Rapport 3 - User Community

Overview

The main purpose of the QA Module is to provide a checklist of documents and actions based on centralised templates. The actions/tasks can be auto assigned to the project internal team based on team role.

Creating a QA Template

• Go to the control panel at the bottom left hand of the screen. Then select projects and QA Gateway:

Templates

• Click the “Templates” menu item and enter a template name and description before clicking save. This creates a template and the name will be visible from the project dashboard as an option to select.

Stages

• Clicking the “Stages” menu item opens a new screen. Here a series of Stages can be added to the template. These stages (also known as Gateways) provide a method of grouping tasks/actions together, providing a simple workflow.

• Select the correct template from the “Template” dropdown and then add the stages in the “Stage Name” column. There is no limit to the number of stages allowed. At the far end of each line is a document icon – clicking this allows guidance notes to be added.

• Clicking the icon above from the Gateway Document panel on the Project Dashboard will present the user with the guidance notes. Editing the guidance note displays the following window:

• The pop-up allows the formatting of text and the adding of hyperlinks, which can include links to Microsoft SharePoint files or Google Docs.

Items

• Clicking the “Items” menu item is the final tier and contains the individual     
  tasks/actions that reside within a stage.
• To start adding items, select the Template and then the Stage. To add an item, enter information in the table starting with the “Item Name” column. See table below:

Column Heading	Description
Delete icon	Removes the item/action for the template and all projects using the template.     Warning: This removes the item from projects already using the template – so use with caution.
Up/down arrow icon	Allows for the item/action to be moved up and down the list.
Item Name	The display name for the item action.
Item Type	Document – This action is only completed once a document has been uploaded.     Manual Confirmation – This presents the user with two options of either confirming the action has been satisfactorily completed or isn’t required.     Data Check – See advanced
Key Item	Yes – The item is mandatory and appears automatically     No – The action must be added to the project as an additional item.
Field Check	See advanced options
Field Table	See advanced options
Field Filter	See advanced options
Field SP	See advanced options
Field Link	See advanced options
Guidance	Allows for guidance at an item level. (Works in the same way as Stage guidance)

Advanced Options

Selecting “Data Check” from the Item Type dropdown allows the QA module to apply certain confirmation logic. So, for example, an action/task could be “Confirm Project Status is Live”; 

With the row being populated as below. 

- Field Check = PA018 (the field reference for project status)     
- Field Table = tbl_PA0 (the database table the field PA018 resides)     
- Field Filter = PA001 (The parameter passed back to ensure the correct record is checked – in this case it’s the project id) 

From a user’s perspective, the “Gateway Documents” panel on the project dashboard will display a new stage colour: 

• Green = Done 
• Red = Pending, 
• Orange = Data Present 

So, if the action is Orange is means the status has been populated and it’s for the user to confirm the data is correct. 

An even more advanced level is the Field SP, which allows a Database stored procedure to be run to provide the logic. This function would require Cubic Interactive to get involved. 

*PLEASE NOTE: The Field Check, Field Table and Field Filter require precision and any inconstancy or misspelling will result in an error for the end user. We advise seeking help from Cubic Interactive when populating this area. 

Field Link: This allows a hyperlink URL to be entered and provides fast access to either an edit screen within Rapport3 or to an unrelated website.

For external sites use the prefix http://,so http://www.bbc.co.uk/news for example.

For Rapport3 pages use the following format “/applications/pa/pa_0.asp”.     
Looking at the webpage URL for the page you want to redirect the user provides the correct text string. So, for example, if you want to redirect the user to the Project detail tab, clicking the tab and checking the browser provides the following URL    
https://guidemo.rapport3.com/applications/pa/pa_0.asp.

Roles and Links

The roles and links area allows auto assignment of tasks based on the internal team role and a prerequisite task being completed first, if required. Actions generated here only affect the Homepage Dashboard Panel – QA Tasks.

• Selecting the template and stage from the dropdowns provided, lists all the actions within this filter.

Homepage QA Dashboard

The Tasks panel on the dashboard displays a list of projects with actions that have been automatically assigned against the logged in user. These tasks are automatically assigned by the QA template selected and the role the user fulfils on the project.

When setting up a QA template, one option is to assign the task against a project internal team role.     

Some roles are automatically fulfilled on a project when then project is first created. So, for example, Project Director is often a mandatory field at project creation. Any QA tasks that have been assigned to the Project Director role will be sent to the individual assigned this role.

• Additional roles can be introduced to the Projects, Internal Team tab by adding a new team member and editing the Role dropdown, see below:

Only staff with security access can do this. This list is the same list used to assign roles to the QA task, from within the QA template builder, found in the Control Panel.

• On the homepage QA Dashboard, clicking the up and down arrow icon  against each project displays the tasks outstanding and assigned to the logged user.  
• The two standard QA action types will be visible once clicking the dropdown on each project. Clicking on the icon found on the right-hand side of the row will allow the user to interact with the action.

The two type are as follows;

 Opens a pop-up to allow confirmation that the task has been completed or    
isn’t required.

 Opens the document upload dialog box. Once open click the “Choose File”    
button and remember to click the  to upload.

• Clicking the underlined project name redirects the user to the project dashboard.

*PLEASE NOTE: Any documents uploaded are uploaded to the Cloud. Once the task has been actioned it will disappear from the list.  

Gateway Document Dashboard

The Gateway Documents panel displays information to maintain a quality assurance checklist of documents and actions for a project:

	Displays the currently active gateway stage. Progress to the next stage only occurs once all the key items for this stage have been approved
	Gateway stage heading with the key items for the stage listed beneath
	Document to be provided
	Document provided
	Data required
	Data verified
	Data checked by system, but needs to be verified. e.g. Client name and address
	Action required
	Action completed
	Hover mouse over a document, data or action icon to view its current provision and review status
	Click to add additional documents, data items or actions not in the gateway stage's key item list
	Additional item added example. Has grey title text. Starts with a white background (maybe amber with certain data options), rather than red. Green background when processed
	Click to view details of the output and objectives targets for a gateway stage
	Click to open or close toolbox
	Click to upload a document
	Click to view all files upload for an item
	Click to view the audit trail history for an item
	Click to add or edit a note for an item
	Click to confirm that an item has been provided.
	Click to view guidance notes for an item.
	Click to reset an item.

Gateway Reviews Tab

The Projects, Gateway Reviews tab displays information which allows a gateway stage's key items to be reviewed and, if meeting the required criteria, approved. The window is divided into two panels:

The top panel lists all the individual gateway reviews that have been carried out for a project:

	Click to create a new gateway review for the project
	Click to edit the highlighted review
	Click to delete the highlighted review
Gateway Name	The name of the reviewed gateway stage
Review Date	The date that the review was carried out. By default, this is in chronological order with the most recent review at the top of the list
Reviewer	The member of staff who conducted the review
Reviewee	The member of staff who is responsible for the project (the job runner)
N/C	Indicates the number of key items for the gateway stage which have been marked as non conformance items by the reviewer
Pass	Indicates the number of key items which have been approved by the reviewer.  When all the key items for a gateway stage have been approved, the system will automatically default to the next gateway stage for the project

The bottom panel displays the gateway items for the specific gateway review which is highlighted in the top panel:

	Click to save the review
Name	Name of the item. Key items are in black text, additional items are in grey text
Type	Item type (Document, Data or Action) with a colour coded review indicator. By default, they are labelled in red (DOC), i.e. not ready to review, but once an item has had a document, data or an action attributed against it on the overview page, the colour changes to green (DOC) indicating the item is ready to review
NA	A tick  is displayed against an item if it has been marked as not relevant or needed for the project
	Click to view the audit trail history for an item
	Click to view or edit a note that has been attached to an item
	Click to view the item
Status	Allocate the review status for an item as Approved or Non Conformance
Note	Add a note if required, e.g. to state the reason why the item has been given a non conformance status