Standard Work/Documents Module Overview

Documents provide employees with critical guidance in the course of completing work safely and effectively. They also provide a means to gather valuable process and equipment data to support ongoing monitoring, root cause analysis, and continuous improvement.

L2L's Standard Work and Documents Module offers a digital document repository that works in conjunction with L2L DISPATCH event management, CMMS, and Production production modules. Each document can be connected to specific site machines and events to create valuable equipment libraries referenceable throughout the system as well as to instruct Dispatch activities and collect reportable data, like PM execution and 5S auditing. Documents can additionally be linked to the Production Operator Portal to drive repeating Operational tasks, such as daily TPM work, and are the source material for each Skill built in the L2L Skills Module.

Document revision control is managed by and tailored to Document Categories; approvals of new document versions can be required for critical documents such as Quality Inspections and Manufacturing Instructions without delaying change implementation on ancillary instructions. Module specific security settings allow users to be assigned specific roles such as Authors or Publishers according to their plant responsibilities.

Documents in L2L can be created various forms, providing further flexibility and control regarding document storage and data management. Documents can be directly loaded into L2L to give users direct access to the the parent file of most types. Alternatively, documents can be built as links to an external source to limit access and ensure fidelity to a single source of truth.

Checklists are perhaps the most powerful document form in L2L. These interactive digital templates can be following and completed with the system to drive task completion per instruction and to gather critical data, which can then be processed and presented using L2L Reports. Furthermore, Checklists can launch follow-up events based on answers captured in the checklists, automating process workflows.

In the Main Menu of L2L is the Standard Work/Documents item and submenu: 

• Screenshot: (Home > Standard Work/Documents)

All Documents

All documents for the site are listed and can be sorted by Category, Number, External ID, Name, Description, Active, Type, and Checked Out by. Documents can be associated with Dispatches, Scheduled Events, Work Orders, Products, Product Orders, Build Sequences, Skills, and Lean Tools events. Page filters can be used to narrow the list of documents shown.

Shared Documents

All documents which are designated as "Shared Documents" are listed; "Shared Documents" are documents which are available within every site's Standard Work/Documents Module for all sites on a server. Documents can be set as Shared Documents on the Document's Details page. Shared Documents must be edited in the site in which they were initially created. Inactive documents cannot be shared. Page filters can be used to narrow the list of documents shown.

Revision History

Provides a quick view to chronologically see the latest revisions made to any document, including document Number, Name, Changes, Published, and when it was Last Updated.

Views

Shows a list with timestamped chronological history of documents, by name and revision, viewed by user. 

Opened/Closed Checklists

Accesses a screen listing all Checklist copies within the system. The Filters can be used to include or exclude Checklist document copies according to Owner (all or the current logged in User); Checklist Status; Area, Trade, or Value Stream documented; and Start and End Date. 

Categories

Document Categories are used to organize documents by subject or content type, and must be assigned a Code (abbreviation) and a Name (description); The Code will be set as the prefix of the document number for all documents in that Category. Several properties must also be defined by category, which are then applied to all documents within the category: 

• Whether documents in the Category should be available as Production Standard Work on the Operator Portal
• Whether Checklist documents within the category should include either Pre- and/or Post-work tasks
• Whether all approvers are required to sign off on revisions to documents in the category or approval is only required from a single approver to publish a revision

Checklist Import

Access for Documents Module Administrators to download the Checklist Import template and import a completed template to create a new Checklist or revise an existing Checklist. It is important to note that a template can only contain contents for a single Checklist at a time

Upload Multiple Documents

Access for Documents Module Administrators to create multiple documents as Files by simultaneous upload into a single category. Categories must first be defined in the Documents Module to use this feature.

Settings

This is the page in which to set up the Documents module to operate for the site and to add Author, Publisher, Approver, and Admin roles. It is important that, when setting up the Documents module, the current site Document management processes are thoroughly understood. If the current system is a manual or paper-based system, best practice is to mimic current processes digitally in L2L. This creates less disruption to the process and its participants. Document management process participants need only to learn the new tasks of managing the documents process digitally without the need to also learn a new workflow.

This is the page in which to set up the Documents module to operate for the site and to add Author, Publisher, Approver, and Admin roles. It is important that, when setting up the Documents module, the current site Document management processes are thoroughly understood. If the current system is a manual or paper-based system, best practice is to mimic current processes digitally in L2L. This creates less disruption to the process and its participants. Document management process participants need only to learn the new tasks of managing the documents process digitally without the need to also learn a new workflow.

• Screenshot: (Home > Standard Work/Documents > Settings)

Pre/Post Work Checklists Settings

Every Checklist launched will now have a pre- and post-work checklist attached. This feature is optional. Pre- and post-work checklists can also be set by Category or by Checklist as well.

• Screenshot: (Home > Standard Work/Documents > All Documents > Document Details > Create Revision > Checklist Template)

Checklists Labels

Allows the terms Control and Reject to be modified for the site to match local lexicon. An example of a replacement term would be to be to enter "Spec Limits" as a substitute for "Control Limits":

• Screenshot: (Home > Standard Work/Documents > Settings)

Document Center Security Settings

Where users who require escalated permissions in the Standard Work/Documents Module can be assigned to one or more of four roles based on their subject matter expertise for the document management process:

• Authors: can add, checkout, and edit documents and past revisions
• Publishers: in addition, can manage document categories and publish them
• Admins: in addition to all permissions granted to authors and publishers, can manage users
• Approvers: can approve document revisions; they must also be an Admin or Publisher

Assignment to roles must be done by a user that already has "Documents Admin" permissions tied to their account. 

To add a user to one or more of the module Roles:

1. Select ‘Add New’ located in the upper right corner on the ‘Document Center Security Settings’ bar.
2. Choose the appropriate user from the drop-down list and check the box(es) to the right for the necessary access. 
   • Note: In order to edit closed checklists, you must be an L2L Admin. Document Center Admins cannot edit closed checklists.
3. Select ‘Save’.

To edit a user's access:

1. 1. Select the user's name from the list
   2. Check or uncheck the box(es) to the right to assign the necessary access
      • Note: If removing permissions entirely, select ‘Delete’ below the user's name
   3. Select ‘Save’.

Before Documents can be setup you’ll need to add Document Categories to associate with each document

• Go to the Documents Center via the menu tab on left side of main screen and click on ‘Categories’
• Click ‘Add New’ located in the upper right corner on the ‘Categories’ Bar
• Enter Category ‘Name’
• Enter Category Code (This will be abbreviation at the beginning of document number)
  (Example” Preventive Maintenance = PM, Document Number = PM0001)
• Make sure 'Active' is checked.
• If this document will be available as production standard work on the Operator Portal, check this box.
• You can add Checklist Pre and Post work documents to an entire category using the drop downs. These are not required and can be left blank.
• If you have several approvers, you'll select their names by typing them into the 'approvers' box.
• If you have several approvers, but only require one approver to publish, you'll check the 'one approval required to publish' box.
• Click ‘Save’