The form "TEAM"
Special functions, which are only accessible to special users, are the assignment of the Q-case responsible, the Q-case leader, the switching between a normal Q-case and a Q-Case Light or Top Q-Case. Furthermore, it is possible to immediately close a Q-case, which means that the incident remains registered in the system but is immediately set to closed.
Select Q-case responsible
Clicking on the icon next to the Q-Case Responsible field opens a selection box where you can select the Q-case responsible.
If a Q-case responsible person has already been defined, the corresponding name will be highlighted in red in the selection window.
If the logged-in user is a deputy, then this person can also change Q-case responsible - if the Q-case responsible has activated the option My deputies may exchange themselves. In this case, a list of the defined deputies appears when clicking on the icon.
At the top of this selection list is still a search field into which a name can be entered. The system searches for the possible name during input. The window is closed either by selecting an appropriate name, or by clicking CANCEL.
If the Q-case responsible is selected, he / she will be automatically informed by the system about his role (if the option Mailing is activated). The system then sends an e-mail to the respective person in the background, indicating that he / she has been selected as the Q-case responsible together with a link pointing to the corresponding Q-case.
If the option ***Mailing *** is activated in the system configuration, the Q-case manager can not be selected until the Q-Case responsible for the Q-case has been informed
If the person who opened the quality complaint has selected in the opening form ** Enter me as Q-case leader **, contrary to the logic described above, a Q-case leader has already been entered, although no Q-case responsible has yet been defined.
The function select Q-case leader
Due to the special requirements of a Q-case leader, this role must be assigned to the corresponding users in the system. Basically, the selection of the Q-case leader is done in the same way as the selection of the Q-case responsible: by clicking on the icon next to the field Q-case leader.
Clicking on this icon opens a selection list.
This list shows all persons who have either the role of administrator, Q-case responsible or Q-case leader. If a Q-case leader is already defined, the corresponding line is highlighted in yellow.
In order to maintain the consistency of the logic in the remaining forms (some functions only work if a Q-case leader is defined), this form gives the possibility to delete a Q-case leader, only for administrators (see right most picture)
You can also search for persons in this list by entering a name in the header. This list can be closed either by selecting a name or by clicking on CANCEL.
It is not possible for a person to be a Q-case leader and a team member at the same time. The person entered as the Q-case leader is later unavailable in the team selection list. Q-case responsibles can be part of the team.
Also the Q-case leader needs to be informed about his role. So, the system - if the option Mailing is activated - sends in the background a mail to the Q-case leader with the information that he / she was selected as Q-case leader, as well as with a linkto the corresponding Q-case.
The function Q-case Light
As already mentioned several times, one of the basic ideas of the tool is that quality complaints can be opened as simply as possible. It is a logical consequence that thus cases are opened in which the solution is already known or obvious, which meas in fact, that only the corrective measures have to be implemented. An analysis of the cause of the error is therefore not necessary.
The option Q-case Light can be disabled in the system coniguration. In this case this option is not visible.
Since the switching of a quality complaint to a Q-case Light shuts off some functions (such as the mandatory team or the team approval), this switching is only reserved for the administrators and the direct Q-case responsibles (no deputies !!)
A Q-case Light is instantly recognizable to everyone, as all forms have a blue border. In addition, an asterisk (*) is displayed behind the Q-case number in the selection list.
A normal Q-case can be converted into a Q-Case Light at any time, as long as it is not technically closed. If data has already been entered in the IMMEDIATE ACTIONS form, these data will be moved to the DEFINITIVE ACTIONS form (if the Q-case is switched back to a normal Q case, then the data will remain in form DEFINITIVE ACTIONS).
If changes have been made to the mandatory team, they will be deleted, which means that the mandatory team is reset to the default members (only important if the Q-case is reset to normal)
Data entries in Form 5 Why are deleted and can not be restored (only important if the Q-case is reset to normal).
The function Top Q-case
If a quality complaint is particularly serious / expensive / difficult to solve, then it can be classified as **Top Q-case **. This has no further consequence in the processing, but such a quality complaint can later be found more easily in the system.
A Top Q-case is instantly recognizable to everyone, as all forms have a red border. In addition, an exclamation mark (!) is displayed behind the Q-case number in the selection list.
Switching is also resticted here only for the administrators and the direct Q-case responsible (no deputies !!).
The function immediate close
The concept of the tool is based on keeping the threshold to open a quality complaint as low as possible. Therefore, it may happen that two quality complaints are opened independently of different people on the same topic, or that a quality complaint on a topic is opened for the second time, etc. Also, because of the low hurdle, too many cases may be opened but can not be resolved due to resource constraints. In such cases, it makes sense to immediately close the quality complaint again. The information remains available in the system, but the Q-case is no longer considered in the reporting (e.g. such as the cycle time).
The option Immediate close can also be switched off in the system configuration. In this case, the icon will not be displayed
As soon as an entry has been made under immediate actions, a quality complaint can no longer be closed immediately.
If you click Immdiate close an entry form will appear, in which you have to enter a reason for the immediate closure. You can either enter a text in the free text field or select one of the standard descriptions.
If the entry is saved, the error code XX - immediately closed is entered and the quality complaint is immediately stored as completed in the system.
In order to be able to trace back who has immediately closed a quality complaint, the person who does the closure will be recorded as Q-case responsible in the system