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Work Instruction Approval Process

Work Instruction Approval Process

Software Updates   /   Jan 7th, 2020   /  A+ | a-
Migrating to a Digital Work Instruction platform has so many wonderful advantages, and now Scout Systems is excited to provide a new one to make your factory function even better. We all know what Revision Control is, but now we have the ability to give you Content Control.
 

Work Instruction Content Control


Using a program like Word for work instructions limits the accesibility of the program to 1 person at a time. Another disadvantage is all revisioning is manually done by the Designer. A major advantage of digital work instruction platforms is that it becomes a communal, "living" document, meaning multiple people can access content at the same time.

Imagine a world where you can give your Operators access to Designer, allowing them to document their work instructions the way they believe are most useful to them. In this world your staff can then be empowered by this new tool and can help secure the Tribal Knowledge that is so difficult to obtain.

Q: "No way, we need to have our Engineers and Quality teams create the instructions to ensure quality."

A: Understood, that's why you can now assign a new role: Publishing Reviewers. This way you can hand pick the reviewer (or reviewing team) to Approve or Reject any change to a digital work instruction.

Q: "Will that make it difficult to track all changes and revisions?"

A: Not with the new Change Log, now you have a very easy-to-read log that shows the Who/What/Whens of every change (including if a change was Rejected and why!).


Activate Work Instruction Approval


Activating the Approval feature is incredibly easy. A user with Admin rights simply needs to edit the Work Area of choice, and down at the bottom of the page they must select which HQ users will have Publishing Reviewer rights.
 
Work Instruction Approval Process

Once you select the Publishing Reviewer(s) the feature will be live! As soon as your Design staff attempt to publish their next change, the work instruction will be moved to the Under Review section and the Reviewer(s) will be notified.
 
Work Instruction Publishing


View From The Reviewers


Now let's take a look at the role of the Publishing Reviewer(s). They will get an email stating which unit is ready for them, but they will also see a new section in the upper navigation called "Under Review". To make life as easy as possible, any work instruction step that has not changed will be grayed-out, helping the Reviewer quickly see which step requires their attention.
 
Work Instruction Under Review

Once the Reviewer clicks on the step that they intend to review, HQ Designer now provides the user a Preview of how the instruction looks from Compass! Here the Reviewer can see all content, and either Approve of the work instruction step or Reject it and add notes for what needs to change.
 
Work Instruction Reject
While the Unit is Under Review, the Designers will no longer be able to modify any content (but they are allowed to see the preview). This is how the Unit will look to the Designer:
 
Work Instruction Under Review

After a Unit is Rejected it is unlocked to the Designer. When the Design Staff return to correct any errors they are informed of the specific change request of each Reviewer. They will know which steps require a change as they will have an orange pinstripe highlighting it. After clicking on the step, it will open the editor and at the top of the screen it will show the Change Requests.
 
Work Instruction Software Review Process

As mentioned at the top, every single action of this process is now stored and available in the Change Log.
 
Work Instruction Change Log

Major Benefits to this Approval Process

Some of you might already be eager to implement this ASAP, but others might not fully recognizing how this is such a Gamechanger. This new feature allows manufacturers to reduce their work instruction documentation costs - rather than have an Engineer or other high cost employee build your instructions, you can now have interns do the task without risking errors making it to the production floor. Allow your more expensive employees manage this project, rather than have to be heavily invested in the "weeds".

It is critical that your Operators get to have a say in this project, as they are the people who know the process best. Give them the keys so that they can document the invaluable Tribal Knowledge.

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