Complete a Monitoring Record
Note: Monitoring Programmes must be set up first in the Monitoring module before a Monitoring Record can be created. Click here to access the article on setting up a Monitoring Programme.
Important Note on Multiple User Record Use: Only one User should work in a Monitoring Record at any given time to ensure that the progress is not lost. If a Monitoring Record was already 'Saved' or 'Saved & Submitted' by another User while a User has the Monitoring Record open, a warning message will appear. The User will have to refresh the Monitoring Record, losing their progress, and will need to re-enter the information.
Image: Warning - Record Already Modified by Another User
The Monitoring Record has four workflow stages to be completed. Below are the steps that must be carried out in order to complete a Monitoring Record. Expand each step below for further explanation.
Note: A Monitoring Record can be raised in three ways.
For further detail on each way to open a Monitoring Record, see the article below:
-Option 1: Using the 'Add Record' Button within the Monitoring Module
-Option 2: Using the 'Actions>Add Record' Buttons of a Specific Monitoring Programme
-Option 3: Using the 'Scheduler' Option within a Monitoring Programme
After creating your Monitoring Record, the Monitoring Record workflow stage will open. The Monitoring Record workflow stage must be completed, and saved and submitted before the next workflow stage will become accessible. The other workflow stage will remain greyed out and inaccessible until the 'Save & Submit' button has been clicked for the workflow stage before it.
Image: Blank Monitoring Record
1. Date: The Date the Record was opened will auto populate within this Date Field. However, using the Calendar Field, the Date can be edited.
2. No.: The system will automatically number the lines within the Monitoring Record. A User cannot edit this number.
3. Sample: If Samples were added to the Monitoring Programme, they will appear here in the same sequence as they were added in the Monitoring Programme. If Samples were not added to the Monitoring Programme, you must select them here now, as adding a Sample is mandatory in a Monitoring Record. Samples can be selected from Master Data already uploaded to the system, namely Items, Employees, Materials, Products, Services and Hazards. [Mandatory Field]
Image: Sample Dropdown
Note: While completing the Monitoring Record workflow stage, the No and Sample fields will be frozen if the Monitoring Record has multiple Tests causing a scroll bar. This is a system set functionality and cannot be changed by the User. Once the Monitoring Record workflow stage has been 'Saved & Submitted', the No and Sample fields will no longer be frozen.
4. Trace No.: Using the open text field, enter the Trace Number relating to the Sample.
Note: The 'Trace No.' field will only appear if the 'Enable Trace No. Field' has been ticked in the Monitoring Programme.
5. Tests: The Tests added to the Monitoring Programme will appear here in the same sequence as they were added in the Monitoring Programme. Simply enter the result for each Test. Depending on the Test type, the way of entering results will vary, e.g. Attribute Test will have a dropdown field, Variable Tests will have a numerical field, etc.
Note: If a Test was provided with a Description, the text of the Description will be displayed when the Test Name is hoovered over.
Image: Description Text shown when Test Name Hoovered Over
Note: If a Test has been marked as a 'CCP' in the Monitoring Programme, the 'CCP' Warning Symbol will appear next to the Test Name.
Image: CCP Warning Icon beside Test Name
Note: If a Test Name is displayed in blue text, this indicates a hyperlink to a Document associated with the Test. The User can preview this Document by clicking on the Test Name.
Image: Test Name with Blue Text containing Document Hyperlink
Note: If a Test has been marked as Mandatory in the Monitoring Programme, the Monitoring Record cannot be 'Saved & Submitted' until said Test has been completed. A red box will appear around the Test to note that it is Mandatory.
Image: Red Box Appearing for Mandatory Test
6. Specification Result: The 'Specification Result' field will display the overall result for the line. The result is based on the outcomes of all the Variable and Attribute Tests. The Specification Result will always be the worst outcome of all of the Variable and Attribute Tests completed in the line:
- One Failed Result in the line will result in the Specification Result being 'Fail', regardless of any 'Pass Warning' or 'Pass' results.
- One Pass Warning Result in the line will result in the Specification Result being 'Pass Warning', regardless of any 'Pass' results.
7. Completed By: If the User completing the Monitoring Record has been associated with an Employee via Contact Association, the 'Completed By' field will automatically populate with the Employee Name. If the Contact Association has not been made between the User and Employee, the 'Completed By' field will be left blank and can be completed by using the Master Data dropdown. [Mandatory Field]
Note: If the 'Completed By' field has not been automatically populated in the Monitoring Record workflow stage and the person completing the Monitoring Record should be listed for each line, ensure to choose the person from the Master Data dropdown in the first line to ensure the same person is listed for all lines added going forward. If you do not wish to add the same person for all lines, ensure not to complete the first line first.
Image: Completed By Dropdown
8. X: To delete a line, click the red 'X' button.
9. Add Line: To add more lines to the Monitoring Record to complete more Test Results, click the 'Add Line' button.
Note: The Sample selected in the line before the newly added line will become the Sample of the new line. However, this can be edited using the Master Data dropdown if needed.
10. Procedure/Record: If a Document was selected in the Monitoring Programme, a blue hyperlink will appear here allowing for said Document to be previewed in the same browser window. Click on the blue hyperlink to open a pop-up preview of the attached Document.
Image: Document Preview Pop Up
11. Category: If a Category was selected in the Monitoring Programme, it will appear here in the Monitoring Record. However, the Category can be changed if needed using the Master Data dropdown.
Image: Category Master Data Dropdown
12. Report: This is an open text field that allows you to enter any additional details or an overall report for the Monitoring Record workflow stage.
13. Retest: If any Attribute or Variable Tests have Failed and you wish to carry out a Retest, tick on the Retest Box. Ticking on this box will open the 'Retest' workflow stage. If a Retest is not required, leave the box unticked, the 'Retest' workflow stage will be skipped and the 'Verification' workflow stage will be opened.
14. Save: Click the 'Save' button to save the Monitoring Record workflow stage. This will save the information added to the Record but will not move on to the next workflow stage. As this is the first workflow stage, clicking the 'Save' button will also move the Record into the Actions Tab. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered.Ensure to click the 'Save' button to save your work and come back to it later.
Note: If an Attribute or Variable Test Result been created with an 'Event Notice', when the Monitoring Record is 'Saved' or 'Saved & Submitted' a pop up screen will appear to notify the User completing the Monitoring Record of the Event Notice details. To acknowledge the Event Notice, the User must click 'Ok'.
Image: Event Notice for an Attribute Test
15. Save & Submit: Click the 'Save Submit' button to save the Monitoring Record workflow stage and move to the next workflow stage. If you choose to 'Save Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make any changes.
Remember: A Monitoring Record cannot be 'Saved & Submitted' until all Mandatory Tests have been completed.
16. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Monitoring module.
Image: Completed Monitoring Record
When the Monitoring Record workflow stage has been saved and submitted, the Retest workflow stage will open if the Retest Box has been ticked. The details of the Retest workflow stage will depend on the Attribute or Variable Tests that have resulted in a Failed Result. Only the Sample, Trace Number (if applicable) and the Failed Tests will be carried down to the Retest workflow stage.
Image: Blank Retest
1. No.: The system will automatically number the lines within the Monitoring Record. A User cannot edit this number.
2. Sample: The Samples that were connected with the Failed Tests will populate here. However, the Samples can be changed using the Master Data dropdown if needed. [Mandatory Field]
3. Trace No.: The Trace Numbers that were connected with the Failed Tests will populate here. However, the Trace Numbers can be changed using the open data field if needed.
Remember: The 'Trace No.' field will only appear if the 'Enable Trace No. Field' has been ticked in the Monitoring Programme.
4. Failed Tests: The Failed Attribute or Variable Tests from the line will populate here, providing the User with the opportunity to Retest said Tests.
Note: If you have ticked on the 'Retest' box in the Monitoring Record workflow stage but none of the Attribute or Variable Tests have a Failed Result, the Retest workflow stage will be open with no data from the Monitoring Record workflow stage. It will simply state 'No Failed Tests'.
Image: No Failed Tests
5. Specification Result: The 'Specification Result' field will display the overall result for the line. The result is based on the outcomes of all the Variable and Attribute Tests. The Specification Result will always be the worst outcome of all of the Variable and Attribute Tests completed in the line:
- One Failed Result in the line will result in the Specification Result being 'Fail', regardless of any 'Pass Warning' or 'Pass' results.
- One Pass Warning Result in the line will result in the Specification Result being 'Pass Warning', regardless of any 'Pass' results.
6. Completed By: If the User completing the Retest has been associated with an Employee via Contact Association, the 'Completed By' field will automatically populate with the Employee Name. If the Contact Association has not been made between the User and Employee, the 'Completed By' field will be left blank and can be completed by using the Master Data dropdown. [Mandatory Field]
7. Add Line: Click the 'Add Line' button to add more lines to the Retest.
Note: The Sample selected in the line before the newly added line will become the Sample of the new line. However, this can be edited using the Master Data dropdown if needed.
Note: If a line is added, it cannot be removed.
8. Report: This is an open text field that allows you to enter any additional details or an overall Report for the Retest workflow stage.
9. Save: Click the 'Save' button to save the Retest workflow stage. This will save the information added to the Record but will not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered.Ensure to click the 'Save' button to save your work and come back to it later.
10. Save Submit: Click the 'Save Submit' button to save the Retestworkflow and move to the next workflow stage. If you choose to 'Save Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make any changes.
Remember: A Retest cannot be 'Saved & Submitted' until all Mandatory Tests have been completed.
11. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Monitoring module.
Image: Completed Retest
Image: Blank Verification
1. Requirements: The Requirements (questions) from the Verification Checklist selected in the Monitoring Programme will appear here. The default system Verification Checklist contains a single question: 'Have samples passed all required test specifications?'. Requirements cannot be edited within the Monitoring Record.
2. Result: The Verification Checklist Default Response selected in the Monitoring Programme will appear here. However, it can be changed in the Monitoring Record using the system set options, 'Yes', 'No' or 'Not Applicable'. Simply click the Result box to change the option seen.
3. Report: This is an open text field that allows you to enter any additional details or an overall Report for the Verification workflow stage.
4. Decision: Using the two options, confirm the Decision for the Monitoring Record, 'Release' or 'Nonconformance/Deviation'. By default, the 'Release' Decision is selected. If the Monitoring Record is 'Saved & Submitted' with the 'Release' Decision, the Monitoring Record will be marked as completed and move to the 'Complete' tab in the Monitoring module. If the 'Nonconformance/Deviation' Decision is selected, the Nonconformance/Deviation workflow stage will open.
5. Save: Click the 'Save' button to save the Verification workflow stage. This will save the information added to the Record but will not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered.Ensure to click the 'Save' button to save your work and come back to it later.
6. Save Submit: Click the 'Save Submit' button to save the Verification workflow and depending on the 'Decision' made, either close the Record or move to the Nonconformance/Deviation workflow stage. If you choose to 'Save Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make any changes.
7. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Monitoring module.
Image: Completed Verification After 'Release' Decision (Record Completed and Closed)
Image: Completed Verification After 'Nonconformance/Deviation' Decision (Re-clean Workflow Open)
Image: Blank Nonconformance/Deviation
1. Deviation and Root Cause: In this open-text field, enter the Root Cause and other Details for the Nonconformance/Deviation.
2. Action Required: This is an open-text field where you can define the required Actions to deal with this Nonconformance/Deviation.
3. Responsible Employee: Use the Master Data dropdown to select the Employee that will be responsible for the Action
4. Deadline Date: Using the Calendar field, select the Deadline Date for the Action to be completed.
Note: A Nonconformance or Corrective Action Record will not be automatically created in the system when the 'Nonconformance/Deviation' workflow stage is completed. If you wish to raise a Nonconformance or Corrective Action Record for this Monitoring Record, click the 'Actions' button and select 'Add Related Record>Nonconformance' or 'Add Related Record>Corrective Action'.
5. Completed By: Use the Master Data dropdown, select the Employee who completed the Action. This may or may not be the same Employee as selected in the 'Responsible' column.
6. Completed: Using the Calendar field, select the date that the Action was actually completed.
7. X: Click the red 'X' button to delete a Deviation Action.
8. Add Line: Click 'Add Line' to add more lines to detail the Deviation Actions.
9. Report: This is an open text field that allows you to enter any additional details or an overall Report for the Nonconformance/Deviation workflow stage.
10. Save: Click the 'Save' button to save the Nonconformance/Deviation workflow. This will save the information added, but not complete the Record. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered.Ensure to click the 'Save' button to save your work and come back to it.
11. Save Submit: Click the 'Save Submit' button to save the Nonconformance/Deviation workflow stage and complete the Record. As this is the final workflow stage, if you choose to 'Save Submit', the final workflow stage will be closed, and the Record will be moved from the 'Actions' tab to the 'Complete' tab. Going forward, you must click the 'Edit' button to re-enter the stage to make any changes.Once the Record has been moved to the 'Complete' tab, it cannot be moved back to the 'Actions' tab.
12. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Monitoring module.
Image: Completed Nonconformance/Deviation
