Adaptive Task Manager User Guide

Adaptive CAPA Manager User Guide
CM version: 1.10-390 Issue 5.00
1 www.adaptivebms.com

Contents
Contents................................................................................................................................. 2 Introduction............................................................................................................................ 3 CAPA Manager Purpose ........................................................................................................... 3 CAPA Manager Features ........................................................................................................... 4 Log In To CAPA Manager .......................................................................................................... 5 Raising a New Task .................................................................................................................. 6 Selecting, Searching and Viewing Tasks ...................................................................................... 7 Progressing a Task ................................................................................................................... 8 Closing a Task.......................................................................................................................... 9 Workflow Selection ............................................................................................................... 10 Notification E-mail Function.................................................................................................... 10 Changing Personal Information ............................................................................................... 11 Adding New Users ................................................................................................................. 11 User Roles ............................................................................................................................ 12 Task Approval ....................................................................................................................... 12 Adding/Changing a Business Function ...................................................................................... 13 Adding an Organization .......................................................................................................... 14 Editing Task Categories and Priorities ...................................................................................... 14 Auto Reminder Feature .......................................................................................................... 14 Task Graphs and KPIs ............................................................................................................ 15 Producing a Corrective Action Report ...................................................................................... 15 Exporting Data ...................................................................................................................... 15 Linking Supporting Documents and Tasks ................................................................................. 15 Language Translator .............................................................................................................. 16 Security ................................................................................................................................ 16 System Requirements ............................................................................................................ 17 Tablet PCs and Hand Held Devices ........................................................................................... 17 Support ................................................................................................................................ 17

Introduction
This guide provides CAPA Manager users with simple instructions on how to use the system. Most CAPA Manager questions should be answered within this document. If you are unable to find the answers to your question then please contact support@adaptivebms.com for more information.
How to request an Adaptive CAPA Manager account?

To request a fully functioning CAPA Manager evaluation account, please click on the Create a CAPA Manager evaluation account link on the Adaptive home page: adaptivebms.com
CAPA Manager Purpose

Adaptive CAPA Manager provides an electronic Corrective Action and Preventative Action (CAPA) process, plus additional analysis tools. The system allows internal and external users to log in to a single server from anywhere in the world to record and progress improvement opportunities.
CAPA Manager ensures that new issues are assigned to the right person in your organization, stakeholders are kept informed of progress via auto e-mail updates.
Adaptive CAPA Manager is intuitive to learn, easy to use and secure. Used correctly the system will help your business to quickly gain the competitive edge by allowing your teams to rapidly improve.

CAPA Manager Features
Supports ISO 14000, AS 9100 Rev. C & D, ISO 9001:2008 and ISO/TS 16949:2002 (sections 8.5.2 and 8.5.3)
Online Corrective Action Reports (CARs) Multiple work flow options: 8D, A3, DMAIC, PDCA, 8 Step Automatically allocate task responsibility Automatic e-mail notification Classify and prioritize issues Monitor issue closure to measure organizational improvement Improvement statistics and data download Multilingual translator function Users can be located anywhere in the world Instant deployment No software install required Comprehensive multilingual user guide Mobile device compatible 8D report generation Lots more...

Log In To CAPA Manager

Navigate to the CAPA Manager log in page using your Internet browser: https://tm.adaptivebms.com/
To enter the CAPA Manager system, type in your User Email address and Password as prompted on Log in screen. Then click the Log in icon, you will then enter the CAPA Manager system.

Raising a New Task

To raise a new task click the Add a new task button in the left side bar. The Add a new task page will be displayed. Fill in the prompted information as required:
Enter a description of the problem or opportunity

Briefly describe the opportunity or problem. Be clear, concise and descriptive.
Which organization is responsible? Select the responsible organization for the task.
Note: Task Leaders may change the responsible organization once the issue has been assigned.
Select a classification and priority

Select the relevant severity rating for the task. This rating may be used to help prioritise open tasks. Note: Task Leaders may change the severity once the issue has been assigned.
Which business function or department is responsible? Select the responsible Business function for the task.
Note: Task Leaders may change the responsible Business function once the issue has been assigned.
Select a target closure date

Select the target closure date for the task. Click the Raise Issue button to record, or the Leave without saving link to abandon the changes.

Selecting, Searching and Viewing Tasks

There are two methods of accessing tasks, these are described below:
To-do page
Enter the To-do page by clicking on the link, select tasks that you have raised or have been assigned by clicking on either the Assigned Issues or Raised Issues tabs. Select and click on the task that you want to view.
Task explorer page

In the left side bar select the Tasks explorer link. All tasks will be displayed. Use the filters to navigate the Tasks, click on apply filter to activate your selection. Select and click on the task that you want to view.

Progressing a Task
CAPA Manager workflows
CAPA Manager provides multiple workflows for users to follow (see Workflow selection). Each workflow is broken down into individual improvement steps or elements. The use of all workflow elements is not mandatory within the system. Elements can be omitted depending on task requirement. Uncompleted elements display the ? icon in their tab. Completed icons will display a tick icon:
D0-Summary Amber This is completed when raising an issue. Determine the prerequisites. D1-Team Amber Establish a team of people with product/process knowledge. D2-Problem statement Amber Specify the problem by identifying in quantifiable terms the who, what, where, when, why, how, and how many (5W2H) for the problem. D3-Interim containment Yellow Define and implement containment actions to isolate the problem from any custom D4-Root cause analysis Blue Identify all applicable causes that could explain why the problem has occurred. Also identify why the problem has not been noticed at the time it occurred. All causes shall be verified or proved, not determined by fuzzy brainstorming. One can use 5 Whys or Ishikawa Diagrams to map causes against effect/problem identified. D5-Permanent solution Blue Through pre-production programs quantitatively confirm that the selected correction will resolve the problem for the customer. D6-Solution deployment Green Define and Implement the best corrective actions. D7-Preventative measures Green Modify the management systems, operation systems, practices, and procedures to prevent recurrence of this and all similar problems. D8-Recognition statement Green Recognize the collective efforts of the team. The team needs to be formally thanked by the organization. 8D has become a standard in the Auto, Assembly and other industries that require a thorough structured problem solving process using a team approach.

Completing a task element

To complete an element click on its tab and then select the edit icon: . Enter the required data and click the Save Changes button. CAPA Manager Action: CAPA Manager will change the tab icon to a tick icon.
Closing a Task
Open the task you wish to close. At the bottom of the page select the Close Issue link. A conformation box will be displayed. Click OK to close the task. CAPA Manager Action: CAPA Manager will change task status to closed (White). An e-mail notification will be sent to the originator and team.

Workflow Selection
Customisable workflow options are available: 8D, A3, PDCA, DMAIC, 8 Step and more.
Setting your organisations default workflow

Your organisation preferred work flow can be selected by any CAPA manager administrator via the settings menu. Setting the default workflow does not prevent alternative workflow from being selected by the task team.
Selecting an workflow for a task

The most suitable workflow can be selected by editing the first tab in any task. A drop down menu displays the available workflow options. Workflow can be changed at any time regardless of task status in accordance with the teams needs.
Notification E-mail Function

CAPA Manager will automatically send an e-mail to key stakeholders as tasks are raised and progressed:
Task leaders
Will be informed of new tasks assigned to them.
Task originators
Task originators will be informed when their task is closed.
Team
Team members will be informed when there are added to a team or when a task is closed.
Task approvers (when enabled)

Task approvers are informed when tasks require approval.
Tip: In Microsoft Outlook, notification e-mails can be added directly to your Outlook Tasks. Simply drag the notification e-mail to the task list using your mouse.

Changing Personal Information

Go to the My Account page. Here you can change your password and personal information.
Adding New Users

Using the left navigation bar, click Other Users. The Browse users page will be displayed. You will be presented with a table of currently defined users connected to your organization
Add a user
Click on the Add new user link in the left hand side bar. Enter the full name and email address for the new account.
Edit or disable a User

Click on the users name in the Browse users screen. The edit user screen will be displayed.
Click Save Changes to record or your browsers back button to abandon the changes.

User Roles
Users must be allocated a role type when they are first created. Role type determines which CAPA Manager features are available to that user. The table below gives an overview of the differences between the available user roles: Raise tasks View task details View task summary Progress tasks User menu Organisation and functions menu Settings menu Approve tasks Basic user Yes As team leader or member All As team leader or member No No Administrator Yes Any task All Any task Add/delete Add/delete Full control Yes
Task Approval
It is possible to enforce approval for tasks before they are raised or closed. This function is controlled in the settings page. When either feature is enabled the nominated approver is responsible for allowing tasks to move through the CAPA manager system.
In the To-do page approvers will be presented with the following tabs: Tasks awaiting assignment Tasks awaiting closure A list of tasks awaiting approval can be found under each tab.
Approve and assign a task

To approve a task, click on it and select an assignee.
Approve closure
To approve a task for closure, click on it and select close this task.

Adding/Changing a Business Function

Using the left navigation bar, click Business Function. The Browse function screen will be displayed. You will be presented with a table of currently defined Business Functions and its relevant Auto assignee.
Edit a business function

Click on the Business Function you want to edit. Further Business Function detail will be displayed. Click on the Edit details icon required. Click Save Changes to record, or select your browsers back button to abandon the changes. to edit name or default assignee as
Add a new business function

Click on the Add a new function link on the left. Enter the new Business Function name and its default assignee as required. Click the Save Changes button to record, or the Leave without saving link to abandon the changes. Tip: Business functions cannot be deleted. If you want to remove a business function then simply rename it as N/A or similar.

Adding an Organization
Using the left navigation bar, click Organizations. The Browse Organizations screen will be displayed. You will be presented with a table of currently defined Organizations.
Add a new Organizations

Click on the Add a new Organizations link on the left. Enter the new Organizations name as required.
Click the Save Changes icon to record, or the Leave without saving link to abandon the changes.
Editing Task Categories and Priorities

Administrators can edit the business severity ratings text by clicking on the Settings menu in the left side bar.
Auto Reminder Feature

Team leaders can be automatically reminded that they have open tasks that are past their due date. Reminder intervals can be set via the settings menu.

Task Graphs and KPIs

Using the left navigation bar, click Graphical reports. A full range of graphical views and reports are available. Select the type of graph or report you require from the list.
Producing a Corrective Action Report

Select the first tab of any task. Selecting the View report will bring up the 8D report page. The report can be saved or printed via your web-browser.
Exporting Data
To export your CAPA Manager data as a CSV file please contact: support@adaptivebms.com
Linking Supporting Documents and Tasks

Link to any supporting documents or image by adding the relevant hyperlinks to your text. Enclose the hyper link in square brackets [hyperlink]. Other CAPA tasks can be linked by typing the text Task #task number. CAPA Manager will automatically create the links when the text is saved.

Language Translator
All CAPA Manager pages provide a Translator function. The translator selection window is located in the top left of the side bar on all pages. Simply select your desired language in the pull down box, all translatable text will be displayed in the chosen language.
Security
Communication between your browser and the CAPA Manager server is via industry standard HTTPS (Hypertext Transport Protocol Secure). This provides security against eavesdropping and man-in-the-middle tampering with data. Individual user accounts are password protected, and so users must follow secure and sensible password policies. The CAPA Manager software does not enforce any particular password policy, since different Organizations have different (and mutually incompatible) standards. However, the following points may serve as a broad guideline:
Passwords should be of sufficient complexity, changed regularly and never revealed
to a third party, either deliberately or inadvertently - not even to employees or representatives of Adaptive Business Management Systems Ltd. We will not, under any circumstances, ask users to reveal their passwords to us.
User accounts should never be shared by two or more people. Users should change their passwords immediately if they suspect that the secrecy of
their current ones may have been compromised.
Unfortunately, Adaptive Business Management Systems Ltd. cannot accept responsibility for any loss or alteration of information, or any breach of privacy caused by an intruder successfully cracking a users password.

System Requirements
Compatible browsers

AOL 5 and higher Google Chrome All versions Firefox All versions Internet Explorer 7 and higher Konqueror All versions Mozilla All versions Netscape 4.7 and higher Opera browser 7.5 and higher Safari Mac OS 10.3.4 and higher Any other standards-compliant browser
Note: Older, non-compliant browsers may not display CAPA Manager pages correctly, or may not fully support some of the systems functionality. If you experience problems, ensure that:

You are using the latest version of your browser software. You have JavaScript enabled.
Tablet PCs and Hand Held Devices

CAPA Manager works great on most Tablet PCs and other hand held devices. This enables users to record opportunities for improvement and progress issues whilst on the move.
Support
If you experience difficulties, please contact support@adaptivebms.com describing the issue encountered and the browser version you are using, and well aim to resolve the problem as fast as we can.

Adaptive Task Manager User Guide

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Adaptive CAPA Manager User Guide

CM version: 1.10-390 Issue 5.00

Adaptive CAPA Manager User Guide

Adaptive CAPA Manager User Guide

Adaptive CAPA Manager User Guide

How to request an Adaptive CAPA Manager account?

CAPA Manager Purpose

Adaptive CAPA Manager User Guide

CAPA Manager Features

Adaptive CAPA Manager User Guide

Log In To CAPA Manager

Adaptive CAPA Manager User Guide

Raising a New Task

Enter a description of the problem or opportunity

Select a classification and priority

Select a target closure date

Adaptive CAPA Manager User Guide

Selecting, Searching and Viewing Tasks

Task explorer page

Adaptive CAPA Manager User Guide

Adaptive CAPA Manager User Guide

Completing a task element

Adaptive CAPA Manager User Guide

Setting your organisations default workflow

Selecting an workflow for a task

Notification E-mail Function

Task approvers (when enabled)

Adaptive CAPA Manager User Guide

Changing Personal Information

Adding New Users

Edit or disable a User

Adaptive CAPA Manager User Guide

Approve and assign a task

Adaptive CAPA Manager User Guide

Adding/Changing a Business Function

Edit a business function

Add a new business function

Adaptive CAPA Manager User Guide

Add a new Organizations

Editing Task Categories and Priorities

Auto Reminder Feature

Adaptive CAPA Manager User Guide

Task Graphs and KPIs

Producing a Corrective Action Report

Linking Supporting Documents and Tasks

Adaptive CAPA Manager User Guide

Passwords should be of sufficient complexity, changed regularly and never revealed

their current ones may have been compromised.

Adaptive CAPA Manager User Guide

Tablet PCs and Hand Held Devices

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