defined by the type of Tab Marker selected 1 e right justified decimal aligned etc Dolphin Version 2 3 1028 0 8 20 15 May 2007 8 5 2 2 Delete Tabs On the ruler bar click on the Tab Marker on the Ruler Bar and drag 1t downward off of the Ruler Bar then release the mouse button 8 5 3 Document The document appears in the main part of the panel at the zoom specified and with the Paragraph Marks showing or not as specified on the Formatting Button Bar The document is edited in this panel by inserting and deleting text and formatting it using the Formatting Button Bar Once the editing is completed click on the Save button This opens up a dialogue box where you can add a Description of the Change DolphinNet Enter a Description of the Change Lancel Added five new bullet points for the new BS EN DUT 21 authorities This description appears in the list of revisions under the Revision History Click on OK to complete the save routine The current document is attached to the new document and can be accessed via the Old Revision Attachments button The new document is the only one available for normal use from the moment it is saved 8 5 4 Status Bar The Status Bar shows certain information about the document being shown Dolphin Version 2 3 1028 0 8 21 15 May 2007 i Chapter 9 Report Cen
102. authorities set clicks on the User button on the home page they will be taken to a Read Only version of their personal user record They are unable to access other users records An Administrator has the authority to remove Attachments to records when necessary Such attachments may be removed from the following records Internal Audits External Audits Actions Improvements Customer Care Training Records Meeting Records User Centre O O 000 0 Attachments Tab This tab 1s used to attach any documentary evidence that may be relevant to the employment of that person This might be copies of professional qualifications diplomas etc It might even be a copy of the contract of employment with subsequent versions being added later to provide a complete history of that person s employment or evidence that Security Screening has been carried out By attaching documents to this tab you preserve a copy as it is for future reference Dolphin Version 2 3 1028 0 5 51 15 May 2007 Amend User ba Me E bal Save X Exit without Saving Debbie Sutton Index Description Y ou can also scan documents such as reports handwritten notes Certificates of Training etc and they will become a permanent part of this Employment Record The functionality for these buttons is described in the Attachment Tabs Chapterfor the Data Centre Dolphin Version 2 3 1028 0 5 52 15 May 2007
103. ay for Actions Improvements Dolphin Version 2 3 1028 0 5 49 15 May 2007 AE J Softw The Manager then enters his or her Dolphin password to the sign off box at the foot of the form and presses the OK button This Training Record is now marked as Closed in the top right hand corner of the form Training Tab Amend User 5 e Debbie Sutton Contact Details Appointment Details l Training Authority Attachments Required Competencies External Training Internal Training Internal Trainer 17 Calibration 22 Commissioning Systems 28 Control of Corrective Mainten View Course Schedule View Course Schedule View Course Record View Course Record The Required Competencies is a free text field in which you can state the various requirements that the company expects from a person with this Job Description Also in this tab it 1s possible to view the Training Record for any External or Internal Training given Courses where this User is allocated as Trainer are automatically listed in the Internal Trainer box Authority Tab Amend User So Contact Details Appointment Details Education Qualifications and Experience Training Authority Attachments Employee No Password IT E BL Groups Auditors Departmental Responsibilities Department Manager Supervisor Quality O Administrator Iw Authorizer Iw Ext Auditor Authority Int Auditor Iw Process Plann
104. ay 2007 Link properties Styles Text and Fort Colors Flags Goal st End op DE Small degl5 Filed Fale Flat Arrow ng Startlap None Small degl5 Filed Fals Flat ll Arroba id Lines tyle Bezier Jump None DashStyle Hemd lh Solid 1 7 5 1 1 ArrowDst This stands for Arrow at Destination and sets the arrow style where it enters the new cell Many options exist to allow the User to make the link look exactly as desired 7 5 1 2 ArrowOrg As ArrowDst but this controls the origin of the link 7 5 1 3 ArrowMid As ArrowDst but this controls the middle section of the link 7 5 1 4 Line Style This option controls the route and shape of the link For example VHV forces a link to leave the origin node in a Vertical Direction and then turn 90 degrees to go horizontally and then turn again to enter the destination node vertically Dolphin Version 2 3 1028 0 7 13 15 May 2007 AAA H E AA sl Ch Soft 5 segments vert horz vert horz vert 5 segments horz vert horz vert horz 6 segments vert horz vert horz vert horz 6 segments horz vert horz vert horz vert 7 segments vert horz vert horz vert horz vert HVHVHVH 7 segments horz vert horz vert horz vert horz 7 5 1 5 Jump This section determines what happens when 2 links cross paths A little arc is displayed at the intersection of links 7 5 1 6 Dash Style This section determines the dash style of the link so the p
105. ba Dancing Queen mp3 My Recent GA Abba Angel Eyes mp3 Documents ABBA Chiquitita 1 mp3 a ABBA Dancing Queen Thunderpuss 2000 Techno Remix mp3 a Abba Fernando mp3 a ABBA Gold Greatest Hits Full Album mp3 a abba i belive in angels mp3 ABBA Knowing Me Knowing You 1 mp3 GH ABBA Knowing Me Knowing You mp3 a ABBA Thank You For The Music mp3 a Abba the winner takes all mp3 a ABBA Take a chance on me mp3 Q ACDC TNT mp3 GA Alabama Christmas in Dixie mp3 lt Ge euer File name Abba Dancing Queen mp3 S aces Files of type LA ai e Dolphin Version 2 3 1028 0 4 6 either double click the file name or highlight it and click on the Open 15 May 2007 A8 q o f t EA e The required file and programme will be associated with that Item on the Explorer Bar and can be launched by selecting the Item in the relevant Group Preferences 4 4 Processes Coordinators 5 Data Centre Je Schedule Centre System Prefs ly Network D Le Link Explorer iy Processes This tab contains the standard process grid size for Default Mail Group ES SES creating process maps and defines which properties Process Grid Draw Colour are copied on the Set Default Cell command in the SR SE Process Centre See Section 6 These settings will See Geng apply to all Process Maps created in this version of Iw Gradient Y Owner Draw Y Shadow Y Font Dolphin and will appl
106. bilities can be selected This enables the User to create or amend the responsibilities for that Job Title in the Responsibilities dialogue box that appears e a Seles Administration Assistant Enter the responsibilities of the above job title in the box below The Administration Assistant is responsible to the Office Manager for the following tasks and achvittes Handling Customer Enquines Logging Customer Complaints Maintaining Customer Files General Secretarial Duties Entering data in this dialogue box makes it available in the User Centre When an employee has been allocated a Job Title the Responsibilities field is automatically populated with this data Once entered this data can be amended by hand If changes to the Responsibilities for a given Job Title are permanent and affect all personnel with that Job Title the Subrecord should be changed by an Administrator Dolphin will automatically update the User s job title so that each user if linked to the correct job title It will also automatically update the Required Modules subrecords so that the links to the required modules are unchanged for each user However past Evaluation amp Appraisal records are unchanged because these are historical records Dolphin Version 2 3 1028 0 5 61 15 May 2007 When a User highlights a Job Title and clicks View or double clicks the Job Title a Job Title Dialogue Box appears It is then possible to alter t
107. ble 3 1 3 4 3 6 5 1 8 3 Customizable 3 1 3 4 3 6 5 1 8 3 12 1 Dolphin Version 2 3 1028 0 D Data Centre 3 2 3 4 3 6 4 5 4 8 5 1 5 3 5 10 5 13 5 17 5 20 5 27 5 30 5 34 5 37 5 38 5 46 5 49 5 52 5 55 6 3 9 3 Database 3 4 4 2 4 7 5 13 5 28 5 29 5 31 5 53 5 63 5 65 5 66 5 73 6 3 8 2 8 10 8 11 12 5 Default Cell 4 7 Default Printer 7 19 8 7 department 3 3 5 14 5 59 Department 3 3 5 14 5 50 5 51 5 59 5 60 5 74 10 1 10 2 designator 4 2 8 10 Designator 4 2 8 10 development 2 1 Development 2 1 Doc Group 4 2 Documentation Control 2 1 5 20 documents 2 1 3 1 3 3 3 7 5 13 5 14 5 17 5 19 5 32 5 40 5 41 5 51 5 52 5 55 5 70 7 6 8 1 8 2 8 3 8 10 8 11 8 12 8 13 8 14 8 16 8 19 12 2 Documents 2 1 3 1 3 3 3 4 3 7 4 7 4 8 5 13 5 14 5 17 5 19 5 32 5 40 5 41 5 51 5 52 5 55 5 70 6 3 7 6 8 1 8 2 8 3 8 5 8 6 8 7 8 10 8 11 8 12 8 13 8 14 8 16 8 18 8 19 12 2 Dolphin Document 3 6 4 4 6 3 Dolphin Support 3 5 12 3 E Edit Menu 3 4 7 20 7 26 7 27 7 28 7 31 8 13 8 14 Environmental 2 1 Equipment 3 2 5 42 5 57 5 58 5 59 5 60 5 71 5 72 6 3 Equipment List 5 57 5 71 5 72 Equipment Type 5 57 5 58 5 59 5 60 5 71 Explorer Bar 3 1 3 4 3 6 4 3 4 4 4 5 4 7 5 10 5 12 5 53 8 3 8 4 8 10 8 11 External Audit 3 2 5 17 5 20 5 51 5 70 6 3 Exte
108. built in ASCII and RTF are used for maximum interoperability Find and Replace Find and replace functions are available from built in dialog boxes and programmatically so that it can be used without end user interaction Headers and Footers Accessible from a built in dialog box headers and footers can be created loaded from and saved to MS Word or RTF files Hypertext Links Hyperlinks can be defined within a Dolphin IMS Centre document loaded from and saved to HTML files Dolphin Version 2 3 1028 0 8 1 15 May 2007 Feature Feature Description Images Images can be positioned as characters or given a specific page position Text flow around images can be set directly or from program code Images are scalable Loading from and Read from and write to databases independent of the type of database or saving to databases interface using all formats supported by the Dolphin IMS Centre Multi Level Undo There are multiple levels of undo and redo within Dolphin IMS Centre Redo Documents providing an easy path to correct mistakes Page and Document Page settings define the on screen display of a document Document settings Settings include page size orientation margins etc Printing and Print Printing and print preview are available complete with graphics tables Preview page numbers headers and footers etc Spell Checking Dolphin spell checker provides 3 spelling components a dialog based checker control an as you type che
109. ceptable to expect the requirements to change and grow as personnel become more competent and also as processes change due to technology better equipment company restructuring Etc Dolphin Version 2 3 1028 0 5 42 15 May 2007 Employee Interview Notes Tab This is a list of the things that were discussed with the employee including the employee s feedback In particular it is important to record where the employee feels that his her training is lacking or areas of concern that they have Ex Evaluation Number 4 Employee sName mee w ManagersName Andy Galloway All Training Company Requirements l Employee Interview Notes f Training Arising from This Evaluation This is a list of the things that were discussed with the employee including the employee s feedback In particular it is important to record where the employee feels that his her training is lacking or areas of concern that they have Training Arising from This Evaluation Tab In this tab is the opportunity to identify further training requirements for this employee Select any additional training that 1s required from the right hand panel select the training in the Module drop down box Evaluation Number 4 Employee sName Andy Galloway v ManagersName Andy Galloway All Training Company Requirements Employee Interview Notes Training Arising from This Evaluation Provider Skill Calibration Commissioning Systems Contract Review Co
110. ck control and a core spell checker Spell checking functionality is exactly as in Microsoft Word Stylesheet Formatting All documents formatting can be stored in stylesheets Stylesheets can be defined using the built in dialog boxes or from program code Tables Tables can be inserted into documents Cell contents can contain virtually any kind of formatting Borders and shading can be set for individual cells Text Frames Freely placeable and programmable text frames can be inserted and positioned as a character or geometrically relative to a paragraph or a page Zooming End users can zoom in and out in steps of 1 from 10 up to 400 All word processing functions are available at all zoom levels 8 1 1 2 Advanced Programming Capabilities Feature Feature Description Control Settings Control settings are available to set border styles pagination scrollbar and many more document appearance and behavior characteristics Line and Character Line operations give access to statistics such as number of characters in a Operations line of text or the number of lines in a document Marked Text Fields Marked text fields enable integration of applications such as mail merge where for example formatted text is retrieved from a database Toolbars Fully featured status bar button bar and ruler are included in the Dolphin IMS Centre 8 1 1 3 Dolphin Version 2 3 1028 0 8 2 15 May 2007 8 1 1 4 Localization Additional
111. ck on a link point and move it You may also set the AdjustOrg and AdjustDst properties of the link Dolphin Version 2 3 1028 0 7 16 15 May 2007 Note that when you stretch an OrthogonalDynamic link its LineStyle property value may change 7 5 4 6 Oriented Text This option determines whether its text can be drawn in the same direction as the link itself 7 5 4 7 Owner Draw This option determines whether you want to provide custom drawing for this item Not Supported in Dolphin 7 5 4 8 Rigid Determines whether a Link object is rigid or not If a link is rigid it follows without being stretched its origin node when this origin node is being dragged A consequence of this rigid behavior is that the destination node follows the origin If all nodes are linked each other with rigid links then all the nodes move if the User drags one node If it is not rigid 1t does not move when its origin node is moved Only its first point follows the node Notes This property allows the User to define a kind of ownership between 2 nodes If there is a rigid link from node A to node B then if the User drags A B follows it We may say that A owns B When an owner node is moved all its owned nodes are also moved This happens only when the User moves the node interactively with the mouse dragging You may use this property in a recursive way an owned node may be itself owner of other nodes You may also use this property to group
112. cle Records Training Records Training Evaluation and Appraisal User Records Admin Only Click on one of the links to the left to see the related data The Data Centre is the heart and soul of all the data storage within Dolphin It stores data relating to Subrecords and Records The Subrecords information is only available to Administrators Information in Subrecords is used to compile the Records This means that many records are fully customizable to suit any specific application Many of the functions available from the toolbars and menus are also available from a pop up menu that appears when you right click on the grid the list of records m the main panel 5 1 1 Toolbar 5 1 1 1 Ei Group Pressing this button will add a grouping bar to the data grid Column headers can be dragged into this area to group the data by this field pressing the button again will remove the grouping bar though the grouping specified 1s still performed until another grouping is selected or this grouping is undone See Creating Sorts on Groups 5 1 1 2 DN Preview Pressing this button will add an extra row which previews a row of data for each record in the data set Pressing again removes this preview row Preview rows are only available in Table View The Preview Row normally contains the Brief information from Audit Records Actions etc 5 1 1 3 1 View Type Clicking the triangle to the right of this button will show a drop down box f
113. ctional calendar and diary system that is designed to integrate fully with the records databases stored within Dolphin The Scheduler can be set up to show a single day a 5 day week a 7 day week or a month at a time The User can also select whether to show the small view calendars on the right hand side of the main panel The User can also view information grouped by department or user type and also a To Do list Schedule Centre New Z Refresh Deisie D Page Setup Print Preview 2 Print Home yf Close E Z Options E Q Previous Next T Day 5 work Week 7 week 31 Month E 01 May 2007 A lt April 2007 May 2007 gt amp Ruth Jenkins mM OY TF SS mw FE S38 Ve 26 27 28 29 30 31 1 Za 4 5 6 ee om s A A KE CS 7 3 10 14 SIS gan pa Action Improvement 61 Added 9101112131415 141516 17 18 19 20 16 17 18 19 20 21 22 21 22 23 24 25 26 27 9 00 23 24 25 26 27 28 29 20 29 30 31 1 Zi 30 t ob 10 00 View Own Schedule 113 View All Schedules 42 pm View Contract Review Meetings View Employees Representative 4 00 View Management Review Meetings View Management Team a 00 View Team Meeting epartmerts q e Administration 4 00 2 Action Improvement 61 Complete Calls Handling Installation 52 Quality Department Timeline E 6 00 E Timeline UU 3 00 View To Do List g 9 10 To Do List This list is populated when the following processes ar
114. cument will be changed and any evidence of the error will be lost However by attaching it to this tab you preserve a copy of the document as it is for future reference You can also scan documents such as reports handwritten notes Certificates of Training etc and they will become a permanent part of this Audit Record The functionality for these buttons is described in the Attachment Tabs section Dolphin Version 2 3 1028 0 5 19 15 May 2007 External Audits i a Add Action e Add Improvement c Print bal Save gt lt Exit without Saving gf Save and Exit E e External Audit Number 1 Main Audit Trail l Results Actions Improvements Attachments Drag a column header here to group by that column Index Description Ext 158 Action Plan dated 05 08 2004 ed NGO Aut cdf 163 DS Handwritten Notes pg 5 2 1 4 Actions and Improvements The Actions and Improvements screen holds all the data relevant to a Correction Preventive Action Improvement or Corrective Action Definitions The main difference between an Action and an Improvement is that an Action has a clearly defined need It exists to rectify something that has gone wrong or may go wrong An Improvement will be streamlining or enhancing a process that is working perfectly well it can just be done better quicker cheaper etc The same form functionality has been used for both Actions and Improvements The difference is that with an Action y
115. d Places Files of type Programs exe Cancel To launch an External Document directly from the Explorer bar select the External Document radio button and click on the OK button Dolphin Version 2 3 1028 0 4 5 15 May 2007 Add Edit Link Items Description Quality Manager Group Job Descriptions ho Link C None C Outlook Link Dolphin Document C Report Centre C Process Schedule Centre C Data Centre Audits Extermal Program Data Centre Improvements Ce Extemal Document Mail Centre Cancel OK You can now browse for the executable file exe file required to launch the file Select Program to Open Document Look in O Windows Media Player sl EI ex E DB Icons Sample Playlists My Recent E Skins Documents Visualizations S dlimport exe Fmigrate exe setup_wm exe wmlaunch exe wmpenc exe LG wmplayer exe O wmsetsdk exe My Network File name wmplayer exe nd Places Files of type Programs exe v Cancel When you have selected the executable file click on the Open button and you will get a reminder to select the file that you want to open DolphinNet Click on the OK button and you will be presented with a second browse J Now Select the Document screen Now browse to find the file that you want to open When selected button Select Document Look in IC My Music D EI eg EZ 2 Justin Timberlake 4 a Ab
116. d change the icon to a Dolphin Right click on DEC file and click on properties then click change icon browse C Program Files Dolphin Software click on any file with the DP logo E MCK X a n T SLET End of justec Di A las Wires Cend Combal B Shap puke Kl Lg Wrsken Corro dl S hp Pe A lors Miradores Explorer Bar oll A Sharp Shared Mans Winders ek A S Sherpa Toolbar a Leg Wire zchechde il A Shir plti Tools AE ar Mindo Timeline dl ro Do doc eg cos hip pad ada Copy of rel ADetall vb A le AN 3 Mi CustorrSontrobe OL Muessade Dirk dl Moli ad Corsa DLL A Lasa Picea Ach lero LSC a de dl Alassa Mos 2 LS om aseado Profes dl 13 na Secale 188 Plen A8 9 Double click on the DEC exe it should have a window pop up where you can direct the Event Check to search the data from It should be directed to the Dolphin Live folder on your network where you store your dolphin data Select on any file in the Live folder then click open tab Dolphin Version 2 3 1028 0 12 4 15 May 2007 B is vd MEI ra Tba Atbechments E Dongle Tick bet Sum Ered ol Cotas 4 latas W rsker Burt onder dl Muss Di ST ns Wirdows CetendarCombo dl Slzen Inout Cofta el Lg Wrsken error dl S hp Barea reyes A lors Miradores Explorer Ba Al S Sharp Shared locales AW Ze A B n Toolbar Cotes an Wire he Szen H Toolbar Reports I ro fa d reg 2 Copy of reli etal vt 3 Ma CustorrSontrobe DL Ad Cuber Con
117. d colour of all selected Nodes or Links to be changed at the same time This option 1s the same as clicking on the Change Font ve button on the button bar 7 8 4 Additional shortcuts Ctrl N New document Ctrl1 O Open Document Ctrl P Print Document Ctrl S Save Document Ctrl Shift S Save As Ctrl Shift Z Redo Alt Q Quit 7 8 5 Add Link Access the Link Properties functionality to create a link to another Process Diagram an internal or external document other Centres within Dolphin or any other programme or file on any accessible computer or other file system 7 8 6 Node Group Change This option allows the Node Properties of all selected Nodes to be changed at the same time 1 e multiple Node Properties can be changed at the same time 7 8 7 View Embedded Pictures The way that the Process Centre uses images means that images must be Registered in the system All registered images are 7 8 8 Select Mode In the Edit Mode pressing the S key on your keyboard toggles between Draw Mode and Select Mode Dolphin Version 2 3 1028 0 7 30 15 May 2007 Deed else cl seele E dire d dr nner 7 8 8 1 Draw Mode In draw mode describing a rectangle on the Process Centre canvas drawing area creates a new Node of the size and in the position specified by the rectangle described This rectangle and therefore the resultant Node lines up with the Grid as specified in Preferences
118. dd button browse to find the file you want to import and click on the Open button Dolphin makes a copy of the document in a secure location and adds an entry to this table so that the document can be viewed as necessary To remove a document from the list select 1t from the list and click on Remove If you have the right authorities the document will be removed from the list If not you will be given a warning that you do not have the correct privileges and that the document will not be removed Even after removal the document is still stored in the secure location 5 2 1 2 Internal Audit This screen holds all the data relevant to an Internal Audit including Actions Improvements and any scanned and attached documents such as external reports and hand written notes The toolbar buttons across the top work in exactly the same way that they do in all other records within the Data Centre Dolphin Version 2 3 1028 0 5 13 15 May 2007 View Intemal Audit kd Save Print X Exit without Saving gf Save and Exit E Internal Audit 4 April 2007 el Audit Area Area e Department C Process C Previous Audit with this area Number o Main Tab The first tab holds data about the audit including the auditor auditee manager responsible audit date and the Standard against which the audit is to be performed The date is automatically selected as today s date but it can be changed by clicking on
119. dds 8 7 E IS METI A PP E EE E E E 8 8 EN e e ONO PooADo o 8 8 IA A E ree enn ne eee er er ren 8 9 EE E A o 8 9 Bios e Ke 8 9 Fe Ne E TEE 8 9 AB A e 8 9 E OSC Ao o A 8 9 A NN A In E E EE A 8 9 A Goto TE 8 9 Slds Close E tritio atc 8 9 Sd ld q eh FOG WN Ti AAA 8 10 o3 Creating a New GroOUD EN 8 10 Ml Lahn TD GC e a AA 8 10 ro Nk Ao Eo E E 8 11 8 3 15 4 Deleting Document Links ccccccccccnnnnnnncoonnnnononncncnnnnnnnnnnnnnnonnnnnnnonanananons 8 11 Sada IAE O AAA E E 8 11 8 3 15 6 Changing Group NEE eege dd dE dE dee dE 8 11 8 3 15 7 Changing Document NEE s iert dt See fe deet S cinc 8 11 0 3 1 5 Changing Process TER sida iii 8 11 8 3 16 JE Root Eege eebe eege 8 11 8 3 17 MBB Last Process E E E E E E 8 12 8 3 18 Bh inked TN 8 12 8 3 19 LEB Revision History cccccsscssssssscsssssssssssssssssssssscsscsssssssecssssuesessssuevecsessuseeceessneeesen 8 12 8 3 20 D oO Revision Aachen 8 12 8 3 21 TT 8 13 E A EN REENEN 8 13 EEN O A E I E 8 13 Sora Crean Ll EE 8 14 e AE AAPP E S 8 14 227 A E 8 14 E D EEN 8 14 eee AI Ke 8 15 8 3 23 Images nas 8 16 Sor NOON Ken E 8 16 A A FINS e 8 16 Ge DECEO MAS ee 8 18 Soke MOS rai 8 18 8 4 1 A A EE toon aera 8 18 8 4 1 1 Cascading Style Sheets CSS format 8 18 8 4 1 2 Portable Document Format PDF format 8 18 8 4 2 FUE Pire SC rio 8 19 Dolphin Version 2 3 1028 0 1 11 15 May 2007 8 4 3 Pi EIERE 8 19 8 4 4 Pote A pe EE 8 19 8 4 5
120. deletes the association between the document and the Group in the Explorer Bar 8 3 15 5 Deleting Groups Select the group to delete from the left hand panel so that it is highlighted Click on the Delete Group button When asked confirm the request to delete the group Note that a Group cannot be deleted whilst there are documents associated with that group First delete all of the document links associated with the group that you want to delete Where there are no documents linked to that group the group can be deleted 8 3 15 6 Changing Group Names A Group Name can be changed on the fly In the left hand panel select the group that you want to rename and highlight the Description column Type the new description and then press the Enter key on your keyboard This new information will then be saved to the database 8 3 15 7 Changing Document Names A Document Description can be changed on the fly In the right hand panel select the document that you want to rename and highlight the Document column Type the new description and then press the Enter key on your keyboard This new information will then be saved to the database If you change the file name of a linked document all references to that document name within Dolphin will automatically be updated To change a file name select the document that you want to rename and highlight the Name column in the right hand panel Type the new fi
121. des obs CRL E orice howe Aki kL E Dolphin Revisions doc 3 Lessade Poe aseado Profiles dl Al Lessalo ALF j is 12 beet bd dl elt des d ZS Gm GEAR SZ kA ees Piet od yee Files ce 10 Double click on the DEC exe again to run Dolphin Event Check Please be patient to wait for the program to search the data from your server if you click on the red cross on the right corner the program will be closed Dolphin Event Checker pae No Items Found Time Taken 0 063 Second s 11 Itis very important that your window log name in Dolphin must be exactly same with your log name to the PC Window You can change the Dolphin log name in the User Centre in Dolphin 12 2 6 Multiple Dongle Addresses Multiple Dongle addresses are available via the C IPA TXT file if required Enter a list of IP Addresses to check for the dongle Write Access to the server or hard drive is required the first time this application is run on a PC The Program first looks at the Database for the IP Address if the IPA file does not exist and creates this file Dolphin Version 2 3 1028 0 12 5 15 May 2007 12 3 Appendix C Index A Access 3 1 3 3 3 4 3 6 4 2 4 5 5 46 5 47 5 50 5 51 5 59 5 60 7 4 7 6 7 8 7 19 7 22 7 30 8 2 9 17 9 18 12 1 12 2 12 5 Access Rights 3 1 3 3 Accreditation 2 1 Action 5 12 5 15 5 18 5 20 5 21 5 23 5 24 5 25 5 26 5 31 5 32 5 37 5 40 5 49 5 54 5 55 5 68
122. e Print gf Close Records Type of Check SubRecords Ty ype Departments Calibration Job Titles User Types User Breakdown Training Modules Competency Levels Trainers supplier Fault Types Pressure T est 50 Bars Supplier Approval Grades Visual Inspection Customer Complaint Types Cause Codes Required Modules Required Competencies Standards Equipment List Type of Check Test Frequency Click on one of the links to the left to see the related data 5 2 2 17 Test Frequency This subrecord is used to store the data for the Test Frequency field used in the Equipment Checks records The Administrator can create any periodicity using a combination of Units 1 e quantity and Span 1 e common time periods Data Centre Es Actions Options Records Utilities e EB Group Pal Preview S view Type E Add ee View Home c Print Ai Close Records Test Frequency SubRecords a Unite Span Departments E Months Job Titles 1 Month s User Types User Breakdown Training Modules Competency Levels Trainers Supplier Fault Types Supplier Approval Grades Customer Complaint Types Cause Codes Required Modules Required Competencies Standards Equipment List Type of Check Test Frequency Click on one of the links to the left to see the related data Dolphin Version 2 3 1028 0 5 72 15 May 2007 5 2 2 18 Check Groups It is necessary to assi
123. e Groups have been created they can be added to later if necessary it is possible to add documents to the various groups This is done by placing the cursor in the first line below the column headers in the right hand panel Select the Level designator from the drop down list in the first cell Tab to the second cell and select the document s file name from the drop down list of files stored in the Docs subfolder In the third column you must type in the Document Title The Document field can be any text you like but this is what will appear on the Explorer Bar so shorter 1s better than longer You can link the document to a Process Map by selecting it in the Dolphin Version 2 3 1028 0 8 10 15 May 2007 fourth column From the drop down list you will be able to choose any valid Process Map that is listed in the FlowCharts subfolder Then press the Enter key on your keyboard This new entry will then be saved to the database 8 3 15 3 Close IMS Editor Clicking on the Close icon will close the IMS Editor and return you to the IMS Centre Newly created links will be available for use immediately 8 3 15 4 Deleting Document Links Select the document to delete from the right hand panel so that it is highlighted Click on the Delete Document button When asked confirm the request to delete the document Note that deleting a document link from the IMS Editor does not delete the actual file It just
124. e RE EE SE Bee Eeer econo one uae Ee 20 Sales and Marketing Nell Farran Andrew Galloway 09 April 2005 EI Suppliers Calibration Records Vehicle Records Training Records Training Evaluation and Appraisal User Records Admin Only SubRecornds Records are the actual records created by running the Management System They include such things as Internal Audits Training Records Minutes of Meetings Vehicle Records etc This is generally the information that can be output to the Reports Generator in the Reports Centre Records are made up from Subrecords and data This approach gives maximum flexibility when setting up the system initially but ensures that the system is run in compliance with predefined parameters This is achieved by arranging that critical data is selected for inclusion in a Record from a specified list within the Subrecords 5 2 1 1 Use of Toolbars in Records The toolbar buttons along the top of the forms that contain Records provide the following functionality Not all functions have been enabled within all Records but where the button is available it has similar functionality throughout the Data centre Add Action allows the auditor to raise an Action Correction Corrective Action or Preventive Action and have it associated with this Record This will only available in Records where there is a tab to store the resultant Action and these will appear in the Actions Improvements tab Add
125. e Setup With this option the User can choose the layout of the page including size margins and orientation Please Note zoom factor also has a part to play in the overall layout for the printout Dolphin Version 2 3 1028 0 7 18 15 May 2007 Page Setup Printer Net lt Now SE Paper Size vw Paper Details Paper Width 827 PaperHeight ung Orientation Margins 17100 Inch Portrait Lett 100 Right 100 O Landscape Top 100 Bottom Scale to Fit O None Width Only Width and Height Height Only 7 6 1 8 Print Preview This option shows the User what the page pages will look like when printed From the Print Preview screen you can access the following functions EJES a Pri H Ardn li od Di a des reel A TEXAS AH PR H FE Friera Porra Prima Print This option prints the Process Map out to the system default printer as specified under the Page Setup options above Zoom From the drop down list select one of the preset zoom ratios or select auto default This only affects the Print Preview panel not the main document Dolphin Version 2 3 1028 0 7 19 15 May 2007 w Auto SOO 200 150 100 DK D eo 10 _ lt gt View Selector Select from one two three four or six pages on the view Close Close the Print Preview box and return to the main Process Centre screen Page Selector Use the spin wheels or the page number box to select the page to be v
126. e and reverts the focus back to the last programme that was open 1 e the Process Centre the Schedule Centre etc Dolphin Version 2 3 1028 0 8 9 15 May 2007 8 3 15 Edit Document Links 8 3 15 1 Creating a New Group Clicking on the Edit Document Links button takes you to the IMS Editor In the left hand panel you can designate the groups for the document families This is done by placing the cursor in the first line below the column headers Type a level designator from the list below in the first cell or type in a new one if required In the second column you must type in the Groups Description The Groups Description field can be any text you like but this 1s what will appear on the Explorer Bar so shorter is better than longer Then press the Enter key on your keyboard This new entry will then be saved to the database These groups can be any designation that you want However it is suggested that the number of groups be kept to a minimum to aid rapid location of different families of documents Because Dolphin must be very precise about how the Training Modules are tracked and the fact that there must be a Level designator for Training Modules it is set in the Preferences subsection of the Main Page Apart from that the Level designator for all other groups can be any text that you like IMS Editor i Add Group Delete Group A Add Document gt lt Delete Document Ai Close E i
127. e at an incomplete stage as a reminder to the owner as to what actions remain outstanding e g Internal Audits Actions Improvements Customer Care Record Training Reminder for Trainee and Trainer Training Report Reminder for Trainee Trainer and Manager Training Results Reminder for Trainee Manager O O O O Dolphin Version 2 3 1028 0 10 1 15 May 2007 To Do List Ea Owner irayGalonsy d reten The To Do list can allow all Personnel to be shown HR Only all within a department Manager Only or just the current user Standard Operator Double clicking on a to do list item allows it to be opened and edited 10 2 User Accounts As a new User is added to the system a Schedule Centre Account is automatically generated All reminders and appointments for that User are automatically posted and may be accessed in the Schedule Centre After a User logs in to the system Dolphin quickly checks the Schedule Centre for any Appointments that may be due or overdue and posts a reminder to the User These may not actually be appointments although they are listed as such in the Schedule Centre but could be training sessions actions and improvements deadlines audits due calibration tasks overdue etc 10 3 User Type When a new User Type is added to the Subrecords a new group is added to the Schedule Centre under the list of Schedules By selecting a Schedule from that list the diaries of all of the Us
128. e hyperlink needs to be set up in the existing document which when fired will open the destination document and take you to the Target within that document 8 3 21 1 Creating Targets Open the file that will be the destination document Scroll down the document to find the area of the document that you want to link to This may be a phrase a paragraph or a whole section This will be the Target of the hyperlink The Target will appear at the insertion point or if some text is selected at the beginning of the selected text Select the Target option from the Insert menu This gives you a dialogue box within which you can name the target Insert Target Target name Cancel E ulletpoint 2 Name the target and click on OK You can create many targets within one document by simply repeating the above A target name can only be used once in each document 8 3 21 2 Editing Targets In a document that has Targets in it positioning the insertion point at the target will allow the Edit Menu Targets option to be selectable Changing the Target Name and clicking on OK saves the new Target Name in the document Note that any Hyperlinks in other documents that aim at Dolphin Version 2 3 1028 0 8 13 15 May 2007 E Ch A Jee this Target will need to be reprogrammed to reflect the new Target Name Alternatively place an additional target alongside the original so that both are availab
129. e this information at this stage The Actionee then selects option 1 2 or 3 by pressing the relevant button The following happens for each of the three Options Selecting Option 1 This action is completed is chosen by pressing the Option 1 button This authorization causes four things to happen Firstly it locks all of the existing information Secondly it sends an email to the Originator identified in the Raised by box with a link attached asking them to review and close out the Action Improvement Thirdly it updates the Scheduler to show the Action Date Fourthly the Stage of the Action Improvement is updated to show Complete in the top right of the form Dolphin Version 2 3 1028 0 5 24 15 May 2007 S AE A EC CG Selecting Option 2 This action is complete but further Improvement has been identified is by pressing the Option 2 button Action 5 EEK Exit without Saving i save and Exit r Action Number Stage Complete with Addition Initial Authorization Actions Close Out Improvement Types Actions Carried Out liouhadsoibh aihasih oH lAwh sti FadipASDFefdh east WESPF wes9uj di Date Carried Qut 04 0c 2004 OOOO e Carried Dut By chp on M Completion Option 1 Option 2 Option 3 bs action cantat be completed untl after further remedial action i complete Ontan HewlmprovementNo Go To New Improvement Stage Waat ag Authonzation L SEL o
130. ect Type of Check Sele Mew Test Frequencies The frequency of testing for each specified type of equipment should now be set This may be daily weekly monthly etc When the frequencies have been set Dolphin will display the number of units to be tested and the frequency of testing as shown below Description Units Span Every Day ea A RS Ke EI Fortnightly 2 Weeka Every Month 1 Month s Every 2 Months 2 Month s Quarterly 3 Month s Twice a Year E Month s early 1 Years Check Groups Finally it is necessary to assign the Check Groups e g Vehicle and associate the type and frequency of test for each check group Please Enter Equipment Group Equipment Test Type Test Frequency Person Responsible New Dolphin Version 2 3 1028 0 5 57 15 May 2007 Softw When the Equipment Checks Record 1s first entered Dolphin requests the serial number description and equipment type Dolphin will then automatically schedule each test in the Group for that day When each test is completed Dolphin reschedules the next test 5 2 1 13 Risk Areas 5 2 1 14 Risk Assessment Dolphin Version 2 3 1028 0 5 58 15 May 2007 5 2 2 Subrecords Subrecords are created to ensure standardization of certain information that will be held in certain Records in the management system For example it is essential that everyone using the system refers to the same Department using the same words If for e
131. els The spacing must be greater than 1 pixel 7 6 4 8 Space V Upon selecting a group of nodes this option evenly spaces the nodes vertically taking the top node as the Reference Node The User is asked the number of pixels between each node The default for this is 10 pixels The spacing must be greater than 1 pixel 7 6 4 9 Size Width All Target Nodes black handles are resized in width to that of the Reference Node white handles 7 6 4 10 Size Height All Target Nodes black handles are resized in height to that of the Reference Node white handles 7 6 4 11 Nudge Left Upon selecting a node or group of nodes the User can nudge each of those nodes to the left by one pixel 7 6 4 12 Nudge Right Upon selecting a node or group of nodes the User can nudge each of those nodes to the right by one pixel 7 6 4 13 Nudge Up Upon selecting a node or group of nodes the User can nudge each of those nodes upwards by one pixel 7 6 4 14 Nudge Down Upon selecting a node or group of nodes the User can nudge each of those nodes downwards by one pixel 7 6 5 Help Menu At present the help menu holds only one option which is to display the shortcut key dialog box This informs the User of the keyboard shortcuts available within edit mode a Shortcut Keys For a full list of the shortcuts see Keyboard Shortcuts Dolphin Version 2 3 1028 0 7 25 15 May 2007 7 7 Button Bars 7 7 1 O New Pressing thi
132. ement List Improvement Detail A Improvements Overdue 5 Customer Reports Supplier Reports No Filter Available Mail Reports Department Reports User Reports External Reports Training Reports Meeting Reports Improvements Overdue COOOL s Ceren Clicking on the View Report button causes the Report to be generated on the screen Report Viewer File i Ch Home af Close E MN 4 EN DS elo ze oO MainFeport Improvements Overdue Number Actionee Days Overdue l Weil Forsyth ay Develop a system that ensures NACOSS Cenificates are issued within 23 Days of the alarm system being operational 2 Neil Forsyth 437 Determine whether the Installation Progress Check list adds any value to the process and amend the way you process customer files accordingly Le IF there is no value in using the form dispense with it completely bear in mind that another method of final contract revel would need to be developed 3 Neil Forsyth 437 Develop a method to ensure that customer signatures are obtained as agreement for work on installations to be carried out Tf there is verbal acceptance develop a method to ensure that this is documented as evidence of contract acceptance Le letter of confirmation of verbal order 4 Neil Persvth SS Print out mew survey enquiry forms and issue them to all staff dealing with enquiries and surveys to ensure the correct form is used detailing omissible zones Remove any old versions of the
133. ements PA Procedure Control of NCP PA Procedure Control of Records PR Procedure Documentation Control PR Procedure Internal Audits PR Procedures PR Processes Corrective Maintenance Support PR Processes Corrective Maintenance Cancel UK 4 4 15 May 2007 d ECG CG For all other sections within Dolphin Data Centre Mail Centre Outlook Link Report Centre or Schedule Centre simply select the radio button and click on OK The link has now been set up to access those areas directly from the Explorer Bar To leave the Item in the list but disable any links select None from the list then click on OK External Programs can be launched automatically from the Explorer Bar by creating the Link Item here Select the External Program radio button and click on OK Add Edit Link Items Description Quality Manager Group Job Descriptions h Link C None C Outlook Link Dolphin Document C Report Centre 0 Process Schedule Centre Data Centre Audits f External Program D e Data Centre Improvements f External Document Mail Centre Cancel OF You can now browse for the executable file exe file to launch the specified programme Select Program Look in 9 Management System M di O Attachments B Data Mu Recent Docs Documents 5 Flowcharts Images z Layouts Desktop Reports DolphinNet exe Loader exe g Setup Exe Mu Network File name i
134. en as actual size Auto is the default zoom option and it displays the document in a window altering the zoom so that the whole page 1s displayed in the print preview window Dolphin Version 2 3 1028 0 8 8 15 May 2007 Print preview 32 008 On the lett hz Training od 8 3 12 3 One Page This zoom option shows a single page in the print preview window 8 3 12 4 Two Pages This zoom option shows two pages side by side in the print preview window 8 3 12 5 Three Pages This zoom option shows three pages side by side by side in the print preview window 8 3 12 6 Four Pages This zoom option shows two rows and two columns of pages in the print preview window 8 3 12 7 Six Pages This zoom option shows two rows and three columns of pages in the print preview window 8 3 12 8 Close Pressing this button closes the Print Preview window and returns the User to the IMS Centre 8 3 12 9 Page Numbers Move from page to page in a multi page document by using the spin up and spin down buttons The number of the current page 1s shown in the page number window Alternatively select the page number in the window and replace it with the number of the page that you wish to view Press enter on the keyboard to go to that page ae E 8 3 13 Go to Home Page This button closes the IMS Centre and reverts the focus back to the Dolphin Main Page v Close 8 3 14 Close IMS Centre This button closes the IMS Centr
135. enquiry and survey forms and destroy and Cor remove them from the computer file 3 Neil Forsyth 437 Print off Handover Check Lists System Performance Checks or Completion Certificates for Intruder COTY Access Control and then wh needed place m engineer packs for installation jobs Conduct taining for engineering staff on the correct forms to use and how to fill the forms in and document this in the training records hh Neil Persyth 437 Change the Enquiry form to ensure that there is space fora Risk Assessment or Risk Assessment statement as will be required by the European standards 7 Neil Forswth 437 Change the template specification to mention omissable zones duration of the sounder entry and exit routes H Neil Forsyth 437 Customer file 3879 did not have the imal contract review signed In addition the specification had heen hand amended and stared i was to be e mailed to the customer The e mails were checked however the specification e mailed to the customer contained no price change and no change from dual technology detectors to PIRs as per the hand amended notes Therefore it is unclear what has been installed and a lial the Cuttenl Wersicmn of the specii is This needs lir h clarifi ed ba the customer ani the correct Specification printed and left in the Customer file 9 Neil Forswth 437 Current Page Mo 1 Total Page Ma 1 Zoom Factor Page Width Dolphin Version 2 3 1028 0 9 10 15 May 2007 9 3 3 Customer Reports 9
136. erienced Process Mappers should access these Property settings This image shows the detail contained just in one sub sub section of the Properties settings H pum OQ E El El DefLinkProp Sl CefHodePro D Alignmerit Autos ize BackMode DashStule DrawEColor Draww idth FillColor Font Gradient GradientColor Gradient ode Hidder Imagelnde ImagePosition Tel mie ale LabelE dit Logical OQutLinkable Owner raw Selectable Shadow Shape Text TextColor Tevihdarom Tooltip Transparent Trimming DefNodeProp Default properties for nodes Dolphin Version 2 3 1028 0 Lassalle Flow DefLink Lassalle Flow DefNode CenterMIDDLE None Transparent Solid MA 0 128 0 1 255 255 128 Microsoft Sans Sert 1 False 236 233 216 B ackwardDiagonal False a Relative DoT ext True True True True False True HightBottom 172 168 Ellipse zo U M000 UU False None l 7 22 15 May 2007 7 6 3 2 Revision History As a Process Diagram is saved following changes a reason must be given for these changes Selecting this menu item brings up a dialogue box where the text entered can be viewed You can also monitor who made the changes and when The revision number is the one used to control Process Training Updates and is printed at the foot of each document as it is printed out Process Revisions Revision Alteration Authorised Procedure PA Processes Purchasing Repaired l
137. ers assigned to that User Type are available to view in the main panel This is useful for scheduling meetings checking availability of personnel e Which engineer is free on Thursday morning scheduling training sessions etc Schedule View Own Schedule View All Schedules View Administration View Auditors Mew Installation Engineers Mew Service Engineers View Survevors Mew Management Mew MAM Attendees Timeline Dolphin Version 2 3 1028 0 10 2 15 May 2007 10 4 Timeline In the Timeline View it is possible to view all of the activity of any User subject to having the correct authorities The timeline automatically defaults to the current date Timeline August 2005 _ September 2005 huig Fri19 Sat20 Sun21 Mon22 Tue23 Wed24 Thu25 Fri26 Sat27 Sun28 Mon29 Tue30 Wed31 ThuDi FriD2 Sat03 Sun04 Mon05 Tue06 Wedo Tt EE EE 2 Employee Andy Galloway Check Employee Barry Forsyth 2 Employee Neil Forsyth Most automatically generated Appointments are scheduled for 30 minutes Therefore they do not show much detail in this view 10 5 Generating a New Appointment When an appointment is generated via the New Appointment button the following window appears Management Review Meeting Appointment Reccurence lA Save and Close x Delete E Subject Management Review Meeting mner Ruth Jenkins 7 ID 2 Start Time 10 05 2007 8 00 AM 11 Alday eve
138. es are allocated to each Job Description within the Company as detailed in the Subrecords section This Utility allows Training Modules to be added to and removed from a Job Description By selecting Utilities Assign RMs you are taken to the following screen Assign Required Modules Select the job title using the combo box and assign training modules to that job title by dragging them to the right hand box or using the buttons provided Job Title Unassigned Assigned Company Policy on Asbestos We LUGHH Control of Corrective Maintenar S Customer Care Control of ID Cards Control of Preventive Maintena q Control of Subcontractors Corrective Maintenance and C Display Screen Equipment Driving of Vehicles Equipment Checks Health and Safety on Site Installation of Access Control Installation of COTY Systems Installation of Fire Alarm Syste Installation of Intruder Alarms Installation Planning and Contre Internal Audits Disconnections and York In Pi Dolphin Overview Enquiry Handling Food in the Workplace Handling Actions and Imprower Health and Safety General Improvements Induction Training Introduction to the Company Manual Handling Noise in the Workplace Personnel Evaluations and Apy Maintaining Subrecords Policy on Smoking Alcohol anc ze Initially you can see the list of Training Modules that are not assigned to that Job Title and those that are Using the buttons transfers the Training Modules fr
139. ess Examined a number of Customer files to determine compliance Customer Files Checked were LOG879 Manley I AARIS Cook 3 03829 Brown 405843 P s Guitar Centre Ltd Current Page Ma 1 Total Page Mo 3 Zoom Factor Page Width Dolphin Version 2 3 1028 0 9 7 15 May 2007 This Audit Report is available from the Report Centre and also by clicking on the Print option in the specific Audit Record 9 3 2 Improvement Reports 9 3 2 1 Improvement List The List of Improvements can be printed out based on the selection or filtering criteria set up in the right hand panel lt Report Generator dic Explorer ES Improvement List Co Reports Audit Reports Please Select the Filter Criteria cea Audit List Ge Audit Detail Improvement Number 1 Improvement Reports E SN Let Ge Improvement Detail Raised To i Improvements Overdue Baised E Customer Reports e Supplier Reports Overdue Mail Reports y Department Reports i 2 User Reports Status 4 de External Reports zb ca Training Reports Meeting Reports Raised From Cause Code sy Cerea Once the relevant criteria are selected clicking on the View Report button causes the Report to be generated on the screen Action amp Improvement List Number From Date Raised Raised By Stage Action Required 1 Internal Audit 1 22 May 2006 Internal Awaiting Authorization Re register all the recently is
140. esults Attachments Trainer or Manager to test the trainee s understanding of the information Note what was discussed _ confirm that this course was undertaken by the trainee and that the above report is true and accurate O confirm that have undertaken and fully understand the training and that the above report is true and accurate Each of the individuals listed below is required to type their password to close off this stage Employee Waiting Trainer Waiting Dolphin Version 2 3 1028 0 5 38 15 May 2007 Regardless of whether there was any additional training specified the Employee must tick both boxes to state that the training was given and that he or she has clearly understood this training Once both boxes are ticked the Employee can then add his her Dolphin Password to the Employee box to evidence these statements The final stage that will lock off this record is for the Trainer to add his Dolphin Password to the Trainer box This record is now locked and cannot be amended The competency level of this employee for this task is automatically changed to Trained Training Result Tab After a period of time depending on the task that has been trained the frequency of use the criticality of this task to the company operation etc the training must be evaluated to make sure that it was effective and to determine whether it can be built upon or propagated to other staff
141. evel is selected that has a tick in the Gen Imp field an Action or Improvement will be generated automatically These items are found in drop down lists in the Customer Care Records Data Centre Actions Options Records Utilities i E Group 5 Preview FA view Type 7 J en Imp SubRecords Lal Rati G Departments Job Titles User Types User Breakdown Excellent Training Modules Competency Levels Trainers Supplier Fault Types Customer Complaint Types Cause Codes Required Modules Required Competencies Standards Click on one of the links to the left to see the related data If a change is made to a customer complaint type via the Edit function then the Customer Care Record is also updated to maintain data integrity Dolphin Version 2 3 1028 0 5 68 15 May 2007 K 9 A Softw 5 2 2 11 Action or Improvement Cause Codes This Subrecord contains the Action or Improvement Cause Codes used on the Close Out tab of the Actions or Improvements form Data Centre Actions Options Records Utilities E Group GG Preview SC view Type Add ae View X Delete B Home Print Close Records Cause Codes subRecords Cause Code Departments Analysis of Data Inadequate Job Titles Analysis of Data Not Carried Out User Types Authority correct User Breakdown Calibration Hot oe Training Modules EE 2 Calibration Not Done Correct Competency Levels Trainers Supplier
142. evidence for all process based internal audits in comparison to the relevant clause s of the Standard As with Audit Trail Department Items this can also be automatically added to an audit trail for internal audits and tailored to meet the requirements of a specific process A window similar to that shown above for Audit Trail Department Items will appear However instead of a Department drop down list there will be a list of processes available for audit 5 2 2 21 Audit Trail Results The categories for the audit trail results are recorded in this subrecord and could include the following Description Conforming Nonconformity Mot Checked Note Observation 5 2 2 22 Meeting Types The relevant types of meeting held within the organization should be added to Dolphin via this subrecord To add a new meeting the Add button should be selected and this brings up the following window Dolphin Version 2 3 1028 0 5 74 15 May 2007 The title of the meeting should be typed in the box and then click Ok to save the changes to the subrecord 5 2 2 23 Meeting Type Tabs When the various meetings have been established in Dolphin it is possible to assign Meetings Tabs which constitute broad agenda items Select the Add button for this subrecord and the window below appears Please Enter Meeting Type Tabs Sele Meeting Type Tab Name Agenda ltem Title Hew 5 2 2 24 Risk Activity Types 5
143. ext tab of the node properties dialog box Each option is then described Dolphin Version 2 3 1028 0 7 11 15 May 2007 Mode properties Stules Colors Flags Text Font and Image Text Management Responsibility Font Imagelndex Ei Tooltip wm 7 4 4 1 Text The text that 1s entered in this box will appear in the Node This can also be achieved by clicking on a selected Node whilst in the edit mode 7 4 4 2 Font Click on the Font button to change the characteristics of your text You get a standard font dialogue box that allows you change the font face to any font that 1s installed on your computer font style such as bold and italics font size and font effects such as emboss and outline You can see the way the text will look in the sample text box 7 4 4 3 Image Index This is magic little do hickey that makes pictures appear spectacularly within the confines of the shape boundary the image is taken from the Images folder E g a value of 1 in the image index would look for a file called 1 bmp in the images folder 7 4 4 4 Tooltip Type some text into the tooltip field This text will appear when the mouse rolls over the Node 7 5 Link Properties Right clicking anywhere on a link will open the Link Properties dialog box The options therein are described below 7 5 1 Styles This page sets the Style Properties for the link Each of the options is described below Dolphin Version 2 3 1028 0 7 12 15 M
144. gn the Check Groups e g Vehicle and associate the type and frequency of test for each check group Equipment Test Type Test Frequency Person Responsible New Pariin Recporetin Hu vreie Irierg Cale ation Array Rer Farah Mubwreter E ssena C alty yaon Bam Feemth Armus Vetech Rosi Furi License Arras Ned Forty Vehwle Sece rr Ned Long v Le F H Vebi DEER Areas T Vetwele Mol Teil irruady Ned Forint Best Tradl Prosmece Lea Meat Ira Pl saul Meeting Tuer Meet Type Tee Ak L en Arh Berea Hrib bagte Progi Tee kk een arei of the bria bo He bell lo see fe related daba 5 2 2 19 Audit Trail Department Items These are a set of items to check and evidence for all internal audits of specified departments against the required clauses of the Standard Audit Trail Items can be automatically added to an audit trail when creating a new internal audit Refer to Internal Audit section for further information Audit Trail Items can be tailored to address individual Departments When a new Audit Trail Department Item is added the following screen appears Dolphin Version 2 3 1028 0 5 73 15 May 2007 Please Enter Audit Trail Department Item Department Item to Check Clause Evidence The department is selected using the drop down list The Administrator should then complete each section and select Ok 5 2 2 20 Audit Trail Process Items These are a set of items to check and
145. he Job Title recorded 5 2 2 3 User Types This Subrecord stores all of the User types or subgroups that are cross departmental The schedules for these various User groups are available in the Schedule Centre and the grouping is added simply by creating the group in this subrecord and allocating personnel to the group in the User Breakdown section Data Centre Actions Options Records Ltilities View Type 7 E Records User Type Departments Job Titles Auditors User Types MAM Attendees User Breakdown Safety Council Members Training Modules Tea Makers Competency Levels Trainers Supplier Fault Types Customer Complaint Types Cause Codes Required Modules Required Competencies Standards Click on one of the links to the left to see the related data 5 2 2 4 User Breakdown This Subrecord assigns Users to the different User Types The schedules for these various User groups are available in the Schedule Centre and the grouping is added simply by allocating personnel to the groups created in the User Types section To add records click on the Add button The resultant Add Line appearing at the top of the list has two fields One is for the User Types from a drop down list and the other is for the personnel User ID Therefore you can allocate various personnel to the groups and one member of staff can belong to several groups First select the User Type Dolphin Version 2
146. he audit trail items to be followed up during the audit The Brief field should contain a brief description of the purpose of the audit 1 e Regular compliance audit of the Sales process and Credit Control Process It also stores the completion flag and whether a re audit 1s required Audit Trail Tab The second tab holds the information about the Audit Trail The auditor should record here the items that he or she would like to check during the audit For example Check a selection of Customer Files and ensure that the following documents are included in the file are properly Dolphin Version 2 3 1028 0 5 14 15 May 2007 completed and correctly authorized A typical Process Audit would have a list of 20 to 30 such statements View Internal Audit Main Audit Trail Audit Report Actions Improvements Attachments Viewltems 2 View Items Deleteltems 2 Trail Template 2 During the audit the Auditor should make notes of the file names personnel names Purchase Order Numbers Training Record Numbers Dates Times revision numbers etc that they saw This should all go in the Audit Trail At this stage do not make conclusions about the evidence just record what was seen When deleting items within the Audit Trail you will be asked to confirm deletion Audit Report The third tab contains the results of the audit View Intemal Audit Main Audit Trail Audit Report Actions Improvements A
147. iewed 7 6 1 9 Home Selecting this option closes the current instance of the Process Centre and reverts to the Dolphin Main Page 7 6 1 10 Close Selecting this option closes the current instance of the Process Centre and reverts the system to the area of Dolphin that was being used before the Process Centre was opened 7 6 2 Edit Menu The edit menu is the place in Dolphin where most changes start Described below are the options available from this menu All of the options in this menu can only be performed in Edit Mode m L 7 6 2 1 Undo Undo The Undo option removes the last amendment to the process map cele Please Note Only the actions that change the Flow diagram can be undoable Ctrl C 7 6 2 2 Cut Removes the Node from the page and stores the attributes in Font memory Cr Change Edit Mode 7 6 2 3 Copy Leaves the Node on the page and stores the attributes in memory vi de ES E K F Change Form Mame Reset Selectable 7 6 2 4 Paste This option creates another node on the page from the attributes stored in memory Set Default Dolphin Version 2 3 1028 0 7 20 15 May 2007 7 6 2 5 Font This option allows the User to change the font or typesetting properties of one or many nodes Multiple nodes are selected by holding down the control key and selecting one or more nodes with the left mouse button 7 6 2 6 Change Edit Mode This option is only available to Adminis
148. ing Internal Audit Re Audit Period Records to be signed off Re Audit occurs after day s EE The target dates for to acknowledge complete Must be Acknowledged within 7 day s action and close out any customer care issues are Actions must be completed within day s input of this tab Must be closed within 21 day s A v Preferences E ly inses leres ll A8 Schedule Centre Coordinators Schedule Centre Category Descriptions Schedule Category 1 Schedule Category 2 Competition Schedule Category 3 Schedule Category 4 oliday Schedule Category 5 ey Customer Schedule Category 6 Schedule Category 7 Schedule Category 8 ersonal Leisure Schedule Category 9 Y 3113 ell Ze THAR a Vi Sl S 0 ollo a Schedule Category 10 trategies Dolphin Version 2 3 1028 0 4 8 15 May 2007 Chapter 5 Data Centre 5 1 Introduction Data Centre a Actions Options Records Utilities E Group Es Preview S view Type 7 E d Add ere View X Delete E Home ca Print Records Internal Audit External Audit Audit Area Auditee Auditor Audit Date Actons lmprovements fF Engineering John Smith Andrew Galloway 19 September 2004 PR Processes HA Sally Jones Andrew Galloway D October 004 PR Procedure Control of Ma Deborah Sutton Andrew Galloway E 04 April 2005 Sales and Marketing Hei Farran o Andrew Galloway i 09 April 2005 Customers Customer Care Suppliers Calibration Records Vehi
149. ing Iw Manager Cust Care Coordinator Iw Human Resources a Access to this tab 1s restricted to Administrators only Managers and Supervisors of Departments should be allocated using the Add button selecting the department from the drop down list and ticking the relevant tick box then press enter to register the change Managers and Administrators can sign off the Training Records for personnel in the specified Departments Dolphin Version 2 3 1028 0 5 50 15 May 2007 The Windows login name may also be added to the user s record and it is important this is recorded if the user wants to make use of Dolphin Event Checker Authorities are added by placing a tick in the relevant tick box on the right hand side The different authorities are Administrator has full authority to make system wide adjustments Authorizer has authority to authorize Actions and Improvements Ext Auditor has authority to sign off External Audit Records Int Auditor adds the User to the list of Auditors in the Internal Audit Records Process Planning has authority to edit and save Process Maps Manager designates this User as the Manager of their allocated department Cust Care Controller designates this User as the Customer Care Controller for the routing of Customer Care issues Human Resources has authority to view the Training Records and Training Evaluations of all Users Y VVVVV VV If a standard user 1 e one without
150. ing Management Quality Sales EZ Current Page Mo 1 Total Page Mo 1 Zoom Factor Page Width 9 3 6 2 Department Detail The Department Detail Report has no filtering options to select in the right hand panel Clicking on the View Report button causes the Department Detail Report to be generated on the screen Report Viewer Em File Home y Close e H 4 EN elei zs o MainReport Department Administration Name James Forsyth Administration Assistant Neil Forsyth Office Manager Gill Forsyth Partner Department Engineering Darren O Reilly Installation Engineer Mike Ryan Installation Engineer Lee Usher Service Engineer Mark Walker Service Engineer Department Management pName Position Stats Barry Forsyth Senior Partner Current Page No 1 Total Page No 1 Zoom Factor Page Width Dolphin Version 2 3 1028 0 9 16 15 May 2007 This Report can then be printed or exported as detailed above 9 3 7 User Reports 9 3 7 1 User Detail Current The User Detail Current Report has no filtering options to select in the right hand panel It will always show the details of the User that is currently logged m to Dolphin Clicking on the View Report button causes the User Detail Current Report to be generated on the screen Report Viewer File gt Home gf Close E 4r gt rh ege te oO MainReport User Details Emp No l User ID Andy Galloway Forename And
151. ink from the Edit Menu Hyperlink option opens the Hyperlink dialogue box as if you were creating a Hyperlink Changing the settings and clicking on OK saves the new settings for the entire hyperlink 8 3 22 Cl Tables 8 3 22 1 Creating Tables Tables can be added to documents Simply place the insertion point in the document where you want the table to appear Then click on the Insert Table button From the dialogue box select the size of the table in rows and column numbers Dolphin Version 2 3 1028 0 8 14 15 May 2007 Insert Table Rows E 2 Columns 5 Espada Click on OK to insert the table into the document at the insertion point When the document is saved the table 1s embedded into the document The table can be visible or not by clicking on the Show Hide Grid Lines button when the insertion point is in the table 8 3 22 2 Editing Tables With the insertion point in the table a number of other buttons on the Tables buttonbar become available Adding and deleting rows and columns are all referenced to where the insertion point is in the table Inserting columns is either to the left or right of the column where the insertion point is but the new column will have the same attributes as the column where the insertion point is Inserting rows is either above or below the row where the insertion point is but the new row will have the same attributes as the row where the insertion point is Alter
152. inks Andy Galloway 25 08 2005 Added new button bar and changed blue button font SIZ to 10pt Andy Galloway 8 05 09 2005 Prepared Process Map for first use Andy Galloway 19 09 2005 Interim save Andy Galloway 19 09 2005 7 6 3 3 Revision Documents As a Process Diagram is saved following changes the old document is saved to the Attachments subfolder Selecting this menu option brings up a dialogue box where these older versions can be viewed using the View button Selecting the View button shows the old version in its own dialogue box Attachments Sele Index Description 28 DD Processes Purchasing Revision 1 lw 108 H Processes Purchasing Revision 2 rre bete ler i 2031 PRProcesses Purchasing Revision 3 Dn 29 PR Processes Purchasing Revision 3 in Dolphin Version 2 3 1028 0 7 23 15 May 2007 7 6 3 4 Zoom This option allows the User to shrink or grow the process map to fit on the screen or printer page Several options are available these are 7 6 4 Format Menu This menu holds all the formatting options used in the Process Centre These formatting options apply the selected format of the Reference Node to all of the Target Nodes Format Align Left 7 6 4 1 Align Left Upon selecting a group of nodes the User can vertically align all the left hand edges of the Target Nodes black handles with the left hand edge of the Reference Node white handles Align
153. ion 2 3 1028 0 9 5 15 May 2007 9 3 Available Reports 9 3 1 Audit Reports 9 3 1 1 Audit List The List of Audits can be printed out based on the selection or filtering criteria set up in the right hand panel Report Generator Report Explorer EG Reports El Audit Reports oy Audit Detail de Improvement Reports 2 Customer Reports AA Supplier Reports 2 Mail Reports de Department Reports 3 User Reports 3 External Reports 3 Training Reports Meeting Reports Audit List Please Select the Filter Criteria Audit Mo Complete Auditor Auditee Manager Audit Date From 01 Jan 1900 Audit DateTo 31 Dec 2999 s Cenna Once the relevant criteria are selected clicking on the View Report button causes the Report to be generated on the screen Report Viewer File o Home wf Close E lt a gt x 2 7 OO MainReport Audit Area PR Processes Installation PR Processes Sales Seles Internal Audit List Brief Complete Audit of Installation Process by reference to customer files No Audit of Installation Process by reference to customer files No Current Page No 1 Dolphin Version 2 3 1028 0 Total Page No 1 Zoom Factor Page Width 9 6 15 May 2007 9 3 1 2 Audit Detail The Detailed Audit Reports can be printed out based on the selection or filtering criteria set up in the right hand panel Report Generator Popat anag 7 Audit Detail El Rep
154. ion EI 12 2 1 Introduction Once the software is installed an integral part of how the system operates is dependent on how each client computer is set up The system is installed with two data areas one is for live data and the other is a set of test data and a training area During installation the software would have created two icons and placed them on the desktop of the computer one for the Live system and one for the Test system It is important that the two icons point at the programme DolphinNet exe or Loader exe see below and the Target Area points to the Live or Test area depending on which icon it is see below This is set up in the Properties of the two icons The Live system will contain the actual files being used for the system that is being developed 1 e the Quality Management System HAS Management System etc The Test data area will ship with a few examples of each type of record and a few Process Maps and documents This is the practice area where Users can create and destroy records and amend process maps and documents to gain experience in how the software works 12 2 2 Stand Alone System For a stand alone system the server and the client computer are the same machine In Preferences the Network Address is to be set at 127 0 0 1 and the dongle inserted into the correct port on this computer The programme used to run the stand alone system is called DolphinNet exe and it i
155. ired Modules in the sub records and job titles have been allocated to staff in the User Centre During loading Dolphin checks the outstanding Required Modules for each user This utility allows all of the outstanding Required Modules that are created when a new system is set up to be signed off in one operation Dolphin Version 2 3 1028 0 5 9 15 May 2007 Mass Training This form is used to complete mass training records and is most often utilized during initial setup Tick a group of modules set the Competency Level then click Generate to complete those training modules Click Close when finished Modules Y Alex Penny Personnel Induction Y Alex Penny Personnel Induction Y Alex Penny Personnel Induction Andy Galloway Documentation Control wl Andy Galloway Personnel Induction 4 Andy Galloway Personnel Induction Andy Galloway Using the Computer System E Ann Gilbert Equipment Returns _ Ann Gilbert Personnel Induction Ann Gilbert Personnel Induction _ Ann Gilbert Personnel Induction Anna Conway Equipment Returns Anna Conway Personnel Induction _ Anna Conway Personnel Induction Anna Conway Personnel Induction i Pooment Return vi Competency Levet After clicking utilities select Mass Training tick each of the training modules you regard as having been completed by that individual through Training experience or qualification Once selected choose the competency level you a
156. iting Closure Complete with Addition ri EEN Incomplete with Addition lazed Raised From Cause Code Once the relevant criteria are selected clicking on the View Report button causes the Report to be generated on the screen Report Viewer File gt Home vd Close rn Px BB eB OO Mambiepnort Improvement Detail Number l Authorized From lntermal Audit 1 Raised By Debbie Sutton Date Raised 25 August 2008 Proposed Completion Date 24 Septernber 2005 Type Correction To Be Authorized By Barry Forsyth Action Required Develop a system that ensures NACOSS Certificates are issued within 23 Days of the alarm system being operational This Enhancement Has Been Authorized Authorization Date 05 September 2005 Proposed Action Date 24 September 2005 Authorized Ey Barry Forsyth To Be Actioned By Neil Forsyth Current Page Mo 1 Total Page Mo 11 Zoom Factor Page Width This Improvement Report is available from the Report Centre and also by clicking on the Print option in the specific Action or Improvement 9 3 2 3 Improvements Overdue The Improvements Overdue Reports has no filtering options to select in the right hand panel Dolphin Version 2 3 1028 0 9 9 15 May 2007 Report Generator Report Explorer ER Reports Fly Audit Reports oy Audit List Ga Audit Detail a Improvement Reports oy Improv
157. l records reports etc Note when creating a new user Dolphin will automatically check to see if the user already exists and if so inform the user thereby preventing duplication DolphinNet Enter New User ID Jahn Smith E When entered click on the OK button This will open the Amend User form for the new User at the Contact Details tab Work through the tabs from left to right To access the record of an existing User select it from the list and click on the Amend User button The record for that User will open up on the Contact Details tab Contact Details Amend User gt File E po bel Save X Exit without Saving y All of the User s personal details Administrator 1 should be added to this Tab Some Contact Details Appointment Details Education Qualifications and Experience Training Authority Attachments Appointment Responsibility records that are produced in the reste RS of be Menouing Director are Report Centre rely on this Department Administration 1 idsogdsdgjdhgfidsagfidsagfihg Start Date ivi April 2006 2 sdkjabfsdjabfsdjabfsdjh information for example the Staff Telephone List It should be borne in Finish Dat F SE mind that this information is restricted See to Administrators of the system and the new User s Manager Induction Date fv April 200 3 skjbsfabsdlfsldf When somebody leaves the company and still has outstanding training planned by u
158. le for Hyperlinks 8 3 21 3 Creating Hyperlinks Within a document you can select some text and click on the Hyperlink button This opens up a dialogue box so that you can choose the destination document for the hyperlink Hyperlinks Linked text Senior Partner Link to Link to page location or local file Choose file He ulletpomt 2 Select a named target in curent page optional Show targets in Introduction Bulletpoirt 1 Current page C Selected file oa You can create a link to another file either within Dolphin or elsewhere or you can link to a Target within this file or any other destination file Once you have selected the destination file using the Choose file button you can view the Targets in that destination File by highlighting the Selected file radiobutton Selecting the Current Page radiobutton shows all of the Targets in the document that is currently open Clicking on OK creates the hyperlink on the text that was selected originally Once the hyperlink has been created it is fired by clicking on the text that carries the hyperlink Doing this will cause the hyperlink to activate opening the destination file and moving the cursor to the Target within that file If there are no targets in the destination file the file 1s simply opened and the cursor set to the beginning of the document 8 3 21 4 Editing Hyperlinks Selecting the Hyperl
159. le in the flow 7 4 3 4 Owner Draw This option adds gradient shading on rectangles and circles This option has been superseded by the gradient facility and is only kept to maintain backward compatibility 7 4 3 5 Selectable This option can disable a node that node will not react to any mouse or key commands and cannot be selected This has the unfortunate effect that you can not select it to make it selectable again Because of this a Reset Selectable option has been added to the toolbar which resets all nodes and links in the flow diagram and makes them all selectable 7 4 3 6 Transparent When checked the fill colour is removed and objects behind this shape can be seen through it 7 4 3 7 Gradient When checked a gradient is added to the node This allows the setting for the gradient colour to override the setting for the fill colour in the method described in Gradient Mode 7 4 3 8 X Moveable Can be moved in the X dimension 1 e can be moved horizontally 7 4 3 9 Y Moveable Can be moved in the Y dimension 1 e can be moved vertically 7 4 3 10 X Sizeable Can be re sized in the X dimension 1 e can be made taller or shorter 7 4 3 11 Y Sizeable Can be re sized in the Y dimension 1 e can be made wider or narrower 7 4 3 12 In Linkable This allows links to come into the node 7 4 3 13 Out Linkable This allows Links to go out from the Node 7 4 4 Text Font and Images Below is displayed the T
160. le name and then press the Enter key on your keyboard This new information will then be saved to the database 8 3 15 8 Changing Process Links A Document Linked Process can be changed on the fly In the right hand panel select the document that you want to rename and highlight the Process column Select the new Process Map to be linked to this document from the drop down list and then press the Enter key on your keyboard This new information will then be saved to the database 8 3 16 J Root Process Clicking this button takes you to the Process Map with the file name PRO1 flw This is known as the root process by virtue of its name If there is no Process Diagram with this name in the Live Dolphin Version 2 3 1028 0 8 11 15 May 2007 Data Area pressing this button will generate an error message informing you that the file 1s missing 8 3 17 Last Process Clicking this button takes you to the Process Map that is open in the Process Centre or if the Process Centre is closed to the last Process Map viewed 8 3 18 Linked Process Clicking this button takes you to the Process Map that is associated to the document being viewed in the Document Panel Processes can be associated to documents in the Edit Document Links function Note Clicking this button will close the IMS Centre and open the linked process map in the Process Centre 8 3 19 Revision History As a document is saved following change
161. led above 9 3 5 Mail Reports 9 3 5 1 Inbox Detail The Inbox Detail Report has no filtering options to select in the right hand panel Report Generator File e vd Close E Report Explorer ER Reports 4 Audit Reports CES Improvement Reports DA Customer Reports SES Supplier Reports EE ca Supplier List a Supplier Detail Inbox Detail SE Mail Reports ly Inbox Detail Hi Department Reports No Filter Available D User Reports Den External Reports D Training Reports DG Meeting Reports y ira Clicking on the View Report button causes the Inbox Detail Report to be generated on the screen Dolphin Version 2 3 1028 0 9 14 15 May 2007 Report Viewer Eile i Home gf Close E 44 gt bE x MainRepott In Bos Andy Galloway From Red Forh Dair BRR SHA H Subject boer udis From Beil Forsyib Diit ISS HAI Robjert Cordezimg Andria Barty This Docemeni Mes Heen oc ied 15 May 2007 att a This Report can then be printed or exported as detailed above 9 3 6 Department Reports 9 3 6 1 Department List The Department List Report has no filtering options to select in the right hand panel Clicking on the View Report button causes the Department List Report to be generated on the screen Report Viewer AE E File i e Home y Cloze 4 4 gt HExgld2 gt MainRepor Department List Department Administration Enginecr
162. letter of complaint sent in by a Customer etc and they will become a permanent part of this Customer Care Record The functionality for these buttons is described in the Attachment Tabs section Dolphin Version 2 3 1028 0 5 32 15 May 2007 Customer Care Tat 3 d y le Commencement Index Description Close Out The close out tab is a free text box that allows you to record what was done whether the customer was happy eventually etc The close out date is automatically entered as the system date but can be changed if required The name of the Customer Care Controller is entered into the Closed by box automatically Customer Care Customer Care Number Commencement Feedback Customer Notes Actions Attachments Close Out Reason for Close Out lt None gt Pressing the Cancel this Record button deletes the record completely leaving no trace of the incident The only person who can cancel a Customer Care issue is the Customer Care Controller as specified in the Preferences Section Pressing the Close Out button causes the record to be locked and the incident marked as closed in all records However there may still be Actions outstanding at this time The only person who can Close Out a Customer Care issue is the Customer Care Controller as specified in the Preferences Section Dolphin Version 2 3 1028 0 5 33 15 May 2007 5 2 1 7 Suppliers Data
163. lp Files eDuties of the Management Representative Click on MR Training Modules Click on one of the links to the left to view the related document 8 5 1 Formatting Button Bar The formatting Button Bar follows standard windows protocol The attributes selected font face font size bold italic and underline are applied to any text that is highlighted Formatting selected justification bullet points and numbering applies to the paragraph in which the insertion point is placed 100 e The zoom facility applies to the view of the document without affecting the actual document in any way Additionally layout marks can be switched on and off by toggling the Paragraph Marks button 8 5 2 Document Ruler Bar 8 5 2 1 Insert Tabs D The type of tab is selected before inserting into the ruler bar by repeatedly clicking on the Tab Marker Selector button Initially the selector shows a Left Tab Clicking it repeatedly causes the type of tab to advance to Right Tab Centre Tab Decimal Tab and Far Right Tab 1 50 Select the Tab Marker required and then click on the Ruler Bar to place the Tab Marker SS at that location When selecting or positioning a Tab Marker the position from the left hand edge of the page appears next to the Tab Marker Selector Once inserted into a paragraph the Tab will carry on to any other paragraphs created from that one Once inserted into a paragraph pressing the Tab button on your keyboard c
164. lphin Version 2 3 1028 0 3 1 15 May 2007 3 1 Menu Bar There are many options in the Menu Bar all of which are explained below 3 1 1 Contents Menu The Contents Menu toolbar is shown below Sontents ell Mail Centre Th Process Centre 4 Report Centre Schedule Centre H User Centre The Contents Menu and Toolbar will allow the user to view directly or add to Internal Audits External Audits Action Improvements Customers Customer Care Suppliers Training Evaluations Meetings Users Equipment Checks Or E Er O 0 0 0 0 Ek OO The Contents Menu and Toolbar also allows the user to view specific reports directly from the Overview screen these include Internal Audit List Action Improvement List Customer List Supplier List Department List Training Module List Training Record List Meeting Report Users o Equipment Checks Additionally the Contents Menu allows the User to select a specific process to view O O OD 0 O 0 0 3 1 1 1 Data Centre The Data Centre is the heart and soul of all the data storage within Dolphin It stores data relating to Subrecords and Records Dolphin Version 2 3 1028 0 3 2 3 1 1 2 IMS Centre This takes the User into the Integrated Management System IMS Centre the area where all internal Dolphin documents are stored and controlled 3 1 1 3 Mail Centre This Option is separated into 2 areas Mal Centre which takes the User to the Mail Centre
165. n The name of the person logged in to Dolphin at that time is entered into the Raised by box It is not possible to change this information The originator completes the Action required box If this is an Action the Originator must also decide whether this is a Correction Corrective Action or Preventive Action Later report functions rely on this selection being made diligently For a Definition of these terms see tab 5 of the Actions or Improvements The originator then identifies the date that he feels would be an acceptable completion date and enters it in to the Proposed Completion Date box The default 1s one calendar month from the date of raising this report He then identifies who the report should be forwarded to for action and this is entered into the To be actioned by box from the drop down list of Authorizers Authorizer attributes are allocated to the Users in the User Centre Pressing the Send button causes four things to happen Firstly it locks all of the existing information except the To be actioned by box which 1s locked to everyone except the originator Secondly it sends an email asking the Authorizer to action the Action Improvement Dolphin Version 2 3 1028 0 5 21 15 May 2007 DolphinNet pa Appointment Created User Neil Farran Date 04 Sep 005 Reminder 03 Ock 2005 Thirdly two entries are added to the Scheduler one showing that the
166. n RMs Assign Trainers Assign User Breakdown Mass Training Unlock All Required Competency Count and Fill Process Tree The Manage Training option gives three further options Missing Required Modules Passed Renewal Date and Updated Training Module This Chaptercovers the functionality of each of these areas Manage Training The Manage Training option gives three further options Missing Required Modules Passed Renewal Date and Updated Training Module Missing Required Modules When there are Required Modules that are outstanding this menu option provides a utility that allows you to view the list and allocate Training to personnel either as individual training sessions or where the same module needs to be trained to more than one individual a course can be created Dolphin Version 2 3 1028 0 5 3 15 May 2007 Manage Training Eo The following modules required by the personnel named are not present Andy Galloway Andy Galloway Andy Galloway Andy Galloway Andy Galloway Andy Galloway Andy Galloway Andy Galloway Andy Galloway Andy Galloway Andy Galloway Andy Galloway Andy Galloway Company Policy on Asbestos COSHH Display Screen Equipment Dolphin Overview Fire Safety First Aid Food in the Workplace Handling Actions and Improvements Health and Safety General Improvements Induction Training Internal Audits Introduction to the Company Date of Training 20 November 2005 a To create a Training Record
167. n alos wae thee ara lo ed ewe ove relies Dolphin Version 2 3 1028 0 5 53 e Szen Planner 2 Amacheents Ahanda fe Customer Care Win Planner Te Liar 1 15 May 2007 Previous Meetings Tab mh Add Action 2 Refresh Actions oe View Action E On the Previous Meeting tab enter the number of the Previous Meeting of this type The Go Any Other Business Attachments To button will then enable you to quickly call Previous Meeting ID Notes up the record of that earlier meeting This is so that the previous meetings minutes can be checked to ensure that all actions raised have been satisfactorily addressed Record in the notes section what was said and by whom and what conclusion was reached with regard to the previous meeting Should there be any further actions arising you can raise a new action by clicking on the Add Action button Actions Arising Index Date Raised Raised By Prop Act Date Any Other Business Clicking on the Add Tab button opens a dialogue box asking for the subject to which the new tab will refer DolphinNet Enter Tab Heading DE Cancel Selecting Cancel will cancel the Add Tab operation Selecting OK will create a new tab and add it onto the tab Supplier Performance bar immediately prior to the Any Other Business tab Minutes of Meeting These tabs can be pre prepared 1 e prior to the
168. nal mail This acts a pointer to the file in the system and DOES NOT make a duplicate All relevant automatic Dolphin mails will now contain a link with the item to which they refer so at the click of a button the user can now see this item Linkable Items include o Data Centre Internal Audits External Audits Actions Improvements Customers Customer Care Suppliers Training Records Evaluations Meetings Equipment Records o IMS Centre Dolphin Documents External Documents o Process Centre Process Maps If the Link to Outlook option is set up in the Preferences section an email will automatically be sent to the User s Microsoft Outlook mail system for transmittal to the recipient Bear in mind that the recipient s email address must be logged in the Contacts Details section of the User Centre before this facility will operate 6 2 2 Delete Delete Mail This button deletes the currently selected mail from either the Inbox or Outbox The User is prompted to confirm that this action is required 6 2 3 fm Print Mail This button takes the User to the Mail Section of the Report Centre to print a single mail or list of mails produced from selecting various parameters 6 2 4 ME Close This button closes the Mail Centre and returns the user to previous window open 6 3 View Menu 6 3 1 E15 Group This button adds removes a Group Bar to the top of the mail list where a header
169. natively pressing tab when the cursor is in the last cell in the table will add a new row at the bottom of the table Deleting rows or columns deletes the row or column where the insertion point is Tables can also be edited using the Properties option from the Tables menu or from within the table right click and select Table Properties from the pop up menu This will give you a dialogue bow wherein you can change many of the attributes of the table such as the grid that would be showing line thickness and colour cell margins cell height vertical alignment and whether rows are aloud to break across pages Table Properties Frame and Color Size and Formatting Hone Box All Grid Line width 0 75 ft Background Color Oo Auto e Other Cell Margins Top 10 00 E mm Left 0 64 mm Bottom 10 00 gt mm Bight 0 64 mm Dolphin Version 2 3 1028 0 8 15 15 May 2007 8 3 23 Jltoages 8 3 23 1 Adding Images Soft e N a Images can be added to documents These images do not have to be registered in the same way that Process Map images have to registered and indexed Simply place the insertion point in the document where you want the image to appear Then click on the Insert Image button From the dialogue box select the image that you want in the document and click on Open The image will appear in the document at the insertion point When the document is saved the image
170. nd Exit E Customer Mr Smith Details Hotes Customer Care Attachments Notes New Customer Visit to be arranged This is an area for free text and any and all useful information should be added to these notes Dolphin Version 2 3 1028 0 5 28 15 May 2007 Customer Care ee E c Print ed Save XX Exit without Saving yf Save and Exit E Customer Mr Smith Details Notes Customer Care Attachments Number Contact Date Ralzed Raised By Sco Cause Code Stage 500e Bo pmm i y 3 H Mr Smith 09 May 2007 Ruth Jenkins Submitted Hew Customer Care Record Customer care issues that have been raised by a customer are listed under this tab One way of raising a Customer Care issue 1s to click on the New Customer Care Record under this tab see above The blue preview lines show the Brief description from the Customer care issues and are only shown if the Auto Preview preference is set Dragging the column headers up to the grey bar allows sorting and grouping within the database as described in the Group function for the Toolbar Attachments This tab is used to hold any relevant documentary information relating to the customer View Customer Sy Print cd Save XX Exit without Saving gf Save and Exit E Customer Mr Smith Details Notes Customer Care Attachments Drag a column header here
171. nd the usefulness of a publication Such items include Internal and external links bookmarks thumbnails of each page article threads form fields buttons for navigation notes to annotate information views to allow a user to magnify or reduce a page to fit within the user s computer screen gt Ultra Printable PDF files are based on the PostScript language imaging model This enables sharp color precise printing on almost all printers gt Ultra Viewable On screen PDF files have a precise color match regardless of the monitor used PDF files allow the user to magnify documents up to 800 without the loss of clarity in text or graphics gt Smaller PDF files can be optimized to reduce their file sizes PDF files for example can be 1 5 of the size of their HTML counterparts 8 4 2 File Page Setup Using this menu item is the same as using the Page Setup button 8 4 3 File Home This is the same as using the Home button 8 4 4 Edit Hyperlink If there is Hyperlinked text in a document and if the insertion point is within the range of text encompassed by the hyperlink this option is available from the Edit menu Selecting it opens the Hyperlink dialogue box where you can edit the parameters of the hyperlink See Hyperlink 8 4 5 Edit Targets In a document that has Targets in it positioning the insertion point at the target will allow this option to be selectable Changing the Target Name and clicking on O
172. nt Documents A Find the flw file that you want to import Ensure that the file name begins with PR Some examples of this are PRO1 PR Help File 02 PR Main Process Map PR Sales 01 etc Click on OK and enter a description of the Process Diagram If the process map chosen to import has the same filename as an existing process map the operator 1s asked 1f they want to overwrite If the operator answers yes then the revision history belonging to that filename is cleared back down to revision 1 Dolphin Version 2 3 1028 0 7 4 15 May 2007 DolphinNet Enter Process Description Cancel A new quality process created from the health and afty template This information will appear on the Status Bar at the bottom of the Process Panel This can be changed at any time by an Administrator or a User with Process Map editing authority by clicking on Edit Change Form Name There is no need to be in Edit Mode to do this Clicking on OK continues the import routine and Dolphin will move a copy of the selected file into the active FlowCharts subfolder to ensure this file is accessible from the automatically created lists within the active Dolphin system WARNING If this Import creates a duplicate file name in the FlowCharts subfolder there will not be an error message and the original file will be overwritten without warning 7 3 Editing Process Maps 7 3 1 Introduction The Process Diagram 1s made up by drawing the Node
173. nt End Time 10405 2007 w 8 30 AM Ke Reminder Dolphin Version 2 3 1028 0 10 3 15 May 2007 If required the appointment may be selected as a recurring appointment by choosing Reccurence Closing the appointment will refresh and update the Schedule automatically Also if 1t is necessary to move an appointment date e g 10 05 07 moves to 17 05 07 the appointment can be dragged to the new date and this will update the schedule Dolphin Version 2 3 1028 0 10 4 15 May 2007 Chapter 11 Miscellaneous d 11 1 Creating Sorts on Groups In many views within Dolphin it is possible to sort lists and records by any of the groups within that list In some views this feature is permanently enabled In other views 1t can be toggled on and off using the Groups button ER Trainers Drag a column header here to group by that column Training Module Or dy E alloway i Errar a cai Or fs bestos Gill Forsyth Control of Corrective Maintenance A Erene feet isi With the Groups option enabled drag one of the column headers onto the Groups area that has appeared above the column headers bar This will automatically sort the records into groups based on that header Selecting more than one header will create subgroups below that group etc Trainers Trainer Training Module Tramer Barry Forsyth
174. ntrol of Corrective Control of Corrective Version Renewal Date l trProc trOpen OO o000000 opoo0o000p 0 00000000000 Click on one of the links to the left to see the related data Dolphin Version 2 3 1028 0 5 36 15 May 2007 Sow Training elements can be allocated to personnel either in the User Centre as a result of Training Review as a result of Evaluation and Appraisal or as a result of an Action or Improvement Once allocated they can be initiated by selecting Manage Training Missing Required Modules from the Utilities Menu in the Data Centre Open an individual Training Record by double clicking on a record or select it from the list and click on the View button An Administrator may view all training records using the Show All Fields button on the toolbar Training Requested Tab First the User selects the name of the trainee from the drop down list If you know whether the required training module will be Internal or External you can select one of these radio buttons and the list of Training Modules will be restricted to Internal or External If you are not sure select All and the list of Training modules will show all registered training courses Select the Training Module from the list and ensure that it is the correct version number Training Records File Print Save X Exit without Saving y Save and Exit E Commencement Training Required
175. ntrol of Corrective Maint Control of ID Cards Control of Preventive Maint Corrective Maintenance Vi Customer Complaints Han se REENEN A C Select the Module and then select the Trainer from the drop down Providers list Dolphin Version 2 3 1028 0 5 43 15 May 2007 Training Evaluation and Appraisal Evaluation Number 4 Employee sName Andy Galloway v ManagersName Andy Galloway All Training Company Requirements Employee Interview Notes Training Arising from This Evaluation Provider Training Date 07 October 2004 E Waina Add a date for the training to take place and click on the Add button in the right hand panel to create the Training Record for this subject You will be asked DolphinNet 4re you Sure ei Evaluation Number 4 Employee sName Andy Galloway v ManagersName Andy Galloway All Training Company Requirements Employee Interview Notes Training Arising from This Evaluation Provider Contract Review i Sally Jones i OF October2004 32 EPIA Provider Sally Jones v Training Date 07 October 2004 v ici A dl IN This will be notified to the Trainer and the Trainee via internal email Regardless of whether there was any additional training specified the Employee must add his Dolphin Password to the Employee Authorization box to signify that the evaluation and appraisal that was carried out 1s accurately reflected in this
176. olor EA 7 5 3 1 Draw Colour This determines the colour of the link itself Dolphin Version 2 3 1028 0 7 15 15 May 2007 7 5 3 2 Text Colour This determines the colour of the text adjacent to the link 7 5 4 Link Flags This page sets a myriad of properties for the link Each of the options is described below Link properties Styles Test and Fort Colors Flags AdiustOrg Rigid AdjustDist Rounded ome Hidden W Selectable w Logical Iw Stretchable OrthogonalDiynamic DOrientedT ext OwwrerDraw 7 5 4 1 AdjustOrg This option determines whether it is possible to adjust the position of the first point of the link 7 5 4 2 AdjustDst This option determines whether it is possible to adjust the position of the last point of the link 7 5 4 3 Hidden This option determines whether the link is visible or hidden 7 5 4 4 Logical This allows the administrator to exclude some links from the diagram logic for instance a link that just contains a label and that has not any role in the flow 7 5 4 5 Orthogonal Dynamic This option determines whether the line is composed of several orthogonal segments vertical or horizontal so that the first and last segments of the line are orthogonal to the origin and destination nodes Notes This property will have not any effect if the style property of the line is Polyline or Bezier or Spline To observe the OrthogonalDynamic behavior cli
177. om one list to the other Close the utility down by using the Exit button in the top right of the form Assign Trainers This works in a similar fashion to the Assign Required Modules Utility Selecting the Assign Trainers button from the drop down list under Utilities will bring up the screen below Dolphin Version 2 3 1028 0 5 8 15 May 2007 Assign Trainers Select the module using the combo bos and assign trainers to that module by dragging them to the right hand box or using the buttons provided Unassigned Assigned Selected Selected gt The User selects the module required A list of User names will appear in the unassigned column The relevant name should be highlighted by clicking on it and then the Selected button shown below will move the User to the Assigned column Selected gt In the event that all the Users listed are to be chosen as Trainers the All button is chosen This will bring up a prompt window which asks DolphinNet Assigning all trainers to TM Training and Development Are you sure you want to do this If all Users are to be assigned as trainers select Yes If the button was clicked in error select No and the relevant names can be highlighted selected and assigned to the role of trainer for that module Assign User Breakdown Mass Training This facility is normally utilized at Setup Once training has been allocated to Requ
178. on Training Records will be created not only for the specified person but also all other personnel that require training on the highlighted training module will be added to the Training Records one record for each person All renewable training can be allocated by clicking on the Add All button This option creates a Training Record for each entry on the list for the date specified but does not allocate a Trainer to the Training Record The Trainer must be added manually by opening the Training Record and selecting the Trainer from the drop down list See Training Records The Print button causes a list of all Renewable Training that is Passed Due to be printed The Close button closes down the utility Updated Training Module Dolphin Version 2 3 1028 0 5 6 15 May 2007 When Training Modules are amended in the IMS Centre their version number is incremented The training function within Dolphin is notified of a change to a Training Module This menu option provides a utility that allows you to view the list of updated Training Modules where the update has not yet been trained to personnel trained to an earlier version of the Training Module From this utility you can allocate Training to personnel either as individual training sessions or where the same module needs to be trained to more than one individual a course can be created Manage Training SER People trained under modules which have been updated Module
179. orts de Audit List l GE Audit Detail Audit Ho a Improvement Report oy Improvement List 3 Improvement Detail Auditor e Gi Improvements Overdue de Customer Reports en Supplier Reports Manager a Mail Reports d Department Reports AA Uzer Reports Audit DateT a 31 Dec 2999 4 External Reports 24 Training Reports 4 Meeting Reports Complete Auditee Audit Date From mM Jan 1900 s Ceren Once the relevant criteria are selected clicking on the View Report button causes the Report to be generated on the screen Report Viewer File rn AxB AATA Mambieport Internal Audit Detail Internal Audit Number 1 Andittee Mew Forsyth Anditor Debbie Sutton Manager Barry Forsyth Audit Date 23 August 2005 Brief Audat of Installation Process by reference bo customer Miles Audit Arca PR Processes Installation Audit Trail During the audit the following items were considered and reported upon if weaknesses were observed Staff Training Infrastructure Work Environment Customer Communication Internal Communicarion Noncompliances Documentation Records Improvements and Resources Last andit carried out 76 Summary of last audit One noneconformance relating to Standard Specifications not including delays or duration limits to alrams The specifeation does not lend itself to the identification of omissable zones in addtion the method of contract review needed to be reviewed as it was an arca of weakn
180. ory only Dolphin Version 2 3 1028 0 _ Search category names only Value i Microsoft Windows SH Professional 5 1 2600 Service Pack 2 Build 600 Microsoft Corporation ADMIN GATEWSA 03915646 _ ob based PL s56 Family 15 Model 3 Stepping 4 Genuine nt Intel Corp 4915104 754 0067 004 0722 7 2 0 CAWINDOMW S CAIN DOW S systemie DevicesH arddisk olumel United States Version 5 1 2600 21780 xpsp_sp2_ rtm 040 egmitd sAuth Jenkins GMT Standard Time 56 00 ME si gt 3 5 15 May 2007 3 2 Explorer Deieren Y Edi Preferences Daat er m EA Das Cone db 0d improysment Hail Cente E Link to Dgcch E Mad Gerke Piera Candin TE Pocs Cenis MS Cerdra IRS Cente Hepoil Lente d Frat Canin Schedula Canim Schedule Centre UserCente E Use ere ALN S O Q A Sofon Bar The Explorer Bar is fully customizable to provide Quick Links to any files or programmes associated with the information contained within dolphin These links can be tailored using the Link Explorer to give a link to anywhere inside or outside the program The options available on this menu are as follows All Buttons can be programmed with any text desired 3 2 1 Dolphin Document An Administrator can add a button which takes the User to the any dolphin document within the IMS Centre 3 2 2 Process Centre An Administrator can add a button which takes the User to any process map within the Proce
181. ou can choose via radio buttons whether the action is a Correction a Corrective Action or a Preventive Action Certain reports rely on this information being accurate Improvements do not give the option they are just simply Improvements The buttons along the top of the Action or Improvement Form follow the standard functionality of all Dolphin Toolbars Initial Tab Correction 1 c Print Save X Exit without Saving gf Save and Exit E Correction Number Stage Commencement Initial Authorization Actions Attachments Close Out Improvement Types Open Originated From Internal Audit 1 Reason fejwoifn wefenoiwenfe xsgpodkgd acosduvh dvuc odiebv wsdedwouvhfeiuv owfkp Date Raised 200000 RaisedBy Andy Gallows This Action is a 3 Correction Corrective Action Preventive Action See tab 6 for a description Action Required lt None gt Proposed Completion Date 05 May 2007 v Tobe authorized by Andy Galloway v Actions and Improvement Reports can be raised as a result of another function such as Internal Audits Training Analysis Personnel Reviews Supplier Problems External Audits Actions or Improvements Training Evaluation Appraisals Calibration etc They can also be raised by Dolphin Version 2 3 1028 0 5 20 15 May 2007 selecting Add a Record when viewing the list of Actions and Improvements in the Data Centre There is one
182. ou to a list of Users Press the Add button to enter a new user as above Data Centre E Actions Options Records Utilities i Group A Preview 7 view Type E Add oo View gt lt Delete e Records Internal Audit External Audit EmpNo gt ID Actions Improvements Andy Galloway Davey Jones Sally Jones Neil Farran Customers Customer Care Suppliers Natalie Ross Calibration Records Debbie Sutton Vehicle Records John Smith Training Records Al2 Training Evaluation and Appraisal User Records Admin Only SubRecords ForeName Andrew David Sally Natalie Deborah John dsgds gt Home Surname Galloway Jones Jones Faran Ross Sutton Smith werfesf User Records Position Department Manager Consultant Quality Managing Director Management Team Administrator Administration General Manager Management Team Administration Administration Press Officer Administration User HR CHEN User Upen Dolphin Version 2 3 1028 0 Click on one of the links to the left to see the related data 5 46 15 May 2007 EAN i Clicking on the Add User button opens a new Dialogue Box asking for the User ID This field must be filled in as it cannot be blank in any User Records in the system It is suggested that you use the same convention for all Users and that should be proper names such as John Smith Peter Jones etc This is the name that will appear on al
183. ours including the ability to create custom colours This is also the Starting colour for the gradient 7 4 2 2 Draw Colour Select the colour of the shape outline from a standard palette of colours including the ability to create custom colours 7 4 2 3 Text Colour Select the colour of the text within the shape from a standard palette of colours including the ability to create custom colours 7 4 2 4 Shadow Colour Select the colour of the shape s shadow from a standard palette of colours including the ability to create custom colours 7 4 2 5 Gradient Colour Select the end colour of the shape s gradient from a standard palette of colours including the ability to create custom colours 7 4 3 Flags Below is displayed the Flags tab of the node properties dialog box Each option is then described Hode properties Styles Colors Flags Text Font and Image Hidden Label dt Logical Dwpnerfitauw Selectable Transparent vw Gradient d Moveable Moveable wd Sizeable Iw Sizeable lnLink able w DutLinkable 7 4 3 1 Hidden When checked causes the shape to be hidden 7 4 3 2 Label Edit Allows a User to click on a selected cell to edit text Dolphin Version 2 3 1028 0 7 10 15 May 2007 7 4 3 3 Logical This allows the administrator to exclude some nodes or links from the diagram logic for instance a node that just contains a label or an image and that has not any ro
184. ow the amended Proposed Completion Date if applicable Fourthly the Stage of the Action Improvement is updated to show Authorized Awaiting Action in the top right of the form Dolphin Version 2 3 1028 0 5 23 15 May 2007 Actions Tab Improvement 14 X Exit without Saving af Save and Eat mE R Improvement Number j Stage Awaiting Authorization Initial Authorization Actions Close Out Improvement Types Actions Carried O ue None gt Date Carried Out Carried Out By Actoned Completion Option 1 Option 1 This action is completed Option 2 This action is completed but further remedial action has been identified Option 2 Option 3 This action cannot be completed until after further remedial action is complete Option 3 Hew improvement No Ce New improvement Stage When the Actionee accesses the Action Improvement Form he or she can update the Actions Tab with the actions that they carried out All other Users cannot change any of the information in the Actions Tab Once the Actionee has completed the action he gives a brief summary of what he did in the Action Carried out box and presses the Actioned button The date that this information is added to the Action Carried out box is automatically entered into the Date Carried Out box and the name of the person logged in to Dolphin at that time is entered into the Carried out by box It is possible for the Actionee to chang
185. owledge by Action by and Close by dates which then appear in the notes section If the Customer Care Record is saved without submission to the CC Controller Dolphin will automatically submit it When a user submits a new Customer Care record an email is sent to the authorizer informing him her that this record is awaiting authorization the email contains a link to the specific Customer Care record Customer Tab As soon as the Customer is selected on the Customer tab this tab 1s populated with the recorded customer details This can be amended if required By clicking on the Update Customer Contact Dolphin Version 2 3 1028 0 5 30 15 May 2007 Soft a Details button the information stored in the Customer database is updated to this information The Update Customer Records button checks to see if the customer exists and if not offers the user the option of adding the new customer automatically to the customer database It is always worth checking the Customer details with the customer at this stage If the Customer details are held within Dolphin raising a Customer Care issue will automatically associate the issue with the relevant record once selected If the Customer Records are held in a separate database it is possible to use Dolphin only to log Customer Care issues raised and keep the customer account separate Customer Care Cn SC R PES z pe R 5 gt ht Commencement
186. p of the window 1s a short menu bar and a small button bar Report Viewer File OOM Ae Manh eport The two options on the File Menu bar and on the Button Bar are 9 2 1 Ce Home Pressing this button closes the Process Centre and returns the User to the Dolphin Main Page 9 2 2 yf Close Close Pressing this button closes the Process Centre and returns the User to the area that was open prior to opening the Process Centre Dolphin Version 2 3 1028 0 9 2 15 May 2007 9 2 3 Report Viewer Buttons 9 2 3 1 First In multiple page reports pressing this button takes you to the first page In a single page report this option is greyed out and cannot be selected 9 2 3 2 Previous In multiple page reports pressing this button takes you to the page immediately previous to the page which you are on currently In a single page report this option is greyed out and cannot be selected 9 2 3 3 Next In multiple page reports pressing this button takes you to the page immediately following the page which you are on currently In a single page report this option is grayed out and cannot be selected 9 2 3 4 Last In multiple page reports pressing this button takes you to the last page In a single page report this option is greyed out and cannot be selected 9 2 3 5 Go To Page In multiple page reports pressing this button opens a dialogue box that requests the page number that you want to go to
187. pened exported and saved from the IMS Centre Dolphin will also recognise that the new document does not have an entry in the explorer bar and asks if you want to create one This allows a user to assign the document to the relevant group as described below 8 3 3 Dolphin Version 2 3 1028 0 8 4 15 May 2007 8 3 4 Shortcuts Help Check Link Change Font Add Link Node Group Change View Embedded Pictures Select Mode Add Node Tag Delete Node Ctrl C Copy Node Ctrl V Paste Node Ctl Undo Change Fl Help C Check Link F Ctrl N New document Ctrl 0 Open Document Ctrl P Print Document Ctrl S Save Document Ctrl Shift S Save As Ctrl Shift Z Redo Alt Q Quit vi 8 3 5 Save IMS Document Using this button allows the document to be saved If there have been no changes to the document since it was last saved there will be no requirement to provide a reason for saving However because all documents are controlled if the document has changed the first thing the system requires 1s a description of the change This description will be recorded on the Revision History for this document and the original document 1s added to the Old Revision Attachments feature DolphinNet Enter a Description of the Change 8 3 6 8 3 7 8 3 NR Entering a reason for the change and clicking on the OK button Clicking on the Cancel button causes the save routine to be aborted and a message box appe
188. r is the only group that is expanded at start up Clicking on the expanded group will close it 8 2 1 2 Only One Group Expanded in Explorer Bars To start all Explorer Bars fully closed un tick the Start Expanded option in Preferences on the Main Page Once selected this becomes active the next time you log in to Dolphin If the Only One Expanded option is selected then only the selected Group on any Explorer Bar is expanded Opening another Group causes the expanded group to close before the newly selected group will expand Clicking on the expanded group will close it 8 3 Button Bars UO 8 3 1 New IMS Document This button will clear the document currently being viewed in the Document Panel and prepare a blank page With the correct permissions the User can then create a document and print export or save the file When saving for the first time the User is asked for the file title file name and a reason for saving This not only saves the document to the Docs subfolder but also primes the IMS Centre for displaying and controlling the document 27 8 3 2 Open IMS Document Clicking on this button will open a dialogue box in which you can navigate to where the file that you want to open 1s located This option starts in the Docs subfolder Documents that are either Rich Text Format RTF or Word Documents DOC can be opened in the IMS Centre Even if they are not listed in the IMS Centre Explorer Bar they can be o
189. r printing out Once changes have been made click on OK These settings are associated to that document only Due to the Dolphin footer which is automatically present on all IMS documents a page margin of less than 25 4mm is not possible Dolphin Version 2 3 1028 0 8 6 15 May 2007 Page Setup Paper sige Source Automatically Select ei Orientation Margins millimeters e Portrait Left 254 Bot 254 Landscape Top TN Bottorn ET Cancel 8 3 11 Print IMS Document Because of the need for Dolphin to control documents when they are printed they can be overprinted with various information indicating what the document is who printed it and when and the fact that the printed version of the document is not controlled Clicking on the Print button takes you to a dialogue box where the User can select the required printer These are system printers and are set up under the printers function of Windows The first selected printer is the system default printer Select the printer including trays types of paper etc and press on OK This document will now be printed to the selected printer El 8 3 12 Print Preview Clicking on this button causes a print preview version of the form to be generated in a window Dolphin Version 2 3 1028 0 8 7 15 May 2007 STT preview O O00888 Close Introduction to the IMS Centre Introduction to the IMS C entre The IMS Centre E usedwithin Dolphin forthe storage and con
190. r was responsible for Education Qualifications and Experience and Previous Training can all be added to the various boxes as free text If the User Process option is selected in Preferences the Start Process for this User can be allocated in this tab from the drop down list of available processes Then the manager should address whether there has been any additional training identified The options are e Select an Internal Training Module to be delivered to this employee You can click on the View button to review the module When satisfied click on the Add button to create a new Training Record and to allocate it in exactly the same way as this one e Select an External Training Course to be delivered to this employee You can click on the Add button to create a new Training Record and to allocate it in exactly the same way as this one e Ifan additional training need is identified for which there is no training currently clicking on the Add button against the third option causes an Action to be generated with suitable prompter words already inserted This needs to be completed and handled in the normal way for Actions Improvements e If this training was so useful to this employee it might be useful to others also Clicking on the Add button against the fourth option causes an Action to be generated with suitable prompter words already inserted This needs to be completed and handled in the normal w
191. re going to assign to those selected modules and then click on generate All the selections you have made will now be deemed to be completed and as such Dolphin will not generate reminders to complete those training modules A full record list is available after generation to allow checking for errors Unlock All If the software closes with records open 1 e due to a system crash or network error the system does not have a chance to close down the records properly To prevent corruption of data the record is not available to be opened whilst the system registers it as already open To use this system all users must log out and close Dolphin down except the Administrator that is going to perform the Unlock In the Data Centre from the Explorer Bar select the record type that needs to be unlocked so that the locked record is one of those in the list in the main panel Select the Utilities Menu Unlock All You will be asked to verify that all users are out of Dolphin DolphinNet Are all users out of Dolphin Click the No button cancels the Unlock operation Clicking the Yes button allows a routine to be run on all records setting their Open flag to show that it is closed This is confirmed by the system when completed Dolphin Version 2 3 1028 0 5 10 15 May 2007 Clicking the OK button end the Unlock process and other users can log back in to the system Required Competency Count The Required
192. rences when Adding Items between Records and Subrecords When the Add button is selected to enter a new subrecord there is a button called New This acts as OK but also allows the User to make further additions to the subrecord and clears the applicable data entry areas It is applicable to the following subrecords o Departments o Job Titles Dolphin Version 2 3 1028 0 5 59 15 May 2007 User Groups User Breakdown Training Modules Required Modules Competency Levels Required Competencies Trainers Supplier Fault Types Supplier Approval Grades Customer Complaint Types Cause Codes Standards Equipment Types Type of Check Check Frequencies Check Groups Audit Trail Results Meeting Types Meeting Type Tabs OO 0 O KE O0 CO 0 0 0 0 O O OUUU 00 5 2 2 1 Departments Data Centre Actions Options Records Utilities E Group a Preview S view Type E Add ae View gt Delete p e Home Pririt vd Close SubRecords Departments Job Titles User Types User Breakdown Training Modules Competency Levels Trainers Supplier Fault Types Customer Complaint Types Cause Codes Required Modules Required Competencies Standards Department Accounts Ad ministration Ancillary Staff Engineering Fire Systems HA and Screening Installation Management Team Purchasing Quality sales and Marketing Servicing Stores Click on one of the links to the left to see the rela
193. rer fa Processes This tab contains the grouping and item links for the Overview Explorer Bar See the Explorer Bar section for the items that can be added In the Link Explorer items can be added and grouped however the User wishes The same file can appear in more than one group Any changes made only become effective after restarting Dolphin 7 RC Report Centre HB SCY Schedule Centre View Explorer Bar w Changes Take Place on Restart 4 3 1 To add a Group Click on the Add button in the Link Groups area You will be prompted to insert the ID of the Group This can be any unique identifier such as L1 for Level 1 G2 for Group 2 JD for Job Descriptions etc DolphinNet Enter the ID Cancel pr AAK After inserting the ID press OK to take you to the next screen Insert a brief description This is the text that will appear as a Group Heading on the Explorer Bar DolphinNet Enter the Description Job Descriptions Then press OK and your new Group will be added to the list of Groups in the Link Explorer Dolphin Version 2 3 1028 0 4 3 15 May 2007 Preferences Coordinators System Prefs L Network ID Link Groups CD Company Details DC Data Centre IMS IMS Centre MC Mail Centre PC Process Centre RC Report Centre SC Schedule Centre Link ltems 2 DC Audits 3 DC Improvements 4 MC Mail Centre 5 MC Outlook Link 6 PC Proce
194. rnal Document 3 6 4 5 6 3 External Program 3 7 4 5 External Training 4 8 5 40 5 49 5 64 F filenames 4 2 Filenames 4 2 Footer 4 7 8 6 8 8 Frequency 5 39 5 57 5 71 5 72 5 73 functionality 2 1 3 1 5 12 5 13 5 17 5 19 5 20 5 32 5 36 5 41 5 52 5 55 5 59 7 6 7 18 7 30 7 32 8 2 Functionality 2 1 3 1 5 3 5 12 5 13 5 17 5 19 5 20 5 32 5 36 5 41 5 52 5 55 5 59 5 64 7 6 7 18 7 30 7 32 8 2 9 3 G Grouping 4 2 4 3 5 1 5 29 5 62 11 1 15 May 2007 H Header 4 7 6 3 8 8 11 1 Health and Safety 2 1 Help Menu 3 5 7 25 I Improvement 3 2 5 12 5 15 5 18 5 20 5 21 5 22 5 23 5 24 5 25 5 26 5 32 5 37 5 68 5 69 9 2 9 8 9 9 IMS Centre 3 3 3 4 3 6 4 7 4 8 5 7 5 26 5 38 5 63 5 64 6 3 7 6 8 1 8 2 8 3 8 4 8 9 8 11 8 12 8 18 9 4 Information Security 2 1 Internal Training 5 40 5 49 5 50 5 63 5 66 L Link Explorer 3 6 3 7 4 3 7 6 Links 3 1 3 6 4 3 4 5 5 61 5 64 7 1 7 5 7 11 7 14 7 16 7 17 7 21 7 26 7 27 7 28 7 30 7 31 7 32 8 1 8 3 8 10 8 11 8 12 8 19 logos 3 1 Logos 3 1 Lotus 3 7 M Mail Centre 3 3 3 6 4 1 4 5 6 1 6 3 Main Page 3 1 4 2 5 3 5 46 6 1 6 3 7 20 7 26 8 4 8 9 8 10 9 2 main panel 3 1 Main panel 3 1 5 1 5 10 10 1 10 2 Manage Training 5 3 5 6 5 37 5 38 Meetings 3 2 5 12 5 53 5 54 5 56 5 75 6 3 10 2 Menu
195. rocess can display dotted or dashed lines etc 7 5 1 7 Pen Width This determines the thickness of the link 7 5 1 8 End Cap Line caps enable the beginning and the end of a link to be decorated with an arrow or other graphic Set this value to Custom to add a User defined line cap 7 5 1 9 Start Cap Line caps enable the beginning and the end of a link to be decorated with an arrow or other graphic Set this value to Custom to add a User defined line cap 7 5 2 Text and Font This page sets the Text and Font Properties for the link Each of the options is described below Dolphin Version 2 3 1028 0 7 14 15 May 2007 Link properties Stiles Test and Font Colors Flags Text ee Tooltip Seng 7 5 2 1 Text This text appears on or next to the link 7 5 2 2 Font Click on the Font button to change the characteristics of your text You get a standard font dialogue box that allows you change the font face to any font that is installed on your computer font style such as bold and italics font size and font effects such as emboss and outline You can see the way the text will look in the sample text box 7 5 2 3 Tooltip Type some text into the tooltip field This text will appear when the cursor rolls over the Node 7 5 3 Colours This page sets the colour properties for the link Each of the options is described below Link properties Styles Text and Font Colors Flags Drawt olor W TextC
196. rom which the View Type can be selected The options are Table view as displayed above and card view which gives a box for the fields of each record Dolphin Version 2 3 1028 0 5 1 15 May 2007 Data Centre VE RE Actions Options Records Utilities f E Group f Preview 8 dior Add ere View Ae Delete E Records Internal Audit External Audit ActionsImprovemente pe SE 19 Customers Audit Area Engineering Audit Area PRA Procedure Control of NCF Customer Care Auditee John Smith Auditee Deborah Sutton Suppliers Auditor Andrew Galloway Auditor Andrew Galloway Audit Date 19 September 2004 Audit Date 04 April 2005 Complete Complete C Calibration Records Vehicle Records Training Records Training Evaluation and 4ppralzal Indes 18 Index AU User Records Admin Only Gul Area PR Processes HA Audit Area Sales and Marketing Auditee Saly Jones Auditee Nei Faran Auditor Andrew Galloway Auditor Andrew Galloway Audit Date 04 October 2004 Audit Date 09 April 2005 lk Complete Fl Complete LI Click on one of the links to the left to see the related data 5 1 1 4 Add Pressing this button performs one of 2 actions dependant on whether you are looking at Records or Subrecords e Records will go to a separate screen to enter detailed data e Subrecords When information needs to be added to a subrecord within the Datacentre click on the relevant subrecord this will create a popup box to appear in the middle of the screen which
197. s To do this you need to go in to Edit Mode by clicking on the Edit Mode Button You know when you are in Edit Mode because you can see the grid lines Using the cursor draw a shape by pressing the left mouse button and drag diagonally in any direction from that point whilst holding the left mouse button pressed When you release the mouse button the default shape is produced Once the Node has been created or by clicking on an existing Node the Node is given handles The handles around the perimeter of the Node are for resizing Resizing Handles The centre handle is for creating links Linking Handle a A A ee ee 8 Lee From this position there are several options available 7 3 2 Resize the Node The Resizing Handles are in each corner and at the mid point of each edge defined by the sides of a rectangle around the Node Putting the cursor over these handles turns it into a double heading arrow By clicking and dragging on the Resizing Handles the shape can be enlarged or reduced in SIZe Dolphin Version 2 3 1028 0 7 5 15 May 2007 7 3 3 Change the Node Formatting Right click on the selected Node to bring up the Node Properties dialogue box In this Dialogue Box there are four tabs Styles Colours Flags and Text Font and Images Within each of the four tabs you have the ability to change the various attributes of the Node 7 3 4 Move the Node With the Node selected click on 1t anywhere except on the handles
198. s a reason must be given for these changes Pressing on this button brings up a dialogue box where the text entered can be viewed You can also monitor who made the changes and when The revision number is the one used to control Training Module Updates and is printed at the foot of each document as it is printed out Revision History DD Job Description for Senior Partner Revision Date Altered By Alteration 20 April 2005 Andy Galloway Created base document for Job Description for the Senior Partner 20Anl 2005 Andy Galloway Created base document for Job Description for the Senior Partner e September 2005 EE EE _ le September 2005 Andy Galloway Spaced bulet poite o f feOy 8 3 20 Old Revision Attachments As a document is saved following changes the old document is saved to the Attachments subfolder Pressing on this button brings up a dialogue box where these older versions can be viewed using the View button Attachments L El KG Drag a column header here to group by H Index Description GEN 213 DD Job Description for Senior Partner Revision 3 2 OO O E o Selecting the View button shows the old version in its own dialogue box Dolphin Version 2 3 1028 0 8 12 15 May 2007 Fe Attachments 8 3 21 Hyperlinks Hyperlinking requires two elements The first is that Targets need to be set up in the destination documents The second is that th
199. s located in C Program Files Dolphin Software Data files documents process maps etc for the Live System are located in C Program Files Dolphin Software Live Data files for the Test System are located in C Program Files Dolphin Software Test Updates to the DolphinNet exe file is by replacing the programme file with the new version 12 2 3 Network System For a network system the server and the client computers are different machines Instal the software onto the Server first as if it was a stand alone machine and attach the dongle to the correct port on this computer Change the Network Address in Preferences to show the IP Address of the server where the dongle resides Set up De move the Live data area to a location on the server where all client machines will be able to access it Make a note of this location Dolphin is a robust system which will maintain its connection from your PC to the server even while your PC is hibernating and the only time connection will be lost would be if during this period all user licenses were being used Dolphin Version 2 3 1028 0 12 2 15 May 2007 qt A A ft EA The programme used to run the networked system is called Loader exe and it is located in C Program Files Dolphin Software Updates to the DolphinNet exe file is by replacing the programme in the Live data area file with the new version When next activated from a client machine Loader exe will
200. s accessing the Format Menu Space H option 7 7 29 Be Space Apart Vertically Pressing this button is the same as accessing the Format Menu Space V option 7 7 30 Size Width Pressing this button is the same as accessing the Format Menu Size Width option 7 7 31 l Size Height Pressing this button is the same as accessing the Format Menu Size Height option 7 7 32 E Nudge Left Pressing this button is the same as accessing the Format Menu Nudge Left option 7 7 33 2 Nudge Right Pressing this button is the same as accessing the Format Menu Nudge Right option 7 7 34 1 Nudge Up Pressing this button is the same as accessing the Format Menu Nudge Up option 7 7 35 Nudge Down Pressing this button is the same as accessing the Format Menu Nudge Down option Dolphin Version 2 3 1028 0 7 29 15 May 2007 7 8 Keyboard Shortcuts In Edit mode select a Node or a Link and press the relevant button on your keyboard from the list below Many of these commands work with multiple Nodes or Links selected 7 8 1 Help F1 Calls up this menu Help Check Link as 7 8 2 Check Link Add Link Mode Group Chane This option checks the link by opening the target document or View Embedded Pictures process diagram in a temporary window Select Mode Add Node Tag 7 8 3 Change Font Delete Node Lil Copy Node Ly Paste Node Chit Undo Change This option allows the font face size attributes an
201. s button is the same as accessing the File Menu New option 7 7 2 Open Pressing this button is the same as accessing the File Menu Open option 7 7 3 ei Save This button is the same as accessing the File Menu Save option 7 7 4 EL Page Setup Pressing this button is the same as accessing the File Menu Page Setup option 71 5 Ta Print Preview Pressing this button is the same as accessing the File Menu Print Preview option 7 7 6 a Home Pressing this button closes the Process Centre and returns the User to the Dolphin Main Page 7 7 7 W Close Close Pressing this button closes the Process Centre and returns the User to the area that was open prior to opening the Process Centre 7 7 8 2 Undo Pressing this button is the same as accessing the Edit Menu Undo option 7 7 9 2 Cut Pressing this button 1s the same as accessing the Edit Menu Cut option 7 7 10 52 Copy Pressing this button is the same as accessing the Edit Menu Copy option 7 7 11 Paste This button is the same as accessing the Edit Menu Paste option 7 7 12 We Change Font Pressing this button opens the Font amendment dialogue box This option allows the font face size attributes and colour of all selected Nodes or Links to be changed at the same time Dolphin Version 2 3 1028 0 7 26 15 May 2007 Font style Microzoft Sans Seri F equilar E Microsoft Sans Serf TE Mistral O Modem No 20 O Monotype Corsiva Dr
202. scription for Partner Job Description for the Quality Manager Job Description for Senior Partner Responsibilities of the SPE Job Description for Subcontract Engineers Job Description for Senior Partner Job Description for Surveyor Whilst the Senior Partner may delegate many of his responsibilities to suitably trained and qualified Forms members of staff he has overall responsibility for the following L Check Lists ER Overall running of the company iscell Y e Ge Overseeing the setting and progress of company objectives i Duties of the Management Representative Click on MR i y Health and Safety at Work Help Files Training Modules Marketing Strategy Sales and Surveying Contract Review Production of Quotations and Specifications Monitoring of Customer Satisfaction Training of all staff Evaluation of Suppliers and Subcontractors Purchasing Overseeing Calibration onitoring effectiveness of Installation Commissioning and Hand Over 8 1 1 IMS Centre Overview of Capabilities 8 1 1 1 Common Word Processing Features Feature Feature Description Bullets and Bullets and numbered lists can be inserted incremented and numbered using Numbered Lists the built in dialog box Character and Rich character and paragraph formatting 1s standard in all editions All Paragraph Formatting formatting options expected from a word processor are available Clipboard Operations All clipboard operations are
203. several nodes If there is a rigid link between node A and node B and a rigid link between node B and node A then nodes A and B are grouped A follows B and B follows A Of course you can hide those rigid links and make them inactive with Hidden and Selectable properties 7 5 4 9 Rounded Corner Determines whether there are rounded corners where two segments meet This property will have not any effect if the style property of the line is Bezier or Spline If 1t is Polyline then it will have an effect only if there is a 90 angle between 2 segments one segment being horizontal 7 5 4 10 Selectable Determines whether the item is selectable by clicking on it with the mouse or un selectable read only or inactive 7 5 4 11 Stretchable Determines whether the link is stretchable or not When a link is not stretchable the User cannot interactively stretch it with the mouse Dolphin Version 2 3 1028 0 7 17 15 May 2007 7 6 Menu Bar Many parts of the functionality of the Process Centre can b accessed through the menus These are described below 7 6 1 File Menu This menu controls the loading saving printing and closing of the Process Centre See Below for a description of each option 7 6 1 1 New This button creates a new process map When the button is pressed the User is asked for a filename must begin with PR e g PROverview and a ane description of the process This detail is then added to the status bar
204. sing the Cleanup button will erase all outstanding training from the individual If Mails are required to be sent to this User automatically via Microsoft Outlook their external email address needs to be entered in the E Mail field and the system needs to be set up for this facility if the Preferences section Dolphin Version 2 3 1028 0 5 47 15 May 2007 RA Softw Appointment Details In this tab the new employee should be allocated a Job Title On doing so all Required Training Modules for that Job Description are automatically added to the Training Tab They need to be allocated to a Department so that their Manager can be assigned the correct privileges The start date is automatically entered as the system date but this can be changed Amend User Contact Details Training Authority l Attachments E Responsibility e Department Administration Start Date Induction Date Finish Date Start Process z come ei Education Qualitications and Expenence Previous Training a Selecting the Job Title also brings up a message box asking whether you want to import the Responsibilities that were set up under the Job Title Subrecords DolphinNet Would you like to append the Responsibilities Field Selecting Yes causes the Responsibility field to be populated automatically Dolphin Version 2 3 1028 0 5 48 15 May 2007 Amend User
205. ss Centre 3 2 3 Data Centre Audits An Administrator can add a button which takes the User to the Internal Audit section of the Data Centre 3 2 4 Data Centre Actions and Improvements An Administrator can add a button which takes the User to the Actions Improvements section of the Data Centre 3 2 5 Mail Centre An Administrator can add a button which takes the User to the internal Mail Centre where Users can communicate or leave messages on the server 3 2 6 Outlook Link This section asks the User to log in to his her Outlook email account The User can then send receive emails from within Dolphin 3 2 7 Report Centre An Administrator can add a button which takes the User into the User into the Reports Centre where a multitude of reports can be produced and printed or exported 3 2 8 Schedule Centre An Administrator can add a button which takes the User into the Schedule Centre where all schedules for the company can be arranged and printed 3 2 9 External Document Through the Link Explorer in the Preferences section an Administrator can add a button that launches any External Document stored on the company server or if Dolphin is used locally any document stored on the User s computer This includes but is not limited to Microsoft Word Documents Microsoft Access Databases Portable Document Format PDF Documents Dolphin Version 2 3 1028 0 3 6 15 May 2007 Lotus Documents Microsoft AutoRoute
206. sses 7 RC Report Centre 8 SC Schedule Centre View Explorer Bar Vv E Link Explorer Changes Take Place on Restart 4 3 2 Documents a Data Centre Schedule Centre fe Processes To Link Items to a Group Select the Add button in the Link Items area On the next screen add the Description for the file and select the Group from the drop down list This description will appear on the Explorer Bar as an Item listed within the Group Add Edit Link Items Description Group Job Descriptions Desc O Company Details Data E ality Manager Process Maps Data Centre Audits Data Centre Improvements Mail Centre Job Descriptions el e External Document Cancel UK You then have the option of linking any file type to the Description that will appear in the Explorer Bar If you select Dolphin Documents or Dolphin Processes the list of available files will appear in the right hand panel Add Edit Link Items Descriptions Group Job Descriptions Quality Manager Link C None C Dolphin Document e Process C Data Centre Audits Data Centre Improvements C Mail Centre Dolphin Version 2 3 1028 0 C Outlook Link Report Centre Schedule Centre External Program External Document PR Blank PR Commitment to Stakeholders PR Company Profile PA Organization Chart PRA Policies PR Procedure Actions and Improv
207. staff First select the Trainer then select the Training Module then press Enter on your keyboard to write this information to the training database Lists start off closed up and you must click on the symbol to open up the list of Training Modules allocated to that Trainer This list also appears on the Internal Trainer panel on the Training Tab within the User Centre 5 2 2 8 Supplier Fault Types This Subrecord stores all of the Supplier Fault Types Late Delivery Damaged Goods etc These fault codes will be used in the Supplier Records and will be reviewed at Management Review Dolphin Version 2 3 1028 0 5 66 15 May 2007 ak N T Q ek Si y EAN a 14 Data Centre Actions Options Records Utilities E Group E Preview SS View Type E Add ae View x Delete B A Home Print vd Close Ke Supplier Fault Type SubRecords P aut T ne Departments Early Delivery Job Titles Inaccurate Information User Types User Breakdown Training Modules Competency Levels Trainers Supplier Fault Types Customer Complaint Types Cause Codes Required Modules Required Competencies Standards Click op one of the links to the left to see the related data 5 2 2 9 Supplier Approval Codes This subrecord will be used in the Supplier Records to determine which of two otherwise similar organizations should be used as the supplier for a given job In essence the higher rating supplier should get
208. sued ID Card on the New Form ID Card Register 2 Internal Audit 1 22 May 2006 Internal Awaiting Authorization 3 Internal Audit 22 May 2006 Internal Awaiting Authorization 4 Internal Audit 1 22 May 2006 Internal Awaiting Authorization Issue NSI Certificate for Files 5449A BC 5706 CCTV and 5744 IAS 5 Internal Audit 2 22 May 2006 Internal Awaiting Authorization 6 Internal Audit 2 22 May 2006 Internal Commencement 7 Internal Audit 3 02 June 2006 Manager 2 Awaiting Authorization In Procedure 01 clause 4 2 need to clearly define that all the data back up disks or tapes need to be kept in a seure cabinet i e Fire resistant cabinet 8 Internal Audit 3 02 June 2006 Manager 2 Awaiting Authorization a Intarnal Andit 2 NAI mna PNNA Mananor Awaiting Antharizatian 9 3 2 2 Improvement Detail The Detailed Improvement Reports can be printed out based on the selection or filtering criteria set up in the right hand panel Dolphin Version 2 3 1028 0 9 8 Report Generator ay Improvement Reports e Improvement List Improvement Number oy Improvement Detail z es Improvements Overdue E Customer Reports Raised To 4 Supplier Reports E Mail Reports dech 3 Department Reports Overdue es User Reports e External Reports 2 Training Reports Status Gi Meeting Reports Awaiting Authorization A KE Schedule Reports Rejected E Gi Equipment Reports Authorized ca Risk Reports Actioned Awa
209. t it is for Internal Courses In this Subrecord we register the Training Module or the placeholder document as a Training Module and link to the relevant document that is stored in the IMS Centre or the Docs subfolder If the relevant document is not assigned to the IMS Centre you will be asked whether you want to do that as you register the Training Module You must say yes to this as all Training Modules must be registered in the IMS Centre Right clicking on a highlighted module will bring up a menu from which Edit TM document can be selected This opens the related document in the IMS Centre where it can be edited if you have the correct privileges Additionally by double clicking an entry or selecting from the list and pressing the View button a Training Module Dialogue box appears It is then possible to edit the following data Course Name Document Link ID Internal External Required by all If amendments are made to a training module name Dolphin will also amend the name in the following areas so that the links are maintained Trainers Required Modules Required Competencies Training Records Evaluations This Subrecord is a drop down item within the Training Records Dolphin Version 2 3 1028 0 5 64 15 May 2007 Data Centre actions Options Records utilities Group AJ Preview 74 View Type am Add oe View X Delete B Home Records SubR ecords Departments Job Titles User Types
210. ted one at each midpoint between that handle and the two Connector ends Once you have positioned the original midpoint Positioning Handle where you want it you can then do the same with the new Positioning Handles As you drag each handle more Positioning Handles are added allowing you infinite control over the size shape and route of the Connector The Connector takes the straightest route from the final Positioning Handle to the Connection Handle in the centre of the Node stopping at the Node boundary Whenever four or more Positioning Handles appear in a straight line some are considered to be redundant and Dolphin does away with all except the Positioning Handles at each corner and the one at the midpoint Dolphin Version 2 3 1028 0 7 7 15 May 2007 E A A EN 7 4 Node Properties 7 4 1 Styles Tab Right clicking on a Node brings up the Node Properties dialogue box Below is displayed the Styles tab of the node properties dialog box Each option is then described Hode properties Styles Colors Flags Text Fort and Image Shape Style Shape Onentation AoundRect e so DashStyle Pern idth Solid 1 Alignment Suto5ize CenterMIDDLE None PicturePosition Shadow RelativeToTest RightBottom Testi argiri Trimming s og e None M TI lm e Gradient Mode BackiwarndD agonal MM 7 4 1 1 Shape Style From the drop down menu you can change the shape of the Node You have
211. ted data This Subrecord stores the names of all the departments in the company Each Department should have a Manager assigned to it in the User Centre When details are amended via the Edit function the department registered for each user is automatically updated in the User Centre It will also automatically update the Departmental responsibilities so that a Manager does not lose access to their department s records However it will not alter Internal Audit Records because these are historical records 5 2 2 2 Job Titles This Subrecord stores the names of all the Job Titles that can be quantified within a company Dolphin Version 2 3 1028 0 5 60 15 May 2007 Data Centre Actions Options Records Utilities E Group Ex Preview S view Type E Records SubRecormds Departments Job Titles User Types Administrator Sey User Breakdown Advertsing Executive Training Modules BNational Accounts manager Competency Levels Engineering Director Trainers Supplier Fault Types Cust Comolaint T Office manager Wehomer omolairi eg Ml rre AN ER EE eevee A E A E EA A i S cb H to the managing Director E Required Modules Purchasing Administrator Required Competencies standards Eeer E Sales Manager Click on one of the links to the left to see the related data Once the Job Titles have been added highlighting the required job title and right clicking brings up a menu from which Edit Job Responsi
212. the drop down arrow and selecting a date from the pop up calendar It is also possible to view the last audit to be conducted in that area by entering either the audit number or date on which the previous audit was performed The audit area can be selected from the three options Audit Area Department and Process Whichever is selected will cause the Audit Area box to contain different information e Area allows free text to be input into the box This might be used for a one off audit or a spurious audit of an area such as Response to Advertising Material after the NEC Exhibition e Department causes the box to contain a list of all of the Departments as listed in the Subrecords This can be useful to audit a department for performance appraisal or Cost Centre Analysis e Process is the more normal process based auditing The drop down list would contain a list of all Process Maps Sub processes and Sub processes contained in the whole system These audits can be as broad or as detailed as is required When the Audit Area or Department or Process is selected Dolphin will prompt the user to decide if the standard audit trail items are required for this particular audit Therefore if the area or process 1s to be audited according to the same format as a previous audit the Internal Auditor should choose yes and the audit trail items will be populated in the box If no the Auditor should enter t
213. the job if everything else is equal Supplier s Approval Codes can be modified based on good or poor performance For example a supplier may be awarded the accolade of Preferred Supplier and this can be added to the Approval Codes then allocated to that Supplier under the Supplier Records Other categories 29 66 may be Only as a Last Resort Bank Holidays Only Quality Aware etc Decisions to upgrade or downgrade a Supplier are normally made at a Management Review Meeting or as the result of a complaint against a Supplier Dolphin Version 2 3 1028 0 5 67 15 May 2007 Data Centre Actions Options Records Utilities Group Ex Preview S view Type gt E d E CZ SubRecords SZ l Description See eee ee nnana nAnNNAn NANN NNNNNAnanANNNANNAAN NNNNA AnurAnNNANnAAnN Nnn AAnNNAnn NANA nNNNNAnNAAnNNANnNAnnnNnuNAn Annana nanna Departments GEN Quality Certificate Job Titles Quality Aware but not Certificated User Types User Breakdown Training Modules Fest ES DEE EE ea eae ean Competency Levels Trainers Supplier Fault Types Supplier Approval Grades Customer Complaint Types Cause Codes Required Modules Required Competencies standards Equipment List Type of Check Test Frequency Click on one of the links to the left to see the related data 5 2 2 10 Customer Complaint Types This Subrecord stores all of the Customer Complaint Types If a satisfaction l
214. this record Password accept this as a true and accurate record of the events that have taken place at this location and time Sign Off Type gt Sign off before distribution Chairperson signs off by all Distribution Closed when minutes agreed 15 May 2007 N e Softw Clicking No cancels the locking routine Clicking DolphinNet Yes causes the record to be permanently locked the Chairperson OK tick EE box is ticked and grayed out the Close Meeting button is grayed out and the Closed column on the list of meetings in the Data centre is ticked The only thing still active is the Attendees Sign Off Minutes of Meeting Each Attendee is to read the minutes of this a meeting and make notes Of any items that are to Add Tab Delete Tab 3 Print bell Save X Exit without Saving Save and Exit E be discussed at the next meeting If the ld A gt eeting ID Chairp er son has not yet closed the meeting gt then Details Previous Meeting Supplier Performance Any Other Business l Sign Off it is possible for that Attendee to get their EE y E amendments incorporated into this record Each O a ui A Attendee Minutes OK ee Button below to scknomedos that Attendee select their name from the list enters Andy Galloway Agree you have read and agree with the minutes as stated in this record S eT their Password in the Password box
215. ton to create a new Training Record and to allocate it in exactly the same way as this one If an additional training need is identified for which there 1s no training currently clicking on the Add button against the third option causes an Action to be generated with suitable prompter words already inserted This needs to be completed and handled in the normal way for Actions Improvements If this training was so useful to this employee it might be useful to others also Clicking on the Add button against the fourth option causes an Action to be generated with suitable prompter words already inserted This needs to be completed and handled in the normal way for Actions Improvements The Manager then enters his or her Dolphin password to the sign off box at the foot of the form and presses the OK button This Training Record is now marked as Closed in the top right hand corner of the form N B Trying to close the training record without entering Trainer Trainee and course details will bring up an error message Attachments Tab The fifth tab is used to attach any documentary evidence that may be relevant to the training For example you might want to scan a copy of a Certificate of Training and attach it to the record By attaching documents to this tab you preserve a copy of the document as it is for future reference Dolphin Version 2 3 1028 0 5 40 15 May 2007 Training Records Closed Remove
216. trators and changes into a mode showing the grid lines and allowing an Administrator to make changes to a process map or create new process maps The only time a process can be saved is within Edit Mode 7 6 2 7 Change Form Name This option allows an Administrator to change the title of the process 7 6 2 8 Reset Selectable This option allows the User to change all nodes and links that were previously made un selectable into selectable items Items are made non selectable on the Flags Tab of the Node Properties dialogue box 7 6 2 9 Set Default This stores certain properties on the currently selected Node or Link to the default values these properties are defined in the Properties section This operation causes these default values to be written to this Process Diagram without affecting the global defaults as specified on the Processes Tab in the Preferences Section Different Process Diagrams can have different settings for their default node settings and their default link settings Dolphin Version 2 3 1028 0 7 21 15 May 2007 7 6 This menu holds the viewing options for the process these are described below Vie 3 View Menu Properties Revision History Zoom 100 Custom 7 6 3 1 Properties This option allows the User to gain access to all the properties available to the process When selected a section will open on the left hand side of the screen with a whole array of options Only exp
217. tre HOME 9 1 Introduction The Report Centre is where the results of data analyses can be viewed and printed The Report Centre is designed to produce powerful and up to the minute reports on the current state of the management system Better and timely information should be the basis for making informed and accurate decisions Entering the Report Centre opens the Report Generator Report Generator Em File Report Explorer ee Reports Audit Reports 424 Improvement Reports en Customer Reports 3 Supplier Reports 34 Mail Reports i Department Reports a User Reports e Extemal Reports 3 Training Reports No Filter Available ga Meeting Reports 2 Schedule Reports GE Outstanding Duties 3 Equipment Reports Le Risk Reports UE fe FR E A 4 E The Report Explorer in the left hand panel is an expandable list of available reports By clicking on the symbol the various options can be made available Report Generator 3 Audit Reports Ga Improvement Reports Customer Reports Ga Customer List Ga Customer Detail Ga Customer Care List Customer Care Detail H 2 Supplier Reports 3 Mail Reports i No Filter Available a Inbox Detail Ga Department Reports oa User Reports e Extemal Reports 3 Training Reports ee Meeting Reports ee Schedule Reports Outstanding Duties Equipment Reports By selecting an item on the list in the Report Explorer the possible options are made av
218. trol of documents that are internal to the Dolphin System Onk system adminitrators can amend documents anda reason forthe change should be gwen when prompted This reason willform part of the change historw tor the document On the left hand panel the Explorer Bar there are a number of groups listed ie Forms Training Modules Clicking on this tile expands and collaps es the groupso that you can see the warious documents within that group Clicking on an individual document opens itup in the panel so that you can read tt From here documents can be Exported as POF documents printed as an Uncontrolled copy the revision history can be checked or if athere te a link to an associated Process Map tcan be accessed by clicking on the Go To Root Process button on the button bar To learn about Documentation Control please arrange to be trained onthe training module entitled Documentation Control Printed By Andy Galloway on 06 Feb 2006 UNCONTROLLED WHEN PRINTED Page 1 of 1 Revision 2 Note the addition of the header and footer information This is pre set by the Administrator in the document tab of the Preferences Section The buttons in this window are 8 3 12 1 Print Without further adjustment send this image to the selected printer selected under the Print Settings above 8 3 12 2 Zoom Clicking on the Zoom button allows the User to select a zoom factor from 10 to 500 or Auto 100 shows the document on the scre
219. ttachments m Re Audit Audit Sign Off Re Audit Required E Auditor Waiting Sot Jas CH vii a This is where you look back at the Audit Trail and group the information together into meaningful categories This is where you record statements and conclusions based on the evidence you have gathered You can if you wish request a Re Audit of the area process This is also where you get to Sign off the Audit Where possible get the agreement of the Auditee prior to writing these statements particularly if all is not as it should be Only state facts and conclusions based on those facts Actions Improvements Tab The fourth tab holds any Actions and Improvements which are related to the audit They are created by selecting the Add Action button or the Add Improvement button Dolphin Version 2 3 1028 0 5 15 15 May 2007 View Intemal Audit Internal Audit 1 Main Audit Trail Audit Report _Actions Improvements Actions Improvements 2 Add Action Add Improvement The Actions only get added to the Actions Improvements tab when they have been raised and saved View Intemal Audit Internal Audit 1 Main Audit Trail Audit Report _ Actions Improvements Index Date Raised Raised By Prop Act Date Be Actioned By C 1 05 April 2007 Andy Galloway 05 May 2007 Bill Tregillus 2 05 April 2007 Andy Galloway 05 May 2007 lt Unknown gt Actions Improvements 2 Add Action Add Improvement
220. will retain its own size and so will the shape Any adjustments will need to be done manually 7 4 1 7 Picture Position Similar to the Alignment option but this control works on the image that will show in the shape Additionally there is a tenth option and that is to show the image relative to the text 7 4 1 8 Shadow Decide whether the shape will have a shadow and if so where it will appear relative to the shape The shadow has the same size and shape as that selected in Shape Style for the main shape 7 4 1 9 Text Margins The margins surrounding the text may be offset so that it does not rest against the lines on the left or right inside the shape The text can be offset by setting the left and or right margins between 0 and 50 of all the available space At 50 left margin and 50 right margin there is no space left for the text 7 4 1 10 Trimming This option sets the default text trimming within the nodes 7 4 1 11 Gradient Mode This option selects how the gradient will operate within the node 7 4 2 Colours Below is displayed the Colours tab of the node properties dialog box Each option is then described Node properties Styles Colors Flags Test Font and Image Tiles Draw Color el Text Color es Shadow Color Ea Gradient Color Dolphin Version 2 3 1028 0 7 9 15 May 2007 7 4 2 1 Fill Colour Select the fill colour of the shape from a standard palette of col
221. x and all fields are locked However when the Authorizer opens the Improvement the system date is entered into the Authorized Date box automatically It is not possible to change this date The Authorizer s name is entered into the Authorized by box as the person logged into Dolphin The Proposed Completion Date entered by the Originator is automatically copied to the second Proposed Completion Date box This date can be altered by the Authorizer or the Originator If there is no Actionee identified in the To be actioned by box the Authorizer must provide one from the drop down list of all Dolphin Users If the Authorizer feels he cannot authorize this Action Improvement as it is he selects the Rejected button In this case the Authorizer must provide a reason for rejecting which gets added to an e mail and sent back to the Originator The Originator can then take appropriate steps to amend the action or send it to a different Authorizer The Rejected e mail is not delete able Rejecting an Action Improvement causes the Stage of the Action Improvement to be updated to show Rejected in the top right of the form Pressing the Authorize button causes four things to happen Firstly it locks all of the existing information Secondly it sends an email asking the person identified in the To be actioned by box the Actionee to carry out the specified Action Improvement Thirdly it updates the Scheduler to sh
222. xample someone were to use the name Procurement instead of the Purchasing department reports pulled up on the Purchasing Department would be incomplete the Purchasing Manager would not be able to access the User Centre for personnel assigned o the Procurement Department etc Therefore many items used in the Records are actually drop down lists of confined to certain parameters However these options need to be flexible to account for change within the company 1 e a Departmental restructuring Therefore they are available for editing within the Subrecords area They can only accessed by someone with Administrator privileges When it is necessary to change a subrecord e g job title the Administrator should select the subrecord name and right click A pop up menu appears with the option to Edit that subrecord The subrecords with this Edit function are as follows Departments Job Titles User Types User Breakdown Training Modules Required Modules Competency Levels Required Competencies Trainers Supplier Fault types Supplier Approval Grades Customer Complaint Types Cause Codes Standards Equipment Types Type of Check Check Frequencies Check Groups Audit Trail Results Meeting Types Meeting Tabs If an Administrator wishes to delete a subrecord they must confirm that they wish to proceed with the action The functionality of the Toolbar is as described at the start of the Data centre Note the diffe
223. y Surname Galloway Password Position Quality Manager Administrator Yes Department Quality Manager Yes Start Date Director Yes Finish Date User Yes Engineer Install Yes Responsibilities Experience Engineer CallOut Yes Engineer Service No Sales Yes Internal Auditor Yes External Auditor Yes Programmer Yes IntTraining ExtTraining Trainer Yes Country PostCode Process Planning Yes Consultant Yes Telephone 023 8071 5437 Calibration Yes Current Page No 1 Total Page No 1 Zoom Factor Page Width Address Town County This Report can then be printed or exported as detailed above 9 3 7 2 User Detail All Admin Only The User Detail All Report has no filtering options to select in the right hand panel Administrators can access a report showing all of the details of all Users currently registered within Dolphin Clicking on the View Report button causes the User Detail All Report to be generated on the screen Dolphin Version 2 3 1028 0 9 17 15 May 2007 Report Viewer i File e Home MainReport kumm an User ID Forename Surname Password Town County Country PostCode Emp sn User ID Forename Surname Password Telephone Mobile Email Emp No User ID Forename Surname Password Town County Country PostCode Telephone Mobile Email Close E 4 ron ex Sl Ate A Andy Galloway Andy Crallowery 023 5071 5437 undyieqmlid co uk z Barry Forsyth B
224. y across the whole company Preferences System Prefs i Network ID Link Explorer T Processes 4 5 Coordinators Coordinators Documents BF Data Centre _ E Schedule Centre Certain functions within Dolphin need a designated Default Coordinator Coordinator This is mainly for reporting and notifications in a default situation One person can be eer designated as the Default Coordinator for all o specified functions This is done in the Default mg Coordinator function on the Preferences Tab To designate individual functions to individual person use the Coordinators Tab and select the relevant Coordinator from the drop down list for each function Under the Coordinators tab there is the Site Administrator function When ticked this allows this person to enter Windows Login data in the user database amp administer the Dolphin Event Checker DEC Preferences E System Prefs Ai Network ID Link Explorer T Processes Coordinators a Data Centre Ee Schedule Centre 4 6 Documents Alignment Position on Page Documents within the IMS Centre are meant to be ee gt live documents As soon as they are printed out they foe Wi WER OY Rn KREE eem Show Document Page Numbers The Administrator can set up on this Tab how these documents will be printed out The options are to add Show Document Revision Right w Bottom w TE page number revision filename and or document

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