Org Tree

The organization tree is used to define where audits can be conducted, and which locations are represented within reports.

To add locations (Areas, Workcenters (Lines), Stations)

  1. Click on the + (plus sign) to the right on the Site level to add the functional areas of your plant.


  1. Click on the + (plus sign) to the right on the Area level to add a new sub-location.


In total you can build down to three tier levels below your site based on the infrastructure of your organization and the desired granularity for auditing.


If desired, the default names can be changed by navigating to Settings>Site Settings>Custom Location Names.


To add/import multiple locations at once:

  1. Click on the 3-dot icon on the right of the level. Item #1, with indented image


  1. Select Import and then click on Download our Template.


  1. Fill in the document with the name and description (optional) for the locations.


These locations will be added directly under the location that was selected.

  1. Save the template as a .csv comma delimited file (UTF-8 should be used if the file contains any non-English words and characters).
  2. Either drag/drop the file or browse to the document and click import.


Import Locations


Additional Features from within the 3-dot menu include:

  • Edit – update/alter the selected entry to change the name and/or description.
  • Calendar – Allows the scheduling of non-working days, holidays, or area/line/machine shutdowns.

Learn More About Location Calendar - Add Holidays for a Location

  • Delete – permanently delete selected location and all its sub-locations. Audits and mitigations associated with the location will not be deleted.
    NOTE: there should be no documents scoped to location needed to be deleted
  • Adding Managers to a Location – assign an existing user, with the role of manager, who will be responsible for addressing mitigations for failed audits for this location. A manager can be selected for each shift. Mitigations will then be assigned to the shift manager based on the shift the audit was completed on. If there are multiple shifts but only one manager assigned, all mitigation will go to that person regardless of the shift.

Setting Up Your Org Tree

Learn More About Managing Your Organizational Tree


Departments

Departments in EASE group users for reporting and scheduling. Departments are made up of the operational units that will be participating in your auditing program i.e. HR, Finance, Quality, Production, Engineering, Maintenance and Safety.


  1. Navigate to Admin > Organization > Departments (1-2).



  1. (3) Click on the + (plus sign) to add a department.
  2. Enter the name and description and save.



Learn More About Departments


Scopes

Scopes are assigned to users and questions to dictate where, on the org tree, they are eligible to perform audits. EASE will create a new scope for each location added to your org tree at the site, area and workcenter level.


To create a new/custom scope:


  1. Navigate to Admin > Organization > Scopes (1-2).



  1. Click on the + (plus sign) in the upper right corner.
  2. Provide a name for the scope. (1)
  3. Check the locations on the org tree that are to be included. (2)
  4. Click save. (3)



Layers

Layers are utilized in Layered Process Audits. Layers define the frequency in which audits are assigned to users. Layers can also include the titles of those who are included within that layer. They can be used to automate audit scheduling and group reporting.


Layers are shared among all sites within an organization, however the settings are specific to your site.  As a best practice it is better to edit an existing layer as opposed to creating a new layer.   


  1. Navigate to Admin > Organization > Layers and click into the first layers on the top of the list to edit them.



  1. Rename the layer.
  2. Edit/Update the description for this layer (optional).



  1. Select the frequency of occurrence for your layer (Daily, Weekly, Monthly, or Yearly).
  2. Use the "Repeat every" drop down to set the audits due per 1 week, 2 weeks, etc.
  3. If it is a Weekly layer, please select the day of the week you want an audit to repeat.
  4. Start Window will be entered as a positive number. The number entered will determine how many calendar days prior to the due date that an audit can be started.
    • This will not include the due date, thus a 4 entered here would give a total of 5 days to complete an audit. 
    • With a due date of Friday, an entry of 4 would allow the audit to be started on Monday.
  5. Grace Period will allow an auditor to complete an audit past the due date. The number input in this field will dictate how many calendar days after the due date an audit can be completed. If Grace Period is not displayed, it will need to be activated in Settings > Site Settings > General > Grace Period. You can set it for all layers here or for each layer separately. The system will prioritize GP set in each layer.
    1. Audits completed within the grace period will be marked as completed late.
  6. Set the maximum number of audits users can be assigned per the selected frequency (daily/weekly/etc.)
  7. Click on Save.



Learn More About Layers


Shifts

By default, EASE sets up a single shift that is Monday - Friday. EASE does not take hours into consideration; a shift only covers the days available to perform audits.


If different schedules are needed, shifts can be created and assigned to users so that audits are not assigned on non-working days.


Monthly and yearly audits will not consider the shift*

  1. Navigate to Admin > Organization > Shifts (1-2)
  2. Click on the + (plus sign) to create a new shift (3).



  1. Enter a name for the shift (A).
  2. Add a description for the shift (optional).
  3. Set the number of days in the cycle. For a standard work week enter the number 7 for a seven-day week. If a modified shift schedule is being utilized (e.g. the Dupont Schedule) this number can be extended out, to a maximum of 180 days (B).
  4. If using a modified schedule enter the cycle start date to have the schedule match the date.
  5. Using the calendar, select the days that this shift works. Working days are highlighted in blue, all non-working days are left blank (C).
  6. Click Save to create the shift.



Creating Shifts



Users

User Page Navigation

Each column can be filtered and sorted using the corresponding icon and there is a search bar to conduct a text search



User Settings

Each column shown in the user section can be added and removed as desired by clicking on the gear icon (settings) in the right corner.



  1. Click and drag the two bars on the left to reorder the columns.
  2. Check/Uncheck the box to right to add or remove a column.
  3. Click apply to save the changes.



Exporting Users

By clicking on the blue down arrow the user can export the user data into a CSV file.



Importing/Uploading Users

EASE provides a template that can be filled out to import multiple users at one time.

  1. Click on the import icon (blue up arrow) in the upper right corner.
  2. Choose from either a CSV or XLSX template
  3. Click on Formatting Help for step by step instructions
  4. Fill out the template and save the document.
  5. Either drag/drop the file into the import dialog box or browse for the document.
  6. Click on Upload.

Learn More About Importing Users


Bulk Edit

When you select multiple users a pencil icon will appear in the upper right corner

  1. Click on the pencil.
  2. Use the menu to select user details, system roles and additional roles to edit for all users selected.
  3. There is also the option to delete the users using the trash can icon or resend the email invitations using the circle arrow icon.
  4. Click Save to apply edits.


When editing user roles, users may have different choices for the same box/role. Users have the option of leaving the box as is, adding the roles for all users or removing the roles for all users selected.


Adding a User With Email

  1. Click on the blue circle in the bottom right corner to add a new user.



  1. Fill out the user details:
    1. Email Address - Free form entry text
    2. First Name - Free form entry text
    3. Last Name - Free form entry text
    4. Title (Optional) - Free form entry text
    5. Site - Drop down selection from the Org Tree
    6. Shift - Drop down selection from the Shift tab
    7. Department - Drop down selection from the Department tab
    8. Scope - Drop down selection from the Scope tab
    9. Layer - Drop down selection from the Layer tab
    10. Admin Scope (Optional) - Drop down selection from the Scope tab **this is only needed if the user has admin rights and they are for a different area then they are scoped to in item H**


All fields under User Details except Title and Admin Scope are required

  • Site – The site the user belongs to.
  • Scope – Where the user can perform audits (only applies when scheduling audits). The list of scopes available must overlap with the selected site of the user and less than or equal to your scope.
  • Admin Scope – Where the user can view reports and manage other EASE settings (questions, documents, schedule, users...) If this is left empty, the scope will be used.
  • Department – Used to group users for scheduling and reporting. The list of departments is pulled from the previously configured departments and can be found in Organization > Departments.
  • Layers – Determines the frequency of audits assigned. The list of layers is pulled from the previously configured layers and can be found in Organization > Layers.
  • Shift – Sets the days that are available to assign an audit. The list of shifts is pulled from the previously configured departments and can be found in Organization > Shift.


Access to EASE is based on the System Roles assigned to each user


  1. Check the box next to each role that is desired.
    • These roles are independent and do not cascade (e.g. AuditAuthor does not grant Auditor privileges).



  1. Additional Roles
    • These roles are optional for reassigning mitigation
  2. Click Create to add the user to EASE
     

After a user is added a confirmation email will be sent with a link to setup the password for their account.


Learn More About Roles


Adding a User Without an Email


  1. Click on the blue circle in the bottom right corner to add a new user.
  2. Check the Create by Username box (A)
  3. Create the Username (B)
  4. Create the Temporary password (C)
  5. Fill out the user information
    1. First Name - Free form entry text
    2. Last Name - Free form entry text
    3. Title (Optional) - Free form entry text
    4. Site - Drop down selection from the Org Tree
    5. Shift - Drop down selection from the Shift tab
    6. Department - Drop down selection from the Department tab
    7. Scope - Drop down selection from the Scope tab
    8. Layer - Drop down selection from the Layer tab
    9. Admin Scope (Optional) - Drop down selection from the Scope tab **this is only needed if the user has admin rights and they are for a different area then they are scoped to in item H**

  6. These roles are independent and do not cascade (e.g. AuditAuthor does not grant Auditor privileges) 
  7. Additional Roles
    1. These roles are optional for reassigning mitigation
  8. Click Create to add the user to EASE


After the user is added you will need to provide them with their username, password and company code - which can be found above the Org Tree on the Organization page.


Users will be required to change their temporary password upon their first log in 


Editing a User

Highlighting and clicking on a user's name brings up the user's details page where you can:

  • Edit and update user's details i.e. department, scope, layer, or shift as well as system and additional roles
  • Switch to username or email depending on what is being used
  • Reset their password
    • Send's an email with a link and instructions for the user 
  • Delete a user 
    • Removes their account from the system
  • Disable a user
    • Disabled users do not take a license, cannot login, and cannot be assigned audits



User Calendar

Time off can be scheduled for individual users from the calendar section of the user profile. This prevents audits from being assigned to users when they are not available.


To set time off for a user:

  1. Click on the + (plus sign) in the upper right corner.



  1. Name the event i.e. PTO or vacation (1) 
  2. Add the start date (2) 
  3. Add the finish date (3)
    1. For a single day off select the same start and end date.
  4. Click Add.



Learn More About Location Calendar - Add Holidays for a Location


User History

The history tab will show a list view of all changes done to the users profile