User's Guide

EPI
Eltek Process Improver

GPRO 38 Eltek Process Improver User guide

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Procedure: USER GUIDE Eltek Process Improvement tool (EPI)

1. Content
1 Introduction – Scope and purpose 2
2 Responsibilities 3
3 Login, alternative 1& 2 3
4 Basic information 4
5 Registration by Originator 6
6 Responsible organisation: Assign case owner 9
7 Case owner: Add analysis and actions 10
8 Responsible: Close the case 12
9 Approver: Approves the case 12
10 Audits, Internal, external & 3rd part audits 13

1 Introduction - scope and purpose

EPI shall be the tool to be used for Quality-, Environment- and HSE issues.

EPI SHALL BE USED TO:

- Register and handle internal non-conformities (CAR) and improvement
suggestions
- Register and handle Inter-company complaints
- Register and handle Customer complaints
- Register and handle non-conformity reports to suppliers (SCAR)
- Register and handle internal Audits
- Register and handle customer- and 3’rd part Audits

EPI DOES:
- Gives automatically e-mail to assigned personnel within selected organization
- Gives automatically e-mail warning at selected times prior to due date
- Gives an easy view of responsibilities and progress
- Gives each organization possibilities to independent registrations
- Gives each user a view of “my cases”
- Show statistics of :
 Summary and trends
 Quantity
 Reporting organization
 Category
 Product
 Customer
 Supplier
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Procedure: USER GUIDE Eltek Process Improvement tool (EPI)

2 Responsibilities
All managers and other key personnel with area responsibility or process ownership
have access to the EPI database and can be registered as responsible for the
improvement cases.
EPI defines 4 different types of responsibility:

O: Originator, the person who register a case

C: Case owner, the person who is pointed out to follow-up and solve the case
R: Responsible manager/Process owner for the area that is affected by the
problem and solution
A: Approver, the person who approves the solution/corrective action and closes
the case

See Chapter 4, initial window, for further details

3 Login

Alternative 1:
 Open Internet Explorer
 Enter http://www.tqmpartner.no/enterprise/EPI
in the address field
 Enter your user id and password

Alternative 2:
 Open Citrix
 On the ELVIS homepage, click on the “IT applications support” beneath the
Company tools on the left hand side.

Here you can find:

 Link to the EPI tool (provided by TQM
enterpriser)
 the EPI presentation
 this user guide
 Choose the link to the EPI tool
 Select flag for language
 Enter your user id and password
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Procedure: USER GUIDE Eltek Process Improvement tool (EPI)

2. 4 Basic Information

The first window shows all registered cases for you; i.e. all cases that you are
responsible for solving. New
window
Menu ss

Role
Symbols

Here you can:

- Open a single case in your list
- Filter on Open, closed and all cases you are responsible for. Default view is Open
cases
- Change Password

Menu
On the menu line, you can:
- Register a new case, see chapter 5 for instructions
- Select “My overview”, you get the initial window
- Search for cases. Make a filtered search of your available cases
- Check statistics of registration parameters
- Export data to an excel sheet

Selectable windows
The spanner symbol represents the case handling window. It is the same as the
initial window, here you handle all your ongoing cases
The key is for administrators only. This area is for adding users, administrate
permissions, edit functional areas, structure e.t.c.
The question mark shows information about helpdesk and support function

The Red mark is for logging Out

Symbols
Click on the folder symbol to open a
specific registration
Actions. Opens the registered actions,
if you are the case owner
Progress – drag the mouse over or
click to see the progress for the case
View a selected registration (print
layout)
Attachment – click to open the
attached documents or links
The letters represents your different
role(s) pr case. If the role is yours, the
letter is coloured, else it’s grey
Originator: Represents the one who
registers the case
Case Owner, i.e. the person who is
selected to solve the problem
Responsible for the affected process
area, i.e. process owner
Approver approves the solution and
corrective actions. Closes the case
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Procedure: USER GUIDE Eltek Process Improvement tool (EPI)

Configuration and layout

Once a case is registered in EPI, a number of tabs that indicates process flow and
responsibilities will appear. The purpose of each tab is to guide each user with a specific
role related to case through the handling.

Tabs showing process

steps and roles

Tabs showing
additional information
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Procedure: USER GUIDE Eltek Process Improvement tool (EPI)

The table describes the purpose of each tab:

Tab Description Responsible/Role

 Case  Register and describe the problem, Originator, anyone with
adding KPI parameters to categorise the access to EPI
problem

 Assign case owner  Responsible assigns a case owner Responsible

 Root Cause Section for definition of the Root Cause. Case owner, Responsible
The Root cause analysis may be done by
a 8D report and attached to the case.

 Analyses & Actions Information about root cause, corrective Case owner, appointed
and preventive actions. by process/department
responsible

 Select KPI parameters Set of KPI’s. Basis for statistics and cost All active roles
calculations

 Costs  Anyone with an active role in the case can All active roles
add cost to the case. Each registration will
get a basic handling cost pr default.
Additional cost, like man-hours,
investments, travels e.t.c must be added

 Attachment  Anyone with an active role in the case can All active roles
upload relevant documentation to the
case

 Closing  Closing of case, Responsible approves the Responsible

handling and solution

 Approval  Case handling and implemented solution External approver, can

can be approved by process/department be the Responsible for
responsible, or an independent part the process/department
outside the department, e.g. Quality
assurance

 Progress log Anyone with an active role in the case can All active roles + added
view and add comments to the progress EPI users (read-only)
log , as well as copy e-mail receivers to
the list. Receivers without a specific role
have a read-only access

 Printable version Gives you an overview in print view. No All

need to click between tabs to see all
aspects of the case
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Procedure: USER GUIDE Eltek Process Improvement tool (EPI)

5 Registration by Originator

Register a new case by clicking on the menu on the top left choice.
Fields with dark blue headings are mandatory to fill in.

Follow the numbered instructions for filling in the form; check also the information button
at each field to get instructions i
4: Select
Responsible
Organization
for solving 1: Select date of 2: Select type 3: Select degree
the case Occurrence of case of severity

5: Select responsible
department if known.

6: Click on the ‘Select KPI parameters’ and

follow instructions under chapter 5.2 to fill in
relevant information

Select KPI parameters

At point 6 in the instructions above, you’ll get a new window to fill in. Enter as much
information you can about your case to help the receiving organisation to solve the case
quickly.

NB! To avoid ‘overflow’ in the printed report, only click on the lowest
level in the structure
7: Select category and 8: Select product
the details within the chosen if relevant for the case
category.
9: Select Market
participant

10: Click update (scroll down if

necessary)
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Procedure: USER GUIDE Eltek Process Improvement tool (EPI)

Finish registration
Back in the registration window; continue to fill in information about your case.
Description is mandatory and searchable .

11: Enter a description of the

case as detailed as possible.
Remember; it’s possible to Search for
all text in this area. If possible, enter
part number, order number etc.

Describe also immediate actions and

add comments if relevant

12: Click here if you 13: Finish your

want to upload an registration by clicking the
attachment to your case ‘Register’ button
(can also be done later)

Add attachment
If you clicked ‘Add attachment after registration’, a new window will occur after you hit
the Register-button. Also note that EPI has added more layers (tabs) to your registration,
indication different responsibilities for handling the case. See next chapter for more
information.

14: Browse to
find the document
you want to
upload a
document 16: Click the
‘Upload…’ button
when you have
selected the
document or link
15: or you can you want
enter a web-
address as
reference 17: Click the ‘Update’
button when you are finished
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Procedure: USER GUIDE Eltek Process Improvement tool (EPI)

Checking progress and follow up your case

Once you have registered you case, it will get an identification number that can be
searched and tracked. You will see all open cases that you have registered or have a role
in, in your overview window (second choice on the top left menu)

The case is sent to the responsible for the selected organisation. He/she will select a case
owner to solve the case. Once someone enter new information to the case, you will get
an update information in your e-mail inbox

You can also always check status of the case by clicking the yellow folder
symbol to the left of each case, to open it and view or add information. Please be aware
that if you want to add information some time after registration, the case may already be
in progress.

The case will have different tabs that reflect both process and responsibilities. Roles are
marked on top of the tab. It is coloured if the role is yours, and grey if someone else has
a role
Tabs showing process steps
and roles

View progress log to

see comments to the
case and/or add
more information

Please see chapter 1, Configuration and layout for further description about each tab
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Procedure: USER GUIDE Eltek Process Improvement tool (EPI)

Progress log
Click the Progress log tab to view updates to the case anytime. Here it is also poassible to
add more receivers on the e-mailing list. Receivers that have no active role in the case
handling will get read-only access

View progress

Add more
receivers

Add comments

6 Responsible organisation: Assign case owner

The receiver of the responsible organisation gets an information e-mail with link to the
registered case. Click on the ‘Assign case owner’ tab

Add a case owner and select

Corrective or Preventive action

Remember to click the ‘Update’

button (down to the left on the
screen)

button
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Procedure: USER GUIDE Eltek Process Improvement tool (EPI)

7 Case owner: Add analysis and actions

The Case owner gets an information e-mail with link to the registered case. Click on the
‘Analysis & Actions’ tab. Give a description of the root cause of the problem.

There may be more than one action to solve the case completely, and actions may differ
on short-term (corrective action) and long-term solutions (preventive actions)

Responsible or Case owner must add and describe necessary actions and assign other
case owners if needed to solve the problem.

1: Describe root cause

2: Click to add one

or more actions
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Procedure: USER GUIDE Eltek Process Improvement tool (EPI)

3: Select Corrective
or Preventive action

5: Set
4: If necessary, you due date
can change case owner 6: Set a warning
for this action date
7: Describe
planned action
9: When the
solution is implemented, 8: Describe
case owner ticks of executed action
‘Done’
10: Describe action
effect
12:Click ‘Update’ to finish
11: Select effect
measurement

Add attachment
Case owner or others with an active role in the case can upload relevant documentation.

1: Click the Browse-

button and select
relevant document

2: Click the
‘Upload….’ button
3: And/Or enter a
internet address
4: Remember the update-
button

Add cost
Each case will get a default handling cost that is preset by administrator. Case owner or
Responsible manager must add additional cost, i.e. man-hours or investments
(equipment, SW e.t.c)
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Procedure: USER GUIDE Eltek Process Improvement tool (EPI)

1: KPI cost is
4: If known,
automatically based
enter hours spent
on Choices made in
the KPI selection

2: Click “new
cost” to add
additional cost

3: Enter cost
values, rate and
quantity
5: Remember to
click “Update”

2: Describe
the cost
4:
Remember the
update-button
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Procedure: USER GUIDE Eltek Process Improvement tool (EPI)

8 Responsible: Closes the case

Once the case owner(s) has clicked ‘Done’ for an action, a message is sent to
Responsible. When all actions are done the responsible must approve the solution and
implementation and then close the case. Responsible must also select an approver.
Note : When reviewing the case, the Responsible person can chose to approve some
actions and reject others. This is done in the “ Action” window.

1: Describe the
basis for verification

2:
Select an
approver for
the case
3:
Close the 4: Update
case

9 Approver: Approves the case

This view is only possible to edit for the appointed approver. The approver is responsible for
verification of the effectiveness of actions taken.

1: Describe
the basis for
approval
2: Click for
approval

3:

Update
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Procedure: USER GUIDE Eltek Process Improvement tool (EPI)

10 Audits – Internal, External & 3rd part audits

All Audits shall be registered in EPI.
Audits shall be registered according to below template in the section “Problem
description”.(See examples on page 15 & 16) Findings/Non-conformities shall be registered as
actions
and handled according to instructions in this User Guide. In the Action there shall be stated if there is
a non-conformity, Improvement or Observation and with reference to the actual Requirement(s) and
Evidence. For all Audits it’s allowed to attach separate audit forms when necessary. This may be
Customers / Certification bodies reports, SQM when auditing suppliers or internal forms used by the
different organisations and that are linked to their ISO_9001/14001 management system

Type of Audit; XXXXXXXXXXXXX

Date and time; XX XXX 2011, xx:xx-xx:xx

Reference documents/Requirements etc: xxx xxxxxx

Auditors; Xxx Xxx, Xxx Xxx (lead)

Audited (company, organisation, department, persons; Xxx Xxx, Xxx Xxx

Agenda:

1. Introduction & review of previous non-conformances (if any)

2. XXX

3. XXX (include as many as necessary)

4. Summary

Audit result:

nn Positive findings, nn Non-conformance (see actions), nn Improvement suggestions

(see actions), nn Observations (see actions)

Positive findings;

1. XXX.

2. XXX. (include as many as necessary)

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Procedure: USER GUIDE Eltek Process Improvement tool (EPI)

Example 1 : Registering Audit information

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Procedure: USER GUIDE Eltek Process Improvement tool (EPI)

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Procedure: USER GUIDE Eltek Process Improvement tool (EPI)

Example 2: Registering findings

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Procedure: USER GUIDE Eltek Process Improvement tool (EPI)

5. VERSION HISTORY

Versio Date Changes

n
9 2015-04-08 Section 5: Updated KPI screen shot

Section 8: Clarified better responsibility for the responsible

Section 9: Clarified responsibility for the approver

8 2011-12-05 Section 5: Text edited and highlighted yellow
7 2011-08-24 Screenshots changed because of new look in EPI

‘Section 10: Audits – Internal, External & 3rd part audits’ added.

6 2007-09-13 Version history not kept

1-5 Version history not kept