Routines

Benefits and Features

Enhanced by Rever Routines, conducting tasks like 5S audits, Gemba Walks, maintenance checks, and other essential routines becomes seamless and efficient.

Craft standardized recurring routines effortlessly using digital checklists, and promptly assign them to designated team members. As routines are executed, any observations made are automatically logged as findings, streamlining the process towards resolution through effective task management.

Benefits:

Ensure Operational Excellence: Facilitate the creation, assignment, and execution of operational routines and activities consistently and punctually.
Enhanced Process Checks: Utilize digital checklists within your routines to conduct thorough process checks, ensuring operational efficiency and quality.
Efficient Findings Management: Capture findings reliably and expedite their resolution to ensure continuous improvement and operational excellence.
Empowerment Through Guided Processes: Empower team members at all levels to improve standards through structured processes for discovery, actioning, and documentation.
Unified Operational View: Gain a holistic perspective of operational routines, their findings, and the associated actions and performance impacts.

Features:

Routine Creation and Assignment: Easily create and assign routines to designated team members.
Digital Checklist Integration: Enhance tracking and accountability by incorporating digital checklists into your routines.
Findings Capture and Resolution: Efficiently capture and address findings to drive continuous improvement.
Guided Workflows: Streamline processes for fixes and innovation through guided workflows.
Real-time Insights: Access real-time insights into activity and its impact on performance.

Identify the Roles for Routines

Routine Manager: The Routine Manager is responsible for creating and managing routines. This role can be assigned in the "People" section by Site Admins. Routine Managers and Admins have the authority to create and manage new routines.
Routine Assignee: The Routine Assignee is the individual tasked with executing a routine and assigning findings. This role can be filled by anyone within the organization.
Finding Assignee: The Finding Assignee receives findings that need to be addressed and resolved. Similar to the Routine Assignee, this role can be filled by any member of the organization.

How to Start Routines on the Web

As the Routine Manager, initiate the process by creating a new routine. If you wish to obtain this role, please contact an administrator at your Site.
Begin by creating routines by defining a description, assigning them to users, and providing relevant information such as frequency, objective, and impact.

Steps

Go to the Routines section.
If you are the Routine Manager, initiate the creation of a New Routine.
Choose between starting From Scratch or From a Template to begin with an existing routine within your organization (duplicate a routine).

Routine Setup

Create customized routines to streamline daily operations. Assign routines to sites, teams, or individual users for efficient operation management. Once assigned, they'll appear in the user's account.

New Routine

Define your Routine with a name
Provide a Description to gather all pertinent information, including:
- Objective
- Guidelines
- Tips and best practices
- Simple checkpoints
- Steps to execute
Activate: This option is setup as active as default; You can disable it if you do not want it to be visible at the moment
Assign the Routine to Sites, Teams or Individuals users.
- Assign by Site: If you select by Site, all users who belong to that Site will be assigned to start the Routine (one or more Sites).
- Assign by Team: For all the team members on the Team, they will be added automatically, if the team is updated in the future with more collaborators, the routine also will be updated (one or more Teams)
- Assign by Individual users: You can select each collaborator individually by they email address from your site or from the global sites

Configuration

Frequency: Choose the frequency for your Routine, shift, daily, weekly, biweekly, monthly, quarterly, half-year or on demand.
Routine Type: Select from options like 5S Audit, Communication, Financial Tracking, Gemba Walk, Maintenance, Quality Control.
Categories: Similar to Revs and Challenges, you can choose one or more categories for your Routine.
Global Tags: Select your global tags if need it.
Situation Types: Choose between 5s, Equipment abnormalities, Operations, Quality Defects, and Safety, these situation types will be only available for your routine assignees when utilizing the Routine.
Enable as a template: Toggle this option if you want to make this Routine available for users across your organization to select as a starting point.

Collaborators

The collaborators, are the ones who will have the permissions to edit the Routine data just like you. Collaborators can be only administrators and Routine Manager roles, If someone you want to add doesn't have those roles will not appear on the list.

Checklist

The Checklist feature offers an optional way to capture criteria for review, guidelines, or steps to follow during the Routine. You can add questions with various answer types, including:

Text
Radios
Checkboxes
Selection
Scale
Numbers
Images as answers
Pictures to support questions
Additionally, you can add separators to create new sections within the Checklist.

These Checklists will be utilized during Routine execution.

Other notable features of Checklists include:

- Required questions: Mark certain questions as required to ensure Routine managers enforce critical question answers.
- Images as answer type: Allows Routine executors to respond with images, providing evidence for a question.
- Trigger Notifications: This feature enables Routine managers to receive notifications when specific answers are chosen in the Checklist during Routine execution. You can activate this feature by clicking on the bell icon to receive notifications. This notification is sent to Routine Managers and all Routine Assignees via email, push notifications, and in-app alerts.
Available only for radio, checkboxes, and selection answer types.

Confirm the Routine information

Before initiating the creation of your Routine, take a moment to review and confirm its details.

Routines Section

On the main Routine page, you will see all the Routines created; click on the Routine you want to visualize to see everything about it.

You will find all the Routines you were assigned in a card mode, by clicking on a Routine will take you to all the information, start the Routine or simply view it.
You can find a Routine using the existing filters: by categories, by routine types, by situation types or by tags.
You also have the option to find your Routine by name in the search engine within Routines at the top right.
If you are an administrator you will be able to view more search options: created by you and where you are a collaborator (Routine editor).
Note: green color is for active Routines; the yellow ones are disabled and only can be activated/reactivated by the Routine Manager creator or any collaborator.
Collaborators can duplicate or edit the Routine.

Start a Routine

If you have been assigned to a Routine you can start its execution:

Locate your Routine in the main Routines section.
You can click on the quick button to start Routine, or enter the Routine to view the details and click "Start Routine" when you are ready.
As soon as you Start a Routine, it will become an Execution.
When you start a Routine Execution, you will have the option to change the name, select Tags and Teams.
Executions can be done by the Routine's creator (Routine Manager) or any of the assignees.
You can start as many Executions as you need for a Routine. All started Executions will be visible on the "Executions" Tab.
Each Execution can have its own Findings and can be assigned to any of your collaborators.



If the Routine has a Checklist, please proceed to complete it.
If a question is configured as required, it must be answered in order to be able complete the Routine Execution.
You can save your answers and come back later to complete the Routine.
As you are completing your Checklist, you can capture the Findings found on the right side so that you won't miss anything. You can edit and assign them later.
To view all the Findings captured, go to the "Findings" tab in the same modal or review the information about the Routine in the "About" section. (Top menu of the Executed Routine).

Create and assign Findings

When executing a Routine you will find situations that must be resolved by your colleagues, you can use Findings, capture all the information and assign it to that person(s) who will help you solve it. Capture as many finds as you want.

Steps

Click on the right side of the Routine execution > "Findings".
Name your Finding, you can quickly click on the blue arrow and then edit it or before, or click on the "+" button to complete the information at once.
Assign one or more collaborators to solve this Finding.
Select the flow to address the Finding (Improvement Idea or Quick Action). Once completed, the Finding will become a Rev.
Choose the Due Date it needs to be completed by
Select the Expiration Time
Set a priority (high, medium, low)
Classify it depending on the Types of Situations, Categories and Tags as appropriate
Add up to 5 optional pictures

Address the Finding

I was assigned to address a Finding; What do I do?

If you were assigned to address a Finding, you can easily capture the final solution to complete it.

Address the Finding by clicking on it
Capture your solution in the "What did you do?" field
Add up to five photos for evidence
Mark as Completed
Once completed, the Finding will become a Rev (Quick Action or Improvement Idea), where you will be redirected to the Rev in case you need to add more information.



Once your Finding has been completed, it will automatically become a Quick Action or Improvement Idea Rev so that there is a record of your Finding. You can still make changes after it has been marked as Completed.

Routine Details

If you want to view the details of a Routine you can do so by clicking on it. You will find all the complete information so you can interact:

General information
Find the Routine description, assignees and attributes. Right here you will find the option to set reminders, review the checklist, view the QR code and also start it.

Executions
Here are all the Executions based on the Routine, if you open any of these Executions, you will find all the Findings for it or you can create new ones.
Name of the execution, Site, date, status, checklists and the person who executed it.

Findings
In this section, you will see all Captured Findings for all Executions of the selected Routine.

QR Code

Effortlessly access Routines by scanning a QR code linked to them using your mobile device.

How to generate the QR code?

All Routines have a QR code; you can quickly obtain it anytime. Share this QR code with all the assignees so they can efficiently execute it; you can download it, send or print it.

The QR Code can only be generated on the Web version:

Access to the Routines section
Identify the Routine you want to print or download the QR Code
Click on the QR button at the top
Scan or download it by clicking on the download button
Download it with details or just the QR Code. It generates a pdf file and saves it automatically to your PC.

Print a Routine Execution

View all the data recorded during the Routine Execution in a printable and PDF downloadable format.

What information can I find?

Routine summary
- Routine name
- Status and dates
- Creation date
- Routine executor
- Link
- Routine description
- Site

Findings
- Finding name
- Assignees
- Finding link
- Status
- Due Date
- Completion Date

Checklist
- All the questions and answers from the Checklist

How can I download the printable format?

Go to the Routines Section
Select your Routine
Click on the Execution you want to print
Select the Print button
Download the Routine Execution

Set reminders

If you've been tasked with a routine and need to ensure timely execution, or if you simply want to stay alert and not miss any deadlines, you can set reminders with specific or recurring dates. These reminders will be sent to you via push notifications and email, keeping you informed and on track.

Go to your Routine execution
Identify the bell icon alert "Set reminder"
Configure the reminder according to your needs



✨ Pro-tips:
* You can schedule a one-time reminder or set it a recurring reminder
* Select the frequency, duration, and type of your reminder according to your preferences. Specify how often you'd like to receive notifications, the duration for which you need reminders, and whether you prefer push notifications, email alerts, or both.

How to access Routines on the Mobile app?

**Routines can only be created on the Web version by Routines Managers.** If you need this role assigned to your, please contact one of your Site or Org admins.
Access Routines from the Home page or click on the main button and select Routines.

Routines list

You can view all the Routines you were assigned (individually, to the site you belong to or global Routines) find them in the main section.

Two tabs:
To do: All those you have pending to do. Here you will find those assigned to you and the global ones
In progress: Routines that you have already started to execute but have not been finished

List of Assigned Routines and Routines in Progress

By clicking on any Routine you will find the details, executions and findings created. Everything about your Routine.

Start a Routine execution

**Routines can only be executed by the users assigned to execute them and the Routine Manager.**

Select the Routine and press start
Click start Routine
Fill in the information: Routine Execution name (Date of the execution will be automatically filled), add a team (optional), add tags (optional). Click the Start on the top right corner.
Checklist section: If the Routine has a Checklist please answer all the questions to complete it. If a question is configured as required, you must answer it in order to be able complete the Routine Execution. You can also save your answers before completing the Routine.
Findings Section: Create all the Findings you detect (You can assign and edit them after)
About Section: View all the details of your Routine, add images and notes

Capture Findings

Easily and quickly capture the opportunities found

Go to the Findings tab and select it
Capture all the Findings and add an image
Edit and add all the information:
Assignees
Select the Resolution flow (Quick Action or Improvement Idea)
Choose a due date
Expiration date
Add photos as evidence

Address the Finding

Assignees can easily capture the final solution to solve the Findings
If you have been assigned to address a Finding, you will receive a notification in Rever, open it or go to the main menu of Routines, select Findings and address them.



Address the Finding
Capture What did you do to complete de Finding, add evidence, and mark as Completed
A new Rev has been created based on the Finding addressed. you can edit it if needed.

Updated on: 30/07/2024