diff --git a/content/applications/inventory_and_mrp/plm.rst b/content/applications/inventory_and_mrp/plm.rst index 0d46c7c09..04527d184 100644 --- a/content/applications/inventory_and_mrp/plm.rst +++ b/content/applications/inventory_and_mrp/plm.rst @@ -17,3 +17,4 @@ With approvals, key stakeholders can review changes before implementation. :titlesonly: plm/manage_changes + plm/management diff --git a/content/applications/inventory_and_mrp/plm/manage_changes.rst b/content/applications/inventory_and_mrp/plm/manage_changes.rst index 38e3bca81..10cdc2c61 100644 --- a/content/applications/inventory_and_mrp/plm/manage_changes.rst +++ b/content/applications/inventory_and_mrp/plm/manage_changes.rst @@ -5,6 +5,6 @@ Change management .. toctree:: :titlesonly: - manage_changes/eco_type manage_changes/engineering_change_orders + manage_changes/eco_type manage_changes/version_control diff --git a/content/applications/inventory_and_mrp/plm/management.rst b/content/applications/inventory_and_mrp/plm/management.rst new file mode 100644 index 000000000..2cea6be21 --- /dev/null +++ b/content/applications/inventory_and_mrp/plm/management.rst @@ -0,0 +1,8 @@ +================== +Project management +================== + +.. toctree:: + :titlesonly: + + management/approvals diff --git a/content/applications/inventory_and_mrp/plm/management/approvals.rst b/content/applications/inventory_and_mrp/plm/management/approvals.rst new file mode 100644 index 000000000..32f8a6109 --- /dev/null +++ b/content/applications/inventory_and_mrp/plm/management/approvals.rst @@ -0,0 +1,160 @@ +========= +Approvals +========= + +.. |ECO| replace:: :abbr:`ECO (Engineering Change Order)` +.. |ECOs| replace:: :abbr:`ECOs (Engineering Change Orders)` + +.. _plm/approvals: + +Notify stakeholders and managers automatically by assigning approvers to stages of :ref:`engineering +change orders ` (ECOs) under review. Changes can only be applied after the assigned +approver accepts them. Approvals ensure reviews by team members, which prevents mistakes and +premature actions. + +.. seealso:: + :ref:`Stage configuration ` + +Add approver +============ + +To add an approver, first go to the :menuselection:`PLM app`, and click on the project card of an +ECO type to open the Gantt view of the |ECOs|. + +On the :guilabel:`Engineering Change Orders` page, hover over the intended stage, and select the +:guilabel:`⚙️ (gear)` icon. Then, click :guilabel:`Edit` to open a pop-up window. + +.. note:: + Approvers can be added to any stage, but it's strongly recommended to assign them to the + *verification* stage, which comes before the *closing* stage, where |ECOs| are applied, and the + :abbr:`BoM (Bill of Materials)` version is updated. + + See the documentation about :ref:`stage types ` for more information. + +.. _plm/approvals/approval-type: + +In the :guilabel:`Edit` stage pop-up window, click the :guilabel:`Add a line` button, located under +:guilabel:`Approvals`. Then, type in the approver's position (or title) under :guilabel:`Role` (e.g. +`Engineering Manager`, `Quality Team`, etc.), and select the relevant :guilabel:`User` from the +drop-down menu. + +Next, set the :guilabel:`Approval Type` to :guilabel:`Is required to approve`, :guilabel:`Approves, +but the approval is optional`, or :guilabel:`Comments only`. + +.. example:: + Assign the `CTO`, "Mitchell Admin," as a required approver for |ECOs| in the `Validated` stage in + the `New Product Introduction` ECO type. + + Approvals from the quality and marketing teams are **not** required to apply changes to the |ECO| + because their :guilabel:`Approval Type` is set to :guilabel:`Approves, but the approval is + optional` and :guilabel:`Comments only`, respectively. + + .. image:: approvals/approvers.png + :align: center + :alt: Set an approver that "Is required to approve" ECOs in the "Validated" stage. + +Manage approvals +================ + +Approvers can easily track their to-do approvals by navigating to the :menuselection:`PLM app`, and +looking at the card for an ECO type, which shows the count of open tasks assigned to them. + +Here's what each button on an ECO project card does: + +#. The :guilabel:`# Engineering Changes` button displays a count of in-progress |ECOs| of this ECO + type. Clicking the button opens the Gantt view of the :guilabel:`Engineering Change Orders` page. +#. :guilabel:`My Validations` displays a count of |ECOs| the approver must accept or reject. + Clicking on this button displays |ECOs| pending approval or rejected (marked with the red + :guilabel:`Blocked` state). +#. The :guilabel:`All Validations` button shows the count of |ECOs| awaiting approval or rejected by + any approver. Clicking it reveals these pending |ECOs|. +#. :guilabel:`To Apply` displays a count of |ECOs| to which the user needs to apply changes. + Clicking on the button displays all the |ECOs| to approve, and apply changes to, in the + verification stage. + + |ECOs| marked with the green :guilabel:`Done` stage have already been approved, and the user just + needs to click on the |ECO| to enter the form view, and click the :guilabel:`Apply Changes` + button. + +.. image:: approvals/validation-overview.png + :align: center + :alt: Display count of validations to-do and buttons to open filtered list of ECOs. + +Approve ECOs +------------ + +Navigate to an |ECO| in a verification stage, while logged in as the assigned approver, to see the +:guilabel:`Approve`, :guilabel:`Reject`, and :guilabel:`Apply Changes` buttons. + +To approve the |ECO|, and apply the changes onto the production :abbr:`BoM (Bill of Materials)`, +click :guilabel:`Approve`, and then :guilabel:`Apply Changes`. + +Note that the :guilabel:`Apply Changes` button will **not** work unless the :guilabel:`Approve` +button was clicked first. Additionally, the chatter logs the history of the clicked buttons. + +.. warning:: + When the :guilabel:`Approval Type` is **not** set to :guilabel:`Is required to approve`, approval + from the associated user is not needed before applying changes with the :guilabel:`Apply Changes` + button. Thus, the :guilabel:`Apply Changes` button **will work** without requiring the + :guilabel:`Approve` button to be clicked first. + +Automated activities +-------------------- + +When an |ECO| is moved to a verification stage, a planned activity is automatically created for +assigned approvers to review the |ECO|. Approvers receive a notification in their activities inbox, +accessible through the :guilabel:`🕘 (clock)` icon at the top of the page. + +In the to-do task list, the :guilabel:`Engineering Change Order (ECO)` notification displays the +number of activities marked :guilabel:`Late`, :guilabel:`Today`, and :guilabel:`Future`. Clicking on +each of these buttons shows a filtered Gantt view of the respective |ECOs|. + +.. example:: + Scheduled activities are shown as a number on the :guilabel:`🕘 (clock)` icon, with `5` |ECOs| + pending approval :guilabel:`Today`. Currently, there are `0` :guilabel:`Late` or + :guilabel:`Future` |ECOs|. + + .. image:: approvals/todo-list.png + :align: center + :alt: Show scheduled approvals notifications for the user. + +By clicking a pending |ECO|, a *planned activity* for :guilabel:`ECO Approval` is recorded in the +chatter. Click on the :guilabel:`i (Info)` icon to view additional information, including the +approval's :guilabel:`Created` date, the approver :guilabel:`Assigned to` it, and the due date. + +.. image:: approvals/planned-activity.png + :align: center + :alt: Show additional details of the planned ECO approval. + +Follow-up activities +~~~~~~~~~~~~~~~~~~~~ + +When |ECOs| are rejected, tasks need to be assigned to project members for required modifications +before |ECO| approval. To create tasks with deadlines, navigate to the rejected |ECO| form, and go +to the chatter. + +Select the :guilabel:`Mark Done` button in the :guilabel:`Planned Activities` section of the chatter +to close the activity, and open a pop-up window for creating tasks. + +.. image:: approvals/mark-as-done.png + :align: center + :alt: Show *Mark Done* window to show *Done & Schedule Next*, *Done*, and *Discard* buttons to + close the planned activity. + +In the :guilabel:`Mark Done` window, click :guilabel:`Done & Schedule Next` to open a new +:guilabel:`Schedule an Activity` window. Next, set the :guilabel:`Assigned to` team member and the +:guilabel:`Due Date` for completing the changes. Provide task details in the :guilabel:`Summary` +field and the text box. Click the :guilabel:`Schedule` button to close the window. + +After closing the window, on the |ECO| form, move the |ECO| back one stage. Doing so ensures that +when the team member completes the changes, and returns the |ECO| to the verification stage, a new +:guilabel:`ECO Approval` task is created for the approver. + +.. example:: + The approver creates an activity for the :guilabel:`Responsible` of the |ECO|, `Laurie Poiret`, + that details the changes required for the approver to :guilabel:`Accept` the |ECO|. Clicking the + :guilabel:`Schedule` button creates a planned activity for Laurie due on `08/15/2023`. + + .. image:: approvals/schedule-an-activity.png + :align: center + :alt: Create a scheduled activity for follow-up changes to a rejected ECO. diff --git a/content/applications/inventory_and_mrp/plm/management/approvals/approvers.png b/content/applications/inventory_and_mrp/plm/management/approvals/approvers.png new file mode 100644 index 000000000..6811427f5 Binary files /dev/null and b/content/applications/inventory_and_mrp/plm/management/approvals/approvers.png differ diff --git a/content/applications/inventory_and_mrp/plm/management/approvals/mark-as-done.png b/content/applications/inventory_and_mrp/plm/management/approvals/mark-as-done.png new file mode 100644 index 000000000..d8b6308e8 Binary files /dev/null and b/content/applications/inventory_and_mrp/plm/management/approvals/mark-as-done.png differ diff --git a/content/applications/inventory_and_mrp/plm/management/approvals/planned-activity.png b/content/applications/inventory_and_mrp/plm/management/approvals/planned-activity.png new file mode 100644 index 000000000..83cd58cb9 Binary files /dev/null and b/content/applications/inventory_and_mrp/plm/management/approvals/planned-activity.png differ diff --git a/content/applications/inventory_and_mrp/plm/management/approvals/schedule-an-activity.png b/content/applications/inventory_and_mrp/plm/management/approvals/schedule-an-activity.png new file mode 100644 index 000000000..6753a67d3 Binary files /dev/null and b/content/applications/inventory_and_mrp/plm/management/approvals/schedule-an-activity.png differ diff --git a/content/applications/inventory_and_mrp/plm/management/approvals/todo-list.png b/content/applications/inventory_and_mrp/plm/management/approvals/todo-list.png new file mode 100644 index 000000000..7f000a430 Binary files /dev/null and b/content/applications/inventory_and_mrp/plm/management/approvals/todo-list.png differ diff --git a/content/applications/inventory_and_mrp/plm/management/approvals/validation-overview.png b/content/applications/inventory_and_mrp/plm/management/approvals/validation-overview.png new file mode 100644 index 000000000..b32618388 Binary files /dev/null and b/content/applications/inventory_and_mrp/plm/management/approvals/validation-overview.png differ