The Global Leader in Procedure Management Solutions
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SmartProcedures
The most advanced procedure management system in the world!
Frequently Asked Questions
About SmartProcedures
| Why would I use SmartProcedures to create procedures instead of the word processor I am used to using? |
While you can use unstructured word processors to create many types of business documents, you also waste a lot of time - up to 50% of your time - applying formatting. SmartProcedures' structured authoring model provides procedure templates that enforce not only formatting, such as fonts and numbering, but also document structure. Because SmartProcedures automatically creates many elements, such as cover pages, table of contents, and glossaries, using SmartProcedures makes creating procedures faster. With all the time you save using SmartProcedures, you can focus on what you do best, improving the clarity and safety of your procedures.
SmartProcedures FlexViews® let content managers define templates to meet any need. Unlike word processing templates, FlexViews provide formatting and structure definitions. If your procedures typically use different structures, you can create FlexViews for each procedure structure, or type, that you use. The formatting is separated from the content allowing unlimited flexibility in displaying content in just about any template or device, including paper, PDAs, HTML, mobile devices, tablets, and even text-to-speech audio.
| I understand that SmartProcedures uses XML, but I thought new versions of Microsoft Word also support XML. |
Many Microsoft Office products support XML. Supporting XML is not enough to ensure a structured authoring environment. Microsoft has produced a "development map" to show how its Office products can be used to develop an XML solution. For more information, you can download the map at: //msdn2.microsoft.com/en-us/office/default.aspx With SmartProcedures, you can start using cutting-edge XML technology today to provide single sourced FlexViews without spending a lot of time developing a solution.
Authors spend less time formatting ? Templates define structure automatically ? SmartProcedures generates content automatically, such as cover pages, tables of contents, and glossaries ? Global reference objects make updates fast and easy.
The Step-Analyzer-Module, or SAM, analyzes procedures step-by-step based on best practice human error reduction rules. These rules can be specific to step type (e.g. action, warning, caution, and note) as well as procedure type (SOP, Administrative, Engineering, Start-up, etc.). The analyzer scans quickly, never gets tired, and assists the writers to ensure human error precursors are not embedded into the procedure.
Each SmartProcedure can be automatically output in an interactive computer-based-training (CBT) format, inclusive of multimedia (graphics, video, diagrams, etc.) for work guidance and instructional support. These Procedure CBT modules are automatically generated without any additional work by the writers. The CBT can be linked to any learning management system (LMS) for initial, refresher or just-in-time training and can incorporate 2 modes: 1) full training (every step and attachment); or 2) modified steps from last revision.
About the Edit and Review Process
SmartProcedures is a complete lifecycle system handling all aspects from cradle to grave: editing, reviews, approvals, workflows, document management, training, and field use.
| Many times I cannot publish a procedure because my reviewers don't return comments. How can SmartProcedures help? |
When you use the SmartProcedures solution for creating procedures, you tap into an automated review and approval (change management) workflow system. When you create or modify a procedure, simply send it for review, with the click of a button. The workflow management system notifies reviewers by e-mail that a procedure is ready for review. The reviewer can then comment on the procedure online, step-by-step, using the SmartProcedures web portal. When the review is complete, SmartProcedures displays the review comments in the author's To Do list. The author can then easily modify the procedure and send it for further review or approval, all automatically.
Using the integrated change management system, system administrators can define the review and editing life cycle. Then any time a procedure is ready for review, it is routed among reviewers, approval authorities, and procedure authors until it is approved. The system automatically notifies reviewers when a procedure is waiting for approval. If reviewers do not respond within the defined time, the system escalates the notification to the reviewer as well as a procedure sponsor.
About IT Integration
Because SmartProcedures is primarily a web-based application, administrators and operators access it using a web browser with no local client installation required. The SmartProcedures Editor, used only by a few procedure authors, requires a local client. However, you can automate client installation using scripts or group policy.
SmartProcedures supports integrated Windows authentication, so your users don't need to remember another set of credentials. And SmartProcedures requires no secondary credentials.
Hardware and software requirements depend on how many users you plan to support and are typically defined by the database software you use. For detailed hardware and software requirements, see the applicable PRiSM Version Requirements white paper.
About Current Data
| We already own a content management system, such as LiveLink, FileNet, or Documentum. Isn't SmartProcedures redundant? |
SmartProcedures is not an enterprise content management system in the conventional sense. SmartProcedures stores procedures at the step level in relational database, so you can provide access to this critical safety and operational information quickly to operators on demand. SmartProcedures complements your content management system and works seamlessly with it. Because SmartProcedures lets operators access the information they need in the format they need it with FlexViews, SmartProcedures provides procedure-specific improvements over paper-based documents and improves overall plant safety.
If you have data you would like to reuse with SmartProcedures, ATR can help you develop scripts so SmartProcedures can leverage your existing data and keep it updated automatically.
Yes. ATR and Wonderware have worked together to output any SmartProcedure onto IntelaTrac as interactive, passive, or Performance eChecklists for training.
About Converting Procedures to SmartProcedures
To maximize your ROI with SmartProcedures, you should work with ATR to import all your procedures into the SmartProcedures database. ATR has a comprehensive system to help you convert your existing procedures into SmartProcedures so you can reap all the benefits of SmartProcedures, such as FlexView single sourcing, streamlined procedure development, improved searchability, and reusable procedure steps.
For more details about how ATR helps manage your conversion to SmartProcedures, see the Converting Documents to SmartProcedures white paper.
Depending on how well-structured your current procedures are, you should be able to import them to SmartProcedures yourself with the Import Filter. However, ATR recommends working together to develop the best plan to convert your procedures so you can quickly benefit from using SmartProcedures.
About Ease of Use
Not all SmartProcedures users in an organization are computer savvy. SmartProcedures helps even inexperienced computer users get the information they need in the form that best meets their needs.
Because SmartProcedures stores procedures in a relational database, the product provides many search criteria to help users quickly find the procedure they need. For example, if operators do not remember the title, they can also search by author, physical plant location, equipment, process, keyword, or numerous other search keys.
| Our workforce is aging and we need to upgrade our procedures. How can SmartProcedures make this process easier? |
SmartProcedures provides FlexViews®, various ways to output procedures depending on the operator's needs. For example, if they need a larger font to make the procedure more visible, you can create a FlexView that provides large fonts. If you want to add video demonstrations of performing a task in a training FlexView, you can link the video. SmartProcedures provides many ways to deliver your procedures to different devices and media, so your users can easily get just the information they need, when they need it, in the format most useful to them.
About ROI
| Developing procedures to comply with regulations is typically a costly, but necessary, expense. How can we achieve a return on investment using SmartProcedures compared to our current procedure system? |
SmartProcedures provides continuous cost-savings that can dramatically reduce the cost of procedures over the lifetime of a procedure. After an initial uptick while you convert to SmartProcedures, the product saves you money continuously, when compared to your current procedure system. Typical overall cost reductions of 20 to 40% are possible, depending on a number of factors.
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