adaptive task manager user guide

7/29/2019 Adaptive Task Manager User Guide

1/16

Adaptive Task Manager User Guide

TM version: 1.4-192 Issue 2.01

1

www.adaptivebms.com

Adaptive Task Manager

User Guide


2/16



2

www.adaptivebms.com

ContentsContents................................................................................................................................. 2

Introduction............................................................................................................................ 3

Task Manager Purpose ............................................................................................................. 3

Task Manager Features ............................................................................................................ 4

Log In To Task Manager............................................................................................................ 5

Raising a New Task .................................................................................................................. 6

Selecting, Searching and Viewing Tasks ...................................................................................... 7

Progressing a Task ................................................................................................................... 8

Closing a Task.......................................................................................................................... 9Notification E-mail Function.................................................................................................... 10

Changing Personal Information ............................................................................................... 10

Adding New Users ................................................................................................................. 11

Adding/Changing a Business Function ...................................................................................... 12

Adding an Organization .......................................................................................................... 13

Task Graphs and KPIs ............................................................................................................ 14

Producing an 8D Report ......................................................................................................... 14

Exporting Data ...................................................................................................................... 14

Task Reminder Feature .......................................................................................................... 14

Improvement Tools ............................................................................................................... 14

Language Translator .............................................................................................................. 15

Security ................................................................................................................................ 15

System Requirements ............................................................................................................ 16

Tablet PCs and Hand Held Devices ........................................................................................... 16

Support ................................................................................................................................ 16


3/16



3

www.adaptivebms.com

IntroductionThis guide provides Task Manager users with simple instructions on how to use the system.

Most Task Manager questions should be answered within this document. If you are unable

to find the answers to your question then please [email protected]

more information.

How to request an Adaptive Task Manager account?

To request a fully functioning Task Manager evaluation account, please click on the

Create a Task Manager evaluation account link on the Adaptive home page:

adaptivebms.com

Task Manager Purpose

Adaptive Task Manager provides an electronic 8D Corrective Action and Preventative Action

(CAPA) process, plus additional analysis tools. The system allows internal and external users

to log in to a single server from anywhere in the world to record and progress improvement

opportunities.

Task Manager ensures that new issues are assigned to the right person in your organization,

stakeholders are kept informed of progress via auto e-mail updates.

Adaptive Task Manager is intuitive to learn, easy to use and secure. The system will allowyour business to quickly gain the competitive edge.
mailto:[email protected]:[email protected]:[email protected]://adaptivebms.com/Create_Adaptive_Task_Manager_evaluation_account/http://adaptivebms.com/Create_Adaptive_Task_Manager_evaluation_account/http://adaptivebms.com/Create_Adaptive_Task_Manager_evaluation_account/http://adaptivebms.com/http://adaptivebms.com/http://adaptivebms.com/http://adaptivebms.com/http://adaptivebms.com/http://adaptivebms.com/Create_Adaptive_Task_Manager_evaluation_account/mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


4/16



4

www.adaptivebms.com

Task Manager Features Supports ISO 14000, AS 9100 Rev. C & D, ISO 9001:2008 and ISO/TS 16949:2002

(sections 8.5.2 and 8.5.3)

Online Corrective Action Reports (CARs)

Progress tasks through the 8D problem solving process

Automatically allocate task responsibility

Automatic e-mail notification

Prioritize issues

Monitor issue closure to measure organizational improvement

Improvement statistics and data download

Access to premium analysis tools (templates for the Microsoft Office suite of

applications)

Multilingual translator function

Users can be located anywhere in the world

Instant deployment

No software install required

Comprehensive multilingual user guide

Mobile device compatible

8D report generation

Lots more...


5/16



5

www.adaptivebms.com

Log In To Task ManagerNavigate to the Task Manager log in page using your Internet browser:

https://tm.adaptivebms.com/

To enter the Task Manager system, type in your User Email address and Password as

prompted on Log in screen. Then click the Log in icon, you will then enter the Task Manager

system.
https://tm.adaptivebms.com/https://tm.adaptivebms.com/https://tm.adaptivebms.com/https://tm.adaptivebms.com/https://tm.adaptivebms.com/https://tm.adaptivebms.com/https://tm.adaptivebms.com/https://tm.adaptivebms.com/https://tm.adaptivebms.com/https://tm.adaptivebms.com/


6/16



6

www.adaptivebms.com

Raising a New TaskTo raise a new task click the Add a new task link in the left side bar. The Add a new task

page will be displayed. Fill in the prompted information as required:

Enter a description of the problem or opportunity

Briefly describe the opportunity or problem. Be clear, concise and descriptive.

Which organization is responsible?Select the responsible organization for the task.

Note: Task Leaders may change the responsible organization once the issue has

been assigned.

Select a priority

Select the relevant severity rating for the task. This rating may be used to help

prioritise open tasks.

Note: Task Leaders may change the severity once the issue has been assigned.

Which business function or department is responsible?

Select the responsible Business function for the task.

Note: Task Leaders may change the responsible Business function once the issue has

been assigned.

Select a target closure date

Select the target closure date for the task.

Click the Raise Issue button to record, or the Leave without saving link to abandon

the changes.


7/16



7

www.adaptivebms.com

Selecting, Searching and Viewing TasksThere are two methods of accessing tasks, these are described below:Your tasks (raised or assigned)

In the Home area select tasks that you have raised or have been assigned by clicking

on either the Assigned Issues or Raised Issues tabs. Select and click on the task that

you want to view.

All tasks

In the left side bar select the Tasks link. All tasks will be displayed.

Use the filters to navigate the Tasks, click on apply filter to activate your selection.

Select and click on the task that you want to view.


8/16



8

www.adaptivebms.com

Progressing a Task

Task Manager 8D elements

Task Manager provides an 8D or CAPA style framework for users to follow. The use

of all the 8D elements is not mandatory within the system. Elements can be omitted

depending on task requirement. Uncompleted elements display the ? icon in their

tab. Completed icons will display a tick icon. The Task Manager progression

elements are as follows:

D0-Summary - Amber

This is completed when raising an issue. Determine the prerequisites.

D1-Team - Amber

Establish a team of people with product/process knowledge.

D2-Problem statement - Amber

Specify the problem by identifying in quantifiable terms the who, what, where,

when, why, how, and how many (5W2H) for the problem.

D3-Interim containment - Yellow

Define and implement containment actions to isolate the problem from any

custom

D4-Root cause analysis - Blue

Identify all applicable causes that could explain why the problem has occurred.

Also identify why the problem has not been noticed at the time it occurred. All

causes shall be verified or proved, not determined by fuzzy brainstorming. One can

use 5 Whys or Ishikawa Diagrams to map causes against effect/problem identified.

D5-Permanent solution - Blue

Through pre-production programs quantitatively confirm that the selected

correction will resolve the problem for the customer.

D6-Solution deployment - Green

Define and Implement the best corrective actions.

D7-Preventative measures - Green

Modify the management systems, operation systems, practices, and procedures to

prevent recurrence of this and all similar problems.

D8-Recognition statement - Green

Recognize the collective efforts of the team. The team needs to be formally

thanked by the organization. 8D has become a standard in the Auto, Assembly and

other industries that require a thorough structured problem solving process usinga team approach.


9/16



9

www.adaptivebms.com

Completing a task element

To complete an element click on its tab and then select the edit icon:

.

Enter the required data and click the Save Changes button.

Task Manager Action:Task Manager will change the tab icon to a tick icon.

Closing a Task

Open the task you wish to close. In the left side bar select the Close Issue link. A

conformation box will be displayed. Click OK to close the task.

TM Action: Task Manager will change task status to closed (White). An e-mail notification

will be sent to the originator.


10/16



10

www.adaptivebms.com

Notification E-mail FunctionTask manager will automatically send an e-mail to key stakeholders as tasks are raised and

progressed:

Task leaders

Will be informed of new tasks assigned to them.

Task originators

Task originators will be informed when their task is closed.

Tip: In Microsoft Outlook, notification e-mails can be added directly to your Outlook Tasks.

Simply drag the notification e-mail to the task list using your mouse.

Changing Personal InformationIn the home screen select the My Information tab. Here you can change your password and

personal information.


11/16



11

www.adaptivebms.com

Adding New UsersUsing the left navigation bar, click Users. The Browse users screen will be displayed. You will

be presented with a table of currently defined users connected to your organization

Add a user

Click on the Add new user link in the left hand side bar. Enter the full name and e-

mail address for the new account.

Edit or disable a User

Click on the users name in the Browse users screen. The edit user screen will be

displayed.

Click Save Changes to record or your browsers back button to abandon the changes.


12/16



12

www.adaptivebms.com

Adding/Changing a Business FunctionUsing the left navigation bar, click Business Function. The Browse function screen will be

displayed. You will be presented with a table of currently defined Business Functions and its

relevant Auto assignee.

Edit a business function

Click on the Business Function you want to edit. Further Business Function detail will

be displayed. Click on the Edit details icon to edit name or default assignee as

required.

Click Save Changes to record, or your browsers back button to abandon the changes.

Add a new business function

Click on the Add a new function link on the left. Enter the new Business Function

name or default assignee as required.

Click the Save Changes button to record, or the Leave without saving link to

abandon the changes.


13/16



13

www.adaptivebms.com

Adding an OrganizationUsing the left navigation bar, click Organizations. The Browse Organizations screen will be

displayed. You will be presented with a table of currently defined Organizations.

Add a new Organizations

Click on the Add a new Organizations link on the left. Enter the new Organizations

name as required.

Click the Save Changes icon to record, or the Leave without saving link to abandon

the changes.


14/16



14

www.adaptivebms.com

Task Graphs and KPIsUsing the left navigation bar, click Graphical reports. A full range of graphical views and

reports are available. Select the type of graph or report you require from the list.

Producing an 8D ReportSelect the D0-Task Summary element tab. selecting the View report will bring up the 8D

report page. The report can be saved or printed via your web-browser.

Exporting DataTo export your Task Manager data as a CSV file please contact:[email protected]

Task Reminder FeatureThis function is not yet enabled in the current version of Task Manager, but will be available

in an upcoming release as soon as it is production-ready.

Improvement ToolsTask manager provides users with Microsoft Office based Analysis and Improvement tools.

These can be accessed by selecting the Improvement Tools link in the left side bar.
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


15/16



15

www.adaptivebms.com

Language TranslatorAll Task Manager pages provide a Translator function. The translator selection window is

located in the top left of the side bar on all pages. Simply select your desired language in the

pull down box, all translatable text will be displayed in the chosen language.

Security

Communication between your browser and the Task Manager server is via industry standard

HTTPS (Hypertext Transport Protocol Secure). This provides security against eavesdropping

and man-in-the-middle tampering with data.

Individual user accounts are password protected, and so users must follow secure and

sensible password policies. The Task Manager software does not enforce any particular

password policy, since different Organizations have different (and mutually incompatible)

standards. However, the following points may serve as a broad guideline:

Passwords should be of sufficient complexity, changed regularly and never revealed

to a third party, either deliberately or inadvertently - not even to employees or

representatives of Adaptive Business Management Systems Ltd. We will not, under

any circumstances, ask users to reveal their passwords to us.

User accounts should never be shared by two or more people.

Users should change their passwords immediately if they suspect that the secrecy of

their current ones may have been compromised.

Unfortunately, Adaptive Business Management Systems Ltd. cannot accept responsibility for

any loss or alteration of information, or any breach of privacy caused by an intruder

successfully cracking a users password.


16/16



16

www.adaptivebms.com

System RequirementsCompatible browsers

AOL 5 and higher

Google Chrome All versions

Firefox All versions

Internet Explorer 7 and higher

Konqueror All versions

Mozilla All versions

Netscape 4.7 and higher

Opera browser 7.5 and higher

Safari Mac OS 10.3.4 and higher

Any other standards-compliant browser.

Note: Older, non-compliant browsers may not display Task Manager pages correctly, or maynot fully support some of the systems functionality. If you experience problems, ensure

that:

You are using the latest version of your browser software.

You have JavaScript enabled.

Tablet PCs and Hand Held DevicesTask Manager works great on most Tablet PCs and other hand held devices. This enables

users to record opportunities for improvement and progress issues whilst on the move.

Support

If you experience difficulties, please [email protected] the issue

encountered and the browser version you are using, and well aim to resolve the problem as

fast as we can.
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]

adaptive task manager user guide

Documents