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(C) QVW/002 QMS View Wizard User Manual (0.1 Draft) {M} View is based on: Skilllevel: C, Project type: QMS View Wizard (QVW), [Printfriendly page]

Inhoudsopgave (Show)

1 : Introductie (Show)

1.1 : Doel

(A)This document describes all aspects of the QMS View Wizard application.
It assumes that installation is done and that the documents comprising a Quality Management System (QMS) stored in the database.

1.2 : Veronderstelde Lezers

This document is intended for all persons who us the QMS View Wizard program. ({{{IntendedReadersCollected}}})

1.3 : Gerelateerde Documenten

Additional documents can be found at www.qmswiewwizard.com

1.4 : Rollen, Termen, Definities, Afkortingen en Synoniemen

See: QMS Data Dictionary . Terms

2 : QMS View Wizard Concepts {M}

(A)The QMS View Wizard application has a lot of options to incorporate additional tools or modify standard functionality.
This has a big influences on the look & feel and how the application behaves.
Thus the application screens and action behaviour might not be exactly as described in this document.

Although the behaviour and tools may vary, the basics concepts of how QMS View Wizard handles documents still remain.

The are two document type:

  1. PDF documents
    Originate for a PDF or converted MS Office document
  2. QMS View Wizard generated documents
    This should be the bulk of documents as we can optimal (re)use the source document information.

2.1 : PDF documents {M}

(A)The QMS View Wizard application can handle PDF sources with its standard functionality.

The content of a PDF is not touched or changed.
Only when a PDF is shown each page is resized to make room for the default QMS View Wizard print header and footer.

As the PDF content is not touched or analysed the QMS View Wizard application can not store much information for the PDF as e.g. a name, document title, abbreviation, etc. etc.
Therefore it is not recommended to have many of these PDF source documents.


Geen Taken gedefinieerd!!

2.2 : QMS View Wizard documents {M}

(A)A (real not PDF) QMS View Wizard document has always the same strcuture:
  • A starts with a generated Table of Contents
  • A document always has an intoduction chapter with fixed paragraphs:
    • Purpose
    • Intended Readers
    • Related Documents
    • Terms, Abbreviations, etc.
  • Followed by at least one (or more) functional chapters
  • Each chapter can have zero or more paragraphs
  • Each paragraph can have zero of more tasks
  • Finaly there are three optional appendices generated:
    • (T)RACI Matrix of of all Task (T)RACI lines.
      If there are no tasks or no (T)RACIs used this appendix is omitted.
    • Overview of all used task input and output documents.
      If there are no task input or output documents specified this appendix is omitted.
    • Overview of all task related norm references
    • If there are no task norm references specified this appendix is omitted.

Geen Taken gedefinieerd!!

2.3 : Printing {M}

(A)Direct printing from the QMS View Wizard portal is diabled for a number of reasons:
  • Handling of pagenumbering in a web portal page is almost impossible.
  • We like to discourage the use of printed documents as these versions are uncontrolled and become obsolete.

That why we have a Printfriendly page option that generates a PDF document.
This PDF document can be saved or printed.

To prevent long term usage of these (printed) PDF documents have a watermark text on every page and a print date in the header.

 

The document overviews screens can also be converted to PDF via the "Print document overview" button.


Geen Taken gedefinieerd!!

3 : Menu Commands {M}

(A)The top menu lists the main functions of QMS View Wizard.
There is the Welcome screen and the two most important functions Doclist and Search that are used to find documents.
There is the Refs option that list all used codes with loads of extras information and the menu is completed with PP(Personal Preferences) settings and an About page.

3.1 : DocList {M}

(A)The result of Doclist will always be a list of documents (or none) that each can be selected to view the content of that document.
There are filters that can be applied to limit the length of the list.Click on Active to make the filters visible.

The filters are combined with a logical And. This implies that every filter addition will limit the search results.


3.1.1 : Any (filter) {M}

(A)These filters (orange background) apply to all document sections of all documents.
The filters are combined with a logical And. This implies that every filter addition will limit the search results.

The filter options are:

  • Filter any Product type:
    All documents with a reference to this product will be part of the list.
  • Filter any Project type:
    All documents with a reference to this product will be part of the list.
  • Filter any Text:
    All documents with texts that contain these words will be part of the list.
  • Filter text for links to abbreviation
    All documents with texts that contain a document reference to this document abbreviation will be part of the list.

Geen taak TRACI informatie gedefinieerd!!

3.1.2 : Task (Filter) {M}

(A)These filters (yellow background) apply only to the task sections of all documents.
The filters are combined with a logical And. This implies that every filter addition will limit the search results.

The filter options are:

  • Filter Task Mandatory: (Mandatory|Optional|Do not care)
    All documents with a Tasks that has the selected: Mandatory or selected Optional will be part of the list.
    If do not care is selected this filter is not used.
  • Filter Task Title:
    All documents with a task title that contains these words will be part of the list.
  • Filter Task Text:
    All documents with a task texts that contains these words will be part of the list.
  • Filter Tasks that have input document:
    All documents with a task that has this input document will be part of the list.
  • etc.

Geen taak TRACI informatie gedefinieerd!!

3.1.3 : Document Filter {M}

(A)These filters (grey background) apply only to the document sections of all documents.
The filters are combined with a logical And. This implies that every filter addition will limit the search results.

The filter options are:

  • Filter Document Type:
    All documents of the selected type will be part of the list.
    If blank is selected this filter is not used.
  • Filter Document State:
    All documents with the selected state will be part of the list.
    If blank is selected this filter is not used.
  • Filter Document ID:
    All documents with a ID that contains these token will be part of the list.
  • Filter Document Revision:
    All documents with a revision number will be part of the list.
  • Filter Document Abbreviation:
    All documents with an abbreviation that contains these tokens will be part of the list.
  • Filter Document Mandatory: (Mandatory|Optional|Do not care)
    All documents that have the selected: Mandatory or selected Optional will be part of the list.
    If do not care is selected this filter is not used.
  • Filter Document Title:
    All documents with a title that contains these words will be part of the list.
  • Filter Document Text:
    All documents with a document (section) texts that contains these words will be part of the list.

  • Geen taak TRACI informatie gedefinieerd!!

3.1.4 : Paragraph & Chapter Filter {M}

(A)The Chapter (blue background) filters apply only to the chapter sections of all documents.
The Paragraph (green background) filters apply only to the paragraph sections of all documents.
The filters are combined with a logical And. This implies that every filter addition will limit the search results.

The filter options are:

  • Filter chapter|paragraph Title:
    All documents with a chapter|paragraph title that contain these words will be part of the list.
  • Filter chapter|paragraph Text:
    All documents with a chapter|paragraph texts that contain these words will be part of the list.

Geen taak TRACI informatie gedefinieerd!!

3.1.5 : Sorting the list {M}

(A)Most colums headings have sorting arrows.
Arrow Up sorts the list ascending based on the column value.
Arrow Down sorts the list descending based on the column value.
It is not possible to sort on combined column values.
Geen taak TRACI informatie gedefinieerd!!

3.1.6 : Printing {M}

(A)The displayed list can be printed by creating a PDF via the button: Print document overview.
As expected the PDF wil have a a standard header, footer & watermark and a generated timestamp.
Geen taak TRACI informatie gedefinieerd!!

3.2 : Search {M}

(A)We have seen that Doclist (filtering) will result in a list of documents.
Search differs as it shows the actual document section that is search in/for.

The Search command is in fact three independent search forms in a single window:
  • Search in task Sections
    Output is a list of applicable tasks.
  • Search in Paragraphs sections
    Output is a list of applicable paragraphs.
  • Search in Chapter sections
    Output is a list of applicable chapters.
There is no any filter or search in document sections as this is covered by Doclist.

3.2.1 : Search Tasks {M}

(A)These search options (yellow background) apply only to the task sections of all documents.
The options are combined with a logical And. This implies that every addition will limit the search results.

The search options are:

  • Mandatory: (Mandatory|Optional|Do not care)
    All Tasks that are equal to the selected: Mandatory or selected Optional will be part of the list.
    If do not care is selected this option is not used.
  • Product type:
    All tasks that are applicable for this product type will be part of the list.
    If left blank this option is not used.
  • Project type:
    All tasks that are applicable for this project type will be part of the list.
    If left blank this option is not used.
  • Project phase:
    All tasks that are applicable for this project phese will be part of the list.
    If left blank this option is not used.
  • Title:
    All tasks witha title that contains these words will be part of the list.
    If left blank this option is not used.
  • Text:
    All tasks with a text that contains these words will be part of the list.
    If left blank this option is not used.
  • Input document:
    All tasks that have this input document will be part of the list.
    If left blank this option is not used.
  • etc.

Geen taak TRACI informatie gedefinieerd!!

3.2.2 : Search Paragraphs & Chapters {M}

(A)The Chapter (blue background) search applies only to the chapter sections of all documents.
The Paragraph (green background) search applies only to the paragraph sections of all documents.
The search options are combined with a logical And. This implies that every addition will limit the search results.

The options are:

  • Mandatory: (Mandatory|Optional|Do not care)
    All chaptesr|paragraphs that are equal to the selected: Mandatory or selected Optional will be part of the list.
    If do not care is selected this option is not used.
  • Product type:
    All chapters|paragraph sthat are applicable for this product type will be part of the list.
    If left blank this option is not used.
  • Project type:
    All chapters|paragraphs that are applicable for this project type will be part of the list.
    If left blank this option is not used.
  • Title:
    All chapters|paragraphs with a title that contains these words will be part of the list.
    If left blank this option is not used.
  • Text:
    All chapters|paragraphs with a texts that contains these words will be part of the list.
    If left blank this option is not used.

Geen taak TRACI informatie gedefinieerd!!

3.2.3 : The Search output {M}

(A)The the output will be a list (or none) of Chapters, Paragraphs, or Tasks that have been searched for.

Above each search result a symbolic document content is shown with a trace to the search result.
This symbolic document contains html links to open the document at the found Task, Paragraph, Chapter or the complet document.

There is NO option to print the results.
Geen taak TRACI informatie gedefinieerd!!

3.3 : Personal Preferences {M}

(A)With Personal Preferences (PP) each user can define their personal application preferences.
  • Skillelllevel
    Applies to all actions
  • Product and project type
    Applies to initial start of DocList
  • Language
    Apples to the text of the user interface

Geen Taken gedefinieerd!!

3.4 : Refs {M}

(A)Refs contains all kind of lookup, background information and also has some additional functionality (to prevent menu overload)

Lookup
With Refs (references) you can lookup all kind of code lists like e.g. Roles, States, Project types, Quality Records, etc. etc. and of course the Terms list.

Background information
Here is a text explains how to call a different QMS database.

Tools
There are link to external tools like review tool and document properties tool
There are also links to internal tools like ReportID generator and News archive.

Extra Functionality
The extra functionality like: Project type specific Deliverable lists (DHF) and Project Lifecycle Phase information can help in certain project phases.

Geen Taken gedefinieerd!!

3.5 : Maps {M}

(A)Maps makes it possible to convert any image in a clickable map.
Here it is assumes that we use process images to make clickable process map user interface.
The html files used for clickable maps need to be created by the organisation.

A clickable are can be a link to a new process map file or a predefined query to retrieve a specific list of documents, or a call on a single document.

How to create clickable process maps
The provided map example should give sufficient guidance to create youre own process maps.
In the example is also shown how to retrieve a list or a single of document.

Youre own queries can be created with DocList.
Use Doclist filters until you have the wanted selection of documents.
There is browser option to look at the source of the html page. Almost at the bottom of the source you will find a block hidden text that lists the command line URL to reproduce the exact list.
This command line URL can be inserted in youre own process map to reproduce the same results.
By using qmsviewwizard.php you will have a top menu.
If cmd.php is used the banner and top menu are suppressed.

In the all cases the footer is always shown. The footer text QMS is a URL to the welcome page.

Geen Taken gedefinieerd!!

3.6 : About {M}

(A)The About page has information on the used version of the QMS View Wizard application and some references if more help is needed.

Geen Taken gedefinieerd!!

4 : View Document {M}

(A)A (real not PDF) QMS View Wizard document has always the same structure.
Chapters Table of Contents and Introduction followed by others chapters.
Each chapter can have paragraphs that can have tasks.
Finally there are three optional appendices
For ease of use the document, chapters, paragraphs, tasks and Appendences have different background colours.

4.1 : The document content {M}

(A)A (real not PDF) QMS View Wizard document has always the same strcuture:
  • A starts with a generated Table of Contents
  • A document always has an intoduction chapter with fixed paragraphs:
    • Purpose
    • Intended Readers
    • Related Documents
    • Terms, Abbreviations, etc.
  • Followed by at least one (or more) functional chapters
  • Each chapter can have zero or more paragraphs
  • Each paragraph can have zero of more tasks
  • Finaly there are three optional appendices generated:
    • (T)RACI Matrix of of all Task (T)RACI lines.
      If there are no tasks or no (T)RACIs used this appendix is omitted.
    • Overview of all used task input and output documents.
      If there are no task input or output documents specified this appendix is omitted.
    • Overview of all task related norm references
    • If there are no task norm references specified this appendix is omitted.

4.1.1 : Document TOC & Purpose {M}

(A)A document starts with a generated Table of Contents and the second chapter is always the intoduction chapter with fixed paragraphs.
Both are hidden (on screen) because the main focus is on the technical (next) chapters.
By clicking on the text: (Show) or(Hide) the content is (independent) made visible or hidden.

Table of contents
The Table of content provides an overview of all available chapters, paragraphs, tasks and appendices. Each line has direct link/jump to that specific section of/in the document.
In the document the number of each section is also a link/jump back to the table of contents.

Introduction
The introduction chapter (always) has three paragraphs:
  • Purpose
    This paragraph describes what we trying to achieve with the actions mentioned in this document.
  • Intended Readers
    This paragraph defines for which users this document is applicable. So which roles are touched by the content if this document.
    When viewed on screen a list is added of all roles defined in the task TRACI lines.
  • Related Documents
    This paragraph describes which document are closely related to the actions or purpose described in this document. E.g. Work Break Down structure is closely related to Estimates.
  • Terms, Definitions, Abbreviations and Acronyms.
    This paragraph describes the terms, abbreviations, etc. that are not in the standard list of terms.
    It also includes an (on screen) link to the Term list

Geen taak TRACI informatie gedefinieerd!!

4.1.2 : Document Chapters & Paragraphs {M}

(A)Each functional chapter can have zero or more paragraphs.

Each chapter and paragraph has a title and a text.
Chapters and paragraphs are linked to one or more products and to one or more project types.
This implies that the chapter, paragraph title and/or text can be different for different product and project types.

Geen taak TRACI informatie gedefinieerd!!

4.1.3 : Document Tasks {M}

(A)As with chapters and paragraphs, tasks have a title, a descriptive text a product type and a project type phase indication.
Where chapters and paragraphs refer to one or more project types a task refers to one or more specific lifecycle phases of a project type.

There are more and bigger difference in the extra information that is linked to a task.
Besides product type and project type phases a task has the following additional attributes:
  • Input Documents
    What documents need to be present to be able to start the task.
  • Output Documents
    What will be the documents produces/modified by this task.
  • (T)RACI (Authorisation table)
    Each task has an authority table that defines how certain roles are related to this task. E.g. Who has the do the work, who has to sign-off, who are mandatory reviewers, etc.
  • Norm sections
    Most organizations like to comply to certain standards/norms to prove a certain maturity/quality level. This attribute links a task to one or more norm sections to proved a direct link to the compliance demands. Multiple sections of multiple norms can be defined here.

  • All these tasks attributes make tasks the most important information sections in a document as filter and search actions can be executed on each of the individual attributes. Documents without task can be meaningful but have a lesser contribution to the total quality management system information.

    Geen taak TRACI informatie gedefinieerd!!

5 : Additional Features {M}

(A)QMS View Wizard has additional features that are not available thru the menu options.

5.1 : Commandline Parameters {M}

(A)QMS View Wizard has a special command line interface (cmd.php)that permits queries and other actions to be executed from the command line or from a URL.
The implementation of the Map menu command is a good example of the possibilities of the command line interface.
Almost all QMS actions use the URL for parameters passing and can be (re)used with cmd.php.

Note: When cmd.php is called the top banner and the menu options are not available.
(QMS in the page footer is a URL to the welcome page.)
When the banner or menu is needed replace: cmd.php with qmsviewwizard.php.

Geen Taken gedefinieerd!!

6 : Exceptions, Errors & Messages {M}

(A)Sometimes actions or outputs are not available or will produce unexpected results.
The QMS View Wizard application will handle all kind of strange, unexpected, error situations with graceful degradation. This implies that user will receive an error(red), warning(organge) or attention(yellow) message explaining what has happened.

Attentions(yellow) or warning(orange) messages are mostly related to incorrect user inputs or user (filter/search) selections.

6.1 : Maintenance Mode {M}

(A)The application manager has an option to put the QMS View Wizard in maintenance mode.
In maintenance mode all user actions are hidden and no longer available.

All actions/calls will result is a maintenance message with optionally a text (define by the application manager) explaining the reason for the maintenance and when the application will become operational again.

Geen Taken gedefinieerd!!

6.2 : Errors {M}

(A)Error(red) messages are mostly related to an inconsistency or internal error.
In worst case with certain errors the application will not be able to complete the requested action and is up to the used to try again.
Note: Even severe errors will lead to a controlled exit and the data integrity is never compromised!

If the message persists contact the application manager with the executed scenario to see if this is a structural problem.

If for some reason the application crashes (exectution is stopped without a application error message) the suer is requested to make a screen copy of the message and consult the application manager.

Geen Taken gedefinieerd!!

6.3 : Warnings {M}

(A)Warning message are mostly self explaining and give guidance in the cause and hod to fix it.

In case the warning persist or is not clear you can contact your application manager.

Geen Taken gedefinieerd!!



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