What are Processes?
Processes are a key entity in CiteOps, as plans are made on a process level. Your site might call them working groups, teams, area or something else.
Some examples of Processes are 'Development', 'Fixed Maintenance', or 'Reduction Line'. You might also have a 'Site-wide' process and others.
Defining processes are key to perform tasks and reports, track shift performance by KPIs, and plan and schedule resources in CiteOps. This guide explains how you can accomplish this.
Most screens are organised by Processes, e.g. in the Planning Board or the Actual Screen, you select which Process you would like to look at in the drop-down menu. User access can be limited to certain processes, check out the Roles & Responsibility Article for more information on access levels.
Adding a Process
Before you add the process, define your Departments in the Manage Screen, since a Process will need to be allocated to one Department.
Navigate to the Manage Screen and the 'Processes' Section
Click 'Add Process'
Fill in the Process details
Enter Process Name (e.g. 'Mobile Maintenance').
Enter Process Short Code (e.g. 'MM3'). This Short Code will be used on various screens, so select a meaningful abbreviation.
Select the Department the Process will belong to (e.g. 'Maintenance & Services'). Please note, only one department can be selected per Process.
Select the Crew Leader, by occupation, who will be responsible for the Process and who can close out tasks of the Process Plan (for example the Deputy or Face Boss). If you have not defined the occupations yet, you can come back and select the Crew Leader later.
Select the Process Type
The Process is related to Production (e.g. Development)
The Process is related to Service (e.g. Maintenance)
The Process does not belong to the Other two categories (e.g. Shift Coordinator Notes)
Select Task Assignment
When planning shifts you may want to assign a task from your Process to another Process, e.g. you may want to assign a task from Process 'Maintenance' to Process 'Production'. In CiteOps, these cross-functional Tasks are referred to as "Shadow Tasks", when adding a Process you can choose whether your Process can accept or assign Shadow Tasks.Click Yes, if your Process Can Accept Tasks
Click Yes, if your Process Can Assign Tasks
Click Always, if your Process Can Assign Tasks and alert Planners
7. Tick the checkbox if the Process Manages Equipment (requires equipment)
8. Tick the checkbox if the Process Manages People (requires staff)
9. Set Show On options: CiteOps allows users to select the visibility of the process in the system and its reports.
Users can select which CiteOps screens (Planning Board, 24/48 Hour Schedule & Equipment Schedule) the Process can be viewed and edited on.
Tick the checkbox to show the Process and plan its Tasks on the Planning Board screen
Tick the checkbox to show the Process and schedule its Tasks on the 24 / 48 Hour Schedule screen
Tick the checkbox if you’d also like to schedule the Process’s equipment through the Equipment Schedule screen (Please note, this option is not available if your Process does not require equipment.)
Tick the SMARTBOARD to display the KPIs selected in the SMARTBOARD section in the Actual screen.
Tick Operation Report so that the process will be included in the reports
Tick Scheduler to plan and show process in the scheduler screen.
Show additional information in the Shift plan by ticking Show 5 WHY, Show checklist and Show Notes, Issues and Actions.
10. You can display maximum six KPIs by time period ("Current Week" or "Month To Date") on your Smartboard. (Please note that this option is not available if you haven't selected the Smartboard option in the Show On section.)
11. Select a KPI to show it on the Day Shift / 24 Hour Report KPI Summary section by the KPI’s Short Code (Please note, the selected KPI can be shown in the report By Department, if you tick this checkbox.)
12. Check that the Active checkbox is ticked so your Process will be enabled in CiteOps (Please note, the ticked Create ShiftPlans checkbox activates the Shift Plans for your Process.)
Info!
If the Active checkbox is unticked and the Process is saved (by the Close button), the Process List will show the Process with a "false" value on the Active column.
13. Click Close if you don't want to add default KPIs for the Process
To set Default KPIs
1. Click on the Default KPIs tab
2. Select the default KPIs for the process by click on the icon. Enter the default target of the KPI if necessary. Click Save
Editing a Process
1. Click on the Manage icon
2. Click List in the Process section.
3. Double click on the process that you want to edit
4. Modify the Process details as required
Info!
The Shift Plan Report section allows users to configure the Shift Plan Report by enabling optional features such as
Show 5 WHY: 5 Why (True Why) is a management tool to analyse the root cause of an event.
Additional Tasks Lines: allows Crew Leaders to record additional tasks that were finished during the shift in the report. The entered number will determinate the number of the lines of this section
Top Delays And Or Stoppages Lines: allows Crew Leaders to enter details (such as equipment, time, reason and action) of delays and / or stoppages.
Click the "Disable…" button to disable / deactivate the process and delete existing Shift Plans.
When a Process is disabled, it can be activated by the "Enable…" button (after editing the Process).
4. To edit the Process's KPIs, click on the Default KPI tab
5. Modify the KPIs details as required
6. To set the Process's Citect connection, click on the Citect Details tab
7. Add Citect details (if applicable)
8. To set the Process's Checklist Questions, click on the Checklist tab
Info!
Checklist tabs is enabled when the Checklist Questions section (on Manage Screen) has a tick in the Processes checkbox of the Available To section.
9. Select the relevant Checklist Questions for the Process (if applicable)
10. To set the Process's locations, click on the Locations tab
11. Select the relevant locations for the Process (if applicable)