Operations Checklist Management
Standardized checklists, real-time execution, and operational visibility
Published by
Mekari Developer Team
9 published templates
Overview
Key Features
- Centralized Site Database: A centralized location database to store and manage operational site information, including operational status, addresses, area metrics, and assigned personnel to ensure consistency across all operations.
- Standardized Checklist Master Data: A master checklist configuration that defines categories, questions, answer options, scores, issue flags, and mandatory evidence to ensure all operational inspections follow the same standard.
- Scheduling and Approval Workflow: A structured scheduling workflow that manages operational activity requests, approvals, revisions, and rejections to ensure all activities are formally reviewed before execution.
- Checklist Execution and Assessment: An operational checklist execution module that allows users to perform assigned or ad-hoc inspections, complete checklist forms, attach evidence, and automatically calculate final scores.
- Issue Tracking and Resolution: An integrated issue tracking system that automatically generates issues from checklist failures and tracks them until resolution, ensuring all findings are handled and documented.
- Performance Dashboard and Analytics: A real-time dashboard that visualizes operational performance, compliance status, issue trends, resolution rates, and site-level comparisons for monitoring and analysis.
- User and Access Configuration: System configuration features to manage users, groups, positions, and access permissions to control who can view, execute, and manage operational activities.
Operations Checklist Management
Checklist Management System provides an integrated workflow for managing operational compliance and issue handling, starting from checklist setup in Data Master, task scheduling and approval, checklist execution and assessment, to result recording and issue management. The process is supported by centralized location data and real-time dashboard monitoring.
Usage Scenarios
- Multi-Site Operational Monitoring: Monitor checklist execution and issue resolution across multiple operational sites from a single system.
- Scheduled Operational Inspections: Plan, approve, and execute routine operational inspections based on predefined schedules and checklists.
- Ad-Hoc Operational Checks: Perform unscheduled inspections when immediate operational checks are required.
- Operational Issue Follow-Up: Track and resolve operational issues generated from checklist results to ensure corrective actions are completed.
Assets preview
Documentation
This documentation provides a practical guide to help users understand and operate the Operations Checklist Management system. It covers the core modules, operational workflows, and configuration settings required to set up checklists, manage scheduling and approvals, execute operational inspections, track issues, and monitor performance across locations.
Operations Checklist Management
Issue Remediation Management
- Issue Tracker Logging: Allows users to manually create and log new issues directly into the tracker, independent of checklist failures.
- Issue Resolution Evidence Documentation: Requires users to fill in resolution details, including "Resolved Remarks" and "Resolved Evidence," to officially close an issue.
- Resolved Issue Archiving: Automatically removes resolved items from the active tracker and transfers them to the "Resolved Issue" page for permanent record-keeping.
Location Data Management
- Site Database Record Centralization: Systematically stores, organizes, and manages physical location records, including operational status (Active/Inactive) and physical addresses.
- Site Area Metric Tracking: Manages specific facility metrics, allowing users to view and edit details such as Gross Floor Area (GFA) and Nett Leasable Area (NLA).
- Site Contact Personnel Database: Links specific contact personnel, such as Retail Area Managers or Store Managers, to specific location records for communication purposes.
Operational Checklist Scheduling Management
- Master Schedule Template Management: Facilitates the creation of master schedule templates that appear as selectable options for recurring periodic tasks.
- Operational Schedule Request Submission: Enables users to define operational parameters (such as site, time, and checklist) and submit the task into a formal workflow.
- Schedule Request Approval Workflow: Routes pending requests to designated approvers who review the history and make official "Approve" or "Reject" decisions.
- Schedule Report Archiving: Archives all finalized activities in a report log to provide transparency and a historical audit trail of executed schedules.
Operations Checklist Management
- Master Checklist Template Management: Enables the central building and configuration of checklist templates, defining every question, category, and answer option.
- Checklist Option Scoring Configuration: Allows administrators to assign specific scores to answer options and link "Issue Flags" to automatically trigger if a negative option is chosen.
- Digital Checklist Inspection Execution: Facilitates the completion of checklist forms where users answer questions, add remarks, and upload evidence.
- Ad-Hoc Checklist Creation: Allows users to manually generate and execute inspections outside of the standard schedule, which are automatically assigned an "AD-HOC" type.
- Automated Checklist Scoring: Automatically grades answers and calculates a "Final Score" immediately upon the submission of a checklist.
- Automated Issue Generation from Checklist Failure: Automatically generates a new task in the Issue Tracker if the system detects an incorrect or negative answer on a checklist.
Operations Compliance Analytics
- Flagged Issue Growth Trending: Tracks the volume of newly created "Red" and "Yellow" flag issues over a timeline using an Issue Growth line graph.
- Issue Resolution Rate Monitoring: Monitors the effectiveness of issue closure workflows by displaying a Resolution Rate chart.
- Active Issue Urgency Tracking: Provides a snapshot of all active issues, segmented by location and color-coded by urgency levels such as "Open Red Flag" or "Overdue Yellow".
- Checklist Category Failure Identification: Identifies which checklist categories are generating the most issues using specific pie charts like "Red Flag by Category".
Site Performance Analytics
- Site Compliance Ranking: Automatically ranks the "Top 10" and "Bottom 10" sites based on low open issue counts and high checklist scores to identify best and worst performers.
- Site Checklist Average Score Benchmarking: Compares the overall performance across different locations by visualizing average checklist scores in a bar chart.
System Access & Security Management
- User Account Administration: Manages the lifecycle of user accounts, including creation, updates, and authentication credentials for system access.
- Detailed User Profiling: Maintains comprehensive user profiles including email, organizational unit, site location, and specific roles.
- Group Page Access Control: Configures permission sets that restrict or grant access to specific system pages and menus based on user groups.
- Group Membership Assignment: Assigns individual users to specific access groups to inherit the defined permission sets and operational privileges.
- Position-Based Role Assignment: Maps users to specific organizational positions or roles (e.g., Approver, Admin) to automate workflow responsibilities and authority.
- Position Master Configuration: Creates and manages the hierarchy of job titles and position codes linked to specific sites and organizations.
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