Home

4TQToolkit User Guide

1. After View Policy dmi Rename Associated Hes Properties More about adding Policy Forms and other document types When a document is added to a 4TQExplorer framework as a Policy or Form 4TQExplorer will check the document for the presence of Property information This information can be used as a source to populate the Title Owner Reference or Version displayed in 4TQExplorer lists MS Word and MS Excel documents are examples of documents types that have a Properties sheet or page The Property sheet is accessed on the File Menu of the source application 4TQToolkit User Guide Page 9 of 131 Behaviour without a Property Sheet If a Property sheet is not available 4TQExplorer will add the document with the label displaying the file s name and with the field in edit mode The label can be changed later with the right click rename option or left click edit Behaviour with a Property Sheet If a valid Property Sheet is found the contents of the sheet are used to provide the Title Owner Version number and optionally the Document Number as detailed below 47QEsplorerFields doc Properties Germa Suirnary ehstistion Contents Custom Tite TITLE hpi The Title Field itha Erd hwe The Document label cannot be edited in 4TQExplorer The anager pot choice Title field contents from the Summary tab of the sheet are Sirpa displayed If the Title field is blank the label will display PROPERTY Tit
2. How To Select the required text by clicking and holding the left mouse button The selected text will be highlighted Release the left mouse button and place the cursor within the selected area then click and hold again to pick up the text and move drag the cursor to the label field in the 4TQScribe Drop zone window Release the left button when the mouse cursor indicates you can drop the text by displaying the Drag cursor Option Settings Confirm Actions If you need to alter or add information prior to saving the information select this option This forces you to click the Apply button before the information is transferred to 4TQFlow Translate When on 4TQScribe will check the text structure for a paragraph heading or suitable short sentence to become the Figures label and move the rest of the text into the description field AutoSave The AutoSave option forces 4TQFlow to save the process map with each Applied action If the Process map is Controlled the changes are stored as Work In Process changes Remember to manually save the 4TQFlow Process Map by using either of the Update options to publish the changes made Auto Line Draw If you do not want 4TQFlow to automatically create the flow lines for you turn the Auto LineDraw checkmark off upper left of the 4TQScribe window Keep On Top This option forces the 4TQScribe window to remain visible when you switch to your source document window 4TQToolkit Use
3. You will only find two types of the real user Type one is qualified competent and experienced for the role he or she plays Thankfully type one people are by far the majority in any established organisation You will need them for they already know the How Why When and Where of the enterprise They are precious as you will see further on Type two users differ from type one in only one aspect They are qualified and competent for but inexperienced in the roles they play Type two people become type ones very quickly when given the appropriate leadership support encouragement and ready access to How To information upon which they can reliably build their own personal experience When the type one work colleague of a new person does not actually show that they by actions not words see beneficial value in your documentation you cannot expect them to The challenge is to engage your organisation s experienced people to want to use the documented system of work because they see it as helping them It will only be so when it is easy to find easy to use up to date and relevant to their work and life Given such a state the task of the getting user buy in and actual process ownership is self driven Some of keys to engaging your experienced people include e Including them directly in the evolution of the system e Actively seek Process Owners select wisely aligned with the actual accountability and responsibility of and
4. F12 item as shown below Print Ctrl Shift F12 Printer Setup Page Setup Ctrl P Change Template Reporting Generate Data view Data Generate Standard view Standard Print Gheck Sheet Exit Alt F4 1 C WINEGRAPES FLW 2 Cii GUARD FLW After the report document has been generated you can view the table by selecting the 4TQFlow gt File Menu gt Reporting gt View Data gt HACCP menu item The document will be loaded by your Word Processor and displayed The Table document is in HTML form making it suitable to distribution to your target readers via a HTML browser If you have 4TQWebgen as a part of your 4TQ Toolkit installation the generated Web Site will include the HACCP table for each Process map in the Printer friendly links section of the Site Plan tree control 4TQToolkit User Guide Page 130 of 131 The 4TQToolkit R6 consists of nine component applications The table below details the system requirements for a complete installation Minimum Operating System Windows 95b 98 98SE Me Windows NT4 0 SP3 Windows 2000 Windows XP Video VGA RAM Refer to specific OS Network Windows Compliant App Disk Space 25 Megabytes User Disk Space 30 Megabytes Companion Applications Word Processor SpreadSheet HTML Browser Data Access Not required for basic packs 4TQToolkit User Guide MSWord 97 Word 8 HTML 2 0 compliant For u
5. I ort gia AT OF liv T apia Asalablet Cee 2TOF kes Tempka aram Cages The f erais brchde The iure Parga Paget rard The 417 ree Targissa 3 r B 5 The Edit Figure button will open the selected Figure s Dialog box Note When using 4TQFlow on a network Global Performers are only Global to each individual user unless a 4TQ Template is attached and is shared read only via the Network Altering the Report Headings The Headings or Figure field labels may be changed to suit LE y your requirements This is useful when dealing with Pestormed by F Perteemsed by disciplines such as Occupational Health amp Safety or Human Deion vet SS Resources as specific headings are often desirable within a the discipline Techne F udii M a SubPiorecr The changes can be Applied to the current chart and optionally saved to the 4TQFlow configuration file as a T Chach so Capon in Rapes default for all new Charts If you currently have an attached Carnal fa TA 4TQFlow Template the Headings are loaded and Saved to Ey at pma the Template file To capitalise the Headings within the generated report click on the check boxes to the left of the required fields The diagram shows all fields will be capitalised in the Report Document The Headings for the Description and Techniques field will not be applied to the Finish Figure type They are preset to Output and Outcomes 4TQToolkit User Guide Page 28 of 131 Changing Template
6. e Click the La button a few times with a small pause between each click The highlighted current figure moves forward with each click of the Next Button 4TQToolkit User Guide Page 68 of 131 Jumping to a Sub Process Each TASK in a 4TQFlow Process file can contain a Sub Process another complete process file A TASK figure with an attached Sub Process has two vertical lines one at each end as shown below e Click on the button until you reach the Sub Process step The will become active when the current step has a Sub process attached e Click on the button to Jump To the Sub Process 4TQCoach will load the Sub Process file The us will become active This a button will return you to the main or parent Process e Click the l button to move through the Sub Process Steps until you reach the Finish figure e Click the again and 4TQCoach will automatically return you to the Parent Process Launching a RUN file Every Figure in a 4TQFlow Process file can link to another application file When the current figure has a RUN file attached the H button will become active e Click on the button and make the Launching a Run file step current e Click the button The calculator if available on your PC will run Close the Calculator Behaviour of Splitters Once 4TQCoach encounters a process Splitter its behaviour is altered to ensure that all flow paths leading from the splitter are completed
7. PROCESS MAMAGEMENT ATQToolkit Quick Start User Guide Version R6 n ATQFlow 4TQCoach 4TQExplorer 4TQWebgen 4TQScribe AXION ATQToolkit User Guide Table of Contents User Guide Table of Contents Getting Started Building the system Framework with 4TQExplorer Where to start Building the Implementation Framework Saving the 4TQExplorer File Migrating an old system Adding a Form to your Framework Adding Policy Documents More about adding Policy Forms and other document types Behaviour without a Property Sheet Behaviour with a Property Sheet The Title Field The Owner Field The Document Reference Number Field The Version Number Field Adding a Procedure to your Framework Creating a New Procedure Using an Existing Process Document Adding Existing 4TQFlow Process Maps Adding Background Information to your Framework What s Next Documenting a Process About your users Getting started with 4TQFlow Preserving the screen layout Creating a new process file Using the 4TQFlow Figure types The Nine Steps Advanced 4TQFlow Features Proofing with BugHunter Navigating by Performers Altering the Report Headings Changing Templates Creating Sub Processes Running other Applications Locating Figures Assurance amp General system element mapping Mapping Compliance Issues 4TQFlow Optional Features The 4TQ Process Guardian Controlled Process Maps Opening a Controlled Process Map Saving a Co
8. READ 4TQToolkit User Guide Page 34 of 131 Saving a Controlled Process Map To Save a Process File use the File Menu Save option Thei it a irda hous With the Guardian feature you can j 2aniaili aie 1 Use the Save button to retain your work in progress Update PA raha Aina vets U SAANS me changes Your alterations will not be visible to other Saye mall pa i ou i tw 4TQFlow Read Only users and 4TQCoach 4TQWebGen i a toe and 4TQExplorer users 2 Update the file effectively publishing the changes you ad have made to all users without changing the Version number or creating an Amendment record or Archive copy of the superseded version 3 Alter the Version Number and fill in the Amendment field to enable the Update amp Archive function The action of changing the Version field value will cause the Save Only button to become inactive and the Amendment Memo field to become active The Archive amp Update button remains inactive at this point The Please add comment describing this change prompt above the Memo field is now in normal text The user may only exit the dialog with the cancel button at this stage When text is entered into the memo field the Archive amp Update button is enabled Clicking on the Archive amp Update button causes 1 The changes to be saved with the Amendment Record property updated to reflect the Version number change and the contents of the memo field with the int
9. The Performers tab displays each step within the selected a Dissing a Shsncascins Updeling vae Iriania Dasar Ro Filim Pafatmat fio Piim procedure The figure ID number and the Performer are also listed To sort the list based on the Performer or ID numbers click on the column s heading button Clicking a second time reverses the sort order Creating Standardise ab Creating Standardise de Creating Standardise ab Creating Standardise e3 Creating Standardise ab Creating Standardise de Creating Standardise Filters Owner No Filter Performer No Filter 005 Set User Options 006 Set Utility Options 007 Set Headings Associated Procedure s ID Task T est 001 Open Customise Dialo 002 Do You Want Docum 003 Setting Up 4TOFlow s 004 Ignore System amp Archi Management Management System Administre Management Management Management Management The list filtering options are a useful way of constraining the list so that you may concentrate on a single performer or Process Owner Refer to page 58 for information on applying filters 4TQToolkit User Guide Page 63 of 131 Compliance Tab The Compliance tab window uses two tree list boxes to display the linkage of System Clauses and 4TQFlow Process maps The Systems ISO9001 2000 15014000 etc shown will vary dependent on the configuration of your 4TQ installation r SAT a Sys
10. access right to this directory and in most cases it should be the same as the Program Path directory Records The Record Path is only used by the 4TQ Word Processor template macros This directory is used to store the reference files used by the macros and also the MacroLog csv file which records the generation of Process Report Documents Users who will generate documents from 4TQFlow will require Read Write access to this directory WebGen The WebGen Path defines the default target location of the HTML files generated by 4TQWebGen R6 Page 4 of 10 Dedicated Server Notes Wekoorm k fbn AXI0H JTG sniup pingar Piese pieci a ooi The Software must be installed from a Workstation connected to the Server Morat Dae e Map a Drive s to the location s on the Server that you wish to ITOT eaka 47 Chafeogen S08 install the applications Make sure the Drive identifiers are same one that will be used by the other workstations Ensure that you have full rights to the mapped network drive and the local machine s Windows and System directories and the registry 710 Teck Meteck Installation e Close all other applications on the workstation Tani a indthied applkcsble m Bie ripi D raha meree bonje ne f i Ae fetal os rarere Mi fied e Disable virus checking utilities inches Feti ca Lael vedik abari tam Lice _e e Run the Setup exe program from the CD ROM s QuickStart Menu e lf a Select Script dialog appears then Se
11. question first As you answer a question the a eT availability of the following Question will change to r only show the questions that are still valid Always answer the questions in order starting from the top of the list FE amg CF The Rating indicated by the decision tree can be overwritten Note if you change the Rating by hand and then alter the Decision Tree s answers the Rating with be set as dictated by the Decision Tree logic If a control measure has been added Principal 3 tab and you have answered No to the last question Q5 then the Rating will be set to CP QP The table below shows the hazard rating results for all conditions that are possible Note that the results are modified for non CCP CQP conditions if you optionally decide to enter a Control Measure on Tab 3 Hazard Rating Truth Table Decision Safety Quality Safety Quality Status Tree No Control Measure With Control Measure Q1 No re Q2 gt Q2 gt Q2 gt Q2 Incomplete Yes gt Q3 gt Q3 gt Q3 gt Q3 Incomplete Q2 No Not CCP Not CQP CP QP Rating Done Yes MODIFY MODIFY MODIFY MODIFY Warning Q3 No gt Q4 gt Q4 gt Q4 gt Q4 Incomplete Yes CCP CaP CCP CaP Rating Done Q4 No Not CCP Not CQP CP QP Rating Done Yes gt Q5 gt Q5 gt Q5 gt Q5 Incomplete Q5 No CCP CaP CCP CaP Rating Done Yes Not CCP Not CQP CP QP Rating Done 4TQToolkit User Guide Page 126 of 131 Decisio
12. section of this guide page 56 4TQToolkit User Guide Page 15 of 131 Documenting a Process Axion has had the privilege of viewing procedure documents from many different sources Based on our observations there are a few points that you may wish to consider when setting about documenting your processes and building your system of work About your users The documents you supply must be useful and of benefit to the intended reader Anything that is of little benefit to the user will be perceived as almost valueless and given little regard We have seen many beautifully presented well organised and expensively maintained Documentation Manuals and libraries with dust on them Worst in some cases there has been more than one set one for Safety another for Quality and maybe even one for actually doing the work So what makes a Process document beneficial Well here is a list of points we believe worth considering e Content Factual and correct e Presentation Consistent and very concise e Directed at the user s needs e Add value to the work of the individual e Incorporate Compliance issues into the actual work practises The hard part in all of this is in truly understanding the needs of the user It seems that given the scale of large organisations and the specialisation of workplace roles you could expect such a definition of needs would be exhaustive and potentially internally in conflict Fortunately it is not
13. 4TQFlow and Cee O verstite Cancal 4TQExplorer if exported This export happens automatically when a Policy is saved as the Current Policy When using the Save As Current Policy to Database you can choose to archive the existing current policy or to overwrite it without creating an archived or past policy You should only choose not to create the past policy records if the changes are of a minor ascetic nature Don t work on the Current Policy live Make your changes and alterations on a copy of the current policy that has been saved as a draft policy Past Policy Locator x Enter date where required Policy was Current Past Policy 9 04 2003 Past Policy and associated Statements are read only or i They cannot be modified This is a security feature to J List all available Past Policy enable future referencing of a past Policy set at a Cancel particular time Past Policies are automatically created each time the Current Policy is Cmm superseded This occurs each time the Current Policy is modified and a a ee ee Saved with the Archive option selected Saien Pa Pokey ba apea Neither Past Policy nor any associated Statements may be modified This allows for future reference to an old Policy that was in force at a specific time Past Policy are located by the date range in which it was Current To select the Policy that was in force at a particular date use the d
14. Lege roe distribution CD see page 77 for details Fou companppectureogd on Document Options Opening Tie Frou Congar Hare PostScript Use this field to automatically run a Command Batch or Script file immediately after the Generation process has completed This feature can be used to move or copy the 4TQWeb site to other locations Logo Left Logo Right Use these fields to set the title frame graphics images and override the defaults of 4TQTL GIFand A4TQTR GIF These images are only used in the title frame of the framed pages Home Page Company Logo Wat process Web Generstor Sets the image file to be inserted in the sites Home page Opening Title Sets the Title displayed in the Title Frame of the Site_Index Home page ANIBG0 3 200 Pe aie Sa 1 80 Fi fel Aouad LOT OS pet SR 030000 3 96 02 PH ocesh gereiated LAAT ONS andes lial sj CS 2002 36 05 FPH suocesshuly gereed LTS arpea oy S020 368 08 PH oacesshuly garea LOATONS anoles ny SRT 3 46010 PM paceechlly Gereiated LATIONS ampara i Log File Tab IAAI 3 46 17 PM enor 53 180 Fie not found LATO D202 F817 PH enor 59180 File mot foure LATO The log file tab shows the success or failure VOTE 1 01 53 PM DDE inadiaiization lang EM message for each item generated within the framework The log should check after each Site generate action to ensure that all link items have been located and linked within the site 4TQToolkit User Guide Page 76 of
15. Link Procedures command EST aking Ordegs cure Sub Category The Add Link Procedure command Update Category Procedures Procedure displays a dialog box in which the Title of After Sales i Remove Category Policy your new process is entered and the file Administration e O 5 name of any existing document if Tools gt cei required Clicking the Link Button will i ier automatically create the 4TQFlow Expand Category Direct Tree Process Map with the supplied details Sort 4 2 Clicking the Link Button causes the Add 4TQFlow Procedure FileSave dialog to be displayed with the default path set to your 4TQ SystemPath IPMS Procs and a default file name constructed of LP for Local Procedure followed by a Sequence number and the Process Title You may move the file location or change the file s name as required Remember to save your file within the SystemPath for the 4TQ Guardian features to have effect 4TQToolkit User Guide Page 12 of 131 Creating a New Procedure Right Click on the desired category item within your framework to display the context menu then select the Add Link Procedure item as shown above Link Procedime KIEJ Chaates nee Link Paoceckew by antenna Tile GA Bremsie lo Lorde ar domaine Pisan The Link Procedure dialog box shown has three fields Your entry Tie ama in the Title field will be used within 4TQFlow s Title Page as the Presses Purin ig Link CS Processes Title Enter the
16. Mode rep standard format New Policy Open Current Pobcy from Dustsbass Open Dreier ost Under the main menu Plan or Policy item select Print e RAGAN The Print dialog allows you to set page headers and footers The default fave ds Draft Policy to Database header and footer is derived from information supplied during 4TQToolkit installation procedure You can also select the Print Range and include Clause Statements as required The options available are shown in the dialog below _ xi Porter Have Ertha HL 1220 Properties Sites feb Troe Brothe HLT Whee LER Comrat HLI on TATO r Fiege Haiba amp Praia Hessler Poio oi vm Conpsry Hyra Foote ic Company H r Poki Prini narge p Gopies i Entire Fo o Hube gop M H Selected gethin F Cose Selected Cisne eee sd F kehade Flick Arriani Loo Cancel j 4TQToolkit User Guide Page 118 of 131 Policy Document Generation E aTi Policy Policy and Plans can also be generated as a MS Word document Similar to the Print dialog header footer and Range options can be set as required Op Pint Pols of 1 Cot Save As Current Pokey bo Da Save fis Draft Policy to Database The Dialog below shows the options that are available finerate Dorumene T Sava ji al Feco z g REPLACEMENT MILEJ Fieger Poio of Congany Hese Save a pr fwad Denmen dice i Poky Ditari F age rDo Entire Policy 2 7 Satchel
17. On arriving at a Splitter the next step field changes to a drop down list with an arrow head on the right Click the Arrow to display the list of valid steps and select the one you wish to perform next The Green flow lines shown leaving the splitter indicate the flow paths that are valid choices at this time Click the b button to move to the selected process step The colour of the flow line from the Splitter to the selected step will change to blue to indicate that path has been taken If the flow line leaving the new current step is coloured orange then that path is blocked until the other splitter path are completed To complete the other paths Click the Arrowhead again and select another path Steps listed but greyed are not available for selection Once a process splitter has been encountered the Back and Home button functions are disabled To re start the process use the Figure Menu Return to Start item 4TQToolkit User Guide fic agm Wee pele al ee E a e Expanding the view io show ha Chan Impi nmg Eo A zanmil Sub Pr t CESS Page 69 of 131 Using 4TQWebGen Building a 4TQ Website 4TQWebGen is extremely fast and effective at converting your 4TQ process information directly into a fully linked HTML Web site Using your company s existing Intranet or LAN WAN file system Procedures can be updated and distributed to everyone quickly and inexpensively AIU Wirid Meco eel E giner 4T
18. Plans or Legal frameworks may be included in your installation The Compliance Issues property must be added to the Process Map s Title Page Property list before you can perform the mapping between the Process steps Figures and the requirement element Adding the Compliance Issues property To add the Property open the 4TQFlow process map s Title Page by double clicking on the Title Box or press Control T Click on the New button and select the Compliance Issues item of the list of properties types Click the OK button Using the Up and Down button on the Title page position the Property with the list in the order you wish the Reports to be Generated Close the Title Page when you are satisfied with the list order Process Property Propesty Type Comphancs Issues T t Fie Tet Property Amerikar Alec ED Compliance If all of your procedures need to have the Compliance Issues Property you can arrange to have the Compliance Issues Property and any other property created by default in every new map you create Mapping Issues Clauses against Process Steps To map a Process Step to a required system clause open the step s figure dialog and click on the Compliance Tab If the Compliance tab label is greyed the Compliance Issues Property has not been included in the Property List of the Title Page for that 4TQFlow Map Click on the Drop Down List Arrow button which is located on the right hand side of the
19. Process Details Property sheet You will be asked to provide a password and confirm it If the Guardian feature is active adding an Amendment Property will automatically mark the Process Map as Controlled and a password will be demanded Only Controlled Files located within the SystemPath can be opened for modify write access when the Guardian is on Opening a Controlled Process Map To Open a Controlled Process Map with write modify access rights e Select the File Open menu command e Locate and click on the required file e Remove the CheckMark on the Open Read Only flag e Enter the access password when prompted You now have access to make changes to the file NB Controlled Process files stored outside the System Path directory are not accessible in write mode The System Path directory setting may be changed via the Options Customise menu item dialog box A file may be saved outside of your SystemPath 4TQFlow will provide a warning message advising that future access in write will not be available if the file is saved outside your system area The StatusBar will indicate when you are working within your system area and if the process is Controlled The Status bar on the right shows the Ready 20 0 5 0 c sys READ Ready Status the cursor at position 20 0 and that the process currently in use is a version 5 file is Controlled C is within the System Area SYS and is open in Read Only Mode
20. Process Map s Title and glee pooduna bo bacsrae then click the Link Button The thiken of Link Proceduse FileSave dialog will be displayed and if you are happy with the location primine vraend and File name offered click the Save Proceckas List selecti button The Link Procedure feature will always offer to create the file in the IPMS Procs Sub folder The default file name structure is made up of Em LP Link Procedure followed by a sequenced number and the Process Title 4TQFlow will automatically run if it is not running and display the newly created saved procedure file The new procedure will also be displayed on the 4TQExplorer framework with a special icon shown on the right The icon will revert to the standard icon s once you have altered Process Fy Sales Owner field in the map s Title Page 4TQExplorer will display a message sania prompting you to save your Framework EHF akng Orders The Counter Sales You can leave the Process in this initial form and complete it later using the icon to identify the new partially completed Processes It is a good idea to at least complete some of the Title Page as soon as possible If you wish to complete the process information use 4TQFlow to open the new procedure s Title Page by double clicking on the Title box or by pressing Control T The steps involved in creating and modifying a Process Map are explained on page 20 and the details of Step 3 shoul
21. Review is Not Set Hew Fev tert rected e Green indicates that the Review date has been reached but is less E Meet levi due Mow than 28 days due e Red indicates that the Review date has been exceeded by more than Y ee ee 28 days E Firemen iata mcd om e No colour white background indicates that the Review date has not 4 pede Hk oural Alecia been reached Frese ime Prostas Version Changed Mndate Hegarad 24 Month Review Schedule Tab To show the 24 Months Review Schedule select Review Tab in the Navigate window Associated Procedurefs JUNE JULY SEPT The table displays all the Procedure Reviews in 24 Managing Process monthly columns ab Developing Your Inf The first column is that of the current month Es Completing Process ab Initiating The Proces ab Conducting Process ap Initiating A Controlle S denotes the month in which a Procedures Review is scheduled D indicates that the Procedure is either Due or Overdue Both Due and Overdue indicators will always appear in the first current month column To see which Procedure Reviews are scheduled for a particular month press the column heading button The list is sorted based on the Review Scheduling Note that Reviews not scheduled for the month selected are not sorted into any particular order 4TQToolkit User Guide Page 62 of 131 The Assurance Matrix Tab Lists the Sub procedures for the current selected Procedu
22. Section C Seeded F Serde plna l You can further refine the format of the Fe Inch Siaina generated Document by attaching the Templates FF incide Fisk dasemana Word D camani Tarnpiaii amaru d Bicrcim Dionanan Infoa The default templates are located in the Header Poey of Company Name Macros Word8 directory and the styles Foner ici Cormeary Harme they contain is applied to the generated wne Erhan document The supplied templates are designated 4tqpol1 dot and 4tqpol2 dot Modify the heading styles in the templates to your own personal requirements or add additional templates using the 4tqpolx dot naming convention and install them into the Macros Word8 directory For new templates make sure you copy the AutoOpen macro as in the supplied macros Once you press Generate MSWord opens with the generated document Further format as required prior to saving and distributing 4TQToolkit User Guide Page 119 of 131 Mapping Matrix Reports Tal tal To create an Excel Workbook matrix of the mapping between the Policy ee Ee Clauses and the Plans select the Mapping Matrix item from the File menu New Poler Open Curren Po Then select from the file menu s sub menu options Plan per Sheet or All Plans on one sheet Oper Drait rk Open Bast Pobcy fro eerie Save A Omark Policy to Database Serve s Draft Policy bo Dstsbese Wait for MS Excel to complete building the Workbook before con
23. Step i x File Exit E ro Tientiert M Pea Repent Spal Auto Spell Cancel Save Load Auto Save Selected ON creates and periodically Saves File Colour Printing Selected OFF invokes grey scale for non colour printers Print Page Corners Selected ON prints sequenced Page Numbers and Cut Lines to assist in the assembly of multi page flowcharts 3D Dialogs Selected OFF removes 3D effect for black white and monochrome screens New Scale Sets the size width and height of all Figures when a new file is created Start Adjusts the starting position of the Start Figure Used with the File New command 4TQToolkit User Guide Page 42 of 131 Scroll Adjusts the scroll rate when using the Window Scroll Bars Auto Save Time Sets the time interval for when the File is automatically Saved Zoom Step Adjusts the step rate when using the Zoom Icons Reporting Preferences p g View General Reporting Colors amp Fonts Report Appendix Navigation an 7 Adds consolidated information on process z workers groupings sub processes and run IV Report Fig Labels I Extra Blank Lines to files to assist in process evaluation for T Report Fig Types I Report Fig Coords subsequent improvement IV Report Fig Performers IV Report Fig SubProcs I Report Text Figures IV Report Fig Checks Report Figure Types MV Generate wmf M Report Fig IDs Indicates the type of each step within the T Generate xid Generate x
24. Title Page properties The Chart diagram is Hypertext hot spotted providing direct navigation from the diagram itself 4TQToolkit User Guide Page 74 of 131 Out of Date Select this option if you only want to replace the ae e pages that have changed since you last generated ee eee ae ihe ite F Completing Process Asie F COETENTE fee bees Single Page een WMF JPG When this option is selected 4TQWebGen will only generate the HTML for the current 4TQExplorer or nt Ea Process Document a sA Select this option if you wish to use WMF format files z g for the Process Chart images i i The Microsoft Internet Explorer IE4 or IE5 supports Soe aba the WMF format with an ActiveX control This may not be a suitable choice if not all the target audience has IE4 0 or IE5 installed The advantage of using WMF over JPG format is that WMF files are much smaller than the JPG equivalent Some of the other modern Browsers will correctly display the WMF image if IE4 5 or 6 has also been installed on the viewers platform Select this option if you wish to use JPG format files for the Process Chart images Most Browsers support the JPG format so this is the safest choice The disadvantage of using JPG over WMF format is that JPG files are much larger than the WMF equivalent Entire Site default This option causes 4TQWebGen to traverse each 4TQFlow process map and any Sub Process files in turn creating an entire Web
25. a layout will change the list of ome ae options available E ear On Your installation may have custom 1g Crm ch Teg Templates and a Saale rs yout curight SFS Pty ltd 1957 2002 may vary from the defaults nears os a LCa canol You can save your settings for each layout type by clicking the Save button before clicking the OK button Refer to the list on page 46 for an explanation of the use the optional macro actions Standard Layout Types Unformatted The macro exits and leaves the document in its raw generated state Standard The document has style formatting applied Headers amp Footers created and Table of Contents information added There is no actual specification for ISO9000 documentation format The layout is offered for your use as is and provides a useful example of what your Word Processor can do automatically Audit Check List This layout is ideal for use as a working paper document and permanent record when performing process Audits or Reviews Uncontrolled This layout is the same as the ISO9000 layout with the exception that the document is marked with the warning Un Controlled Copy Do Not Photocopy Word 8 to 11 uses a set of four Templates Release 6 of the 4TQToolkit Word Templates no longer support MS Word 6 or 7 MS Word Templates containing code are encrypted to protect them from virus attack If you wish to make alterations and require an open version of the macrocod
26. a level that includes all the parent procedures 4TQToolkit User Guide Page 58 of 131 Tools Menu 4TQFlow Link DDE Tools Help This menu is used to control the 4TOFlow Link DDE Piv Np Action on 4TOFlow Changes behaviour of 4TQExplorer and Wan Only on 4TQFlow Changes 4TQFlow when they are running on Update All on 4TQFlow Changes Make Redistribution Gopy the PC at the same time Find in Procedures Update Branch Only on Changes 4TOFlow 4TQReader 4TQFlow to Track 4TQExplorer Selection 4TQCoach 4TQExplorer to Track 4TQFlow File Open 4TQLink 4TQPilot 47 OWebGen Export to Excel Make Redistribution Copy 4TQExplorer files cannot be successfully moved from one file system location to another The Make Redistribution Copy feature creates a special copy of the current 4TQExplorer file that can be relocated along with the referenced process map form and Policy documents without the need to re build the frameworks The created copy can be found in the REDIST folder contained in the SystemPath Find in Procedures The Find in Procedures dialog shown right enables you to perform text based e searches in the selected Procedure Feah a Fipa atid List s branch Navigate window an 4 H afd ab pes 7 Pind Pror ehee rois bent HE The dialog is available from the Tools menu iV Semch Tet Enter the text to be located in the Text Tied tasicht care tensile field Note that se
27. a workstation map a drive identifier to the location on the Server machine where you wish to create the 4TQ applications directory structure Make a note of the Drive identifier you use You must use the same identifier to install all of the other workstations Ensure that you have full rights to the mapped network drive and the local machine s Windows and System directories Close all other applications on the workstation Disable virus checking utilities Run the Setup exe program and select the Custom option Select and click the install or remove Network files button The Custom installation dialog will be displayed Click the Set Directories button alter the file location to the required mapped network Drives and paths Ensure that the application directory default C 4tq is located in a directory under the Mapped drive Do not install 4TQ applications into the root of a Mapped Drive Always install the software in a Directory folder of a mapped Drive Click the Install button You will be prompted to change disk if required The Setup program will record its actions in a text file setup log in the temporary directory environment variable TEMP or TMP on the installing workstation during installation If the installation is successful the setup log file is moved appended to the 4TQ application directory After the Setup program has completed test the application s You can now install the other Workstations direc
28. alan oops Ma eed 6 Set the column assignment The supplied import files are formatted so that column one contains the Clause number eg 1 2 3 while column two contains the Clause label and column three the Clause statement In the supplied files the Statement column is blank The default settings of the dialog suit the column assignments of the supplied files To import from another source file first check the column usage by opening the Record Detail dialog shown on the lower right to view the contents of each field make your assignment by altering the Column selection thumbwheels on the Import Plan dialog Click the Import button when you have assigned the column to suit i ria the file s structure ikuai paiaina Parac Coes unas Note The Clause Label is restricted to 127 characters 7 Save the Plan l Use the File menu Save Current Plan to Database item to save the CE imported display plan into the database 4TQToolkit User Guide Page 107 of 131 Adding Clauses to a Plan To add more Clauses to a Plan simply select the existing Clause at which you intend adding and right mouse click on your selection Move the mouse pointer to Add Clause and then select either Peer or Sub Clause Peer Clauses are m added at the same level as the ard ees k e initially selected Clause Sub Clauses are added as children to the initially Pranfsyetem Canasta arcsepries selected Clause OT4O01 fiasai oia Tip
29. button m Print Action Extra Full Target Detail History Detail Cancel C Related Action Records Details Setup Print Quality ba Copies E Collate Copies M Creating an Action Record Document Generate Word Document J x The details for an Action Records can be exported a set of Word documents Doae EAr F Target Detail To create an Action Records document select the IV History Detail Cancel required AR from the 4TQExplorer list Right Click and select the Fetch Record menu item The General Information Report is always created If you require the History Detail and or the Target Details documents check these two optional items On the AR dialog click the Document button The Generate a Word Document dialog shown on the right will be displayed Select the additional components that you require if any and click the Print button Your Word Processor will be started and the new document s displayed Each Document will be in a separate window Dependent on the Version of word you are using you may have to select each document in turn to view the reports 4TQToolkit User Guide Page 101 of 131 4TQToolkit User Guide Page 102 of 131 R6n Ensure business outcomes with directive Policies 4TQToolkit User Guide Page 103 of 131 4TQPolicy Managing Compliance A4TQPolicy is an optional module designed to manage the important links between the organization s Strategic Objectives and i
30. change the field to the exact file name of the template Full path names are supported The default file pathnames for macro supplied with 4TQFlow are in the form Drive 4TQ Macros WordProcessTypeVersion 4TQ dot The default values for WordProcessTypeVersion are Word8 for MS Word 8 Office97 Word9 MS Word2000 Word10 MS WordxXP Word11 MS Word 2003 and WP678 for WordPerfect versions 6 7 amp 8 If the template file dot is installed in your Word Processor s Template Path directory only the file name and extension is required Click on the OK button to close the Document Template Dialog Box Click on the Set Default Button lower left in the Main Dialog Box then click on the Apply Button If you are using a computer on a network please consult your network administrator for assistance as you may not have the correct permission level to save a file in the required directory 4TQToolkit User Guide Page 51 of 131 Converting Documents with 4TQScribe 4TQScribe is designed to help you create 4TQFlow process maps quickly and accurately 4TQScribe automatically builds your 4TQFlow process map from the text selected in your existing documents If you already have process information stored in documents then mig low umid L S amples 4TQScribe allows you to convert the documents into a 4TQFlow Fie Ed Utities zonez Qptone Help process map with minimal typing All you need to do is to open your go loi k existing do
31. chart and make it difficult to read Connector amp Socket socket has a tail 9 Finish Indicates the conclusion of the process It is normal desirable to have 0 more than on Finish on a chart The Finish figure is used to record the outputs and outcomes of a process FINISH Having more than one allows you to detail the optimal and less desirable outcome instances 4TQToolkit User Guide Page 19 of 131 The Nine Steps Open 4TQFlow Step 1 Run 4TQFlow from the Start button Programs 4TQToolkit Menu list Ensure the MenuBar ToolBar and StatusBar are displayed The Utilities Menu may be used to toggle the bars on or off The StatusBar is displayed at the bottom of the 4TQFlow Window The ToolBar when displayed is positioned within the MenuBar on the left hand side Saving the File Step 2 Click on the ToolBar s File Save button A Fill in the File Name The 4TQ Process File suffix FLW will be appended automatically if omitted Press the OK button The directory shown on the right displays a typical SystemPath Lel_apps on Sm700 L structure The SystemPath in the case shown is L 4TQ You can 7 Si check the location of your SystemPath by opening the Customise Dialog archive that can be found on 4TQFlow s Options menu Pms The IPMS sub folder is created during the software s installation and Admin contain
32. common support files p a installed The second called the SystemPath sets the location where your configuration and data files are located If your SystemPath was for example L 4TQ you will find that a set of sub directories Folders been created as well One of these sub folders IPMS containing sub folders named Admin Forms Policy and Procs You can to these if you wish What is important is that all of your Procedures stored in or below the actual SystemPath for the Document control aspect of the 4TQ Guardian function to work for you 4TQExplorer files may be saved in any location within the SystemPath branch of your file system However saving a 4TQExplorer file into the actual SystemPath itself has a special effect making the file a Company System File 4TQToolkit User Guide ey AZ Initial Framework A E Sales ME ees E Operations After Sales Services E Administration apps on Sm700 L CI Archive Pms G Admin G Forms E Policy E Procs Macros E Words E Words E wP678 Records Samples Training G archive E educate E health E ga WebRoot P e ea 0 0 DOD o oo aoa Page 7 of 131 are has four add This will have two main effects Firstly you will receive warning messages when saving changes to the file The Company Wama System Files reflect a wadhe views oy n
33. edited state any other user accessing the procedure is advised that the T trolled d nt with procedure has already been modified The dialog is i changes in progress By i x shown on the right A Use Cancel ae If the password is entered correctly write access is A asia del H caret eee granted to the modified information not the current the changes in progress ReadOnly published version Password po If a procedure file is actively being edited during an access attempt the second user is granted Read Only access In addition to protecting your work in process changes and hiding them from the other Read Only users this feature allows team members to actively collaborate on the task of improving and revising a process 4TQToolkit User Guide Page 36 of 131 Five tiie i Smart Report Navigation ee Se Fiera SNE F Papoa separate 4TQFlow textual Navigation has four options available from the F Manos Fig Latal Options Preferences Reporting Dialog Shown Right D Plaga Fig Tp k F Aera Fag Peken The if not next setting causes 4TQFlow to only include the I Papoa Taai Figueae FF Mepa Pig checks navigation line for figures that are not immediately followed by F Gara nd F Heos Fgittr the next process step I Gwasked Cider ol id aea e E The test only setting will result in only the Test decisions Cred swa a figures having the navigation lines included in the report The Process map diagram F
34. existing current policy or to overwrite it without creating an archived or past policy You should only choose not to create the past policy records if the changes are of a minor ascetic nature Don t work on the Current Policy live Make your changes and alterations on a copy of the current policy that has been saved as a draft policy Past Policy Ta Past Policy Locator E Past Policies are automatically created each Past Policy Locator pe time the Current Policy is superseded This occurs each Enter date where required Policy was Current time the Current Policy is modified and Saved with the Archive option selected 9 04 2003 or I List all available Past Policy f _ Cancel future specific Neither Past Policy nor any associated Statements may be modified This allows for reference to an old Policy that was in force at a time Past Policy are located by the date range in which it was CE x Current To select the Policy that was in force at a particular date use the Move than one Past Pokoy miss for selecied date dialog shown on the left to enter the required date Selec Part Fely ko open 4TQToolkit User Guide Page 112 of 131 Creating Your Initial Policy The 4TQPolicy application is supplied without any policy records Adding Policy Sections Policy Sections are used to divide a comprehensive total company Policy into separate Section parts
35. existing Sub Clauses the moved Clause is inserted at the bottom of the Sub Clause list To Drop a Clause at a specific target list position press the Shift key down before releasing the right mouse button The moved Clause is inserted as a Peer to the target Clause immediately after the target position 4TQToolkit User Guide Page 108 of 131 Edit Add clause statements The associated Clause Statement is automatically displayed for the currently selected Clause in the Selected Clause Statement window The statement editing window is a Rich Text field and can accept the pasting of images and diagrams a po eee x LB pcan 14001 GA 9001 ASSO01AS2 ASSIMIASI AGED CARE DISABILITY 39065 sm MPP H E 1 Staab 1 Conminent ard Policy Take care when inserting AO STAAR Pinning pasting images as the embedded file HO 2 STANOARD 3 implementation may be very large ah O 4 STANDARD 4 Measurement 2 Evaluation 3 Dy 5 STANDARD i agenar Systeme Feces and inprovensnl DF 84 Bement 1 Poicy O E2 Bement 2 Objectives Targets and Perion oaa CO 83 Bement 3 Sater vires Try to select and copy your image ina format that handles the Stabanant for Selected clause Edt Fome Options information displayed in the T sf arueraa EEE m BZ Ulle a most efficient way i Bs olje 3 The orgarizalion should gulari review ard conhinually ingens te systems Thig leads to the development of continuous improremenl dralegies within the organigal
36. for the work outcomes e Measure the Process in process outcomes terms and feedback the information e Keeping it short and to the point use layering sub processes to handle complexity e Make it easy to do and easier to get changes improvements made e Do not include Policy or Policy interpretation in Procedures under any circumstances e Use the picture chart diagram as the best quick finder of the bit of detail need e Don t use references as a substitute for information e f you do make a reference use a live link at the step where it is used e Always test it in the real world with both types of user if possible 4TQToolkit User Guide Page 16 of 131 Getting started with 4TQFlow Before starting to document your first process it is worth spending a little time adjusting the layout of the 4TQFlow workspace to suit your needs and preferences Preserving the screen layout To preserve your current 4TQFlow window size and screen position hold down the shift key while clicking on the EXIT button To close the program click on EXIT again without the Shift key The next time you use 4TQFlow the screen will be exactly as it was Creating a new process file There are two ways to create a new workspace Firstly clicking the ToolBar s new button clears the screen and Opens a new workspace based on the current 4TQ Template The second way is to use the File Menu s New command This method will allow yo
37. form of tracking on click to depress the Button The Second form of tracking causes 4TQExplorer to relocate the current procedure selection based on the process opened in 4TQFlow These options are also available on the Tools menu 4TQFlow Link DDE menu Tip Information Bubble fe The two buttons turn on and off the Bubble information for the item under your mouse cursor The first button controls the feature in the Procedure list window and the second button controls it for the Navigate Window 4TQToolkit User Guide Page 61 of 131 Showing Next Review Dates The Review Schedule is a Title Page Property set through 4TQFlow R5 6 for each process map Refer to page 38 T eR To display the Review icons preceding each Procedure JE Dassen Pross name ensure that the Review Dates information item fg iira A Corto Coca has been selected in the Customize Button dialog papa iratra Thea Proc Haria When this option is not selected the icons revert to fee r entong Process Haven ot bal ade TOG eatery ea 5 pel i5 iR eee ating pT OF bea Pree iTO E Updaory ou sn j A iTO normal iaa ii mii FINN Atn tar Fd If you have included the Review Date the date displayed shows when each Procedure is due for Review The colours of the Procedure icon are used as a visual indicator of impending Review dates The full Icon Legend is available from the Help menu Hewes Lolo Lagend e Blue indicates no Review date set Next
38. into document as a Picture Translated to HTML form filename gt The filename must be a fully qualified embedded picture Warning the pathname browser must be able to support lt PICTURE d MyPictures Diagram wmf the picture format No checking is performed lt FILE filename gt Inserts filename into document as an Translated to HTML form as an included file Hyperlink reference The filename must be a fully qualified pathname lt FILE d MyPictures Diagram doc lt A HREF URL gt Converted to Word Hyperlink Passed as native HTML HyperlinkText lt A gt Hyperlink 4TQToolkit User Guide Page 49 of 131 Other Notes 1 The Audit Checklist layout is slightly different to the R4 5 version It creates the Review Memo as the first page of the document followed by a section break Page numbering and headers footers start on the page after the Review Memo 2 The macrolog csv file records the username shown in the Options Customize Dialog Extra page breaks option puts page breaks around inserted WMF s and the Process Detail property Without extra page breaks the macro uses Words paragraph handling to keep the content of a property on one page This means that a chart may appear on the same page as another property if it fits 4 If you are using Word 8 or above a document map is generated Use View Document Map to display it MS Word Template Networks Notes Users require read Write create permission to the 4TQ records dire
39. login 4TQPolicy automatically retrieves all existing Plans which are then displayed in the Plans Systems window each Plan System occupying a separate Tab page Hrd iT Plane amp Policy Manager Phen dt Mede hep l ou SE kk t4 ee8 x EE Panyeem Olagee s spres Gi rso1den ASSIA TH isosont ad oo ASSOLE SECTION i i Di soo D ii Gere Sobected Policy Saiememi QUALITY MANAGEMENT SYSTEMS DH 0 Sint 2000 AEROSPACE REQUIREMENTS BASED 4TQToolkit User Guide Page 105 of 131 Plans Mode Adding Plans To add new Plans or to edit existing Plans ensure that 4TQPolicy is currently in Plan Mode Set the Mode via the main menu Mode option To add a new Plan Go to main menu Plan and select Add Plan On the dialog enter the Plan Abbreviation and Full Name fields Optionally you can assign the Plan to category group By default Plans are assigned to the All Categories group Press Insert A new Plan page is automatically added with the details defined and A New Clause label is inserted ready to build the new Plan upon To edit the title details for an existing Plan Select the Plan page Go to main menu Plan and select Edit Plan x Plo binevialinn AES jeg QUALS1S w 150900 Flani bd rame Full Pian Tile jeg Compar Qualy Scher Plan Category El Categeres Edd mas siagon of talt wiriy keee crea On the dialog alter the Plan Abbreviation Full Name fields
40. omitted to be done by any such person in reliance whether whole or partial upon the whole or any part of the contents of this publication Non Controlled Document No Following Amendments 4TQ and derivates are registered trademarks of QSYS Pty Ltd Copyright 1991 2005 AXION Australia Pty Ltd 4TQToolkit User Guide Page 5 of 131 Getting Started Building the system Framework with 4TQExplorer Where to start The key to successfully mapping your business processes is to AL aaah IRA start with an overall framework upon which you can build your File Edit Procedures Details Updates F Process Knowledge base Procedures List d res iiet 4 OEE 4TQExplorer is the tool that provides this framework during the Procedures Max On Load Ler Giclesdilave a0 tan 29 start up phase then as the system develops its role expands to cover overall system management document registration Review D Procedures List or Audit cycle management and most importantly the master index register providing a quick on line location and access service Building the Implementation Framework The first step is to build an initial framework that will provide the foundation for your Process Management journey Run 4TQExplorer from your Start Button s Programs 4TQToolkit menu 4TQExplorer has two main windows the Procedure List tree view window Navigate on the left hand side and the Tabbed List window Explore on the righ
41. option Clear all of the listed style Bookmark boxes Then re set the following styles e ATQTitle to Level 1 e 4TQProperty to Level 2 e 4TQFigure to Level 3 Complete the conversion after altering any other setting as required and clicking OK 4TQWebgen Links Generated Documents both DOC and PDF are identified by 4TQWebgen and if these documents are present when the Web Site is being generated Printer Friendly links are created to them For more details refer to page 78 4TQToolkit User Guide Page 26 of 131 Advanced 4TQFlow Features Proofing with BugHunter The Bug Hunter feature is used to check or proof a 4TQFlow Process map for some of the common omissions the fre arnan frat mot berearested the fine bark w bee tha dosent hee a perio the Are apas wath invalid harg To a Aunf ie the fing Higgs ha in nid agad thee fine Higa Sued es ped eee the Ae igus chal Fag not hiad a opalar rere the fel hg chal ha acharya rii The Bug Hunter is operated by selecting it from the 4TQFlow Utilities menu Clicking the Hunt button starts the Bug Hunter operation When a problem is detected the figure containing the problem will be selected and its figure dialog opened to display the problem A red Tick is shown at the line of each test line if all figures have passed that test The checking routine has seven test components These Cmn Ea are listed in their application order within the Bug Hunter di
42. pe Developing Your Information Managem 1 10 1998 and press the right mouse button The menu ah Performing Information System Inteari 1 10 1998 displays Run Files only enabled where the Linked Checks ea Managing Process Reviews 1 10 1998 The Run Files option will display a list of all Run i peram E BE AEE Files linked to the selected procedure Selecting a UW roces ial 1 10 1998 listed Run File menu item will activate the Run a u es Prope Not Set File The Run File menu option is also available to Aun kile Procedures in the left pane Procedures window Linked Checks RECEN hild Items Linked Checks displays further menu options Run File Check which all on selection display a Linked Checks dialog Note that disabled items indicate no linkage of that particular type exists for the selected Procedure e Parent Items displays a list of all Procedures from the Procedure List that have the selected Procedure as a child e Child Items displays all of the child Procedures of the selected Procedure e Run File Check displays a menu showing all the RunFiles used by the selected Procedure Selecting a particular Run File from the menu lists all the Procedures from the Procedure List that use the selected Run File This option is also available for Procedures in the Procedure window You can now check relevant items one at a time to ensure that the affect of a modification has been fully investigated Se
43. pointer to Add e Fil Paste Clause Branch Peet Cause Clause and then select either Peer or a Sub Clause SUDC IAMSR j A Rename Item Peer Clauses are added at the same level g Human as the initially selected Clause Sub Clauses Set Review Date are added as children to the initially selected Risk Assessment Clause Note that the context menu also allows you to alter the text for the selected Clause Rename and to Delete the Clause Deleting the selected Clause also deletes any associated child Clauses 4TQToolkit User Guide Page 113 of 131 Saving the Policy Saving of Policy is through the main menu Policy option Draft Policy Normally Policy opened as Draft is saved as Draft However in some circumstances a Current Policy may be saved as Draft prior to alterations being made acting as the base of the proposed future Current Policy or a Draft Policy will be saved as Current Policy when completed and ready for deployment and use LL xi Current Policy Pelej Save opbertt Using the Save As Current Policy option will supplant the Current Aahe shores allthe current database infomation Policy with the Policy information displayed on screen The real negli superseded Policy may be s re saved as a Past Policy mods Io keep daiehase size ho 4 Derwal degdace fhe database Cuan Pokey eh the sppkc sion Cured Proley The displayed Policy will become the Current Policy It is the published Policy that is referenced by both
44. site with all the Sub Process hypertext linking All default Auto Expand Contents Selecting this option will cause 4TQWebGen to replace all of the HTML Pages not just the one s that have been changed since the last generate for the current 4TQExplorer Framework hate Parent Process Example printer friendly BHC contents _ i 1 PROCESS SUMMARY 9 2 Process Detail 9 3 Process Chart 9 4 Review Schedule S Appendix A Appendix B 9 Appendix C Appendix D oe Sub Process 1 Example Use this option to control the Auto Expand level of the Site Plan when viewing a process map eee Parent Process Example 6 printer friendly a i contents oe Sub Process 1 Example Gwe How to use 4TOFlow wa How to use 4TOFlow 4TQToolkit User Guide Page 75 of 131 Paths Tab This tab is used to set the file and file locations required by 4TQWebgen System Path This field shows the current SystemPath AERIS Tere or It cannot be altered from within 4TQWebgen Generate To The Generate To field shows the target folder that will receive the generated HTML pages The browse dialog allows you to select the folder location that will receive the generated HTML files Left Title Loge Use this option to create and manage more than one site where you have the Fight Tite Loga omy appear in famas and ror hamar need to provide a site tailored to intranet use and other using removable media Hone page Company
45. the generation process click on one of the 4TQFlow menu items Wait until the view button becomes active If a post generation command file has been set to be run after the generation of the Web site as completed on the Options Tab wait until the command script completes it task and then either Click the View button on Generate tab to see the individual non java framework site or Select the Explorers Tab and click on the View Button to display the Master Site_Index HTM page Review the error log tab see page and test the Site paying attention to the behaviour of any links to external documents and forms See page 77 to details on the issues and options involved with document reference links 4TQToolkit User Guide Page 73 of 131 Options Setting tab The Option Tab is shown on the right 4TQWebgen Specific Options E a10 Process Web Generstor Process Map Specific Options Covert mj sai aaa The 6 07 or higher release of Urcontobed when printed 4TQWebgen provides for the fe Rapal Appears rigon ino reed separation of the normal 4TQFlow i Reporting Option from 4TQFlow itself F enaa Ce ee The settings altered and retained by D Repot Figune Types Repo Figure Goosdinates 4TQWebgen are only used when a F Rapu figna Pafaran F Ppa Fian SubPocassen Web Site is generated The Settings used by 4TQFlow are not affected by I Repol Tet Figa Fagat Figua Checks these controls gt Flepewt Aun Fil fe Places Figure I
46. used for all users 4TQWebGen can be set to run a batch or command script when the site generation as been completed You can use this feature to re locate or duplicate the site contents as required Commencing the software Installation Once these locations have been defined proceed with the installation as described in the following pages R6 Page 2 of 10 Directory Structure Details a The Setup Installation Program s has a Set Directories dialog to provide easier initial application configuration options F Cop Progesm Fes _ Select lierra Tire tal The new dialog is available when performing a Custom installation from the Set F Cop Opina Fiss Selari llers PEPS STA Directories button upper right of the Custom Installation Dialog F Do Phogrem dations Selaci Ilarra g F bolpoin Actions Select heres 0 A Eer PEATA SA General Recommendations Thor When creating directories folders try to maintain the DOS 8 3 convention iretalistion Dera D W Drive If this is not possible try to avoid long pathnames with whitespace characters or dos aed i Meela bond ae pi ini reserved characters Especially do not use folder names with two whitespace characters or the character The ShellExec function on some OS versions can in j some cases misinterpret such names with unpredictable results Bemor Program Path The Program Path location is used by all 4TQ component applications for ex
47. 131 Document Handling Options Run File Links The Run Files that are linked to the 4TQFlow figures are included in the generated HTML pages as Hypertext links Linked Files that are located within the SystemPath may be duplicated into the Generate To file structure The Generate To location can be set using the Paths Tab Control of the duplication function is provided on the 4TQWebGen Document tab Important Note Linked Run files that are located outside of the SystemPath or have been linked using the full absolute Pathname or UNC form are not duplicated For these links to function correctly from a user s browser the file must be available to that user using the address provided EAT Process Web Cenerater a il Document Tab Seitings fe Copy Document io pour ganihan bo using iais palig TD Oo not copy i Donme is misd pour 5 yekenP th Conging the chscunsents bo yous garasa bo oan maa it Sher ba miae pour wast bo aaia locaton Crests Hypesdinds bo fhe Doosre The way hyperlinks to external documents particularly Office documents behave is not standardised Factors affecting the exact behaviour on a particular machine include the type of Operating System OS and its version the documents source application and its version and the browser itself Even the order in which the OS and applications has been installed and upgraded can effect the behaviour of the links Word 8 or 9 Document Templates pro
48. Clauses listbox A tree view of all of the systems included in your installation will be displayed Expand the list by clicking on the boxed plus symbols until you can select the required element Double click on the required clause to create the link between the figure and the process step To add other Clause linkages click on the next free Ail that Property Click thee Kew button TOi Guay Assurance 4 Gui mensgement syam requirements Management resoormblity Feemource mangerti Process Mlansgement Miteasement Anahysis and linproreanennt 15014000 Environment E TAMPI Techical Airani horses Ragar line in the list and using the Drop down Arrow button repeat the steps above until you have added all of the clauses required for that Process step To delete a Clause linkage click on the clause and press the Del delete key 4TQToolkit User Guide Page 32 of 131 Using the Title Page s Property Sheet The Title Page Compliance Issues property can also be used to link and unlink clauses The Property sheet has two buttons Clauses for Figures and Figures for Clauses Clauses for Figures Mode Click the Clauses for Figures Button The top listbox will display all the figures in the process and indicate which steps have a linked Clause with a system based coloured symbol Clicking on a Step that has a indicator will display the Clauses linked for that figure to be displayed in the b
49. Critical Limits for each CCP Establish Documentation and record keeping On site Confirmation of flow process diagram Consider Control Measures for this Step Hazard Determine CCPs use Decision Tree Establish Monitoring System for each CCP Establish Verification Procedures Page 123 of 131 The 4TQHACCP Form Window To open the HACCP Form place the mouse cursor on the required Step in the Production Process 4TQFlow Process map and the right click on the figure Select the Data gt HACCP menu item to open the HACCP form NOTE The Data menu item is not available if the process map has not been saved If there is one or more existing Hazard for this process step then the first record will be displayed The number of Hazards for this step and the current record number are displayed on the upper left of the form Use the record selection controls to move between the records lal 4 gt lpr If no Hazard records exist for this process step the Lie a el fields on the lower tabbed portion of the form will be me pers om will be grayed un available for editing leleia a eile H fect 1 To mem Tia The HACCP form has the View gt Keep on Top M EE e EEN feature set as a default and will remain on screen masu iran even if you return the 4TQFlow window bdii a Use the view menu item if you wish to remove the limeni beetcael aces ably Raia On Top setting Pirsisle rtincipie T F ncik
50. D s For details of the use of each option E mih refer to page 41 out of dete i all Document Reference List This option is pre selected and locked if 4TQWebgen locates the presents of the Java support files in your installation This option creates an additional HTML page listing all the Process Maps in Document Reference number order The Document Reference field on the Title Page of each Process map 4TQFlow is used as the source for the list To see this list in your browser click on the Document Reference List hypertext link shown at the top of the main page non frames or within the heading frame This option is pre selected if 4TQWebgen locates the presents of the Java support file in your installation If you have a mixture of browsers and are unsure if they can all support frames generate the site without frames first and then generate the site again with this option on Users with a Web browser that doesn t support the frame layout will automatically be directed to the non frames HTML equivalent file ImageMaps This option is pre selected if 4TQWebgen locates the presents of the Java support file in your installation Use this option if you wish to include a Hypertext marked Process Chart diagram in the goes rg generated HTML for each Process file cere ua To include the Process Map diagrams this option must be on and each 4TQFlow Process Map must have the Process Chart Property included in its list of
51. Double Clicking the Toolbar itself and adding the command button using the Customize Toolbar dialog 4TQToolkit User Guide Page 27 of 131 Navigating by Performers The Performers Dialog Box lists all of the Task Performers involved in the current Chart left hand upper box and all Global Performers It provides a way to navigate around the chart based on the Performers The lower box displays the Tasks and Tests that the selected Performer is involved with Performers can be added by typing a new position title or name into the label box and clicking on the NEW button Any Performers may be made Global available to other Charts by selecting the Performer and clicking on the GLOBAL button Global Performers are stored in the 4TQFlow configuration file or attached 4TQFlow template Performers may be included in each Figures description in the Report Document and a sorted list is provided as Appendix A Refer to the Options Preference Dialog box for information on changing the report settings To create a new Performer clear the Label field and enter the Performer Title then click the New button Proscar wrn Sark Adrar jaia Warahaciuing D becia Fy The Change button changes the Performer text in D Moana Bap all of the Figures linked to the old Performer title ually Apna e Maaa The Goto Figure button locates and returns you Flee eaea to the selected Figure on the chart Wini Te Autornatecally Coninal Hia Poocoduns
52. ISO9007 G PLAN ABBY EEEE eie Note that the context menu i also allows you to alter the text for enajn the selected Clause Rename and to Delete the Clause Deleting the selected Clause also deletes net Policy Statement any associated child Clauses Editing the Clause list Copying moving and deleting Clauses Sees x Standard editing Cut Copy and Delete Item functionality is available by selecting a Clause and going to the main menu Edit option Each Edit feature operates on both the selected Clause and any associated Sub Clause The Paste Item is enabled only where suitable Clause information is available for insertion Paste Item allows the previously stored Clause information stored via the Cut Item or Copy Item options to be inserted at the selected Clause as either a Peer or Sub Clause Pasted Clauses are always inserted at the bottom of the relevant list Use drag and drop operations or the outlining buttons on the Toolbar to place Clause at a specific position Drag and Drop functionality is also available and operates on both the selected Clause and any associated Sub Clauses Select the Clause to move and then place the mouse pointer on to the selected Clause and with the right button depressed move the pointer to the target Clause where the selected Clause is to be moved Then release the right mouse button The selected Clause is inserted as a Sub Clause of the target Clause If the target Clause has
53. Office2003 Four templates are supplied for use with each of Word 8 to Word 11 The 4TQ dot template is encrypted to protect against alteration by macro viruses and Anti virus programs The 4TQ dot template contains all of the macrocode including the AutoOpen function The 4TQAudun dot template is used in the same way as the 4TQ dot except that it does not offer the Standard layout option and is restricted to the Audit Check List and Un Controlled Copy layouts The 4TQFMT dot template does not contain any macro code elements It is not protected The page size page layout margin setting and styles are all set with this template and are applied to the report document during the execution of the 4TQ dot template macros 4TQWD8 DOT carries the Word 8 specific extensions and options that are valid only for Word8 NB Changing the 4TQ sample text will not change the style applied by the 4TQ dot macros You must change the style in the 4TQFMT dot file itself Leal macras wordsi4T DOT contains macros by This publisher has not been suthenticated and therefore could be mitebed Do mot trust these ahdas Word 9 10 and 11 Note The Word 9 10 and 11 versions of the 4TQ Templates contain an Axion security certificate that you can optionally accept as a trusted source thereby by passing the Macros may Contain uses Th is alors safe bo disable macros but if 3 functionality Enable Macros prompt the macros are legtinate yo
54. Paste Glause Branch Peer Glause T Sub Clause For instance a Policy may have sections Delete Item pertaining specifically to Quality Environmental or Rename Item Safety issues H Set Review Date To Insert a Section select a Policy item and right pide E mouse click on your selection Move the mouse pointer to Add Section and select You can enter your own required section name or select a section name from the drop list provided The section can be deleted or renamed by selecting the required option from the context menu Scheduling Reviews for Policy Sections Both the entire Policy and individual Policy Sections can be set for Review Select the top item for Policy reviews or a Policy Section item and right mouse click on your selection Move the mouse pointer to Set Review Date and select Set the date for Review and press OK You cannot set a date earlier than the current date Note that the database detail is updated immediately on OK The label associated with the selected item will indicate any set Review Date The label icon will automatically change to include a red border when the Review date matches or is earlier than the current date At which time the Review should be carried out and a new Review date set Adding Policy Clauses To add Clauses to a Policy select the H Current Policy existing Clause to which you intend adding and right mouse click on your H zeion selection Move the mouse
55. QWebGen R6 04 fs Peay E KS EA creates a self contained Web o A of HTML pages based on bp Reih each the 4TQExplorer frameworks from which a generation has been made The image shown on the pdi eer eg rowed TG Spade Chon ge Hato Lii right shows the Frames amp fa Document Pofesnnce Lie j j BH Pats Dorana tkahi r Java enabled view Site re Performa Mase Mion Langan four namam Mimagercend Epirem Fammen Index htm The Browser Peir TDI Documenting A Frores window is divided into three By Sac Preceguee aag ame ns ee we Fens ral 1 SER EREET Us JP frames The top frame jig oati diel COC Arian Siei Aipuen Rii a S00 2000 displays the main title of the hak SUMO GW Bansa na Cow information displayed in the a EENE eduin asigni APO Staf inducten Porcs Cumar lower right hand frame The Saia Lower left hand frame TALONN irnia Pucana i i T Mi a Li i contains the Site Plan SE floor eer Av navigation tree The tree is dynamic and automatically tracks and displays the current location within the tree of the current contents of the main frame This means that if you follow the Sub Process links contained in the actual process description main frame then the Site Plan will re draw to show you your current location in the Framework tree Oe NEY Managing Your 470 System EHS associations EEO Frocess Documentation The Site Plan can be used in a similar way to the Folder windows pane in Windows Ex
56. Site utilizing the Site_Index htm entry point consider the following e The site was designed for use with IE5 and above or equivalent Java Script 1 3 e The site supports the use of multiple frameworks 4TQExplorer files within the one main entry point You are not restricted to just one framework and splitting up a large framework into two or more smaller ones will make a significant difference to the speed of the Site Plan refresh e The number of items Maps Documents and Forms within a Category in a single framework is the most significant factor in determining the amount of Java processing the browser needs to perform The smaller the number of items within a category the faster the response Aim for less than 40 e Keeping the source files path and file names short reduces the processing load on the Java interpreter e When distributing via CD remember to keep the maximum depth of folders to seven or less e Files Pathnames should be kept to less than 255 characters and should be strictly alphanumeric e Do not use the space character in File or folder names Use the Underscore character _ asa replacement 4TQToolkit User Guide Page 72 of 131 Running 4TQWebGen 4TQWebGen is launched from the 4TQExplorer Tools menu The menu item only appears if 4TQWebGen is installed To run 4TQWebGen you will also need 4TQFlow You will also need a suitable Web Browser to view the Website Run 4TQExplorer and open the required 4TQEx
57. Stability setting as a result of Review findings This button is disabled if the Next Review field is empty or the review is not due Review History Records The lower portion of the Review Schedule page shows the history of Review Schedules You may browse through the records of previous reviews by clicking on the scroll arrows Review Records can not be changed Clicking the complete button commits the current Review Schedule and starts the next review cycle It will update the current Review Schedule record clear both comment fields reset the review dates and create the new Review Schedule record The complete button is only active when the review is due or overdue 4TQToolkit User Guide Page 39 of 131 Completing a Review cycle The Review Schedule property may be accessed without the need for the reviewers to have the password for controlled files This feature allows the reviewers to enter the review completion information and restart the review cycle without the Process Owner needing to provide the Access password The Complete Review function is accessed via the Utilities menu Adding other Property Sheets To add additional Property items click the NEW button Type in the new property name in the Property Name field ensuring that the Property type is set to Text File and click OK The new Flow Chart Property Dialog Box is shown below The Browse button enables you to select an existing text file for inclusion in the Repor
58. a Pisci Pariisis tT Hemi loaPocd Samp hamad F lle Quy dee 7 Dive Harar erste The Upper portion of the form is always read only and the fields are grayed Use the Tab fields to enter your information To enter a new Hazard condition P1 a a a aiiai To add a new hazard condition Click on the Add Record button In the Hazard Field enter the details of the hazard condition on the Principal 1 tab Use the check marks to indicate whether the hazard is related to Food Safety or Quality This information is used along with the decision tree to decide if the Hazard is has a CCP or CQP rating The Food Safety Radio button is pre selected as the default You may save the record at this time by clicking the save button on the form s toolbar 4TQToolkit User Guide Page 124 of 131 Assessing the Hazard Impact The Hazard Impact slider has three possible settings Major Moderate and Minor Set the slider to the appropriate setting for this hazard The table below may be used to guide your decision IMPACT gt Major Moderate Minor le WILL aet sick ffect unlikely people will get Food Safety ones it may an z sick or suffer injury unlikely there will be a Quality there WILL be a major may be a quality quality failure quality failure failure Assessing the Hazard likelihood of occurrence The Likelihood Slider as five possible settings Almost Certain Likely Possible Unlikely and Rare Th
59. a i nhs es kisig De freer Area CEE ayika tree item Use this ATA AEREE AEEA maa feature to drill into use Dwabpng tas Eriorwation Haragi IVI Framework The f Stang esa Bater eE number and type of Pes an information displayed mamme Me fost SHS in the columns is controlled by the setting in the Customise Details View dialog shown below and is accessed by the Customise button Explore window pane middle bottom Button Controls The Buttons shown on the bottom of each Tab list may change dependent on the type of list selected Duplicates Button This option controls whether procedures sub processes which are called more than once are to be displayed only once or for each occurrence Unless the number of appearances is particularly distracting it is suggested that you leave the display to show all appearances This allows you to double click on any of the listed entries to highlight its location in the Procedure List left hand window to identify the parent You may change your view to either show or hide duplicates without having to update or re insert Procedures Customize button Da PESIN E Pensia Click this button to access the Customize Dialog Box The AE g seit Customize dialog box allows you to select which attributes are id arias displayed in the list Fisi E orea To display Policy and Form information on the Details List a Te Aii E Cin select the Policy and Forms opti
60. ales Services n clicking the Open button A D ENa a E Administration B Tun i Expired Lsiagoe ee imaz The Framework example now shows a yellow folder icon with a small 5 plus sign to indicate the category has additional information You can right click on a label with this icon and run the selected associated file Beo i directly from the context menu a To view an Associated Guideline or reference file select the label and Preps right click Then select the required reference file from the Associated file list What s Next Your initial framework is a catalogue or register of your process information and identifies the process owners Now you have a start point on your journey to implementing a system of management based entirely on the actual layered shape of your processes You will also have revealed any missing weak or needed items and in doing so performed a form of Gap Analysis The challenge now is to fill in the process gaps align them with your policies then implement control and review them 4TQExplorer also provides a Process Review scheduling register and if needed an ISO9000 element versus Process deployment matrix To use these functions the appropriate information needs to be added to your Process Maps The next section deals with using 4TQFlow to capture and document each Process Using other 4TQExplorer features to manage and control your system is dealt with in the Managing your System
61. alog shown right Each part may be turned off by clicking on the x icon Turning off a particular test may also cause another test to be turned off For instance the Sequence of figures cannot be checked if the Not Terminated check is not performed eh fF FF FF Checking Terminations of Flow lines This tests that each figure line start node has been connected to another figure so that all flow lines have been created This test is similar to the test performed by the Unterminated command Missing Performer This test checks that each step in the process has been associated to a performer Missing Sub processes or Run files A check on external file reference links is performed to ensure that the files are valid and available This test is particularly important when 4TQWebgen will be used to create a Web site as it uses the file locations to create the URL addresses for the hyperlinks Check Figure Arrangement Checks that reading order of the figures is based on the flow lines Check Figure Sequencing Checks that each Figure s ID number is in a logical ascending order Check figure Spelling check status This test identifies figures that have not had a spelling review since the last change to that figure Check Change indicator status Identifies Figures that have the Changed Indicator checkmark set to on Adding a BugHunter Button to the ToolBar A button may be added or removed to the Toolbar by
62. an Axion security certificate that you can optionally accept as si urai earen Une hs seg rn F yo a trusted source thereby by passing the Enable Macros prompt If your current setting is High the macro code will be prevented from running Change the Macro Security setting to Medium in Word Generate and View the report using 4TQFlow The knmi peame Lp raind Security Warning dialog shown below right will be displayed Co com You can tick the Always trust macros from this source checkmark if you wish to reset your Security setting back to High in Word wei edd pM nay He bian pep cg peace E fe rote ara be koah Soran Py mel Ta phidh Mha mr bean sera d hes raked be mised Ce m irun ihes ueirai RE Chay COs a ghairah er aora bf Bamar e wpm pou raji ke era Tes acaip brasik m io igh han pou car ae mares re ee bhai ya i ceo birari 7 aa crea weno oa fier aaa 4TQToolkit User Guide Page 25 of 131 Converting to Adobe Acrobat PDF Pesta th Hike os Aorese k If you have Adobe Acrobat 4 05 or 5 installed with the Seting erty ora Soman peepee ptione optional Microsoft Word support components you can now convert the generated and formatted document into a PDF file Use the Convert to Adobe PDF button to do this To have Acrobat create the PDF bookmarks open the Adobe Change Conversion Settings Dialog shown on the right Tick the Convert Word Styles to Bookmarks
63. an using the File Menu gt Save Current Plan to Database or Save All Plans to Database items ee Ci The dialog box shown below right will be displayed To export the Plan s click the yes response button ene and sp Audoraieay sapul Plan at competion of Save It would be usual to respond no to this dialog if the plans are to be integrated into the Policy set ve om T Aege Export Plans on Sare he this session 4TQToolkit User Guide Page 110 of 131 Policy Mode Policy Mode Windows The policy mode window is divided into four areas The Derived Policy area top left displays the selected Policy set collection as a Policy tree made up of sections clauses and sub clauses Har iT Plane amp Policy Manager The Selected Policy Statement area bottom left accepts and contains the Derived Policy clause details for the clause i Currant Pokey igoaom 2000 asane asaan 1s074001 label currently selected in en Ee the Policy Tree This field JD ms H HANADEWENT RESPONSIBLITY accepts Drag and Dropped A ub clause Fi C E Rescunce AAEH text LAGS FHE 7 PROCESE MANAGEHEKT Human Renare H O a BEASUREMENT SMAL 755 and PROYEHENT Selected Policy Statement _ Formal _ Yalta Selected Policy Mapped Cla out Clause statement is recoded EOS001 3000 Guslhy Management Syston here g Er itg Plane A Policy Manager Policy types Mere Policy The Poli
64. and Click the OK or Continue button The three Standard layouts provided for Microsoft Word 8 9 10 and 11 are Standard Audit CheckList and Uncontrolled For details about the Template layouts refer to MS Word Template section in this guide Page 45 e A Message Box will advise you when the macrocode has completed and the report has been saved The report may be printed if required The View Report command gives you direct access to the Generated Report in your chosen Word Processor ready for printing or formatting The default Word Processor is selected during installation of 4TQFlow The Report must be generated using the Generate Report command before you can view the report If no report has been generated an error Dialog box will advise you to generate a report before using this command The exact behaviour of the View Command is dependent upon the chosen Word Processor and the attached Word Processor template Adding the Process Chart Property to the 4TQFlow Title Page will insert the Chart diagram into your formatted Procedure document Word Macro Security Settings E Trent arcane Word 9 10 and 11 have an inbuilt macro security setting To I bigh Orbe mend eran Prose train seid al b access the security setting use Word s Tools Macros aarti Security menu item 7 pibum tucan dcaa kaitar a not ia rn poimii me aL The Word 9 10 and 11 versions of the 4TQ Templates contain W gre irrar Yeu are rat protected frome
65. arching is case lt a sensitive Then select the fields types within each Procedure to be checked You may select any all Title Page and Figure fields listed Searching Figures can take nue Click on a lstnd Procedwe io open some time dependant on the number and size of Procedures to check Once your criteria fields are set press the Find Now button You can stop the search at any time by pressing the Stop button The list displays the name of any Procedure having matched the search text and the location Title Page or Figure of the matching text plus where the location indicated is in a Figure the Figure ID Note that the location given is for the First found location only there may be other locations within the Procedure that match the search text Double clicking on listed procedure will run 4TQFlow with that Process displayed Press New Search to clear all fields 4TQToolkit User Guide Page 59 of 131 Framework Snap shots Export to Excel The Export to Excel report feature creates a multi sheet Microsoft Excel Workbook detailing the contents of the current 4TQExplorer framework These snap shot reports may be useful when preparing for a system Audit working papers or instances when you require a permanent record of the state of your system at a specific time Empart to Excel The options listed on the dialog right are all available for inclusion in Select lems to expert the Workbook Selecting
66. automatically Cancel the install immediately by selecting the Exit option Select Add Remove Programs from Control Panel Click Install button Click Next button The system will try to locate a file called setup exe It should find the file on the CD If a different setup exe is located use the browse button to select setup exe on the CD Click Next button Select the Install for this user only option Click Install button The standard 4TQToolkit installation will commence The 4TQToolkit must be installed in network mode To do this select Custom Install followed by Network Installation when prompted during the installation process At the end of the 4TQToolkit setup 4TQExplorer and the 4TQToolkit help file are opened Close these applications When the 4TQToolkit installation is complete click the Finish button on the Install Remove Programs dialog The installation of the software on the Terminal Server is now complete Client Installation 1 2 3 R6 Select Add Remove Programs from Control Panel Click Install button Click Next button The system will try to locate a file called setup exe The setup exe that needs to be used is located in the 4TQ Program Directory where the 4TQToolkit was installed on the server Use the Browse button to locate this file Click Finish The standard 4TQToolkit installation will commence The 4TQToolkit must be installed in workstation mode To do this select Custom Instal
67. bligations and the actual work performed System of Management The result is a clearly visible connection between the business drivers and obligations through the consolidated outcome directives policies to the ultimate outcome delivery point in the actual process 4TQToolkit User Guide Page 104 of 131 Plan and Policy display modes 4TQPolicy always opens in Plans mode To toggle between two modes click the e button on the Toolbar or use the main menu s Mode item Plan mode is used when you are working with your source obligations like Quality Assurance system ISO9001 AS9100 etc or Laws Regulations contracts and business plans Policy mode is used to consolidate and map the Plans into your organizations Policy Set Manual Logging In aT Pai y Login When 4TQPolicy is first started the user is presented with the F mm aaen login dialog shown on the right The default password is axion15 Password required for Dasiabsse ances Enter the 4TQPolicy password Cancel After failing four login attempts the application will close Changing your password To change your user password select the Change Password gt je 4TQPolicy Password item from the Plan menu Enter your current fog ohne password into the top field and press enter Then enter and confirm the i new password and click the OK button Grint _ Tha a rea a Paara d too he Pd ees gt Jem Following successful database
68. cale F o Wane Geoup Hordes Style instead of colour useful for black white and FF Shoe Tile Page Group Border Siew fi E out monochrome screens Pe Shader Fague Shadow Sze E Bets Show Title Page Cancel Seve Load Selected OFF will remove the Title Box from the flowchart title information will still be printed in the document Shadowed Figures Selected ON will place a 3D shadow around each Figure Unit The Unit shows the size of the Grid Units and is based on the current Figure Label text font The Unit fields are always disabled Scale Controls the size of the figures based on the size of a grid unit Used to make the size of the figures larger or smaller 4TQToolkit User Guide Page 41 of 131 Group Label Style Select justification Left Centre Right of the Groups Heading Group Border Style Select a patterned or solid line for the Group s Border Group Border Size Select the thickness of the solid line border Shadow Size Select the thickness of the 3D shadow General Preferences Preherenatea El Guide Figure on New Selected ON offers first How To Ven Genma Being Colors iForte OO Instruction for beginners It is C waer E al B automatically removed after creating M haka iak ii i the first Figure ee Stat x i E yf ave FF Color Priva Sete s fz EVE o Make Backups F Print Page Comers AutoSeve Time 1 Hins Selected ON creates a BAK file on f ID Daslogs Zoom
69. cess changes Remember to manually save the 4TQFlow Process Map by using either of the Update options to publish the changes made Auto Line Draw If you do not want 4TQFlow to automatically create the flow lines for you turn the Auto LineDraw checkmark off upper left of the 4TQScribe window 4TQToolkit User Guide Page 54 of 131 Drop Zone Mode ATO Scie The Drop Zone tab accepts and optionally translates parse selected text directly from a compliant program like MSWord and automatically creates and fills in process map figures Use EET when converting existing text based procedural information into 4TQFlow process maps As you read through the text material you can select portions of the text and Drag and Drop them into the Drop Zone Tab Setting up Run 4TQFlow 4TQScribe and the application that will provide the source text like MSWord Arrange the 4TQScribe window and the source Window so that it is easy to read and select the source text and have access to the 4TQScribe Drop Zone window 4TQFlow does not need to be visible when using 4TQScribe If your screen size and resolution make it difficult to arrange the Source window and 4TQScribe for easy Drag and Drop access run the source in its maximised state Perform each operation by dragging the text onto the 4TQScribe button on your task bar Wait until the 4TQScribe window appears then continue the drag operation by releasing the text into the window
70. changes required to the Page Setup Word s File Menu ie Margins Paper Source or orientation 11 Save the template with the File Save or File SaveAs menu item The FileSaveAs can be used to create an altered copy of the 4TQFMT dot under another name with different Styles and Page layout properties as discussed in the Optional 4TQWFlow ini settings section above Note WordXx Substitute Word8 for Word 8 MSOffice97 Word9 for Word2000 Word10 for Word XP and Word11 for Word 2003 4TQToolkit User Guide Page 48 of 131 4TQWebGen MSWord Format tags The MS Word Templates Macros support the following format tags On Off MS Word Action 4TQWebGen Action lt B gt lt B gt bold Bold lt U gt lt U gt underline Underline lt I gt lt I gt italic Italics lt S style gt style Converted to remark lt F font gt lt F gt font font lt FS size gt lt FS gt font size Converted to remark lt FC color gt lt FC gt font colour color color integer 0 to 16 Converted to remark x is the colour number Don t place a space between the FC and the number lt NL gt lt NL gt numbered list Converted to remark lt BL gt bullet list insert on each line to be bulleted Converted to remark lt IN gt indent lt PB gt Page Break lt LP gt Left paragraph lt RP gt Right paragraph lt CP gt Centre paragraph lt PICTURE Inserts filename
71. ctor to Unspecified 2 Select the person s record to be changed in the Left hand list 3 Click the Edit button 4 Enter the revised text in the dialog box as required field 5 Click the Add Edit button 4TQToolkit User Guide Page 90 of 131 To Delete an existing value 1 Select the Type Table from which you wish to delete an item 2 Select the item you wish to delete 3 Click the Delete button Records Management and Security settings The Delete Secure tab provides direct ATO Action Recording Administrator Taala query access to the records held within Erte thn oami F the database The query can be based on Dus Data Labels Type Tables WotkGroure InHandErsyi DaiaiaSamaa e Actions Sedih Aina Selectine M Te D Seay Password 7 record bpa i Enip datak taba Recond Humber SecuntyLevd e Entities Wipe e ooir sie hd m feel e Procedures Select the type by clicking on the Radio button on the upper left hand side of tab The query options will change dependent on the type selected After selecting the query options click the Get Records button to populate the list To work with a specific list item click on that item To delete the selected record click the Delete button The Secure Selected and Un secure Selected buttons will be available if the record type is an Action Record Temporary Password assignment The use of the Secure button applies the password of a
72. ctory Changing the Word Templates Selection List Select the 4TQFlow Option Menu item and then from Foma fe ion the Sub Menu select the Word Processor option gaa prona The Dialog box shown right will appear Ensure that Dicari Eia Word 2 0 format is highlighted as shown gnad osuman A Note Word 2 format is used for Word version 2 6 7 8 Office97 Word9 Office2000 Word10 OfficeXP and Donaneri Teste leche Word11 Office2003 foodie sy Only Word versions 8 9 10 and 11 are supported by the Set Default Feet Ai Faire R6 version of the 4TQToolkit template macros Changing your default Template Welapece ecuneniurngtengiae lt ogefn changes meds here oniy slfect emgle lt lt ickef gull Select the desired template from the Document To tet Bub dead Fleper Template for Bus Template Stylesheet list box Lower Right then Click ATG Flom Tenpiete silach othe akape A N the Apply button Adding a new Template To add a new Word Template to the Generate list Click on the Document Template Stylesheet ADD Button Lower Right Document Template x The Dialog box shown right will open Clear the current name field by over typing in the Name OK field Word Office 97 You should name your new template in a Path meaningful way Search C 44TO macros word8 4T O DOT ddai Browse 4TQToolkit User Guide Page 50 of 131 Next click in the Path field and
73. cument start 4TQScribe and drag the relevant information Al a from your existing document into 4TQScribe Launching 4TQScribe cel k To start 4TQScribe you first need to start 4TQFlow Once 4TQFlow has Bug Hunia started select 4TQScribe on the Utilities menu in 4TQFlow as shown ndiosde figure charges right Feret changed indicator Solu Ber Chg Tod hu Cih 4TQScribe will clear 4TQFlow s Workspace and perform a File New w Meru Bar Cte operation If you wish to add information to an existing Process file ATOLine open the file after 4TQScribe runs ATO Coach ATQExplower Closing 4TQScribe will also clear the 4TQFlow Workspace 4TQScribe has three modes of operation 41Q Scribe jon x Each mode is selected and indicated by a tab at the top of the 4TQScribe window Scribe Mode is useful when the source document is not that well structured and you need to perform editing as to proceed Brainstorm Mode is useful when you wish to extract the key steps from a text source without using the text itself Drop Zone Mode is used when the source material is well structured and contains most of the information required intact without the necessity for major editing To select a mode click on the appropriate tab A description of the functionality of each mode follows 4TQToolkit User Guide Page 52 of 131 ATO icai Scribe Mode Scribe provides a quick figure by figure creation approach Use this Ramp fn fee mode whe
74. cy is a single document set derived from mapped against a PPE E E number of obligations Laws Plans Systems Open Draft Policy From Dstataa There are 3 types or phases for a Policy eioan Each Policy type can be opened via the main menu Policy item Change Pime E Print Draft Policy Garer ala cra Mapping latria Excel t Risk Reporbs Excell E This is an unpublished Policy version undergoing construction The Draft Export bo A TOPai IMI Policy is most useful where construction is undertaken over multiple Invalid Clause Locator sessions or where a new Policy is under formation but not ready to ae replace the Current Policy At any time the Draft Policy may be Saved As and replace an existing Current Policy When you need to change a Current Policy load the Current Policy and then save it as the draft Then open the draft policy and work on the draft copy until you are ready to publish it as the new Current policy 4TQToolkit User Guide Page 111 of 131 Save Policy Current Policy Pokey Sama optcrre od AR This is the published Policy that is referenced by both hangan higa 4TQFlow and 4TQExplorer when exported mobs to keep daishase size bo a This export happens automatically when a Policy is save Dvemaie neplecet Pa database Dunant Pokey aah as the Current Policy the epokcshion Cured Policy Leche eie Corel When using the Save As Current Policy to Database you can choose to archive the
75. d be the minium information you initially seek to complete Additionally adding the Review Schedule Property to the Title Page Property list brings the process within the scope of the 4TQ Review Schedule management reports For details on the Review Schedule Property refer to page 38 4TQToolkit User Guide Page 13 of 131 Using an Existing Process Document In many cases you will have existing text based documents that should be added to your Link Preredure Create mew Link Procedues by ereng a Tie Framework at the appropriate OR Encesa to Link an esting Procedae point Follow the same steps for creating a new procedure using Tike Prone Sates Bme the Add Link Procedure additionally entering the existing document s file name into the Associate RunFile to Link Procedure field as shown EEEE Documents Phone Sales Procedure dod Foose 4TQFlow will behave as it did when adding a new Procedure however this time a Task figure will be created on the Process map s workspace and the RunFile reference to the existing document established The Task Figure s Label and Performer s Field will both be filled in with default text By incorporating your existing Procedures in this way you have established the ownership of the process and optionally turned on the review schedule so that 4TQExplorer can assume the review cycle management function for this procedure Your existing process document may be perfectly adequate for conti
76. d in the framework and the structure below the parent process will need to be updated to reflect the changes made If the Check Procedure on Load function is enabled File Menu 4TQExplorer will display a message advising you when a change has occurred This message indicated that you should perform an update and save the file 4TQExplorer allows you to update records at three levels 1 You can update Procedures in the entire 4TQExplorer file at once Select All from the main menu s Updates item 2 You can update all of the labels within a particular Category or Sub category Place the mouse pointer on Category to be updated then select the category name from the Main Menu Updates item or Place the mouse pointer on Category and press the right button and select the Update Category item 3 You can update particular Procedures Place the mouse pointer on a Procedure and press the right button and select the Update Procedure item Whichever level of update you choose all file associations are preserved however the hierarchy layout within a Category will be into ordered groups of Policy documents Forms and Procedures Due to changes in the 4TQFlow files don t be surprised to find Procedures inserted or removed Note 1 These options are not available when 4TQExplorer is in Read Only mode Note 2 The Max On Load Depth setting may affect the Update by limiting its scanned depth range Do not save a file that has not been scanned to
77. daba d Sta fomes button to open the Action Records data entry form The Action Records dialog form has two view modes Tabbed and HelpGuide The Tabbed display mode is shown on the right To toggle between view modes click on the elp Guide oy Tabbed Pages button shown on the lower portion of each view dialog There are a number of fields that must be completed before an AR can be save d to the database These fields are contained on the General and Description Tab of the AR dialog The mandatory fields denoted with the character are On the General Tab Title Type Priority Status On the Description Tab Created By Details These fields must contain information before you can save the AR A warning message will advise you if any of the fields are not valid 4TQToolkit User Guide Page 92 of 131 ATO Aiti hecordig To add the Details of the AR select the Description Tab and click the Add Entry Button The field will become available for text entry and the Date Time and your system name will be entered automatically Type in the details of the Action Record as you know them Saving the AR If you have completed the mandatory fields and any other that you may already know save the AR by clicking the Save New Record button 4TQToolkit User Guide Page 93 of 131 Performing a Risk Assessment Each AR may have a Risk Assessment recorded against it 470 dction h
78. di Entry Tab and click T jiii the New Entry button e Enter your finding and k a validation remarks as required e Select the Checked by person from the drop down list Dae Thade 12 7708 2000 Litt the mesekution Naringa red veiliesiticnn kachripakt fal have biin iiad io conim thal thir action i mepa You can optionally set the Complete Action Review atanta a R Date reminder field to ensure elle na that a post implementation Competed Auctions A erea D ate E Makai ihia review is performed at some ection ta be Reviewed bp thie dale appropriate time 4TQToolkit User Guide Page 99 of 131 Viewing History The History Tab displays the life cycle of the current Action Record Each alteration made to an AR En hee nn from creation to completion will be listed in the order shown on the drop down list The Action Records history can also be printed See page 101 for further details 4TQToolkit User Guide Page 100 of 131 Printing Action Reports The details for an Action Records can be printed to provide a working document To print an Action Records select the required AR from the 4TQExplorer list Right Click and select the Fetch Record menu item On the AR dialog click the Print button xi The Print Action Record dialog shown on i the right will be displayed Select the Printer System Printer Brother HL 1260 additional component that you require and click the Print
79. dmin to the record Use this to replace a forgotten password temporarily so that record owner can access their records again and then replace the temporary password with one that may remember 4TQToolkit User Guide Page 91 of 131 The 4TQAction Records data entry Form To create an Action Record AR open the Action Records Tab in 4TQExplorer If you have Framework loaded in 4TQExplorer select the label Category Sub category or Procedure to which you believe the Action Record is related in the Tree View Navigate window If you are unsure at this stage of where the Action record should be related select the top of the Framework Framework Title If you do not have framework loaded the Action Record will be created without a relationship being recorded You can add change or delete procedure framework relationships at any time once the record has been created Click the Create New Lat Qpeston acma 47 Section Rec cries RecrdHol oT Tite et ee es al a Felene ID BB AeivedPocedes Yj Rettedactionn Huy ie Rikdom Aopen other ose iib boo Goto Resad onde durrag creaban s Prony ka m i Full access k lis jer r Ea im ok iti Hi finhed o Adain tol fa br eee oo ol eee Enter 5 qualatls Clearer Py prea Doar ac iremen Erkin Dros pai bhs doces Leas oyri be Jiaj path pac payd mento skp gon i kon Biating Tasr Leeder Pie Akr itga id ahve bes lnHirdl Ey iri Cleire a
80. e printer friendly i e enis folder See the diagram on the right showing i 7 8 1 Process Summary three printer friendly document types HTML DOC and PDF The HTML version will always be present The search checks for DOC and PDF versions of the Process map with a created date equal or later than the last modify date of the map The Expand All Collapse All Help Home links are added to the Site Plan only if the date Frames No Frames Floating Menu test is passed For information on convert the Generated Process Map documents refer to page 26 Clicking the link will open the selected document type in a new browser window 4TQToolkit User Guide Page 78 of 131 Customizing your Web Site Your 4TQWebsite can be customized in the following ways Customizing Site Home Page The Site s Home page is displayed in the main frame lower right when the site entry page Site_index htm is initially loaded or when the user selects the Home link on the Site Plan menu This page can be customized to provide the user with e links to other company sites e Messages or instructions e Contact information e Copyright or other legal statements To edit the home open the Site_Home htm file in the Webroot generate to with a suitable HTML editor like Microsoft FrontPage Take care not to alter the HTML code above a below the dotted line contained within the code Do not use Microsoft Word to edit any of the 4TQ ge
81. e or wish a Custom Template Macro developed to your specific layout contact your 4TQ supplier or send an Email to support 4tg com 4TQToolkit User Guide Page 45 of 131 Standard Macro Options Table of Contents Process chart Process Detail Approval Form Return Receipt Header Footer General Checks Assurance Checks Review History Review Detail Compliance Performers Groupings Run Files Sub Processes Extra Page Breaks Image Border Page Border Keep Together Multi page Chart Recommend read Only Parse lt A gt Tag 4TQToolkit User Guide if checked adds a table of contents to the start of the document A TOC entry is made for each property and figure in the 4TQFlow process map controls whether an image of the process map is include in the document If the document contains a Process Chart property the image is inserted after the Process Chart heading in the document otherwise the chart is inserted immediately after the Process Detail property heading controls whether the Process Detail section is included in the document The Process Detail property contains the detailed figure information in the process map if checked adds a document approval form to the document if checked adds a return receipt to the end of the document controls if headers and footers are added to the document if checked the values from the checkboxes on the General tab of the Figure Dialog are included in the fi
82. e menu that appears after the Right Button Click To associate an application or data file click the Add button on the Figure Dialog Box and follow the instructions All Figure types can have a Run option The lower Add button allows 4TQLink or other m applications to be launched by associating a i program file or registered data file For example er smija Co 4TQLink is run when a 4LK file is attached Refer _ to your Windows documentation for more details Br we dik E g about associating and registering files mE List mies m Type Danna The 4TQLink Help file contains details on supported AT0Lin Fikes E Command Line arguments Use the Help search nanan command to search for 4TQLINK in the 4TQLink GPR 1 0penietrof 0 Help file then select the Command Line Argument topic for details The Dialog box shown above will run 4TQLink open the EX_PRTO 4Lk file search for the Operator Error Label display the PARETO Chart in full screen mode and open the Label annotation window The Ada button will change to Edit when a valid file name is added Clicking on the RUN File button will start the associated application If the Show ID option is set to ON Figures with a Run File or program attached are indicated by an next to the Figure s ID Tip 4TQLink can be used to record the Problems Causes amp Effects Notes and data about any step in your process 4TQLink will perform analy
83. e slider positions are translated to the instruction shown on the upper portion of the HACCP Form The form of the instruction is You MUST MAY SHOULD use the Decision Tree where the directive modifier is substituted based on the results of the assessment The table below shows the method used to make the assessment If you decide to proceed with the Decision Tree click on second tab to continue Calculation method Major 5 Moderate 2 Minor 1 Certain 5 25 10 5 Likely 4 20 8 4 Possible 3 15 6 3 Unlikely 2 10 4 2 Rare 1 5 2 1 Above 7 Decision Tree MUST be performed Key word MUST Between 6 and 3 Decision tree is optional Key word SHOULD Below 4 Decision Tree may not be required Key word MAY Assessment Note The Assessment Note Field bottom can be used to record the reasoning or known facts used to support the Impact and Likelihood setting Note this field in not included in the reported HACCP Report Table 4TQToolkit User Guide Page 125 of 131 TEDE siin Be aerd Een fers jhi Performing the Decision Tree analysis ajele pij H LZ t P2 fes 1 o T loot The Decision Tree is used to determine the rating of pene the Hazard pee imaterial Had a Click on the second Tab Principal 2 to display the Decision tree for this Step Hazard condition Werte Fara Piga Femo 2 Farnia I Freinds Parca eT Answer each question in turn start with the top canieaeaaaneninaml
84. ecording This assessment may help you in deciding the priority of your actions in response to the causal event denotes mandatary Gsk Charen Acton ele Record Nol iii a I E Crmate Mew Saree Hiem Reno Paced OR Genet B Desciction Acton Tat eimina PS Fricim Be feios YA Peeltedacions History MB Fick Arimari To add an assessment click on FF Do Fiai Arbesient bos thia Action Fsk Lere the Risk Assessment tab and Probabiip of hazed osuing poblar click the Do Risk Assessment i i i sees Higi ote af sore bere checkmark to turn it on I Fable FF Eepos to Risk duration Position the slider controls to for z fee Pe reflect your assessment of the I Moderate Probability and Consequences _ kaa of the event Cerrinegurere of Fleck eead If you wish to include the tot tt Fated beatimert onesie relearn Exposure attribute in the Teneciately contarai reeda financial calculation click the Checkmark I ins above right of the middle slider diwa Permi Ves Help Guide Pant The calculated assessment LartOpersion faeces Dearer woa value is shown on right hand side of the dialog Click the Update record button to save the assessment 4TQToolkit User Guide Page 94 of 131 Entering Immediate Actions The Immediate Actions are those actions taken leading up to the point where the Action Record can be considered completed It is usual to have more than one Immediate action comm
85. ecutable exe and Dynamic Link Libraries DLL It is essential that all 4TQ application component applications be located in the same directory The Program Path is viewable after installation from 4TQFlow Options Customise Dialog It cannot be changed from within the dialog Users require Read access right to this directory System Path The System Path defines the location there the 4TQ applications will store your data files Users who will create and modify Process Maps will need Write access rights to this directory The System Path is used by 4TQFlow 4TQExplorer and 4TQWebGen to define the top level Directory of the 4TQ Process Guardian System area When the 4TQ Process Guardian features are activated 4TQFlow maintains an Pisses mpecds the installation ceectonies 1S 09001 2 3 element 4 5 compliant protective shield over Process Map files located within or below the SystemPath directory Ps Pats al 4TQWebGen uses the SystemPath setting to define the upper boundary directory of Sytem Paih p MTG the Process Maps and 4TQExplorer files that it will be included in the Generated Web Ax H Seip Sal Dissi rer Site Webion Paih LATO bron M 4TQExplorer uses the SystemPath setting to locate Company System 4TQExplorer y Dine petting ie perspective files that appear on 4TQExplorer s File menu F Feidr an g ul As a general principal it is worth creating folders directories under the SystemPath for users to
86. elect the Type Table from which you wish to delete an item 2 Select the item you wish to delete 3 Click the Delete button 4TQToolkit User Guide Page 88 of 131 Setting Workgroup names The WorkGroups tab allows you to add and change functional areas and organizational group to which you wish to assign the task of completing or progressing Action Record To Change an existing WorkGroup name 1 Select the Workgroup item you wish change ATQ Achies Aei oridi Admina Deals a 7j xj nee Due Cate Labsk Type Tabas Soe Gmoupe inHardiE ray Celeta Senan 3 Enter the revised text in the lower Ld enn waa New Workgroup name field 2 Click the Rename button 4 Click the Set New Value button To Add a new WorkGroup 1 Select the WorkGroup above or below where you wish to add the new item 2 Click the Above or Below button dbi idsconnected Coo thou 3 Enter the label text in the lower New Las Operations f en o WorkGroup name field 4 Click the Set New Value button To Delete an existing value 1 Select the WorkGroup you wish to delete 2 Click the Delete button Note Before deleting a WorkGroup check that there are no outstanding AR s for that WorkGroup 4TQToolkit User Guide Page 89 of 131 Adding In hand Operators ATO Achia Recording Adii Teale The In Hand Entity tab is used to add Dus Data Labak Type Tablas WotGnapr beards D oi
87. enced one after another on the way to identifying and resolving the underlying issue that caused the action trigger event Immediate Actions are directive sayings what needs to be done next The evidence that supports the finding that the Action Record has been effectively resolved with should be recorded on the Final Assessment Tab To add a new Immediate Action to the series Click the Add Entry button and enter the details of the action required Use the Action Due Date to set the schedule for this action ATQ dction hecoriding Cuarerd Autor Hogni hosel ng i Oe pep ssd Lote Recd Nal S Tila A Create New Gre Update Percentage Completed denies manitor led Feood Fecr leccad Feleence E Control Be ebede TA Peed fi Hay Rikin The dialog displays a BB cennu B Tecin petial rerediate Actions BF Final Actions Percentage Completed slider control AdE Action Due Disie Fuca damis E Mew Eria actor or Geert eni bo ba baken bey Dir daa This Slider can be used to show the estimated level of Ete pr rah er e g progress for the current status for the Action Record The indicated Percentage figure is shown on 4TQExplorer s Action Records Tab List Detal tha mimes action iaa hiri O Click the Update record button to save your changes 4TQToolkit User Guide Page 95 of 131 Assigning an Action Target Each Action Record may be assigned against an asset of the enterprise Act
88. erlinks to reference documents as direct references to the target document Standard HTML tag This option relies on the Browser OS to dictate the behaviour 4TQToolkit User Guide Page 77 of 131 Create a Hyperlink to a UNC Shortcut to the Document Selecting this option causes 4TQWebgen to creates a Hyperlink and a matching Windows Shortcut file This option removes the control of the behaviour from the Browser OS Application and forces the target application to settings of the Shortcut file This option only works on Windows based platforms with MSIE The UNC must be set to the location of the Webroot generate to or the location to which the Webroot and subfolders are optionally re located If you are intending to provide CD Rom distribution and the CD Drive identifier is consistent on all target machine a dos Drive identifier pathname can be used Printer Friendly Links Printing framed contents directly from a Site Plan Browser window does not normally provide the m6 Procedures List results you require in a paper copy of the f 2 4TQ Example Process Map document 4TQWebgen will search for ED NEW Managing Your 4TA System generated documents of each 4TQFlow jassociations process map contained within the framework J Process Documentation and if found will add them to the Site Plan i ite Documenting A Process H BH printer friendly The links are located on the Site Plan directly E under the Process label in th
89. ernal 4TQFlow Version change indicator and the date of the change 2 The Backup file BAK is refreshed to be the same as the new version An Archive file to be created with full relative pathing under the 4TQ Archive directory 4TQFlow will maintain 99 archive versions of each process file NB The Auto Archiving and the Revision Collaboration feature are only available on Controlled files and write access is only available when the process file is within or below the System Path directory The System Directory can be set via the Options Customise Dialog setting System Path The default installation sets the SystemPath directory to Drive 4tq qa 4TQFlow will not allow you to use the FileSaveAs function if the file name and directory is the same as the file currently open To save the current file with the same name and location use the FileSave menu item or Toolbar button Process revisions amp team collaboration When a Controlled procedure is partially updated by the Process owner and the required modifications are not completed in one session the changes may be saved so that further alteration may be completed in the next editing session The partial modifications to procedures saved using this option are not visible to the general read only user The general user still sees the current procedure from 4TQFlow 4TQExplorer and 4TQCoach 4TQToolkit User Guide Page 35 of 131 While the Procedure is in the partially
90. es Java Site_Index3 htm Multi Framework No Site Plan No Frames No Frames No Java Site_Index4 htm Multi Framework No Site plan with Frames Frames No Java AFWK FRAME html Single Framework Master page Frames No Java 4FWK MAIN html Single Framework No Frames No Java Key Features 4FWK denotes the 4TQExplorer frameworks file name without the file extension FLK Capability Features All Framework List Document Reference ID Sorted List Change Date Sorted List Hot Spot link Chart diagrams Signpost Navigation links Base HMTL version 2 Dublin Core metadata Re locatable e Run File Links Forms Sub Process link Frames with Java Joust e Tracking Site Plan Navigation e Dockable or Floating menu Site Home page e 4TQExplorer Association Hyperlinks Printer Friendly links Frameless without Java e Chart Diagram Hover mode Pop up Joust Option 4TQToolkit User Guide Page 71 of 131 Performance Issues The Site_Index HTM entry point utilizes your browser s internal Java Script language to support the active components of the site This provides the ability to re locate the Web site onto removable media CD R and use the features without the need for a Web server It does however mean that the browser is relying on the host PC s resources to perform the processing required When planning your 4TQ Web
91. esponding file of the Form and click the Open button AZ Initial Framework The Form s label is added under the current label and has a special G E Sales Form icon as shown You can edit the Form s name to give it a more Taking Orders meaningful title by clicking on the label and over typing the default entry If the A aN a ania or Property Sic information H p er Fom 4TQExplorer will extract and use the appropriate values stored in the E Operations Property sheet If the Documents property sheet is blank or not available After Sales Services the Form Label will default to the Documents actual Filename Not all Administration files have property sheets To edit or add information to a Property sheet when using MS Word select the Properties item from Word s File menu To view the Form right click and select the View Form item AZ Initial Framework E Sales To add a policy statement to your framework right click on the required H E Taking Ord category to select the one that the policy relates to and then select the ee Add Policy menu item For our example let s add a Credit Policy to E Order Form the Sales category as shown on the right f E Operations E After Sales Services Administration Adding Policy Documents E Sales Taking Orders E Order Form Oper Delete Policy To view a Policy statement right click on the Policy label and select View Policy
92. from the question s Test No response node The Yes path will be terminated automatically with a Finish figure It is easier to create complex decision trees in 4TQFlow However you can enter sections of the process in script groups building up the entire process in manageable segments of figures Remember to set the location of the Auto Linedraw focus point in the 4TQFlow o window when adding more steps to your map Start chart To create or add the scripted figures to your chart click the j Apply button when you are ready The script is cleared g when the figures have been added to the map TASK 1 LABEL The script shown in the Brainstorm window upper right 2 3 5 6 will create the process map shown on the immediate right FIRST Yes SECOND Yes PATH TASK gt PATH TASK LABEL LABEL TEST 1 LABEL Complete the process map by assigning the performers and entering the other detailed information using 4TQFlow 4 FIRST No PATH TASK LABEL The 4TQFlow Undo Redo function records each line of the script as a separate change and can be used to progressively wind back the script one line at a time 7 SECOND No PATH TASK LABEL Option Settings 3 AutoSave The AutoSave option forces 4TQFlow to save the process map with each Applied action If the Process map is Controlled the changes are stored as Work In Pro
93. gure information if checked the values from the checkboxes on the Assurance tab of the Figure Dialog are included in the figure information if checked will include summary information about all process reviews that have been conducted otherwise only the next review date is displayed includes detailed information about process reviews controls how compliance plan information is displayed in the document e ByPlan orders the output by Compliance Plan Compliance Item Figure e ByFigure orders the output Figure Compliance Plan Compliance Item includes a list of performers includes a list of groups includes a list of run files associated with each figure includes a list of sub processes includes additional page breaks before and after the Process Detail section draws a border around images in the document Process Chart and ISO Compliance properties draws a border around the page if selected marks each property and figure as keep together This prevents properties and figures being split across pages unless absolutely necessary includes an image of the chart split into pages as displayed in 4TQFlow If selected the macro saves the formatted document with the Recommend read only feature set Refer to your Word documentation for details If Off the A tag is passed unaltered If the flag is On the A tag is converted into a word hyperlink Page 46 of 131 Word 8 Word 9 Word10 and Word11 MSOffice97 Office 2000 Office XP
94. he 4TQ installation Program Please ensure it is disabled while installing the 4TQ applications Remember to re enable your Anti Virus application after completing the installation R6 Page 1 of 10 Selecting Directories for Single amp Multiple site Network Installations General Recommendations There are three key file locations required for a network installation of the 4TQTookit Before installing the software for use by your users the location of these three directories must be decided Altering the locations after the installation of the workstation s is not a supported option Contact Axion Support if the need to alter these locations arises First Step Select the location of the ProgramDir Folder This folder is used for the actual Executable s and Libraries It will also contain Sub folders It must consist of a mapped Drive identifier and at least one directory Do not use UNC forms Do not use a root drive All files in this Directory Structure must be available with read and execute permissions On Novell systems the Shared attribute must set on Write permission is not needed or recommended As a general guide the ProgramDir should co located with any other general use applications to assist with administration and minimise drive identifier usage For example if X drive is used as a common source drive of applications then X 4TQ would make a suitable ProgramDir location When the 4TQToolkit Software is to be pro
95. he Title frame e Clicking on a Figure Label in the SortWindow selects that Figure on the Workspace e Double Clicking will open the Figures Dialog box e Right Clicking opens the context menu e Toalter the Sort order Click on_the Label you want moved e Hold down left mouse button drag e Move the mouse pointer up or down the list into the desired position e Release left mouse button e Repeat until all steps are in the desired sequence e From the Edit Menu select ReSequence to match the Sorted Order to the Figure Numbers Figure IDs e Close the Sort Window 4TQToolkit User Guide Page 23 of 131 s ala TIP To Zoom in or out Click on the Zoom buttons on the MenuBar The Figures may be aligned vertically or horizontally Click and drag the mouse to draw a rectangle over the figures that you wish to align Depress amp hold the Control key down and select by clicking on the figure that you wish to align to You should have the one figure highlighted the target and a number of other figures selected From the Utilities Menu Align items select the orientation required Final Checks Presentation and Save A Step 7 Use the BugHunter feature to check your file for common problems like Missing Performers Figure arrangement Documentation flow and Sequencing errors The use of the BugHunter feature is detailed on page 27 To launch the BugHunter select it from the Utilities menu To save the file Click on the Too
96. he warning icon will appear for each Action Record 4TQToolkit User Guide Page 86 of 131 Customizing Labels The main labels for the classifying types that 4TQAR displays may be changed to reflect the names used in your organisation To re label an item 1 Select the Labels tab 2 Select the label to be changed in the list by clicking on it 3 Enter the new label text into the lower right hand side Replacement text field 4 Click the Set New Values button 4TQToolkit User Guide Page 87 of 131 Managing Types The values available for each classifying type may be changed add to or removed To Change an existing value 1 Select the Type Table containing the value you wish change 2 Select the item to be change in the Left hand list 3 Click the Rename button 4 Enter the revised text in the lower New Item label field 5 Click the Set New Value button To Add a new value iT Action Recondiog Adminkiraimr Tumia j Enda the caren aen Das Date Labsi Type Tables wredna iH andi Entity Cetete Sec tarii ri related Table 5i ome ra ate _ 1 Select the Type Table to which you wish to add a new item 2 Select the item above or below where you wish to add the new item 3 Click the Above or Below button 4 Enter the label text in the lower New Item label field 5 Click the Set New Value button To Delete an existing value 1 S
97. i aeti each Ooi led hatine bo eiae bhai hes Prosi Cari hae bia ered abakie corded brent baea park i ba bee perigar The property list is shown at the top of the dialog AT QF icey vall gee vaie acces bn Controle docurnents onke whan tha ltkrmg cocker are rat l The Peaceds File a moi cheated an Fead Oni 2 The oyani prarawdis parida 1 ihe Fies File eden inthe apmyaj Tsm Fah A Ths preada n m bang ache acide by anothes sprateard Pirra Cherm El e Fill in the Process Details Property sheet including the e Title The Process s shortest meaningful name e Owner The Position Title of the person who owns and controls the process e Version The version number of this process e Click on the Process Summary Property Summarise both the Purpose and Scope of the Process Enter a brief description of the purpose of your process in terms of outcomes or results the event that starts stimulates the process and the state that exists when the process ends The Process Summary is a very important part of the Title Page information Your intended reader relies on the Processes Title and the contents of the Process Summary to quickly verify that this process contains the information needed The Process Summary is also automatically referenced and included in any Parent Process Reports when the process is used as a Sub Process Other Properties including the Review Schedule and Amendment Record can be added now or later A
98. ialog shown on the left to enter the required date Die oa 4TQToolkit User Guide Page 114 of 131 Mapping Plan Clauses to Policy Plan Clauses may be mapped to Policy Clauses via a number of methods Mapping Plan Clauses to existing Policy Clauses After creating a Policy Clause via the context menu Add Clause option to map a Plan Clause e Select a Policy Clause e Select a Plan Clause e Press lt lt Map lt lt The mapped Plan Clause is listed in the Selected Policy Mapped Clauses list the lt lt Map lt lt button is disabled Note that Sub Clauses are not automatically mapped A tick in the icon associated with Plan Clause indicates a mapped Clause A double red tick indicates plan Clauses mapped to more than one Policy Clause The _ lt lt Map lt lt button is disabled if a Plan Clause is flagged Mapping not Required to Policy Using this method does not map any corresponding Clause Statement To Un map a Plan Clause from a Policy Clause e Select the relevant Policy Clause e Select the Clause to un map in the Selected Policy Mapped Clauses list e Press UnMap When a mapped Clause is selected in the Selected Policy Mapped Clauses list the relative Plan Clause is automatically selected in the Plan Clauses window Note that only list Clauses marked are locatable Clauses marked are missing from the list and require re mapping Use the Find Mapped Policy Clause option on the Plan Clause window context
99. id z report Start Tasks Tests etc Cancel Save Load Includes the Figure Description and Techniques Label s text in the generated report as per the defined headings Report Figure Labels Report Figure Performers Performer information is included in the generated document Report Text Figures Adds the additional process information you have provided Generate wmf Generates a picture of your flowchart Windows Meta File ready for inclusion when using the ISO9000 Audit CheckList and Uncontrolled Word template layouts Generate XID Generates a file containing the cross reference synchronisation information for use by other applications Navigation Adds directional sign posting text to the end of each Figure s Report text to speed up the reader s access of information The included text directs the reader to the next logical step to be performed Refer to the Smart Navigation section on Page 37 for more information 4TQToolkit User Guide Page 43 of 131 Extra Blank Lines Places an additional carriage return line feed between each process step and section Report Figure Co ords Includes a relative Figure position x y co ordinates in the report document to aid location of the Figure within the Chart diagram Report Sub Process Adds the Process Summary from the Sub Process file to the generated report Report Figure Checks Includes the Assurance and General checks in the rep
100. ies Traditionally Corrective Action handling as stopped short of locking in the CAR to the effecting Procedures This denies the organization the ability to retain and collate the potential derived learning new knowledge catalogued against the System of Work That is to say that the new knowledge is directly related to the Process Management framework closing the second level learning loop Relating a Process To relate an AR toa Process perform the following with the AR form open In the left side Tree View window Procedure List right click on the target process and select the Relate to Displayed Action Record option More than one process can be related to an Action Record Un Relating a Process To Un Relate a Process select the target process in the AR form s Related Procedure Tab list With the target process highlighted click the Un relate button 4TQToolkit User Guide Page 98 of 131 Completing the Action Records If the cumulative effect of the Immediate Action series is that the Action Record is considered is considered resolved then the Action Record need to be closed out This closure of the AR is performed using the Final Actions tab Closing the AR To close the AR open the AR form and select the Final Actions Tab e Set the Completed by field to the person attesting the AR is in fact resolved ATQ Schon hecordieg e Click on the New Ommo 40g lecing an aa
101. ing the 4TQFlow Figure types Flowchart Figures represent the type of action that occurs in each step of the process Understanding each Figure will help you to interpret those process actions 1 Start The beginning of the process There is only one start in a process map The Start Figure can not be deleted It is the ideal place to detail the assumptions and required conditions before someone commences the procedure 2 Direction of Flow All Figures are connected by arrowed lines that indicate the sequence of activities 3 Task An action step that must be performed and completed before proceeding to the next activity The Task figure is where the work is done 4 Test A decision that can only result in a yes or no answer It determines what path the operator must take to complete the process successfully 5 Splitter 6 SUB 6 SUB PROCESS PROCESS Used to show a process that is split to handle non sequential activities The splitter is created with two outgoing flow line start nodes You can add more outgoing nodes by Double Clicking immediately below the bottom line of the splitter symbol Up to ten Nodes can be added to a total of thirteen The Node labels will automatically be sorted in alphabetic order A to M If you are using a very small figure grid width setting you may not be able to get all twelve node Note All paths must be completed The operator s select which path to complete fi
102. ion SCOPE The onganigalion raqularty neye ike Occupaliong Health Safely aed Wears erehahliation and Chima matagenient eyeleme sin condullalion siih ile employees or ther repmeceniales apii The objective of imposing ceerall perfornace 4TQToolkit User Guide Page 109 of 131 Saving Plans Plans may be saved either individually or all at once An asterisk Plan page tab label indicates that the Plans requires saving Er iT Plane amp Policy Manager on the for a Save prior Attempted application close causes 4TQPolicy to check all Plans requirement In this case you will be warned of Save requirements close Save All Plan Save Plans through the main menu Plan item using either the Plans or Save Current Plan option Note the current Plan is the currently displayed Export bo 41 ptuhrman TT Ditha Plan Pron AT Grd TW Trveslid Cleves Locator If you are overwriting an existing Plan with an updated version Exit you will be asked if the save should overwrite the existing records or create an archived copy if the existing stored Plan first Deleting Plans To delete a Plan make the Plan current by clicking on the appropriate tab label so the plan details are visible Then from the main menu Plan option select Delete Plan Publishing plans All Plans can be exported for use by 4TQExplorer and 4TQFlow within the Compliance Issues Properties To Export a Plan Save the Pl
103. ion Targets objects can include People Customers Plant Equipment and locations Your Administrator will have set up the list of available targets objects immediately after installing the applications To assign an Action target open the Action Target tab on the AR form Select the object type by clicking on the appropriate tab Individual Company or Object 470 Schon Rii ordig Enter the known details into 3 Duare Action Hy kaan Dioouant pepesed kia i at least one of the available Tila pe ee Dee nee oF te Eta Rend li z t j field on the selected form deres manday ask Click the Find button ie eed Pocedas YA Pebeddcioms History E Rikdom BB cene Eh Desin Action Targat trerecite Action PE Fricim bakida indo Covegaryelnta Cartast ia Disiet Info Tide Hi 7 vars old ae Erpse To reset all the fields use the Clear all fields button Click the Update record button to save your changes 4TQToolkit User Guide Page 96 of 131 Relating Action Records Chaining AR Title It is common that when working on an Hm Related Procedure 0 13 03 2003 Custome Action Record you reveal another aspect Ba creating A Standardised Docume 0 10 03 2003 Mgnt Me of the resolution or a secondary cause that PI Pee ore may require independent corrective E Document A Pr mem QA Audi processing Fetch Detail Relate to Displayed Action Record Relating an Action Records To raise a
104. ite_Index4 htm entry points and Site_Title htm frame of the Site_Index htm entry point Uses on the HACCP module base report page Only available when the HACCP data module is present in the installation Provides Styles for the License information page Note 1 Whenever you have made changes to the CSS Files check the effects obtained on each Browser type and version that your users may use Note 2 4FWk denotes the 4TQExplorer frameworks file name without the file extension FLK 4TQToolkit User Guide Page 80 of 131 Managing your 4TQ Website s The Explorers tab provides the features required to manage each 4TQWeb site as a whole Once a 4TQExplorer Framework has been generated to a WebRoot generate to folder it s Title will be listed The list shows all of the generated Frameworks for that WebRoot folder Change the location of the Generate To setting on the Option tab to see the list appropriate for other WebRoot folders if required Deleting a Framework E aT Process Web Generator There are two buttons associated with removing a framework from the master Site Plan The del button will delete all of the files on the file that are contained in the selected framework The del button does not remove the Framework item from the list or from the Site Plan The remove button deletes all of the files required for the current framework the Frameworks item in the Site Plan men
105. kit User Guide Page 14 of 131 Adding Background Information to your Framework Each label in the Procedure List can be associated linked with up to five documents a Web URL and a A4TQLink measurement file We will deal with the use of the measurement files later in this guide In your search for existing material let us say you have found a Credit Guidelines document and you wish to include it in your framework under the Sales category Note The information in the Credit Guidelines is not required by anyone actually performing the procedure and is background information only If it is useful to a person doing the job then the reference should be made from within the 4TQFlow Process map itself as a Runfile Refer to page 29 for details First click on the Sales label to select it then right click and select Properties from the context menu The Properties dialog has four tabs select the Associated File tab Press the Browse button then find select and open the file containing the Credit Guidelines The File will appear in the list shown on the Associate tab page Click the Associate button to complete the association 0 AZ Initial Framework To remove an association select J E Sales the file in the list and click the lr Bee Disassociate button You can also Ord F run the file directly from the E FUST Fom Associate tab page by selecting Operations aai i the required file from the list and After S
106. l followed by Install Workstation when prompted during the installation process The workstation setup is complete when 4TQExplorer and the 4TQToolkit help file are opened Page 10 of 10
107. l of your framework Print Procedure List Reports gt Associated Files Properties Your framework should look something like the one shown on the right Naturally you will have different categories and maybe more of them to suit your needs 4TQToolkit User Guide Go with your first ideas Remember your aim is to get started You can change the shape of your framework any time as easily as you build it AZ Initial Framework Operations After Sales Services Administration Page 6 of 131 For the moment let us expand the details in one of the main categories Click on the Sales label then Right Click and select the Add Sub Category menu item Re name the New Sub category Taking Orders You could add further Sub Categories to the Taking Orders label and repeat this process to a maximum of 99 levels Between 3 to 6 levels is normally adequate Continue building your Framework until you feel comfortable that it covers all the areas you may need Remember it does not have to be and will not be perfect At this stage the task is to get started Details can be changed as and when you need Saving the 4TQExplorer File Before moving on to the next phase lets save the work done so far When the 4TQToolkit was installed it required two File locations to be selected The first called the ProgramPath sets the location of the D ld master directory where actual programs and
108. lBar File Save button Generating the Report Document l Step 8 To create the Process Report Document Click on the File Generate button on the MenuBar If the Spell Checker appears Spell Check the chart You can turn off the automatically pre report Spelling Check with the Options General menu item The Generate Report dialog will display the default file name and your default file format If you are using Microsoft Word always select the Word 2 format The default formats can be altered after installation with the Options WordProcessing menu item Again if you are using Microsoft Word ensure that you have selected the correct Word template for the exact Word version Press the Attach to Template drop down list if you need to change it You can set the reporting options by clicking on the Options Button Press Save 4TQToolkit User Guide Page 24 of 131 Viewing the Report BI Step 9 The View Report button launches your Word Processor and loads the Generated Report Document If the Word Processor supports attached macrocode or templates and you have attached one in Step 8 above a dialog box may be displayed allowing detailed layout choices to be made e Click on the View Report button in MenuBar e You can set the reporting options by clicking on the Options button Click Save when ready Wait for the Word Processor to start and load the report e lfa4TQ Macro Dialog box opens select the layout and options required
109. lan Clause e Right mouse click on the Plan Clause for the context menu e Select Copy Branch e Select a target Policy Clause e Right mouse click on the Policy Clause for the context menu e Select either Peer or Sub Clause whichever is required from the Paste Clause Branch option The mapped indicator for the Plan Clause and all relative Sub Clauses are checked and the mapped Plan Clauses are listed in the Selected Policy Mapped Clauses list This form of mapping does map any Plan Clause associated Statement to the Policy Clause 4TQToolkit User Guide Page 116 of 131 Policy Clause Risk Assessments Current Policy fl Policy Section Each Clause within your Policy can have a number of Risk Assessments recorded against it Each Assessment B New Add gt is performed from a different perspective Paste Glause Branch Delete Item To add a Risk Assessment to a clause right click on Rename Item the Clause label and select the Risk Assessment option from the context menu Set Review Date Risk Assessment k The Risk Assessment Dialog will be displayed Creating a Risk Assessment record Open the Risk Assessment dialog as detailed above Use the drop down list to select the Risk Consideration or viewpoint Each A si clause can have many viewpoints E esta a et ioar ha addy PHS perp ermi tha Fini Cee ia Trea To add a Risk Consideration that is Hit t on the list select the
110. le lt blank gt filepathname The Owner Field feel bee Ma Cee Ou The value used in the detail list will be selected from the Property oo Summary tabs field Manager field If that field is blank the Author field is used If both are blank the owner field will display PROPERTY Author lt blank gt The Document Reference Number Field The Document Number value contained in Properties Custom tab is displayed in the Details Reference column if present To set the value for the Document Number open the Properties dialog from within the source application and ed Cee en select the Custom tab Scroll down the name list until you y locate the Document Number field as shown on the right that the type is set to Text and enter the document number mmr The Version Number Field 4TQExplorer will check for the presence of a Custom field labelled Version Unlike the Document Number field the Version field doesn t pre exist in the field list You will need the field To add the Version field type the label Version into the Custom tab s Name field set the Type to Text and enter the desired value 4TQToolkit User Guide Page 10 of 131 If the Version field value is not present in the Property sheet 4TQExplorer will use the value contained in the standard internal Revision number field This value is normally displayed on the Properties sheets Statistics tab In MS Word the value of the Revision Number i
111. lect an item in the Linked Checks dialog and press Check The left pane Procedure list selects the referenced item and a check symbol appears alongside the item in the Linked Checks dialog to indicate that the linkage has been sighted The Linked Checks dialog is modeless and it will remain visible until you press Close This enables you to use 4TQExplorer to further investigate modifications without having to re start the investigation Starting a second Linked Check session while the Linked Check dialog is open from a previous check will cause the original dialog to close Note that this is a volatile checking system No record of checking is kept internally after closing the dialog More permanent recording can be obtained by using the Print facility on the dialog y n inan i iiei Cee ans The Run File Check feature is also available from Seo tetas eaten eat AT the left hand window Right Click on a listed ia procedure and select the Run File Check option Ei a The Run button is only enabled where a Run File is i selected during a Run File Check Pressing Run will start the relevant Run File application Pp oe oe 4TQToolkit User Guide Page 65 of 131 Indication of Version changes to Procedure files If while opening a 4TQExplorer file a change in a Procedure Version is detected a momentary message is displayed and if the Custom View Version information has been selected a icon is displayed adjacent
112. lect the Network master script click the install or remove Network files Radio button and Click the Custom button If the Express or Custom dialog is displayed select the Custom Option and then select the Network Installation Option If you are performing a Standalone installation the Custom installation dialog will be displayed If you are performing a Network Installation the Set Directories dialog be displayed as shown below EXON Sup Sal Dicchiditt e Click the Set Directories button if required and set the files locations as required If you selected the install or remove tal Piese epeciy the instalation drechasies Network files the Set Directories dialog will automatically l displayed Progen Pah EE A An explanation of the use and rights required for each directory is included at the start of this document Weblien Path LATO w etFica l The Program Path sets the location of the application s executable paan E components and users only require read execute access to this ai directory Changing the Program Path will update all the paths aie listed below it Beck Ea _ He The System Path sets the main location of the user data area In general terms users require write access to this folder and it s sub folders Altering the System Path will update all of the paths below it Always ensure that all of the path locations include a directory avoiding the use of the root directory of a d
113. ll of the properties shown on the Title Page Property list will be included in the report and the order in which they appear within the list governs the order that they will appear in the generated report e Press Title Page dialogs Apply button when you have finished 4TQToolkit User Guide Page 21 of 131 Begin Process mapping the activities Step 4 Click the Tool button to show the ToolBar Click on the Task symbol button in Toolbar ATs alaja maa ee Sh alee atc eE Move the mouse until the Task symbol is positioned below the Start chart symbol Click the left mouse button to drop the Task symbol on the chart The Task will be placed onto the workspace the flow line from the start will be connected and the Figure dialog will open E and display the General Property sheet In the Label Field enter a brief description of the step Fill in or select the Performer of this step Click on the Description Tab and add the instructional details Click on the Techniques Tab and add any explanatory details as needed Click on the Assurance Tab to map the relationship of this task to an ISO9000 1994 element if required Click on the Compliance Tab to map the relationship of the figure to ISO9000 2000 and or other Compliance systems that may be available on your system If the Compliance property has not been added to the Process map s Title Page the Compliance Tab will be disabled Press Apply Repeat Step 4
114. low Chart may optionally be inserted into the generated report document It is highly desirable to place a copy of the Chart diagram in your reports The 4TQ template macro provided with 4TQFlow will do this automatically for you Printing the Chart diagram To Print the Chart diagram use the File Print menu item The chart will be printed at 100 scale and optionally include the cut lines and multi page numbering in the form Row and Column ie A1 B10 to assist in assembling multi page charts Setting up the Page layout The File Menu s Page Setup command opens a Dialog box controlling the page margins printable size page number position and fonts The printer you have selected controls the options available The Print Setup options should be set before the Page Setup There are two ways to set the Page size The Determine Page Size by Radio Buttons on the middle right allow you to choose between using the margins or the printed area measurements provided by your printer driver The Units Radio Buttons on the upper right controls the Unit of Measurement Spins Ox 1 x 10 x100 The Spin options sets the increment value when using the thumb g wheel controls The Auto Feed Margins option is useful if your printer is an auto loading dot matrix type If you have had instances of missing text on the bottom of a page from your Word Processor setting the Auto Feed Margin to exclude this unprintable area will overc
115. lt ADD essere mE not on the list select the i Get i a CONSIDERATION gt option and then J complete the popup dialog _ F tama i Nai sno i i reme seen red oes r a Now enter the details that explain the a actual Risk In the Describe the Risk Tab 1 dg 7 Dede teairent Goeed arte Miria a You can record the Current Control rir mee and the Treatment method details on the remaining tabs To set the assessment values move the Slide controls to the appropriate positions To include the Duration value in the risk calculation tick the duration check mark and position the slide as required Press the Apply button when you have finished You can add other Risk Assessments for other Consideration if required Click the Close dialog to close the Risk dialog When a Clause has one or more Risk Assessments attached the Clause icon changes as show on the left Risk Register Report To generate a Risk Register Document report click the Risk Register Button The report will be displayed in your Word processor 4TQToolkit User Guide Page 117 of 131 Publishing the Policy to 4TQ Both Plans and Policy can be are referenced within 4TQExplorer and 4TQFlow Compliance issues Property The Current Policy is automatically exported to 4TQExplorer and 4TQFlow each time it is saved Printing the Policy Manual EP 410 Policy Entire Policy and Plans or parts of Policy and Plans can be printed out in a Poio Edt
116. menu to locate Policy Clauses to which a Plan Clause is mapped Locking the Mapping not Required option Also on the Plan Clause window context menu is Mapping Not Required to Policy option Use this option to indicate that for this Policy the selected Plan Clause does not require to be mapped The icon of a non required Plan Clause appears This is only a visual indicator to allow the user to quickly assess his her progress The option is disabled if the clause has been mapped On selection the user is asked if the selected Clause only or included Sub clauses are to be tagged as Not Required Only unmapped Sub clauses will be set to Not Required 4TQToolkit User Guide Page 115 of 131 Copying Plan Clauses to Policy To copy a Plan Clause to the Policy e Select the Plan Clause e Right mouse click on the Plan Clause for the context menu e Select Copy Clause e Select a target Policy Clause e Right mouse click on the Policy Clause for the context menu e Select either Peer or Sub Clause whichever is required from the Paste Clause Branch option The mapped indicator for the Plan Clause is checked and the mapped Plan Clause is listed in the Selected Policy Mapped Clauses list Note that Sub Clauses are not automatically mapped This form of mapping does map any Plan Clause associated Statement to the Policy Clause Copying Plan Branches to Policy To copy a Plan Clause with its Sub Clauses to the Policy e Select the P
117. ming the role of the 4TQToolkit system manager you should review this document then perform the initial administration steps outlined in the The 4TQAction Records Administrator Form before using the Action Records module starting at page 86 4TQToolkit User Guide Page 83 of 131 The 4TQExplorer Action Records tab To display the Action Records list click on the labeled tab in the Explore window The Actions Records window is shown below Qi teplorer 0st TAS Guide i E algi TELLEN RE Assurance General T Cause Effect 4 Graph Working with 4TQExplorer frameworks In usual circumstance you would have a 4TQExplorer framework open when using the Action Records Module If you do not have a framework loaded you can still operate most of the Action Records function Use the List All function to refresh the list as required The Action Records Tab List Sorting the list contents The column header row may be dragged into the column order required The list sort order may be toggled between ascending and descending by clicking on the Priority Impact on Status Created Date or AR title fields The other fields are not available to sorting Controlling the list contents The Action Records list displays the action records for the selected part of the navigate window tree Left Hand window pane of 4TQExplorer The Toolbar has three buttons to control the content of the E
118. modify the combined Criticality and Stable Review Rate RR to reflect the Repetition Rate of the process itself There is little to be gained by attempting to review a process on a monthly basis if that process only occurs very six months The Repetition Rate should be set at Very Often for a process that occurs many times a day Often for a process that occurs many times a month and Occasionally for a process that occurs only a few times a year The Period value shows recommended interval between reviews and the Next Review date and is calculated from the Last Review date The Calculated Next Review Date may be manually altered Once a review is Due the Date cannot be changed 4TQToolkit User Guide Page 38 of 131 Gamera lca the veer The lower portion of the sheet is used to record details a of each Review cycle Use the Any comment for the reviewer to add Ang comment about the reves sree comments or instructions to guide or assist reviewers This field is disabled if the Next Review field is empty or the current date is the same or later than the date in the Next Review fields he The Any comment about the review field is used to record the results of the current review This field is disabled if Next Review field is empty or the Review is not due Complete Button Clicking the complete button writes the current Review record and starts a new review cycle Remember that you may wish to re assess the Criticality and
119. mposed obligations the management system that drives them and the actual System of Work that delivers the outcomes 4TQPolicy deals directly with the governance and directive control of the organizations work The diagram right shows the normal arrangement where individual obligations Laws Regulations and Standards can be handled in many ways To make matters worse the directives can be delivered in many forms like Policy Manuals Guidelines Memo s and staff training In one case a specialized manufacturer had to comply with 16 standards based systems The number of clauses directive elements totalled 1 346 The representative lines on the diagram right need to be more like superhighway to cope The sheer number and complexity of the external obligations alone imposed on a business can be an overwhelming challenge to effectively manage govern on an on going basis 4TQPolicy acts as a repository of the company s source obligations and allows the common elements from individual obligations to be consolidated into an integrated Policy set This Policy set can be further refined and tuned by 4TQPolicy multi faceted Risk Assessment for each Policy Clause The Policy information is available as a complete document and to the other 4TQTools that are used to control the compliance issues within the system of work itself The second diagram shows the unifying effect this has on structural connection between the o
120. n Tree Map Hazard identified Do preventative measures exist Is the step level CCP condition identified 4TQToolkit User Guide specifically designed to eliminate or reduce the likely occurrence of a hazard to an acceptable ISSN0259 2916 page 44 HACCP Decision Tree CODEX ALIMENTUS 2001 Version 2001 Owner FAO WHO Food Standards Programme Created 14 08 2002 Modified 08 03 2003 Modify process step processor product Is control at this step necessary for safety No Could contamination with identified hazard occur in excess of acceptable levels or increase to unacceptable levels This Hazard is not a CCP Will a subsequent step eliminate the hazard or reduce likely occurrence to acceptable levels Yes Page 127 of 131 Detailing the Control Measures and the control Limits P3 Click on the Principal 3 tab NOTE If you have not completed the Decision Tree tab this Tab P3 and the other remaining tab P 4 7 will not be available for data entry Entering Control Measure details Enter the Control Measure details into the tab s upper field Once text is entered into the field the Is there a Control Measure check mark will become ticked Yes The Check Mark cannot be changed directly To reset the Check Mark to the No condition delete the text from the Control Measure field Entering Limit values Ente
121. n converting text based documents into 4TQFlow Process maps Setting up With both 4TQFlow and 4TQScribe running open the source text document in your Word Processor Maximise the 4TQFlow Window Create if required a new Process map by completing the Title Page properties and saving the file Click the 4TQFlow button Windows Task Manager to minimise the 4TQFlow window Position the source document and 4TQScribe s Windows so that both are visible on your screen 4TQScribe on the left and the document on the right are likely to be the best positioning Click on the Keep On Top option to prevent the source document covering the 4TQScribe window How to Read through the source document and copy the parts you wish to add to your new process map Paste the selected text into the 4TQScribe field Label Description or Techniques as required You can add additional text by typing directly into the 4TQScribe fields Check that the figure type is correct for your new step 4TQScribe defaults to the task figure type unless you change the Figure Type selection at the bottom of the 4TQScribe window Ending the Label text field with a question mark 7 will automatically set the Figure type to Test Click the Apply button when you are ready to create the figure and clear the 4TQScribe fields ready for the next figure The Apply button will not become active until the label field contains text Continue this process until you have tra
122. nerated pages 4TQToolkit User Guide Page 79 of 131 Customizing Cascading Style Sheet Default Cascading Style Sheets are installed into the SystemPath during installation and are copied into the Generate To path every time the Generate button is pressed To make permanent changes to the default make sure you modify the CSS files located in the SystemPath Notepad is a suitable editor for the CS files The main CSS files used by the HTML generated by 4TQWebgen are CSS FILE 4TQ BASE CSS 4TQ CONT CSS 4TQ TITL CSS 4TQ EXPL CSS 4TQ ETTL CSS 4TQ EXPL CSS 4TQ FTTL CSS 4TQ PROC CSS 4TQ STTL CSS 4TQ HACCP CSS Site_styles css APPLIES TO All Frames Overrides 4TQ BASE CSS in the process page type Left Hand Contents frame Not used when the access point is Site_Index htm Overrides 4TQ BASE CSS in Top Title frame Not used when the access point is Site_Index htm Overrides the 4TQ BASE CSS in 4TQExplorer based bottom details frames Not used when the access point is Site_Index htm Used by the 4FWK FRAME frame entry point frames No Java single framework Applies to the Title frame Used by the Title frame of 4TQExplorer framework based pages accessed via the Site index main entry point Used by Process map Title frame access by the main Site Index entry point Applies additional control to the process based pages including Frame Main Popup and Home Used by Site_Index3 htm S
123. new Action Record to manage the secondary issue add a new Action Record as previously detailed earlier in this section Once the New Action has been created and saved open fetch the initial Action Record and open the Related Actions tab as shown below With the 4TQExplorer Action ATQ Acton kerordisa Records tab visible Locate and right click on the target new AR From the context menu select the Relate to Displayed Action record The Right Click context menu is shown above right Un relating an Action Record Locate the Action Record you wish to disassociate from the currently displayed AR Click on the AR in the list to highlight it and then click the Un relate button Click the Update record button to save your changes 4TQToolkit User Guide Page 97 of 131 Relating to Procedures Process Reviews The cause of the event that triggers the Action Record is iia iii in almost all cases a failure of the System of Work Tools gt processes to provide the desired outcome 4TQAR s ability In to link back to the processes that are involved in the event Cc Associated Files is an important feature that should be used to gain on going E Syster UT File competitive advantage for your organization Run File Gheck E Sample View 4TQFlow Report Reports on Review Schedules gt Action Records List Selected Procedure Action Records Relate to Displayed Action Record Propert
124. nsferred all of the information from the source document into your new 4TQFlow process map Click on the Task Manager s 4TQFlow button at any time to check your progress and remember to save your work frequently if you haven t engaged the AutoSave option When you have finished extracting text from the source document return to the 4TQFlow Window to review and change the layout and information as required Remember to add the performer information for each of your steps The Utilities menu s BugHunter command will locate most problems or omissions for you Instead of creating a new chart you can add more process steps to an existing map Open the required Process map in 4TQFlow Position the Auto Line Draw focus from where you wish to add the additional steps You may have to delete an existing flow line to do this Now operate 4TQScribe in the same manner as for a new map Option Settings AutoSave The AutoSave option forces 4TQFlow to save the process map with each Applied action If the Process map is Controlled the changes are stored as Work In Process changes Remember to manually save the 4TQFlow Process Map by using either of the Update options to publish the changes made Auto Line Draw If you do not want 4TQFlow to automatically create the flow lines for you turn the Auto LineDraw checkmark off upper left of the 4TQScribe window Keep On Top This option forces the 4TQScribe window to remain visible when you s
125. nstall 4TQ applications into the root of a Mapped Drive e Click the Install button You will be prompted to change disk if required The Setup program will record its actions in a text file setup log in the temporary directory environment variable TEMP or TMP on the installing workstation during installation If the installation is successful the setup log file is moved appended to the 4TQ application directory e After the Setup program has completed test the application s e Exit the 4TQ applications on the Workstation e Move to and Logon to the Windows95 Server Workstation e Run the Setup exe program from the 4TQ applications directory e Select the Custom installation option e Select the Workstation installation option NB Do not use the Standalone or Network Installation option e Enter the Workstations User Name and Company Name e Wait for the program to complete You can now install the other Workstations directly from the network Please refer and follow Workstation Installations Notes below R6 Page 9 of 10 Installation Notes for Microsoft Terminal Server The 4TQToolkit installation consists of two steps First the software must be installed on the server Once installed on the server a workstation installation needs to be performed for each client using the software Server Installation 1 Oi rib c0 INS o 2 N 10 11 12 When the CD is inserted the installation program begins
126. ntrolled Process Map Process revisions amp team collaboration Smart Report Navigation Printing the Chart diagram Printing a Process Checksheet The Review Schedule Property Completing a Review cycle Adding other Property Sheets Setting 4TQFlow Preferences View Preferences General Preferences Reporting Preferences Colours amp Fonts Preferences MS Word templates Standard Layout Types 4TQToolkit User Guide ODODNDAAA 10 10 10 10 10 10 12 13 14 14 15 15 16 16 17 17 17 18 20 27 27 28 28 29 29 30 31 31 32 34 34 34 34 35 35 37 37 38 38 40 40 41 41 42 43 44 45 45 Page 2 of 131 4TQWebGen MSWord Format tags Changing the Word Templates Selection List Converting Documents with 4TQScribe Launching 4TQScribe Scribe Mode Brainstorm Mode Drop Zone Mode Managing your System Explore Mode Controls Button Controls Updating the Procedures List Tools Menu 4TQExplorer Toolbar Buttons Showing Next Review Dates 24 Month Review Schedule Tab The Assurance Matrix Tab The General Matrix Tab The Performers Tab Compliance Tab Checking Parent amp Child Procedures amp Run Files Indication of Version changes to Procedure files Indication of Work in Progress to Procedure files Indication of missing Procedure files Distribution of Process information On Line process guidance with 4TQCoach Run 4TQCoach Click the Go Forward Button Click the Go Back 4 But
127. nued use and can be maintained in this way until the need arises For instance as a result of a review you may need to alter improve the process You can take that opportunity to convert the information into a 4TQFlow process map with the current process details in mind Use 4TQScribe to assist you when you decide that the document should be converted The use of 4TQScribe is explained on page 52 Complete the Title Page information as before Adding Existing 4TQFlow Process Maps To add a single existing 4TQFlow Process map use the Right Click Add Procedure menu item at the desired point in the framework With the File Open dialog locate and select the Process file and click the Open button Any Sub Processes referenced by the selected procedure will also be included into the 4TQExplorer framework Adding a Directory Tree The Add Direct Tree method can be of great use if you have existing 4TQFlow Process Maps or other people are assisting you by documenting specific areas of the business The key feature of this method is that 4TQExplorer does the hard work for you Use the Add Directory Tree context menu item and then select the Directory that contains the 4TQ Process Maps that you wish to add to your framework 4TQExplorer will analyse the relationships between all the Process Maps in the directory Based on this analysis 4TQExplorer then selectively adds only the Parent Processes to the framework This may take some time 4TQTool
128. o add a new Action Record to the system Administration Access Access to the AR System administration functions is provided via the LEWICA button Not all users will have this button displayed The Admin form requires a password to be entered for it to become active Use of this form is detailed starting on page 86 Action Schedule Warnings The 4TQExplorer Action Records tab lists first column displays Due Date warnings for both the Immediate action task that are scheduled and the AR s overall completion target date KE Action Records The Ell icon indicates that the a AR Te ee the date is set by the administrat No Related Procedure O 13 03 2003 Customer raised issue Bid Procedure dardised Document 0 10 03 2003 Mgnt Meeting Docume Document 4 Process Not Set QA Audit 23 raised OE The E icon appears when the List All List for Proc Set Filter Clear Fitter ffCreate New 4dmin Tools al FAULUYVIT INOUVIU taryet VYIIIPICUVYIT Wale llao paot The icon shown when the ovbi 4TQToolkit User Guide Page 85 of 131 The 4TQAction Records Administrator Form Planning your system coverage and values Before starting to use the Action Records module it must be setup to reflect your organization s requirements You may need to do some planning before commencing making the alteration and entries into the system In order you should N Oo oO FF OQ Entering the Admin password Decide how many day
129. o thata Fics weit particuliar caution message is shown right Secondly the Framework file will appear under your E company s name on the File menu as shown right Use DE _ this feature to help other users locate your company s standard Frameworks easily without having to know the file s location and name 65 4TQExplorer untitled Since you are creating your initial Framework and you will develop it into ne Edit Procedures Updates Re your master system file click on the Save button on the Toolbar or use the File Save menu item to save the file in the SystemPath pen If you close the File or 4TQExplorer and then run it again you can open cut the file from the Your Company name File menu item Note files Swe Be opened in that way are normally opened in Read Only Mode To re open a file in Write mode you must open it using the File Open menu dialog v Check Procedures On Open and check off the Open as Read Only flag While this is the default _ behaviour your administrator may have altered the default or your AXION Systems gt specific settings Your Company Name Systems gt Properties Exit Migrating an old system Experience has shown that rarely will your system be for a green fields site The fact that you are in business means that you already have a history of knowledge in the form of procedures policies and guidelines What is needed is to find sort relate and c
130. ocess The Figure will change from a normal Task rectangle to the Sub Process symbol Only Task Figures may contain a sub process Sub processes themselves may also contain other sub processes 4TQFlow allows you to use up to twenty Sub Process layers The Jump To will open the Sub Process Chart If the current file has not been saved since the last changes were made you will be prompted to save the file The Jump To command closes the current WorkSpace and opens the selected Task s sub process chart Each Task Figure contained in the sub process may also have a linked sub process The Jump To command along with the Return To command see below are very effective means for navigating between related processes To return from a sub process to one of its parents select Utilities Return To command Then select the required parent Process from the sub menu list A Right Button Mouse Click on a vacant area of a Sub Process WorkSpace will also invoke the Return To Sub Menu 4TQToolkit User Guide Page 29 of 131 Running other Applications The Run command launches another application program t 4TOF low Pira cgay dts eases pig Help files word processors spreadsheets communication e Ga Willie Zoom 100 Splione Heip packages or any executable file can be run The Run command is available via the Utilities Menu or by selecting a Figure and Clicking the Right Mouse button The diagram on the right shows th
131. ome this problem Page Numbers The position and Font of the Chart Page Number is controlled by the Top Left three radio buttons and Font display area Clicking the Font Display box Bottom Right will invoke the font selection Dialog box The pages are numbered in columns 1 2 3 and rows A B C The Save Button will store your selections as your default settings The last Saved setting can be recalled with the Load Button The Apply Button re draws the WorkSpace using your new settings The Dialog box remains so that further changes can be made The Accept button will apply your setting close the Dialog box and return to the WorkSpace The Printer button opens the Printer set up Dialog Box The Cancel Button returns you to the WorkSpace with the settings unchanged None Font 4TQToolkit User Guide Page 37 of 131 Printing a Process Checksheet The Process Checksheet report is available from the File menu Designed as an individual Job or Batch record the report lists each specified process step with an adjacent field to record the action taken anda checkmark completion box Individual Process Steps may be included or excluded from the report by checking or un checking the CheckPoint flag which can be found on the lower left hand side of the Figure dialog Page one of the CheckSheet shows the Process Title Version and Document Reference number information and provides boxed fields for Job or Ba
132. on If the first column header button is pressed any Forms displayed in the list are sorted to FE veces Fisi Freeh Falip the bottom of the list 4TQExplorer will remember your layout and will restore the Custom View set up when the application is re started Columns may be re arranged by dragging and dropping the column header buttons Sorting the Lists with List Column Buttons The Navigate Window lists can be sorted on any of the displayed column items To sort based on a particular column click on the column s label button Clicking a second time reverses the sort order Right Clicking on a Procedure in the Details List will display a pop up menu for that Procedure 4TQToolkit User Guide Page 57 of 131 Owner Button Click this button to set the Process Owner s filter to restrict the list item to only Procedure owned by that Person Position Performer Button The list of Performers must be compiled after a 4TQExplorer file is opened The process of compiling the full Performers List may depending on the number of Procedures to scan take some time Selecting a Performer from the menu list will automatically filter the Details List and place the Performer s name at the bottom of the application in place of No Filter Updating the Procedures List 4TQExplorer stores the structural details of the framework as individual records You and other users may be adding or removing Sub Processes from Procedures containe
133. on Target 96 Relating Action Records Chaining 97 Relating to Procedures 98 Completing the Action Records 99 Viewing History 100 Printing Action Reports 101 Creating an Action Record Document 101 4TQPolicy Managing Compliance 104 Plan and Policy display modes 105 Logging In 105 Changing your password 105 Plans Mode 106 Adding Plans 106 4TQPolicy Importing Plans 107 1 Run 4TQPolicy 107 2 Select the Plan Mode 107 4 Select the Import File 107 5 Add the Plan Names 107 6 Set the column assignment 107 7 Save the Plan 107 Adding Clauses to a Plan 108 Editing the Clause list 108 Edit Add clause statements 109 Saving Plans 110 Deleting Plans 110 Publishing plans 110 Policy Mode 111 Policy Mode Windows 111 Policy types 111 Creating Your Initial Policy 113 The 4TQPolicy application is supplied without any policy records 113 Adding Policy Sections 113 Scheduling Reviews for Policy Sections 113 Adding Policy Clauses 113 Saving the Policy 114 Mapping Plan Clauses to Policy 115 Mapping Plan Clauses to existing Policy Clauses 115 Copying Plan Clauses to Policy 116 Copying Plan Branches to Policy 116 Policy Clause Risk Assessments 117 Creating a Risk Assessment record 117 Risk Register Report 117 Publishing the Policy to 4TQ 118 Printing the Policy Manual 118 Policy Document Generation 119 Mapping Matrix Reports 120 Risk Reports 120 Locating invalid Clauses 121 4TQ HACCP Module 122 4TQHACCP Module Overvie
134. or assigned category as required Press Insert The new Plan details are displayed Take care when altering existing Plan details These details are used internally as reference points for Policy Mappings and may be lost if changed 4TQToolkit User Guide Page 106 of 131 4TQ Policy Importing Plans Your installation 4TQ CD may have included and installed standard Plan outlines ready for you to import into the 4TQPolicy database These plans are located in the 4TQ SystemPath Records Folder and have a filename extension of PLAN_xxxxxx CSV To import a Plan TO lh Lik a ar e DA zm FEFLACEMERT FLIS PLAH _ADF TAR AE t 2002 C PLAH _ADP TAR AMO PDN PLAH ARE Coy PLAH_AZ4E0 crr PLAH ei Plain Promi Prits PLAR _ TS L400 sy PLA TL co 1 Run 4TQPolicy 2 Select the Plan Mode Ensure 4TQPolicy is in the Plans Mode 3 Start the Import Operation Select the File gt Import Plan menu item 4 Select the Import File Select the desired Plan csv file oe ps Fa o The supplied files are located in the SystemPath Records folder and Pi enaa PSS have the CSV file name extension jog DALES m tiD Paname Aner NUUN 5 Add the Plan Names ie p Tarpan an ee Once the required file has been opened the Import Plan dialog will be E a naat k displayed shown right Enter the Plan abbreviation title and the Plan full a gani ia name title Optionally you can assign the Plan to Category group mamita Pre ha
135. ort Report Figure IDs Includes the Figure ID number within the report to aid signposting Colours amp Fonts Preferences Prefoencer l Wima Gera A Colors amp Fronts Clicking on any of the boxes shown on the Foma Tew fE O Fei opens the Colour selection or Font Fe Ekgnd section dialog m Make your selection and click the Apply Ea button right eee pee fr iroun Font Tm o EES EEE Tea Band Font Gii The left hand side preview boxes show the current colour selections tare sme i The right hand side preview boxes show the current font setting If you are unhappy with the changes you have made simply Click on Load to revert back to Default Settings If you want to save your changed settings as your Default settings click on the Save button 4TQToolkit User Guide Page 44 of 131 MS Word templates The Word templates supplied with 4TQFlow provide support for Word 8 xj MSOffice97 Word 9 MSOffice 2000 Jg ATF RE Document Romeetting Macro Word10 MSOffice XP and Word11 MSOffice 2003 E al ic tana Tee Chek FF Process Ghart FF Groupings f itech Fi F Process Dabi FF Bun Fies When a Report is viewed the report is T Aperreal Form FF Sub Processes loaded into Word and a dialog box is M Rebum Rassi Optiara displayed shown on the right F Header Foobar FF chew Paga Brain I insp Border E bpe Bor rbr You can choose one of four layouts Selecting
136. oth food safety from the Codex and optionally food quality hazards to provide a single system to manage the overall production of food products The Process Map outlining the Codex s application via the 4TQHACCP module is presented on the next page Its source 4TQFlow file HACCP_LS flw is available in the samples folder of your 4TQ installation Use of the 4TQHACCP module requires that you have recorded the production process for the food product in line with Codex s core Logic Sequence before performing the Hazard identification Terms used in this section CCP Critical Control Point for Food Safety CaP Critical Control Point for Food Quality CP Control Point for Food Safety QP Quality Point for Food Quality 4TQToolkit User Guide Page 122 of 131 Logic Sequence Map 0 Start chart Version Created 14 08 2002 ISSN 0259 2916 2001 Logic Sequence for the Application of HACCP Adapted 2 Owner FAQ WHO Food Standards Programme Modified 08 03 2003 Assemble HACCP team Identify and list all Products Describe each Product ad 6 Identify the intended use of each Product Is there any more hazards or Steps Are there more Products Sequence pass complete 4TQToolkit User Guide Construct Flow Diagram List all potential hazards for each process step Conduct a hazard analysis for each Step Hazard Is a CCP indicated by the decision tree for this Establish
137. ottom Clauses listbox Dp the Sorapdigeape puar Peoperty mihe k Soe be Propeey Lies reporting omjer Figures for Clauses Mode Click on the Figures for Clauses button The top listbox displays all of the Clauses linked in the Process The bottom Listbox shows the Process steps Selecting a Clause by click on it will highlight the figures that are mapped to that Clause To link the selected Clause to a number of Figures click on each figure in turn to add or remove the linkage Fiumi SShart chest pan he Tie Paye Disg bp the Tonpisoce lipust Popsip n he kl Ti Phe Propst Lali nombr wia 4TQToolkit User Guide Page 33 of 131 4TQFlow Optional Features The 4TQ Process Guardian The Process Map Guardian features provide 1 Automatic Archiving of superseded versions 2 Automatic Version Numbering 3 Automatic Amendment Record creation 4 Access Control 5 Work In Progress Collaboration To turn on the Process Guardian features use the Options Customise menu item and set the SystemPath and ArchivePath to valid and available directories With the Guardian active Controlled Map files outside the SystemPath and its sub directories can only be opened in Read Only mode The StatusBar will show the C Indicator if the File is Controlled SYS if it is with the SystemPath and READ if the file is Read Only Controlled Process Maps Each Process Map may be marked as Controlled on the Title Page
138. p The name field will be automatically filled in with the Process map Title Forms Used P7 Ei OF Crain nen d ata De aerd fern r ihi iein i mizi t Pe Hi Yea BLIST uen tha Corren Tm Rg E Pogai Piima 2 Frega F bE Piga Hata med han She mondong a daea khna Hrs binni iha Bhirn aai fate coms a montcorg Dire bik he aton pastored f Gee corcbborim detection ea CP baa en diaa La Beard Em er fee Witleia Hizi t Feet 1 d mem ee amiT O ja k ai Hiid Fairy pF Pincpis Principia T Parcisie J Piaci 4 Powis IT bnan Pamiara Maer piP Dusan Tae DOUC UMTS DAT teien Peraire Pah EAT EATA S anpa HACCP DT FLW Youbi FT ueg tha Comen Tome Omen Fe Pai The codex requires that you keep records of the CCP monitoring activities Deviations and corrective actions taken and modifications to the HACCP system Use the lower two fields on tab 6 7 to detail the Form s name used to record the activity for this Step CCP and its path name address if it is available on your file system The Browse button allows you to link to the source file 4TQToolkit User Guide Page 129 of 131 Generating the HACCP Report Table File Edit Utilities Zoom32 Options Help New Ctrl N To generate the HACCP Table report for the current Open ctrl o Process Chart select by clicking on the 4TQFlow gt File Save ctrl s Menu gt Reporting gt Generate Data gt HACCP menu Save AS
139. plorer 95 or greater Clicking on a symbol opens that branch of the tree to reveal its contents Clicking on a Document Form Policy or procedure opens that item in the main frame lower right hand frame Bh ge Initiating 4 Controlled Docurient i foiprinter trierediy BH contents L184 Process Summary B 2 Process Cham 8 3 Process Detall 3 0 Start chart 2 1 Is aT OR era s Procese Diiandiar T 3 2 Turn On Process Guardian 2 9 Wani To Aulomali ally Corul Her 2 4 Ip An Organisasional 47QFlow Tar 3 4 Creale 4TOF ioe Tenplate 1 6 Does The Ternplate Include Tha 3 7 Amend The 4 TOF iow Tamplate 1 0 Apply Organismal Term lale Fo 2 9 Wand To Manually Contd The Doi 3 10 Click On Controfed Checkbor in e 9 11 Finish Sj ppendir H Ej Appendix E H appendis C l Lg Appendi O al 1 EREHEERERPaGt aiupadu ff a 1 1 1 1 1 1 1 Li 4TQToolkit User Guide Page 70 of 131 The features available are dependant on the entry page used to gain access to the site The address entry pages are listed in the table below The key features for each capability set are listed in the second table Address locations Table Page Address Use Features Capability Site_Index htm Multi Framework Master page Docked Site Plan Navigation window Frames Java Site_Index2 htm Multi Framework Floating Site Plan Navigation Window Fram
140. plorer file Ensure that the 4TQExplorer file and the 4TQFlow Process files all reside in or below the SystemPath The SystemPath is only configurable during the installation process and not from within 4TQWebGen Any Process map files located outside your SystemPath will not be generated into HTML E ATi Proteas Web Generator LATO Samples SPO pelle E L MTS annie SPD pe 00S Abe LTO Eogena A LATE smpe SP Cpl Fa LiT S empie SP Ops FL L D Samples SPO A LMT apes PLOT FL LATO anpes Pee Fae LMT ampe SPH ae FL LATOS mper SPa FL LATS ap A a FLA LATS Sanpete SP S005 FL LiTE ampie SFT OO Fla LATOS ampie SPE FL Laats PSPS be FL Select 4TQWebGen from the 4TQExplorer Tools menu 4TQWebGen will automatically run 4TQFlow if it is not already running If it is already running make sure you save the current process map before continuing Check the 4TQFlow Colours and Fonts options are as you require The colours and fonts used on the charts in the Web site can be set using the 4TQFlow Options Preferences Colours and Fonts Menu item refer to page 44 for details Set the 4TQWebGen Options Tab as required refer to the next page for details Set the Document Handling Option as required see page 77 for the details Click 4TQWebGen s Generate Button The HTML Pages will be created Before starting the HTML generation ensure that you have selected the options in both 4TQWebGen and 4TQFlow as required To stop
141. r drop down menu Select the field DB Fie Open Meru fern Mandawe oF NT you wish to view from the menu 3 E list P Solectihe Process you wish touse and j The text field labels may be different from the generic terms Description and Techniques as these fields can be re named with 4TQFlow s headings dialog for each process file Use the Scroll bar on the right of the text field to move through the text Bi x box Be Ape ew bel iaki description Sn ay ge ft Erl Fe A dt p Clicking the again will hide the text d Stee hough ie Procase using re conia bulina Sain fe ew io show mae Thea real eae Click on the El home button to return to the start of the process display gt Expanding the iwa to stararthe Chart the description text field The description text details the ways that 4TQCoach may be launched To see all of the text use the scroll bars on b the right hand side of the text field OUTS Expearediney th The Chart diagram can be displayed in two modes The full chart or MEN oes scaled mode is the default This mode scales the diagram so that all of it information fits into the chart window The current step is highlighted on the chart To toggle the chart display mode place the mouse over the chart and left click on it Displaying the chart diagram To show the process chart drag 4TQCoach s bottom window border to enlarge the window The chart display zooms in on the current process step
142. r Guide Page 55 of 131 Managing your System 4TQExplorer has two display modes Navigate mode only displays the left hand tree Framework while Explore mode that displays both the Procedure list tree and the tabbed Details List To toggle between modes click on the Explore or Navigate Buttons Note If you can t access the Explore mode your 4TQ Administrator may have locked your 4TQExplorer into Navigate Mode Navigate or Tree Control The Navigate window pane or Framework tree shows the structure of your system By selecting an item within the tree you have access to the associated information about that item The Right Click context menu gives direct access to the five Associated reference file links the link URL address Web Link the Measurements KPI or Cl information and any RunFile links if the item is a Process map Double clicking an item will cause that item to open File Edit Procedures Updates New Loading a Framework File Opin When you open at Framework you can have 4TQExplorer check the Save stored Framework information against the current state of the linked Save As items To enable this on load checking to occur ensure that the Check Procedures on Open item is ticked on the File Menu If you are performing the role of the Framework administrator you should have this option checked Changed or missing files will be notified to you after the On Load check is complete by special icons and by a mes
143. r layout features For example if you wish to have the AuditCheckList layout in landscape and leave the other styles as portrait 1 Open the 4TQFMT dot in Word 3 Change the paper orientation with Word s Page Setup Paper Source dialog 2 Save the 4TQFMT dot as 4TQFMTL dot 4 Add the following line s to their 4TQAdmin ini file in the 4tqmacro section 4tqmacro AuditCheckListStyle 4TQFMTL dot Altering the Styles Page layout and Paper Size The 4TQFMT dot template contains the 4TQStyles and AutoText shown in sample text that are applied by the macros contained in the 4TQ dot template Changing the sample text or the sample text font or other formatting attributes does not have any affect on the report document The style must be changed and saved in the template To change the format of a Style or an aspect of the page layout follow the steps below 1 Make aback up copy of the 4TQFMT DOT file before making any changes i e copy the file to 4TQFMT_ORG DOT Run Microsoft Word Open the Systempath 4tq macros WordXxX 4tqfmt dot template see the note below Position the cursor on the style you wish to change From Word s Format menu select styles oa Ff WN Select the modify button and select the attribute type you wish to change ie Font Paragraph etc Make the desired changes and click OK with the Add to Template option checked Apply the Style changes Repeat for other styles in turn if needed 10 Make any
144. r the Specification Limits into the lower Field It may be useful to also tract dataset stQbata at Fee Record Eom yem Hel Ha Ml F Aecod 2 of d kvalep Pra lea SaetpHared 7 jea us Hawd C z ao E Principal Principal Parone 3 Principal 475 Pirncipal 6 YouMUST um the Denon Tres Ip theses Demart Conbolmescue F Corina Mheartuna Ura tir Feld Ip delad Fa conbol messeure that are appbedd include the source of limits you intend to apply 4TQToolkit User Guide Page 128 of 131 Entering the Monitoring P4 Use the Principal 4 5 tab to record how the Monitoring of this control point will be done when it done and who is responsible for doing it Entering Corrective P5 Enter the details of the corrective action required should the Specification Limits is detected by the monitoring The Codex requires specific corrective actions be developed for each CCP in your system Verification Procedure details P6 Enter the Procedures title into the Verification Procedure name field If the procedure is available as a file on your system you can add the file s path address to the Verification Path name field by using the browse button located to the field left When a valid file is linked in this way the open button will be active and the procedure document can be open click on this button If the procedure has been documented with A4TQFlow use the Browse to link to that Process ma
145. raditional approach to managing CARs PINs and OBS to achieve a full Process Management loop closure Firstly by allowing the inclusion of other System of Work impact events like Customer Complaints and any other type you have identified all of the potential sources of action provoking are consolidated into one workflow system Next to provide an accurate means to prioritise and schedule the Action tasks each AR has an optional inbuilt Risk Assessment calculator Each AR has at Post Implementation Review scheduling function to provide the check that the corrective actions taken have actually had the desired outcomes Finally and most importantly the each AR can be associated back to the actual process that was involved or impacted in resolution of the event In a true Process Management system this is the essential loop closure activity It provides the Process Owner with the often missing additional feedback of the performance of their process outcomes An additional tab in the 4TQExplorer Explore window is used to access the Action Records Module Right Hand Pane The tab only appears after the module has been installed in your 4TQToolkit system The Action Records module functions from within 4TQExplorer with or without a framework file loaded If a framework file is loaded you do not need write access to the Framework to use most of the Action Records features Important Note If your are perfor
146. res and for each Procedure consolidates and flags the Assurance criteria addressed This tab is to provide Legacy support for 1S09001 2 3 1994 standard An X indicates the procedure that is directly mapped to an Assurance element A indicates that the element is mapped within a Sub Process of the procedure Associated Procedure s Managing Your 4TQ ab Completing Process A a Conducting Process ab Creating Standardis n Developing our Infor eb Document Process ab Initiating Controlled The displayed information is stored in the 4TQExplorer file when the particular Procedure was originally added or updated It may therefore be out of date When you first select the Assurance Matrix view you will be asked if you require the data to be updated If so then each Procedure file is interrogated to provide current information Assurance information updated only This updating of information can be done at any time by using the Update Assurance Matrix option The General Matrix Tab Lists the Sub procedures for the current selected Procedure and displays the General cross checks for all of the process steps in each Procedure ee Parton Inira Setting Up ATO Pic s Margery Pacet Ae An X indicates the procedure that is directly mapped to a crosscheck item A indicates that the crosscheck is mapped within a Sub Process of the procedure The Performers Tab
147. rive The Browse buttons on the right of each field can be used to navigate and select the required directory locations if they already exist R6 Page 5 of 10 When all of the directories have been set as required Click the Continue button to return to the Custom Installation dialog The path information is recorded and used to setup each workstation It is important to enter this information exactly as required as this information is recorded on the server s script copies and will be used by the setup program for each workstation Click the Install button The Setup program will record its actions in a text file Setup log in the temporary directory on the installing workstation during installation If the installation is successful the setup log file is moved appended to the 4TQ application directory The Setup log file may be reviewed in a text editor After the Setup program has completed test the application s Special note for Novell server installations If you have installed the 4TQ program files on network where they will be shared by a number of users you must change the Novell attributes of all exe and dll files in 4TQ program directory to ReadOnly and Shared Workstations must now be installed from the network 4TQ directory Follow the Workstation Installation Notes for each Workstation in turn R6 Page 6 of 10 Workstation Installation Notes The 4TQ applications must be correctly installed on your se
148. rst 6 Sub Process A task containing a micro process a stand alone process required to 0 alB C DET FT GH Ty KILI m complete the macro process A Sub Process is a process that divides PREDEFINED a large process into smaller manageable processes You will often find PROCESS that one how to do manual may refer you to another reference for more detail or extra reading Sub processes work much the same way Sub Processes also include cross functional processes common processes used throughout the organization controlled by one department Examples include supply procedures leave applications 4TQToolkit User Guide Page 18 of 131 payroll training programs etc Instead of each department duplicating this documentation 4TQFlow has the capability of linking these cross functional processes as sub processes To create a Sub Process first create a Task figure then add a Jump To entry in the Figure Dialog General tab s Jump To Field 7 Group A collection of process steps that have a common attribute function or are associated in some way that you wish to display Organisational grouping may be used to show how processes cross through other divisions functions locations or areas of responsibility 0 I 8 Connector amp Socket Pairs C Extends a flow line without the entire line being drawn This is useful when the actual flow line path would clutter the
149. rver before attempting to install any Workstations To install the 4TQ applications on a Workstation follow the steps below Log on to the network Close all other applications on the workstation including Anti virus applications Map the required Drives to the locations of the 4TQ applications on the Server Ensure the Drive identifiers used are the same as the Drive identifiers used during network installation procedure Run the setup exe program from the 4TQ application directory Select the desired script for this workstation check the install single Workstation option and then click the Express button Wait for the program to complete and the application s to be displayed Check the user s permissions are as required Workstation Un install Notes To remove the 4TQ applications on a Workstation follow the steps below Log on to the network Map a Drive to the location of the 4TQ applications on the Server Ensure the Drive identifier used is the same as the Drive identifier used during network installation procedure R6 Run the setup exe program from the 4TQ application directory Select the desired script to be removed check the remove single Workstation option and then click the Express button Wait for the program to exit Page 7 of 10 Peer to Peer Notes If the PC that will act as a file server for 4TQ applications is running Windows95 98 please refer to Special Windows95 98 Server notes below From
150. s The Change Template Dialog box is the same Dialog used to select ee eae Ez a Template during the creation of a new Chart File New Unlike Template the New File case both of the available options are changeable lt lt default gt gt Checking the Create Properties item will add the additional Property Cancel Item to the Title Page list if they do not already exist in the current I Create Properties flow Chart Checking the Reset Headings Check box will reset the current BB charts Heading text to the selected 4TQ Templates values Description Default values for 4T Flow Documents The Global Performers list is always loaded from the current 4TQ Template Creating Sub Processes iets eee Task Figure is converted to a sub process when a 4TQFlow file is linked to the Task a yban Arren ma A Sub process or pre defined Process cannot be created 7 Tum On Process Guardar directly on the Workspace Any Figas Typa Palora br The Add button on the Figure Dialog box must be used to create the link to the Sub Process Once a E pema F 4TQFlow Process map file has been linked to the Task P GetPos r the Add button changes to read Edit I Boandsy E Chee cork Spell The Add button on the right of the Jump To opens a sub process file selection dialog box After selecting the 4TQFlow file containing the sub process and Clicking on the OK button the Figure is linked to that Sub Pr
151. s four folders Admin Forms Policy and Procs The Procs H Forms sub folder is a good place to store your Process map files You can of 9 Policy course add other folders to extend the structure to suit your needs H E Procs a Macros A word Choosing File and Folder Names ji e pe There are a few general tips that you should bear in mind when wre7s naming your files and building a folder structure fa Records e f possible use DOS 8 3 filenames H E Samples 5j Traini e Only use alphanumeric characters A z 0 9 for file and n folder names Do not use white space characters like space or tab H A educate health e Keep the depth of sub folders below 7 H E qa E WebRoot e Always store your 4TQFlow files in a folder below the SystemPath e Keep the total length of a file s combined name and pathname to less than 255 characters 4TQToolkit User Guide Page 20 of 131 Filling in the Title Page al Step 3 The Title Page holds the common and control information of the process It consists of a series of Property sheets Always start a new process map by completing the Title Page properties If you do not get the whole process mapped in one session you will at least have the main information to refer to later Progas Lhi Pracami Disisi Cinal e Click on the Title Page button on the MenuBar The Title Page dialog will open and display the Process Detail Property Sheet AT OFior bahai pioi Gudkanihep ai
152. s incremented by one each time the document is saved In other applications the field may or may not function Updating the Field values To update a custom field value open the Properties dialog in source application ie MSWord and select the Custom tab In the Properties list bottom of the tab display select the field wish to change in the list and enter the new value in the Value field The Modify button should become active replacing the button Click the Modify button to commit your new value Owner Reference Version My TUE PEE until ae oe Tools Maly Pra atone Cael amp ERAGE E Pestermers I F ee Breu aeih 4TQToolkit User Guide Page 11 of 131 Adding a Procedure to your Framework One of the functions of 4TQExplorer is to deliver the horizontal or process view of your organisation s system of work based on the process layering provided by 4TQFlow During the building of your initial framework you will possibly need to do one of three operations e Create a New 4TQFlow Process Map e Use an existing Document in its current form e Add an existing or supplied 4TQFlow Process map Usually you will have some existing documentation As a general rule it is best not to immediately convert it into a 4TQFlow Process Map form There is no real need to do so if the existing material is up to date and providing satisfactory results The first two operations are performed by the Add
153. s you want as a warning period before an Action warning icon appears Check the terminology used to describe the classification types that are applied to each AR It may pay to repeat this step after completing the following configuration steps to take account of the values you may have assigned within a classification Decide what kinds of action types your system will cover and make a list of these Decide the types of Priority you wish to have Decide the range of Statuses or AR work flow steps you wish to use Decide the range of Main Impact target you wish to use List the main functional units Work Group within your organisation to which you may wish to assign the task of processing the AR For each Work Group add the responsible person information iTi Actinn Recordin Adminitratnr Tools f T Click the ELUM on the bottom of the d 4TQExplorer AR tab to open the Administrator dialog Dae Daie Labais Typa Tales Wed keups iH andi Bett Ceteten Secu Enter the Password into the password field and press the Check Password button If the password is accepted the fields will become accessible Date Warning lead setting pihe ruman ol da prior the Gaps adicion Eus The password s capitalization is significant weittedig dinang a EEA The first Tab labelled Due Date contains dsi Mitconnected a numeric field that sets the number of day Le pion eee oen E prior to a scheduled date when t
154. sage box if AXION Systems p the check reveals any changes Properties Exit Tree Item Display options The Explore Tree normally displays the Title File Edit Procedures Updates Tools ofa process map 4TQFlow File You can also have the tree display the File location or Fade ikih Document Reference number field Use the Max Load to First Procedure Procedure gt Display Format menu item to On Load Level select the display type POET v Titles Document a 4TQToolkit User Guide Page 56 of 131 Explore Mode Controls The Explore window list content the right hand side is controlled by selecting one of the available Tabs The default Tab is the Details list The number of tabs available will vary depending on the configuration of your specific 4TQ installation Eier aya TAT ee AT Ceased Be AmE Be Di Gmie ibs haiie Thait jei jones Oa ERAR cose SHS eo 12 220E Details List IL ee rt pairi Liah Mang eT Ppi The Details list is the g nneamemsem pa G acha I Caire ai at arai default tab displayed E Ap Pere Tenra I Dinlle E Perine S Amane B General of Canpliance when the Explore Hea nT hasy Pe a a Windev panni eee d The list SAE kasi pene Sette Un MpPis Pom Guarda RE Ar items rows displayed pian Ter bin Marge ious Ae is constrained by the Perrrey Inhrratorlereiries 1 00 17 position of the Indiating A Canieaked porumeni E selected Explore toe ling
155. se with 4TQWebGen type 1 1E5 5 for 4TQWebgen type 2 MS Data Access Components installed equal to MSOffice 2000 PROCESS MANAGEMENT Recommended Windows 98SE Me Windows NT4 0 SP6 or higher Windows 2000 SP2 or higher Windows XP Home or Pro SVGA 800x600 or better Refer to specific OS Windows Compliant 35 Megabytes 100 Megabytes MSWord 97 Word 8 MSWord 2000 Word 9 MSWord XP word10 MSExcel 97 2000 XP IE5 5 or higher Latest Version of freely available MDAC_TYP EXE 2 7 or higher supplied Page 131 of 131 4TQ Toolkit R6 Network Installation Notes Last updated March 2003 PROCESS MANAGEMENT Overview This software may be installed on LAN networks If you are installing onto a peer to peer network and the software will also run on a PC that is acting asa file server please follow the Peer to Peer notes Page 8 If you are installing on a dedicated server please follow the Dedicated Server notes Page 5 After installing the applications onto the server follow the Workstation installation notes for each Workstation in turn If you are installing on a Microsoft Terminal Server installation please refer to page 10 The directory locations and structures used by the 4TQToolkit are explained on page 3 of this note You should review the directory information and decide beforehand the location and drive mapping s that will form your layout Anti Virus programs may interfere with t
156. sed in the ISO Compliance Title Page Dawa Demie tafe f Rice orria Property This Property can be optionally included into your Generated r nija me Geldbbe Reports Refer to page 21 for information on the Title Page Properties 2 ee pe D rrem tea Shan r Dash r Obamy hai If you do not want the Assurance Compliance Issues and General Checks Stresses F We Terei Franin kom reported in your Generated reports turn off the Report Fig Check option P E NT that can be found on the Options Preferences Reporting dialog AN E N 4TQExplorer provides a whole of system view of the Assurance aeri z ihe Compliance Issues and General system relationships Refer to Page 63 aL 7 S Tariegan for information on using 4TQExplorer s Assurance and General Tabbed wj es ee pages The checks located on the General tab of the figure dialog are reported separately in 4TQExplorer on the General Tab The Assurance tab IS09001 1994 will be maintained in the 4TQToolkit until at least the year 2004 to support the progressive migration to the new ISO 9001 2000 standard 4TQToolkit User Guide Page 31 of 131 Mapping Compliance Issues The Compliance Issues property is the replacement for the ISO Compliance Property R5 The ISO Compliance property is used to provide the mapping between the ISO9001 2 3 1994 standard elements The Compliance Issues property provides multiple requirements set mapping including ISO9001 2000 Other Compliance Business
157. sie Senas 1 The names and details of your Enip enia Wark n ia organization key people who mre x ee will be involved in Action Maret unsaspned ko wiork Group arni ansigned to Wiad Grou Records processing and Mi fred Scharte CEO resolution Cine Ba in b Fion hins Gieoking Team Las 2 Details of other parties lt Del including Suppliers and Clients that maybe related to the Actions Ede Ad Tevet Medick Cpe To enables Add Edi Celsia pai Wak Grou A981 arl co Cael kairan fork Groep 3 Items of Plant and Equipment toUnepechedt Dinsostion ibs io none and Add ipdetet Deisis Hane that may be related to the eyes caeeenee update the cists bass on operation Actions taken Imon ea aly a To Add a new Person 1 Set the Entity Classification filter to none and the Work Group selector to ce gh Unspecified pope j era ae al man 2 Click the Add button Kehoe bre Cowman ate Contact Came wd Tite h Loy ll ro 7 i Cr 3 Enter the person s details into the toe _ eae Individuals tab dialog Fun s Pason tii 2 thet e n ui er 4 Click the Add Update button eee ee Srg Poeman a inii aon Causam nie Lumera brs r as Canika mo A mj Dt aged Cherries maim F To change an existing person s record Raiji ell ray he bonera andes sia parane Paian cy Doaa 15 1 Set the Entity Classification filter to none and the Work Group sele
158. sis of the data and produce PARETO HISTOGRAM FISHBONE RUN amp CONTROL Charts 4TQToolkit User Guide Page 30 of 131 Locating Figures The Locate command will find and File Edit QRIGKES Zoom 100 Options Help then move the cursor and the focus of the Current figure ChltEnter Workspace window to the matching Next Figure gt component This can be of great EE FAE r assistance when navigating around a large Chart The Locate Unterminated option function will also cycle around each unconnected line start node This option is also available on the MenuBar The Un terminated button is disabled if all line start Nodes are connected The Locate Function can also be used to navigate the process flow Forward or Backward If a Figure s Beginning is selected the Locate Matching menu will show Matching ending Pressing the Enter key moves the cursor directly to the end of the Flow Line If a Connector is selected the Locate Matching command will move the cursor to the associated Socket If the target Figure is not on the visible area the Workspace window is re positioned so that the target Figure is approximately centred An appropriate Figure or Flow Line Beginning must be selected for the Locate menu item to be enabled Assurance amp General system element mapping For each Figure the dialog Assurance tab shown on the right may be used to record the linkage to ISO9000 1994 elements This information is collected and u
159. some items I Procecdinne List oll inne may cause other options to become unavailable Espina Tabe ae cheplaped on paean After selecting the items you want to I Desi List D Reie Aepoti have included Click the Export eee nii fypersitcert hai I As M Button You will need to wait for the I Ped Lia aco report to be initiated Microsoft Excel Tm Fun Fe Geremi Haria to run and build the report contents Comgpiinoe Tab Cleese Lisl iang Conmplarce Lied barre FE Force D Addrerted Causar Liai I Al Plans ors saai F Frig addi erte H airi I Pisnjpa shee D Pin Addressed Clave Mali one aest Plan diddiessed Clamar Wabi per iaei Cancel 4TQToolkit User Guide Page 60 of 131 4TQExplorer Toolbar Buttons Restricting list Contents The Toolbar has three buttons to control the content of the Explore Mode lists The buttons E are shown on the right The first button will limit the list to only show the details of the currently selected procedure in the Procedure list Navigate or Left Hand window The Second Button will limit the list to all procedures below the Procedure selected in the Procedure List The third button shows the details for both the selected Procedure and all of its children Tracking Selection Changes in 4TQFlow d The first of the 4TQFlow Tracking Buttons cause 4TQFlow to open files in synchronisation with the procedure selected in the Navigate Procedure list windows To turn this
160. steps will appear in the Generated Report Som PURO By sorting the order you can ensure the steps are sequenced so that your readers can r follow the document easily mi i O Do CHE MH Cee Immediately after creating a new chart the figure order is the same as the creation Lie peri Fpa or a sequence Generating a Report in creation order may unnecessarily confuse your reader i To avoid this alter the Report order by Clicking and Dragging Labels to the different ae positions within the list The Layout of the Chart is not changed Groups may also be rire aia Dragged Press the Ctrl key and Click on each of the required Figure labels to build the Cate radon Sk A i rel reri Te group then drag the group The mouse pointer will change shape when dragging nna Coreeer t 18 meri Heres in Orgar U inches Tumie Corie TF ot M ees r iid irera eiin The left hand number in the Sort Window indicates the current sequencing and position of 5 fiim each Figure in the Report The right hand number is the Figure s unique identity number ID The ReSequence command aligns each Figure s unique identity ID number with its Reporting order number If the Report order has been manually modified use this command to realign the ID numbers with Report order number Double Clicking on a label will open the Figure Dialog e Click on the SortWindow button on the MenuBar e Position the SortWindow by clicking and dragging t
161. store specific process maps and reference and Policy documents In such l cases it may be advantageous to restrict the SystemPath to read only rights for all Back Cr u Ea Hel users and then specifically grant the Process Management System administrator s Bet A EL a account write permission to the SystemPath Folder and sub folders Process Owners and Process Reviewer as a group can be granted write permission to the areas covered by the SystemPath s Sub Folder as required R6 Page 3 of 10 The Systempath contains the following sub folders lt SM350_D L Archive 470 C Archive The ArchivePath is used by 4TQFlow to place the archived Process Map files The same relative pathing is maintained from the ArchivePath location to the archived files as was the pathing of the current version IPMS C Macros Process Map file relative to the SystemPath Both the SystemPath and ArchivePath locations must be valid for the 4TQ Process Guardian feature to be active Word Users who will create and modify Process Maps will need Write access rights to this directory 9 Word9 C wP678 C Records Macros CI Samples The Macro folder contains sub folders for each Word Processor version supported H Training C WebRoot Template The Template Path setting is used by 4TQFlow and the Word Processor Template macros to locate the 4TQ Template file FLT Normally users require Read
162. t 4 Trek Sel ect Managing Yow 419 System oh amp FlowChant Ee Caren amp Ettei b Graph F E Process Donrertation Dhl eo Sf Assurance General a Compliance kl Proana Pariona On IS q eee cat Hg Process Ferais merean I ego Ge Speer Hanaqermert B Eri Ghali n 9 Derai Your amp 4 Chaaty inip eye requirements ry P n In Setting Lin 4t the Fiara Process LGS Chol y Aurii Exp S 15018000 5 Ernai lore win do Ww left i i l I han a ive Dorel a NTE do w to set the start point of list to be displayed In the Clause list box navigate window middle select the Plan or System and Clause required Click on the boxed Plus symbols to expand the branches of the tree as needed The Compliance List right hand side will display the Procedures that have the selected System or Clause and are contained within the part of the Procedure list selected Refer to page 32 for details on adding the Compliance Issues Property to your 4TQFlow Process maps 4TQToolkit User Guide Page 64 of 131 Checking Parent amp Child Procedures amp Run Files When modifications are made to either a specific procedure or to a Run File it is useful to know the affect the modification may have on related procedures Place the mouse pointer on a particular Selected amp Associated Procedures Last Modify Procedure in the Details List window right pane
163. t Docu ment Property Type Text File Cancel TIP Use the Browse button to include standard text like disclaimers warnings copyright notices etc Property Name j Property is external Browse All external text type properties are created and by the Windows Notepad editor 4TQToolkit User Guide Page 40 of 131 Setting 4TQFlow Preferences File Edit Utilities Zoom 100 Mahi Help 4TQFlow has many options which you can set to pree either enhance its use or produce certain output features for your specific requirements General Reports gt Colors gt The Option Preferences menu item opens a dialog Fonts gt box containing four tabs allowing access to the options Customize grouped by function Save Options Load Options The selections can be saved as your default settings WordProcessor by clicking the SAVE button Once saved the settings become your defaults for all new charts The LOAD button will recall your current default settings The APPLY button will apply the current settings to your current chart without altering your defaults View Preferences Show Grid Displays a grid on the chart workspace Break on Words Preberenmons Selected OFF will cause text to be broken within a word to save space if space is a premium View IF Show Ifte Seale x ci rr fe duto Line Dras Colour Workspace FF Break on winds Group Label Style rig Selected OFF will invoke a grey s
164. t You will only need to use the left hand Procedure List window to build the implementation framework Click once on the top label Procedure List to select it pause and then click once again to place the field into edit mode Then replace the text with a meaningful title like your Company name or division name plus Initial framework Press the Return key to set the changes This top of tree label is your anchor point for this view of your business The next task is to expand from this anchor point and build your initial framework perspective amp Add gt Update All Procedures Previews Tools gt Select the label again and then right Button click on it to display the context menu shown left Select the Add menu item to reveal the sub menu and click on the Category item 4TQExplorer will add a New Category label to the Procedure List indented one level under the Top of Tree label The New Category label will automatically be selected and in edit mode ready for you to over type the label with your content The names of the categories are entirely Expand All your choice and as we are building the Initial Framework using a functional Sort AZ breakdown that you are comfortable with is likely to be the sound approach Most businesses have a Sales function so let us name our new category Rename Sales Now continue to add the other main categories to complete the second leve
165. t the 4TQ Process file required from the File KI open dialog box The sample files supplied with Start 4TQCoach 4TQCoach are located in the 4tq samples 4tqflow directory You will need to select the sample and Open a Process File from the gt File Open Menu Item 4TQFlow directory in turn to locate them To try out 4TQCoach select the UseCoach flw process file by clicking on the file name The UseCoach procedure D will step you through the features and use of 4TQCoach Click the Open button 4TQToolkit User Guide Page 67 of 131 The 4TQCoach window will load the UseCoach process The Start 4TQCoach is the first and therefore the current step It will be highlighted The next step in the process is shown below the current step Click the Go Forward Button Clicking the NEXT button will move you forward through the process steps one step at a time Click the Go Back 4 Button The BACK button moves you backward through the process on the exact path you followed Displaying the Detail text Eusing 4TQCeach iT aach S l j xj Click the H Button The siea Performed Ey ic i a Detail Button expands the fat Erd Fi A a e Dedinition 4TQCoach window and displays d aTOCoath may ba started tum the Description or Techniques TEEN 1 Tha Windows Tushar text for the current step Clicking a e Clicka the Sat buton Programs ATOTookit the Detail button presents a Open a Process File tom the aui menu fom the Taskbar o
166. tch Number and date information The report includes Page numbering and printed date information on the bottom of each page The Review Schedule Property The Review Schedule provides two important functions to assist with the management control and cost of the process review cycle To add the Review Schedule Property to a Process Map open the Title Page and click the New button then select Review Schedule from the list of available properties The top portion of the Review Schedule sheet is the Ready Reckoner It provides a consistent way of deciding which processes require more or less of your organisation s attention and resources The Ready Reckoner ensures that processes that are more critical and less stable receive management attention more often than the less critical and more stable ones The resources consumed performing process one ai anes said ares aoe oes reviews are precious to your organisation and the I use of the Ready Reckoner directs those ped a resources in a uniform way across the whole Laia Met Review 000 enterprise at the areas were the best gains can be made To use the Ready Reckoner set the Criticality and Stability slide controls to reflect your assessment of the current situation Use the Criticality control to indicate the level of impact the process has on your business outcomes and the Stability control to indicate how stable or problem free the process is Lastly we need to
167. tinuing Risk Reports ETO Policy To create an Excel Workbook matrix of the mapping between the Policy Poky Edt Mode Help l Clauses and the Plans select the Risk Report item from the file menu Mn Policy ret RAP CME Then select from the file menu s sub menu options TU lac Save ha Current Poly to Detabese e Matrix of all Risk Categories per Clause Save fs Draft Policy to Database 2 e Rated Clauses against the Greatest Risk Categories e e Rated Clauses for all risk Categories Generate Document Mapping Matris Excel m AN isk ater per Clase ki ikakaa kaaa Et Wait for MS Excel to complete building the Workbook before continuing 4TQToolkit User Guide Page 120 of 131 Locating invalid Clauses Following the export of either Plans or Policy to the rest of the 4TQTools prior Compliance Issues references to 4TQFlow procedures may become invalid For instance where a Plan is deleted or a Policy clause is superseded the individual Clauses referred to by a particular procedure files are oe Se ox radi areren of A eieaa Piika is kiia ties baki Piia Dri Fagus Clemons ibid r aiii Facies Using the Invalid Clause S G ea Locator dialog Under both the Plan and Policy main menu item the Invalid Clause Locator item displays the Invalid Clause Locator dialog Docs Cici ar rozaria io Piparin iT a To use the dialog to locate invalid Clause references first press the Locate Procedure Directory bu
168. tion 4TQCoach is a simple way to supply your people with the most up to the minute approved versions of your procedures on line Everyone will be able to safely access the latest procedures as needed The On Top feature and small display window size means that 4TQCoach can be used as a step by step training aid for data entry staff 4TQCoach can be launched from 4TQExplorer to provide easy navigation to required procedures and related information Run 4TQCoach Launch 4TQCoach from 4TQExplorer 4TQFlow or from the Start Program Menu When running 4TQCoach from 4TQFlow the current process file is automatically loaded When running 4TQCoach from 4TQExplorer the selected process file is loaded e Run 4TQExplorer and open a Framework file 2h Hasra roa 410 Spatem f J Pii acuei aian e Click on a Procedure Label to select it Tree se View Window Pe Ea Fianza Pireka e Right click on the label to display the context H waden menu and select Tools 4TQCoach as _ Evestesa shown on the right Lm ae S being i i Ceai 4 Fernglas B When a Procedure is selected in the 4TQExplorer Be Pores Petom Beeps Tree View Window you can also launch E E Process Pewien MapEIEL 4TQCoach from the 4TQExplorer Toolbar using 4TQCoach 4TQCoach 5 x To load a procedure directly into 4TQCoach File Figure View Help Click on the File menu item Ye ade Ga ts 73 deat e Click on the Open menu item Selec
169. tly from the network Please refer and follow Workstation Installations notes below R6 Page 8 of 10 Special Windows 95 98 Me Server notes Windows95 98 does not support drive mapping redirection of a local hard disk If your network consists of WindowsNT 2000 and Windows95 98 Me machines it is recommended that the application be installed on a WindowsNT 2000 machine If this is not possible and you wish to use the applications on the Windows95 machine that is acting as a Server follow the steps below Note 4TQExplorer must not share files with the other Workstations e From a workstation map a drive identifier to the location on the Server machine where you wish to create the 4TQ applications directory structure Make a note of the Drive identifier you use You must use the same identifier to install all of the other workstations Ensure that you have full rights to the mapped network drive and the local machine s Windows and System directories e Close all other applications on the workstation e Disable virus checking utilities e Run the Setup exe program and select the Custom option e Select and click the install or remove Network files button The Custom installation dialog will be displayed e Click the Set Directories button alter the file location to the required mapped network Drives and paths Ensure that the application directory default C 4tq is located in a directory under the Mapped drive Do not i
170. to the Procedure in the Details List only Note that removing Version information from the Details List returns icons to normal Detection of Version change will also over ride the restoration of the previous Details List information view to display Document information Reference Version and Control status Indication of Work in Progress to Procedure files If while opening a 4TQExplorer file a Work In Progress status is detected for a Procedure file a special Pai icon will be displayed in place of the standard icon Saving Process files using the 4TQ guardian features including Work In Progress is explained on page 35 Indication of missing Procedure files Where the file open check fails to locate any date information the existence of the Procedure file is tested If the test fails to find a Procedure file an icon is displayed adjacent to the Procedure in both the Procedures and Details List Date fields if displayed show No File A momentary message is also displayed after loading the file advising that an Update of the file may be required This sequence will also over ride the restoration of the previous Details List information view to display Process Owner and Modification Date 4TQToolkit User Guide Page 66 of 131 Distribution of Process information On Line process guidance with 4TQCoach 4TQCoach provides a safe effective and easy means of distribution for your process information within your organisa
171. ton Displaying the Detail text Displaying the chart diagram Jumping to a Sub Process Launching a RUN file Behaviour of Splitters Building a 4TQ Website Performance Issues Running 4TQWebGen Options Setting tab Document Handling Options Customizing your Web Site Customizing Site Home Page Customizing Cascading Style Sheet Managing your 4TQ Website s 4TQAction Records Module Overview Important Note The 4TQExplorer Action Records tab Working with 4TQExplorer frameworks The Action Records Tab List The 4TQAction Records Administrator Form Planning your system coverage and values Entering the Admin password Date Warning lead setting Customizing Labels To re label an item Managing Types To Change an existing value To Add a new value To Delete an existing value Setting Workgroup names To Change an existing WorkGroup name To Add a new WorkGroup To Delete an existing value Adding In hand Operators 4TQToolkit User Guide 49 50 52 53 54 55 56 56 58 59 62 62 63 63 64 65 66 66 67 67 68 68 68 69 69 70 73 74 77 79 80 81 Page 3 of 131 To Add a new Person 90 To change an existing person s record 90 To Delete an existing value 91 Records Management and Security settings 91 Temporary Password assignment 91 The 4TQAction Records data entry Form 92 Saving the AR 93 Performing a Risk Assessment 94 Entering Immediate Actions 95 Assigning an Acti
172. tton to open the directory containing the 4TQFlow procedure files to be checked On selecting a directory each referenced Clause for each procedure file is checked to ensure it exists in the current 4TQAdmin INI file The left hand window displays the title of the procedure files checked If Show Invalid Procs Only is enabled only those procedure files having invalid references are listed otherwise all procedure files in the selected directory are listed The right hand window displays a list of invalid Clauses found for the procedure file selected in the left hand window The first column shows the Figure ID pertaining to the figure referencing the invalid Clause With Show Invalid Clauses Only enabled only those Clauses referencing an invalid Clause are listed otherwise all Clauses for the selected procedure file are listed Selecting different Procedures in the left hand window will cause the procedure file Clauses to be checked Double click on the procedure in the left hand window to open it in 4TQFlow and remover the invalid reference 4TQToolkit User Guide Page 121 of 131 4TQ HACCP Module PROCESS MANAGEMENT 4TQHACCP Module Overview The 4TQHACCP module is based on the seven principles of HACCP according to the Codex Alimentarius reference Food Hygiene Basic Texts 1997 and is designed to work as an optional add on module to the 4TQFlow process mapping and documenting tool The 4TQHACCP module supports b
173. u might lace some The secuity level is eet bo Hagh Therefons jeu cannot erable acres fiom sources Chat pou de rot bret D hass rust maces irom this source Enebi Mace Hore Info Optional 4TQAdmin ini settings The macros respond to the following custom settings in the 4TQAdmin ini file 4tqmacro FileOpenRetry 10 MacroLogFile ACLReviewNumberFile UnformattedStyle 1S09000Style AuditCheckListStyle UncontrolledStyle FileOpenRetry defines the number of seconds that the macro will keep trying to open the macrolog csv Default is 10 seconds MacroLogFile is the full pathname to the file that the macro uses for tracking usage The default is the Records directory found in the 4TQ program directory The macro looks up the entry MacroLogFile in the 4TQFlow section of 4TQFlow ini If this does not exist the default name is macrolog csv The file format is Comma Separated Values csv The log file name should use a short form Dos8 3 filename to support Word 6 users 4TQToolkit User Guide Page 47 of 131 ACLReviewNumberFile is the full pathname of the file for obtaining the next Audit CheckList review number form Default is the Records directory located under the 4TQ program directory UnformattedStyle ISO9000Style AuditCheckListStyle UncontrolledStyle Each layout type offered by the Macro can be set to use another Word Template instead of default 4TQFMT dot for individual control of Styles Paper size and othe
174. u to select a different 4TQFlow Template for your new Process Map Each Process Map may be associated to a 4TQ Template which will customise the Global Performers change Section Headings and set up the Title Page s Property items automatically The optional properties include Amendment Records Review Schedule Process Chart Preview and Compliance Issues Selecting the lt lt Default gt gt Template applies the default setting as Template stored in your 4TQFlow configuration File lt lt default gt gt If you have a document on the screen 4TQFlow prompts you to save the document before you create a new one If you do not JY Greate Properties save the document any changes are lost A Anan Description With each new chart your New Chart Scale Preference is applied to the workspace Refer to the Options Preference Dialog box to alter the size of the Figures scale and set the position of the mandatory START Figure This size is measured in grid units and is based on the size of your selected Figure Figure Text font Default values for 4TOFlow Documents Note Charts created with different scale settings cannot be pasted onto each other The following nine steps detail how to create and publish a new Process Map The steps cover opening a new Workspace entering the Process Map s Title Page information adding the Process activities and generating the report document 4TQToolkit User Guide Page 17 of 131 Us
175. ull this material so you can manage and control it It makes sense to locate and catalogue the things that you already have and make good use of them The framework you have built in the previous section is the ideal place to catalogue the existing material you have At the end of this phase you will have a coherent structured way to quickly locate the existing material and perhaps more importantly you will have started to identify the things that are missing and H 6 Your Company Initial Framework needed E E Sales fea Taking Orders S oper ME sub catecory The existing material can be in many forms After Update Category Procedures Procedure Common examples include Policy and Guideline Remove Category Policy statements printed or computer based template E Admir forms and Process documentation in the form oe of Standard Operating Procedures SOPs or Expand Category mal maiie Work Instructions Sort A 2 Direct Tree Rename Print Category Reports b Associated les Properties 4TQToolkit User Guide Page 8 of 131 Adding a Form to your Framework Run 4TQExplorer and open the perspective to which you wish to add the Form Using the Initial Framework which you constructed earlier let us now add an Order Form to the Sales Taking Orders label Click on the Taking Orders label then Right Click and select the Add Form sub menu item shown below Using the dialog box find and select the corr
176. until you have Create fon fide Link At Belevant Task Eal l Via Addis M Saisy l enra Indiostor Ervaonmentsl Ofek Poi l Corpharce ri Strategic finished entering all the Tasks amp Tests in your process You can optionally create a Checksheet report for the process Checking Ticking the Checkpoint Checkmark on the General tab on any figure turns this feature on For more information on creating Check sheets refer to page 38 TIP Instead of selecting from the ToolBar each new Symbol try Double Clicking the left mouse button under the previous task and select the Figure type needed from the pop up menu 4TQExplorer can display the consolidated matrixes for the Compliance Issues General and Assurance Tab elements refer to Page 63 4TQToolkit User Guide Page 22 of 131 Finish and test each flow path 5l Step 5 Add a Finish figure to logically end each of the process flow paths with the details of the outputs and outcomes at have been attained It is common to have more than one Finish figure Check that each process flow path has been completed and that all of the flow lines are connected The MenuBar s Unterminated button will be active if any figures are not fully connected To Locate each missing flow line Click the Unterminated button Repeat clicks will locate each missing Flow line in turn Sorting the order of the document Step 6 Sorting refers to arranging the order in which the process
177. us and its entry in the list Warning After deleting the framework you should re generate all of the other Frameworks still required within the Web Site This ensures that all of the require Hyperlinks involving common procedures are re created Re generating multiple Frameworks The Framework list can be multi selected To select more than one Framework click on the first required one then use the Shift or Control keys to select click the other Frameworks required Clicking the Generate button will re generate all the selected Frameworks To View the Web Site Click the View button To open a selected framework in 4TQExplorer click the Open button 4TQToolkit User Guide Page 81 of 131 4TQToolkit User Guide Page 82 of 131 4TQAction Records Module Overview The 4TQ Action Records AR module is an optional application that integrates with 4TQExplorer Its role is to provide a register and workflow manager of the actions required to maintain and improve the System of Work The 4TQ Action Records activity cycle covers 1 The causal event record What Who and When Action categorization The immediate action taken A Risk Assessment Assignment against the effected Process 2 3 4 5 Assignment of responsibilities 6 7 Assignment against Business Unit Locations Plant and Equipment 8 Infinite Follow on Action trail 9 Final Clearance write off The 4TQAR module extends the t
178. vide an example of the in consistencies that you may encounter When using Word itself to open a template Word loads a new copy of the Template with a new document file name normally Document 1 In a Browser navigating a Hyperlink to a Word Document template may 1 Cause Word to open with a new document In catan corbys of InbemetE spore end Hirot Oiee doce ell open ladon of if the beer raaj of n the appoptale raie mahad Dica Appears D Crese s Hppsirk in a UNC Shortcut bo tha Discunerd oe Use the opdlion bo ood Intend E piii ta deeded all domen m thst they can be opened vah the mme SOc Or The option dose not end i yoa borer Heese 2 Open the document in the Browser s Window In such cases any user editing occurs in the actual template itself and cannot it be saved as a new document The Document tab details the options available to assist you in setting the behaviour to achieve the best outcome in your specific environment Copy Document to your generate to using relative pathing This option instructs 4TQWebgen to copy the referenced documents into the Webroot Generate To folder Using this option makes moving or copying the whole Web Site to another location or removable media possible To exclude documents that do not reside in the SystemPath from the copy process select the second checkmark Create a Hyperlink to the Document Selecting this option will force 4TQWebGen to create the Hyp
179. vided to the user community by more than one server and the users require access to a common data area it is essential that all users access the programs with exactly the same drive identifier and folder Second Step Select the location of the Systempath This folder is used by the user community to store their work data files It also contains configuration files that are accessed and controlled by the 4TQ administrator It must consist of a mapped Drive identifier and at least one directory Do not use UNC forms Do not use a root drive Unlike the ProgramDir the SystemPath must be consistently mapped for all users One of the key functions of the 4TQToolkit is in its internal ISO9000 compliant version and access control features Failure to use a consistent drive identifier and directory for the SystemPath will cause users to be denied access It is strongly recommended that the actual SystemPath Folder be available in Write mode only for the 4TQSystem administrators and Process Owners people who will author and modify documents The remaining general users only require read access Third Step Select the location of the WebRoot This location is used to accept the generate output of the Web site Generator You do not need to alter the default if the 4TQWebgen product is not included in your license The default location is a sub folder of the SystemPath It may be relocated as required Ensure consistent Drive Identifier mapping is
180. w 122 Logic Sequence Map 123 4TQToolkit User Guide Page 4 of 131 The 4TQHACCP Form Window 124 To enter a new Hazard condition P1 124 Assessing the Hazard Impact 125 Assessing the Hazard likelihood of occurrence 125 Assessment Note 125 Performing the Decision Tree analysis P2 126 Hazard Rating Truth Table 126 Decision Tree Map 127 Detailing the Control Measures and the control Limits P3 128 Entering Control Measure details 128 Entering Limit values 128 Entering the Monitoring P4 129 Entering Corrective P5 129 Verification Procedure details P6 129 Forms Used P7 129 Generating the HACCP Report Table 130 Minimum 131 Recommended 131 All Rights Reserved Except for use by a 4TQToolkit license holder no part of this work covered by the publishers copyright may be reproduced or copied into any form or by any means graphic electronic or mechanical including photocopying recording recording taping or information retrieval systems without the prior written permission of the publisher Important Notice This publication is sold on the understanding that the authors and editors are not responsible for the results of any actions taken on the basis of information in this work nor for any errors or omissions The publisher and the authors and editors expressly disclaim all and any liability to any person whether a purchaser of this publication or not in respect of anything and the consequences of anything done or
181. witch to your source document window 4TQToolkit User Guide Page 53 of 131 Brainstorm Mode Brainstorm accepts Label based line by line entry to create an entire flow process as defined in a keyed in script Use this mode when brainstorming a new process map frsae 1 Lae ITET 1 LAREL T PEET Yaa PATH TASE LAA EA Unie i festim P KJEL PR Hr Paih Tair LABEL PECIAI Fie Rand LASE DAE Tess t Lage How to Each line in the Brainstorm window represents a potential Figure process Step With both 4TQFlow and 4TQScribe running create and save a new process file or select an existing one that you wish to modify Remember to complete the Title Page information if you are creating a new process file Select the Brainstorm tab in the 4TQScribe window and enter the script line as needed To create a task figure enter the label field information and press enter Keep entering task labels as needed To create a test figure place a question mark at the end of the label s text and press enter The new line under the Test will display a Yes prompt shown as Y gt to indicate that information entered on this line will be added to the Yes response path from the test question above it Adding further tasks will continue the Yes path until you Backspace over the Yes prompt Once the Yes prompt has been removed from the new line all of the tasks from that point on will be added to the flow line starting
182. xplore Mode lists including the Action Records list The buttons are shown on the right E E E The first button will limit the list to only show the details of the currently selected procedure in the Procedure list Navigate or Left Hand window The Second Button will limit the list to all procedures below the Procedure selected in the Procedure List excluding the item selected The third button shows the details for both the selected Procedure and all of its children 4TQToolkit User Guide Page 84 of 131 Further control of the lists contents can be invoked with the first four buttons displayed on the bottom of the list display The full set of six buttons is shown below Normal users will have the first five buttons 4TQToolkit Admin users will have the last button available to access the Action records Admin functions List All List for Proc Set Filter Clear Filter Create New Admin Tools The button removes the default Navigate window based constraint on the list filter to show all Action Records in the system You use this feature to list and locate Action Records that have not been associated to a Process or part of the Framework The EEWHEA reapplies the navigate window constraint filter Clear Filter button to de The SA button opens up the advance additional filter dialog box Use the activate the Advance filter settings Use the LEZAMA button to open the Action Records data entry form t

4TQToolkit User Guide

Contents

Download Pdf Manuals

Related Search

Related Contents