CheckPoint Software- Brochure

1 Table of Contents Product Overview................................................................................... 2 Configuring CheckPoint....................................................................... 3 Defining Users and Groups......................................................... 4 Defining Phases, Disiplines and Severity ............................... 6 Importing and Creating Tags..................................................... 9 Creating Commissioning Projects..........................................11 Creating Checklists ......................................................................14 Checklist Assignment .................................................................21 Change Management Process Definition............................22 Creating Process Steps...............................................................24 Using CheckPoint .................................................................................25 My Tasks..........................................................................................26 Completing Checklists 27 Completing Punchlists 28 Approving Completed Checklists 29 Initiating a Change Management Request 30 Completing a Change Management Step 31 Commissioning.............................................................................32 Assigning Checklists to Tags 33 Assigning Checklists to Users 35 Assigning Punchlists to Users 38 Change Management.................................................................39 Initiating a Change Management Request 39 Modifying Change Management Requests 40 Reporting........................................................................................41 Configuration ................................................................................43 System 43 Commissioning 47 Disciplines 50 2 Product Overview CheckPoint is the web-based software system that allows commissioning managers to plan and implement commissioning projects while making the process of conducting commissioning easier for field workers. Increasing efficiency on multiple levels, CheckPoint improves the quality and accuracy of the entire commissioning process while providing management with real-time status reporting. Paper records can be reduced or completely replaced by a more comprehensive record of commissioning and startup activities – storing highly useful information for future maintenance staff. Checkpoint is also a fully-customizable change management system. Change management processes can run sequentially or in parallel, and each process is handled and displayed like the checklists and tasks you used in the commissioning phase. You won’t need to master another software tool when you complete your commissioning. You’ll just keep working – using the skills and data you’ve already acquired. 3 Configuring CheckPoint CheckPoint is a web-based application and, as such, does not require any extra software installations or special requirements to run. You’ll only need Microsoft Internet Explorer – and access to the web server where CheckPoint is installed. To access CheckPoint, open Internet Explorer and type the following into the address bar: http://[ServerName]/ CheckPoint/login.aspx [ServerName] is the name of the server/computer where the web application has been installed on. Checkpoint uses familiar username and password security. The system comes with a default user (admin) and password (1234). You’ll need these credentials when you first login to CheckPoint. You’ll want to change the default username and password once the system is configured. If you login using the default username and password, you’ll be directed to the Change Password screen. 4 Defining Users and Groups CheckPoint has built-in security that prevents unauthorized access. A user can be granted or denied access to the following management sections of the application: • Commissioning, • Change Management, • Reports and • Configuration Creating Users To setup users, you need to have the “User Admin” permission (default user has all permissions). Once logged in, click on Configuration to create a user, click Add, then fill out the user’s credentials (Name, Email, Supervisor and Permissions). New users are automatically granted “Login” to the current project. From this page, you can create, edit and delete users and configure security policies. For detailed information on User Administration refer to the User Admin section in the Using CheckPoint section of this manual. 5 Creating Groups To create a group, first select the Group Admin tab in the Configuration section. Once on this page, click Add and enter all the group information. Once the group is saved and created, you can edit the permissions and user members by clicking the ellipse button. When a user is created, they are automatically given login permission to the project you are currently working in. User and Group permissions are project-specific with the exception of Change Management Admin. For detailed information on Group Administration, refer to the Group Admin section in the Using CheckPoint section of this manual. 6 Defining Phases, Disiplines and Severity In order to create a system that is customizable and scaleable, you can create Phases, Disciplines and Severity Classifications. These system definitions are used throughout the application - allowing you to match CheckPoint to your organization’s current configuration. Phases Phases help to structure commissioning project workflow, and CheckPoint allows you to configure a virtually unlimited number of phases. Phases are also global, meaning they can be added to many projects. Typically, phases would include “Pre-Commissioning” and “Commissioning”. To add phases, go to Configuration Æ Global Definition, select “Phase” from the list and then click Add. Then enter the phase name in the “Value” field and click Save. Once a phase is created, you cannot delete it. In addition, phase names must be unique. You can edit a phase from this page as well. Click on the phase you would like to edit and change the phase name. After clicking Save, you should see the updated phase name in the global value list on the left. Phases entered on this page are only entered into the global value list. It is not added to the working project. You can add phases to the working project on the Project Configuration screen. 7 Disciplines Disciplines are another component of commissioning project workflow. Like phases, the number of disciplines is unlimited, and they’re also global values. Sample disciplines would include Instrumentation, Electrical and Mechanical. To add disciplines go to Configuration Æ Global Definition, select Discipline from the list and then click Add. Then enter the discipline name and click Save. You should see the new discipline added. Once a discipline is created you cannot delete it and discipline names must be unique. You can edit a discipline from this page as well. Click on the discipline you would like to edit and change the discipline name. After clicking Save, you should see the updated discipline name in the global value list. Disciplines entered on this page are only entered into the global value list. It is not added to the working project. You can add disciplines to the working project on the Creating Commissioning Projects screen. Severity Severities are another core component of commissioning project workflow. Typically these values are A, B, C etc. They are used to determine if a punchlist item (deficiency on a tag) is severe enough to halt project workflow. 8 Once again, adding severity values on this page only adds them to the global list. They still need to be added to the project workflow. This will be outlined in the Workflow section of Commissioning Projects. 9 Importing and Creating Tags CheckPoint uses tags to identify the many different components that will be commissioned - or modified with a change management process. Interfaces have been created to import the tags from industry standard tag databases such as InTools. Tags are a global entity, which means you can use them across multiple projects. In addition, Tag Numbers must be unique. To use the Tag Import Utility page, go to Configuration Æ System Æ Tag Import Utility, browse to the (CSV, XLS) file and click load. The tags import into the global list of tags. To put tags in a project, you must do this from the Project Configuration page. To assign tags from the global tag list to a commissioning project, go to the Configuration Æ Commissioning Æ Projects page. Ensure the correct project is selected with the project drop down at top right. 10 Click the ellipse button to the right of tags to load the Project Tag page. On this page, select the desired tags from global list on the top and click Assign Tags to bring them into the selected project. 11 Creating Commissioning Projects Project Set-up To create a project, go to Configuration Æ Commissioning Æ Project Admin page and click Add. Once you enter a project name and description, click Save. The newly created project will appear in the list on the left. To configure that project, click on its name to load the form on the right. Use the form to update the project details. There are three main components to configure on the initial setup of a project; • Tags, • Workflow and • Disciplines. They will be outlined in the next sections. Workflow To go to the workflow configuration page, click Workflow on the Project Admin page. 12 There are 3 sections to the workflow configuration page; • Available phases, • Project phases and • Severity. Available phases are global phases minus the phases that are in the working project. Project phases are phases that are in the current working project. The order of this list is the same order that the workflow will follow, and you can adjust this or by clicking the up and down buttons. Severity defines which severity level of a punchlist item will halt workflow (severities are not required). Severities are phase-specific, so you must choose each phase to enable a severity. To be able to create commissioning checklists in checkpoint, a project must have at least one phase and one discipline associated with it. Adding Tags Click on a project name and then click Tags. From this screen, you add or edit tags by clicking the Add/Edit button. The top list is the global list of tags minus the tags that exist in the working project. The bottom list is all of the tags currently in CheckPoint. Both lists are multi-selectable. 13 Disciplines To go to the Disciplines configuration page, click Disciplines on the Project Admin page. From this page, select the applicable disciplines from the global definition list and apply them to the project by moving them to the Disciplines in Project list. 14 Creating Checklists Checklists are the most powerful CheckPoint feature. A user can create a checklist and use it many times over for many different tags and projects. Checklists are broken into two parts - sections and section items. A section item is like a question and a section is like a group of questions. To create checklists go to Configuration Æ Commissioning. Choose a project (from the drop-down list at top right) and then click on Checklist Admin. To create a new checklist click Add, then specify • a name, • description, • instrument type, • estimated man hours, and • select the phase and discipline that this checklist will be used for. Click Save, and your newly created checklist should appear in the list. You can also modify these details by selecting a checklist and clicking Edit. 15 If the new button is not present or disabled, then you have not added a workflow or discipline to the project. You must have at lease one discipline and one phase associated with a project. You can preview a checklist and its layout by selecting the checklist and clicking the Preview button. This will open a small popup window that displays the checklist. Checklists are project-specific. When assigning checklists to a user/tag, you will only be able to see checklists for the working project. The import button allows users to import checklists from other projects. To use this feature, click on the Import button, a small popup will appear with all the checklists that are configured in CheckPoint. Click on the desired checklist and click Import. When importing checklists, the phase and discipline may change if the current working project’s phase and discipline are not on the imported checklist. The system will take a phase and discipline and assign them to the newly imported checklist. Building Sections Once you have created the checklist, you’ll need to build some sections. To create a section, click the New button (on the left hand side). A small popup window will appear with a name and label. The name is the system name, 16 and the label is the label that will appear on the checklist. When you create a section, it will automatically be selected in the list on the left. When a section is highlighted, you can edit, delete, or move it up or down by clicking on the respective button. You can also import sections from other checklists (similar to importing checklists from other projects) by clicking Import Section. 17 Adding Section Items After a section is created, you will need to add section items to it. To add a section item, click New (on the right side). You will then be prompted to enter • a description, • type, • column displayed, and • size. Below is a list of general controls that come pre-built with CheckPoint. Free Text This is a text box. The size setting specifies how many lines there will be. Information This is for general information (i.e. directions, etc.) Yes/No A radio button selection. Yes/No/NA A radio button selection. Single Checkbox A checkbox. Tag Number This value is pulled from tag information. You can pull any tag fields onto your checklist using the Step Type Definition form. Project Name The working project name. 18 When the section name is highlighted, you can edit, delete or move it up or down by clicking on the respective button. You can also import section items from other checklists (similar to importing sections from other checklists) by clicking Import Section Item. 19 Custom Step Admin The Custom Step Admin page is where a user can define checklist controls. Access the page by clicking Configuration Æ System Æ Custom Step Admin. The controls that can be defined are; • checkbox groups, • radio button groups and • tag information. To create a new control, enter a name, select the control type and then click Add. The control should show in the list on the left. By default, it should have been selected after creation. Then create child elements for the new control by entering a label and clicking Add. The tag table type will only have one child element. The label has to be exactly the same as the name of the data column in the database for this to work correctly. You can change controls, but changing them affects the entire CheckPoint system. Once a control is used (on a checklist) it is not recommended that you change it. 20 Plug-Ins (Custom Controls) Most checklists can be built using the generic controls described in the previous section, but some situations require further customization. This is where custom controls are useful. For example, you might want a grid to display calculations from the tag database. You might also want a database control where many values are stored without taking a lot of room on the checklist. The custom step page enables a user to upload these plug-in controls. Contact i-GEN Solutions for help with this process. 21 Checklist Assignment Once the initial setup of a commissioning project is complete, you will have tags, workflow and disciplines defined for your project. You will also have checklists configured (based on the different tag types). The next step is to associate these pre-built checklists with a tag and have a field user complete the checklists. The Commissioning section is where commissioning managers will perform these tasks. To associate a checklist with a tag, select a tag from the grid on the top of the page and click Assign Checklist. Then choose a pre-built checklist from the pop-up. Once a checklist is assigned to a tag, you then assign the checklist to a user and approver. This can be done by selecting the tags in the grid on the top and clicking Assign Users. This process will assign the checklist to a specific user group or user for completion and a specific user group or user for approval based on discipline. A tag can have several checklists associated with it. As you select a tag on the upper grid, the bottom grid will populate with the associated checklists for that tag. You can unassign a checklist by clicking its name in the bottom grid and clicking Unassign Checklist. 22 Change Management Process Definition Checkpoint is also a fully-customizable change management system. Change management processes can run sequentially or in parallel, and each process is handled and displayed like the checklists and tasks you used in the commissioning phase. To setup a change management process, go to Configuration Æ Change Management and click Add. Enter a name and description and click Save. The new change management process should be now appear in the list box. Selecting a process name in the list allows you to edit it using the form on the right. Next, you’ll need to add steps to the new change management process. Click Add and you will get a small popup window asking if you want to add a parallel step or copy an existing step (from another change management process). A parallel step is a group of steps that are dependent on each other to be completed before the next step in the change management process can be 23 assigned. Parallel steps are highlighted in orange. You can also see that parallel steps have the same Step number. Once you decide which type of step you want, click the Create Step button. The newly-created step will show in the list (with a generic name and description). To configure this step, simply double-click it. You will then be directed to the Change Management Step Configuration page. The screen allows you to add section items (questions, controls) and sections (groups of questions, controls). You can preview your progress at any time by clicking the Preview button. Steps must have a name, description and a representative group. The representative group is the group of people that will be assigned to the step when it’s their turn in the workflow. These groups are the same as user groups and can be configured on the Configuration Æ System Æ Group Admin page. Note that the group has to have at least one member. Representatives As mentioned earlier, representatives are user groups that are assigned to a step. There can be many or one member in the representative group. The groups can be added from the Configuration Æ System Æ Group Admin page. From this page, you can also administer membership in those groups. 24 Creating Process Steps Change Management steps are the tasks that are assigned to the user. They are assigned sequentially (unless parallel) and cannot be assigned until the previous step is completed. To create steps, you need to be on the Change Management Step Configuration page. Navigation to the page by clicking Configuration Æ Change Management and then double-clicking one of the Process Steps in the lower half of the interface. Each step is made up of sections and section items. A section is a group of section items. To create a section, click the left Add button and enter a name and label. After clicking Save, you should see the newly created section in the list. You can edit a section by selecting it and adding/deleting/sorting section items in the list to the right. To add section items to a section, ensure that a section is selected in the list on the left, then click the Add button on the right side of the screen (below the list of section items). 25 Using CheckPoint CheckPoint is a web application. To access it, open Internet Explorer and type the following into the address bar: http://[ServerName]/ CheckPoint/default.htm [ServerName] is the name of the server/computer where the web application has been installed/hosted. Get your username and password from the system administrator who initially setup CheckPoint. For help with configuring the system, please refer to the Configuring CheckPoint for First Use section. CheckPoint consists of five main sections: • My Tasks, • Commissioning, • Change Management, • Reporting and • Configuration. The sections are all accesed via the top navigation bar. Note that only certain sections may be available to you (determined by user rights and access priviledges). 26 My Tasks The My Tasks section is the starting point for all users of the system. It lists your assigned tasks in a simple interface. Field users will typically use CheckPoint to commission tags and create/complete change management requests. For the most part, a field user will only have access to the MyTasks screen. By default, any user that logs in goes directly to the MyTasks screen. The My Tasks screen is a summary of all your assigned commissioning tasks and your assigned change management requests. These are organized by project, and the top grid lists all of the projects you’re associated with. 27 In the top grid, you’ll see the number of checklists and punchlists associated with each of your projects. Completing Checklists To see the list of checklists, double-click the number in the “Checklists” column. A new screen will appear with a list of assigned checklists in grid form. Double-clicking on any of the checklists (one of the rows) will load a window with the complete checklist. To fill out a checklist, it must be assigned to you. Once assigned, it can only be completed by the assignee. In addition, it can only be completed and signed-off once. Once you’ve clicked the Complete button, you can no longer edit the checklist. 28 Completing Punchlists Punchlists can be created in multiple ways: • On-the-fly while working on the checklist. • By clicking on the Punchlist button at the bottom of the checklist page. If the punchlist’s severity matches one of the severities defined in the phase workflow, the workflow for that tag will stop until that punchlist is complete. You have to be assigned to the punchlist item to complete it. If you have created a punchlist item, you can delete it until it is assigned to another user. You can only create a punchlist on a tag that is assigned to checklist. To view or edit a punchlist, start on the MyTasks page. Double-click on a number (note that you can’t double-click a “0” value) in the “Punchlists” column to open the Punchlist Tasks page. Double-click a punchlist in the resulting grid to view or edit it. 29 Approving Completed Checklists Like field users, managers logging in to the application will see the MyTasks page by default. They can access checklists by • double-clicking a number in the “Checklists” column of the MyTasks page and • double-clicking a checklist record in the grid view that appears. While field users have a Complete button at the bottom of their checklist pages, managers have a Sign Off button. When logged in as a manager, remember that you’ll only see checklists that have been completed by field users – and are awaiting your sign off. 30 Initiating a Change Management Request From the MyTasks screen a user can also initiate a Change Management Request. To create a change request, click Add then pick the type of Change Request and the unit/equipment/tag and then click Ok. Once the change request is created, it is automatically assigned to the creator. The newly created change request will be shown in the bottom list. To start completing the new change request, double-click its row in the bottom grid. 31 Completing a Change Management Step From the MyTasks screen, you can work on the change requests currently assigned to you. Double-click a change-request row in the lower “Change Management” grid to get started. This loads a page with the change request task details. When you’re done working on the task, click the Done button to return to the MyTasks screen. If you’ve completely finished the task, click the Complete button to submit the change request for approval and return to the MyTasks screen. 32 Commissioning The Commissioning section (assessable from the top navigation bar) is where commissioning managers can: • associate checklists with tags and • assign users to checklists and punchlists. The page has two sub-sections: Checklist Management and Punchlist Management – accessible by buttons below the top navigation bar. 33 Assigning Checklists to Tags The Checklist Management page is where commissioning managers will associate pre-built checklists with tags. The top grid lists all of the current project’s tags. If you have the appropriate permissions, you can create and edit tags by clicking the Manage Tags button. 34 To assign a checklist to a tag, select a tag from the grid on the top of the page and click Assign Checklist. You can also assign multiple tags at once to a checklist. To do this, SHIFT-click or CTRL-click tags in the top grid before clicking the Assign Checklist button. Now choose a pre-built checklist from the pop-up. The pop-up displays a list of phases and disciplines - and checklists associated to those phases and disciplines. Choose the checklist and then click save. The tag will now show there is a checklist assigned, along with that checklist’s current phase. A tag can have several checklists associated with it. When you select a tag on the upper grid, the bottom grid will populate with the associated checklists for that tag. 35 Assigning Checklists to Users Once a checklist has been associated with a tag, commissioning managers can assign checklists to specific users and approvers. This is done on the Checklist Management page. Access the page by clicking Commissioning Æ Checklist Management. 36 There are two methods for assigning users to checklists: • Individually and • Bulk User Assign To assign checklists individually, first click on a tag in the top grid. This will load a list of the tag’s checklists in the bottom grid. Second, click on one of those checklists and then click the Assign User button. Choose the user and approver, and click Save. 37 To assign checklists using the bulk user assign method, select one or many tags from the upper grid. Then click the Bulk User Assign button. The resulting pop-up will allow you to select any of the disciplines associated with your project – along with a user and approver. This method differs from individual assignments in that tags in the upper grid are user for assignment – not checklists in the bottom grid. When you click Save on this window, CheckPoint performs a sequence of actions automatically. It • reviews all selected tags and their associated checklists, and • assigns users to the tags and their checklists based on user discipline. 38 Assigning Punchlists to Users To assign punchlists to users, navigate to Commissioning Æ Punchlist Management. This screen lists all of the punchlists configured for your project. Any punchlist item that is highlighted on this page has been stopped – based on workflow constraints. To assign a user, select one or more punchlist item from the list and click Assign. Choose the user and then click Ok. The selected punchlist items should now show the user assigned. 39 Change Management The Change Management section allows administrators to review and modify current change management requests. Initiating a Change Management Request To create a new change management request, click the Add button at bottom left and then pick the type of Change Request and the unit/equipment/tag. Click Ok, and the change request is automatically assigned to the creator. The newly created change request will be shown in the grid above. To view or modify the change request, double-click its row in the grid. 40 Modifying Change Management Requests Managers can modify anything on the change request screen. The change request’s status can be set to “Hold” or “Void”. Previous steps can be accessed by clicking on the tabs. Click Done to return to the main Change Management screen. 41 Reporting Navigate to the Reports section and select the desired report from the drop down list. Then click the Load button. This will load the pre-configured report using the SQL report viewer. If the report contains parameters, you can modify the parameters (using the drop-down boxes) before clicking View Report. All reports are built using Microsoft Reporting services. Once the report has been generated, you can export them to PDF or XLS. 42 Change Management Detail Report The Change Management Detail report has three parameters: • Change Request Type, • To date and • From date. The final report has a summary at the top showing how many change requests are in which phase. The bottom of the report is a detailed list of all the change requests for the parameters entered. 43 Configuration The configuration section is divided into System, Commissioning and ChangeManagement sub-systems. System The Configuration Æ System allows you to access settings that affect your entire CheckPoint installation. These settings are not specific to any one commissioning or change management project. The System section contains the following settings pages: • Group Admin • User Admin • Global Definition • Plug-in Admin • Custom Step Admin • Tag Import Utility 44 Group Admin Configuration Æ SystemÆ Group Admin To create a group, click Add and then enter all the group information in the form fields on the right. Once you’ve clicked Save, you can edit the group’s permissions and user members by clicking the ellipse button. When a user group is created, it is automatically given login permission to the currently selected. User and group permissions are project-specific with the exception of change management administrators. 45 User Admin Configuration Æ SystemÆ User Admin To create a user, click Add and then enter the user’s information in the form fields on the right. By default when creating a user, they are granted “Login” to the current project that you are working in. To edit a pre-existing user’s information, click on the user’s name in the list on the left. Make changes to the form fields on the right and then click Save. Delete a user by selecting a user name in the list on the left and clicking the Delete button. You cannot delete a user who has completed work (punchlists, checklists etc.) 46 The Reset Password button will reset a user’s password to the default system password (1234 unless otherwise specified). If a user has this default password, they will be forced to change that password upon first logging in. The Restore Defaults button restores the default views for all data grids in the system (for the selected user). Permissions Permission Name Definition Project Specific Access to Loops and Tags screen This permission enables a user to assign checklists/users to tags Yes Access to Punchlist Screen This permission allows a user to create/delete/edit/assign all punchlist items Yes Approver This permission denotes a user as an approver of a commissioning task checklist Yes Change Management Admin Create Change Management Processes, change the status of existing change requests No Create or Edit Checklists Create checklists for commissioning projects Yes Login Login to the system Yes Project Admin Create/Configure Projects Yes Reporting Access Access to the Reporting screen Yes System Admin Access to the system admin page Yes User Admin Access to the user admin page, create/edit/delete users Yes View Checklists View Checklists Yes 47 Commissioning This section is where commmissioning managers create new commissioning projects then define the applicable workflow, tags and disciplines. Project Admin Configuration Æ CommissioningÆ Project Admin To create a project, click Add and fill out the form fields to the right. Once you enter a project name and description, click Save. The newly created project will appear in the list on the left. To configure pre-existing projects, click on a project name on the left and edit the form fields on the right. There are three main components to configure on the initial setup of a project; tags, workflow and disciplines. Each configuration screen is accessed by clicking the corresponding ellipsis button. 48 Workflow To configure project workflow, navigate to Configuration Æ CommissioningÆ Project Admin and click the “Workflow” ellipsis button. There are three sections to the workflow configuration page: • Available phases, • Project phases and • Severity. Available phases are global phases (minus the phases that are in the working project). Project phases are phases that are in the current working project. The order of project phase list is the same order that the workflow will follow, you can adjust this or by clicking the up and down buttons. Severity defines which severity level of a punchlist item will halt workflow (severities are not required). Severities are also phase-specific, so you must select a phase before specifying a severity. To be able to create commissioning checklists in checkpoint, a project must have at least one phase and one discipline associated to it. 49 Tags Tags are project-specific, so first select the desired project from the drop-down menu at top right. Then click the Tags ellipsis button. On this screen. you add tags by clicking the Add button. You can edit tags by double-clicking the tag row in the top grid. 50 The top grid is the global list of tags minus the tags that exist in the current working project. The bottom grid lists all of the tags that are in CheckPoint – independent of any commissioning or change management project. Both lists are multi-selectable. Disciplines To go to the Disciplines configuration page, click the “Disciplines” ellipsis button on the Configuration Æ CommissioningÆ Project Admin page. Then select the applicable disciplines from the global definition list and apply them to the project by moving them (using the arrow buttons) to the “Disciplines in Project” list.