What is a QCP (Quality Control Plan)?
A QCP ensures that everyone in the organization works according to the defined business processes. Essentially, it is a checklist that helps users in a workspace follow the correct process for the job to be done.
How to Create a QCP
Creation and Configuration
Navigate to the Admin Hub and select QCP Administration.
Click on the gear icon and select new QCP.
You can now define the new quality control plan with the following options:
| Field | Description |
|---|---|
| QCP Title | Title of the quality control plan. (e.g. development process) |
| Hub/Module | Select the hub/module linked to the list you want to create a new quality control plan for |
| Select List | Select the list you want to create a new QCP for. The dropdown will be filtered based on the selected hub |
| Select Column | This will show all relevant columns to connect to a QCP (e.g. project type). Usually, there is only one option available. |
| Select Type | Select the type (e.g. project type) that will link the QCP to the workspace |
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Select only a unique combination of column and type for a list. If there are 2 QCPs linked with the same combination, the first one will be selected.
Manage
We now have the option to manage the quality control plan by creating and editing the phases.
Create a new phase by clicking the + icon to the right of the last phase.
Delete a phase by clicking the X at the top right of the phase.
Each process is managed with version control and workflow.
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Remember to submit for approval when you have updated the QCP.
Only the latest main version of a QCP will be used by the system.
After clicking on a phase, you get a phase management tool. Here, the user who created the QCP can create and manage the different phases.
| Field | Description |
|---|---|
| Process Phase | Name the phase. |
| Sort Order | Change the sort order between phases. |
Phase Details
In the phase details section, you can create and edit the checkpoints under the phase. This is where we can build checkpoints with associated functionality.
| Field | Description |
|---|---|
| Title * | Give the checkpoint a title (mandatory field) |
| Description | Describe the checkpoint in more detail, rich text is supported here |
Title* - Give the checkpoint a title, mandatory field.
Description - Describe the checkpoint in more detail, rich text is supported here.
QCP Functionality
Links
Here you have the option to associate a governing document or external link to a phase checkpoint.
The first option is to select a link to a governing document. With this function, you can search directly in the approved document library and add a direct link to the document with read access.
The second option is to copy an external link, which can be pasted directly into the field.
Both actions will generate a link in the QCP web part so that the end user can easily access the right information at the right time.
Working Files
Working files make it possible to attach a governing document to a checkpoint. The governing document added here will be copied into the workspace's document library, where the document can then be edited.
Triggers
Triggers can be used to automatically change metadata values for a workspace (e.g. change the status of a project when a step is completed). This can reduce manual effort to update metadata based on process progress.
| Field | Description |
|---|---|
| QCP Action | Select which checkpoint status should trigger the event. |
| Field Type | Select which field type in the workspace should be triggered. Date and Choice column types are supported here. |
| Field | The available fields in the workspace list that can be triggered will be visible here. The available fields are based on which list name the QCP is under (ProjectGeneral, Lead, etc.) and which field type was selected. |
| Days | If the date field type is selected, you have the option to set a date in advance for the selected field. If days are not defined, it sets the date the checkpoint's action changes. If you define the number of days, the date the checkpoint's action changes + number of days will be set as the new date value. |
| Status | If the choice field type was selected, status will show relevant values for the selected field. The available statuses are based on which list name the QCP is under and which field was selected. (For example, under the list name Personnel, Field = Country, and Status = Norway when this checkpoint is set to completed.) |
Trigger Forms
Trigger forms allow users to open a form to register a new item related to a step in the process. (e.g. from the Lead process, you can now set it up so that a contract or a delivery project is created when a Lead is won.)
| Field | Description |
|---|---|
| Hub/Module | Select the related hub/module |
| List | Select the list where you want to create a new item. |
| Form | The system will automatically generate a link to the new form. |
Dependency
There may be a need to ensure that a step in the process is not skipped. This can be achieved by setting up a dependency relationship.
| Field | Description |
|---|---|
| Phase | Select in which phase you want a checkpoint to be completed before the current checkpoint can be performed |
| Details | Shows a list of all checkpoints for the selected phase. Select which checkpoint should be completed before the current checkpoint can be done |
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The end user will receive an error message if they attempt to skip the relevant step.
Highlight Content
If there is a critical step in the process you want to highlight on the timeline or send a notification, you can set it up using the Highlight Content functionality.
| Field | Description |
|---|---|
| Add to Timeline | When a checkpoint is completed, a new entry is created in the timeline inside the workspace. |
| Send Notification | Select a person to be notified when a checkpoint is completed (usually used as a handover). |
Workflow
All QCPs must be approved before they are available in the system. When you first create a process, it will be unpublished in version 0.0 [Major version, minor version]. Only major versions will be available to the system, and minor versions will only be visible from the QCP Administration tool.
When a process is ready to be published, the user can click the Send for Approval button. This action will open a panel that appears on the right side.
| Field | Description |
|---|---|
| Approver | Select a user to review and approve the QCP |
| Due Date | Select a due date for the approval task |
| Comment * | Write a comment to the approver (mandatory field) |
| Send | Triggers a workflow |
Approval Administration
When the workflow is started, a task will be generated with an email sent as a notification to the user set as the approver.
The approval task will be located on My Page under For Review.
By clicking the link from the task or the View link in the email, the user will be redirected to the approval page. Here, the user can review the proposed version of the process and approve or reject the changes by clicking the corresponding buttons.
When the QCP is approved, a main version will be created and the updated QCP will be available in the system.
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Existing workspaces with the QCP will not automatically be updated.
You can view the history of a QCP by clicking the time icon. This opens a side panel to the right that shows the entire history of all workflows for this QCP.
Inside a workspace with a QCP, the user is encouraged to update it.
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