Who is this article for?

Ideagen Quality Management administrators using system reports.

Admin access is required.

1. System Reports
2. Configuration Report
3. Data Retention Activity
4. Document Activity
5. Document by Standards
6. Document Statuses
7. Inbox Statuses by Manager
8. Inbox Statuses by Personnel
9. Master Document List
10. Retired Document List
11. Standard Workflow Reports
12. Testing Results
13. Training Matrix

System Reports

Reports contained on the system tab provide important configuration, usage, and historical data about how your Ideagen Quality Management system operates. Unlike user-defined reports in the other tabs, system reports cannot be made into report instances or scheduled. They can, however, be edited to return results based on various Filter options.

Each system report is described below:

Configuration Report

Much of the information in your Ideagen Quality Management system requires special permissions to view and may be scattered across multiple screens and menus, making it difficult to see the big picture. The Configuration report solves this problem by displaying administrative information and pulling together data in a series of easy-to-read charts and graphs, depending on how it's Filtered.

Each Filter option is described below. Select one or several to include in the results.

1. Select Edit next to the Configuration report.
2. Enable one or more of the following options and select Run report.

Data Retention Activity

This report displays all events where users with the IconKey2 Data Retention permission have deleted Controlled documents, Controlled document revisions, workflow instances, test instances, or training instances.

To run the report:

1. From the reports main page, select Run for the Data Retention Activity report. The report loads with the twenty-five most recent events displayed.

• Deleted document revisions are indicated by the ".#" at the end of a document ID. For instance, 54424.2 in the image above refers to revision two of document #54424. When deleting an entire document, all revisions are deleted, and each is shown in a unique row in this report.
• The Date published/Completed column shows the date the document revision was published, and the date tests, trainings and workflows were last completed. If items expired after their initial Completion and were republished/completed, then the latest date is shown for that event not the initial.

2. Select a Filter option for specific modules if you don't want to see them all or use the search in the upper right to further refine the results.

Document Activity

This report allows you to view all document processing activity over the life of your system.

To run the report:

1. Select a Start and End date to report on from the calendar Filters.
2. Select whether you want the results displayed in Days, Weeks, Months, Quarters, or Years from the Interval drop-down menu.
3. Select which types of document actions you want to report on and select Run report. Results are displayed in grid and chart formats.

Chart results display for the entire date range by default and are not subdivided by the interval chosen. Separate columns appear for each Filter selected in step 3. Grid results display with separate columns for each Filter and are broken into rows according to the interval chosen in step 1.

Document by Standards

This report shows how your Standards are applied to your documents. It is particularly useful when preparing for an audit, as it allows you to perform a gap analysis of where specifics Standards are not being formally followed and where additional documentation may be needed.

To run the report:

1) Select which Standards to report on, you may also choose from between frameworks.

2) Select additional fields and Filters.

• Filter Locations - choose location(s) from the document Tree to focus on.
• Show Standards not associated with documents - includes Standards not currently tied to documents.
• Show retired documents in results - includes documents that are no longer active in the documents Tree.
• Type - the document file format (.DOC, .HTML, etc).
• Revision - the number of total revisions for each document, including any current unpublished revisions if applicable.
• Date published - when the document was first published, not the most recently published revision.
• Status - the current processing step of the document (published, edit, approval, review, or retired).

3. Select Run report. Results are displayed in grid and chart formats.
4. Select each standard's row to expand its results or use the Expand All / Collapse All options.

You may also select the document ID column links to view each document; select the browser's Back Icon Back button to return to the report.

Tip: A useful way to configure the gap analysis report is to select the Filters for Show Standards not associated with documents (enabled by default) and Status. As shown above, any standard that does not have corresponding documentation is listed to see where gaps exist. Also, if a standard only has one document associated with it but that document is in the approval status, you can place a higher priority on getting that document approved and published before your audit.

Document Statuses

This report provides historical information about the processing status of all documents on a given day.

To run the report:

2. Select a date from the calendar to report on.
3. Select Run report. Results are displayed in grid and chart formats.

Inbox Statuses by Manager

This report displays the active Inbox items for all users under a given manager. This report does not display Inbox items for the manager, just their subordinates.

Note: managers are designated in Administration > groups.

To run the report:

1. Select the manager(s) whose subordinates' Inbox statuses you want to report on.

2. Select what Inbox items you want to report on. You may choose from document Control tasks, tests, trainings, or workflow items.

• Hide empty Inboxes in results - if enabled, results do not show Inbox items unless there is a corresponding task for that user.

3. Select Run report. Results are displayed in grid and chart formats.
4. Expand each subordinate's name to view their Inbox items.

Inbox Statuses by Personnel

This report shows all active tasks for any Ideagen Quality Management group and/or user.

To run the report:

1. Select the group(s) and/or individual user(s) whose Inbox statuses you want to report on.

2. Select what Inbox items you want to report on. You may choose from document Control tasks, tests, trainings, or workflow items.

• Hide empty Inboxes in results - if enabled, results do not show Inbox items unless there is a corresponding task for that user.

3. Select Run report

4. Select each user's name to expand the results showing their Inbox items.

Master Document List

This report provides details about every document in your system, whether they're active or retired, Controlled or Uncontrolled.

To run the report:

1. Select which additional document fields to report on.

• Type - the document's file format (.DOC, .HTML, etc).
• Revision - the number of total revisions for each document, including any current unpublished revisions if applicable.
• Status - the current processing step of the document (published, edit, approval, review, or Retired).
• Controlled - whether document Processing restrictions and settings apply to the document.
• Last published Date - date the last published revision was finally approved.
• Standards - which Standards are tied to the document.
• Organization - what compliance organization each standard originates from.
• Include Retired documents - adds retired documents to the report.

2. From the drop-down menu, select whether to display Controlled documents, Uncontrolled documents, or both (Show All).

3.  Select Run report.

Retired Document List

This report simply opens the View Retired Documents page and is only accessible to users with the IconKey2 Retire Documents & Templates permission.

1. From the report, select the properties link to view the settings for a given document, including all previous revisions.
2. Select the document title link to view the last published revision.

Standard Workflow Reports

This report shows current and historical processing information by date for all workflow definitions that are currently online. This report can provide a valuable snapshot of your system's status on any given day in the past.

Note: The number of workflows shown in the following reporting would be the same for all users regardless of any permissions assigned.

1. Select which workflow you want to report on.
2. Select which type of report you'd like to generate and select Open Options. Further details about each are provided in the subsections below.

• Activity - shows how many times a given Route occurred within a date range.
• Open - lists all workflow instances that are not closed after a given number of days.
• Status - displays the step of each workflow instance on a given day.

3. Depending on which type of report you chose in step 2, configure the secondary Filters and select Run report.

Activity Reports

4. Select the Start and End dates to report on from the calendars.
5. Select whether you want the results displayed in Days, Weeks, Months, Quarters, or Years from the Interval drop-down menu.
6. Select the Routes you want to report on. Routes listed correspond to the workflow you chose to report on in step 1.
7. Select Run report.

Open Report

4. Enter the number of days in the text box to show all workflow instances that are at least that many days old and are not yet closed.
5. Select Run report.

Each instance's Current step, when it began, and current Responsible Party (Personnel) are listed. The Inbox Display field shows in the Description column.

Status

4. Select the date for which you want to view the statuses of all workflows.
5. Select Run report.

Testing Results

This report displays testing results for all tests in your Ideagen Quality Management system. Your results are based on the Filter(s) you select.

Note: You must have the the IconKey2 View test instances permission to view test records for users other than yourself.

To run the report:

1. Select the Filter(s) you want:

• Test - select a specific test title from the drop-down list.
• Document - select a document name from the drop-down list or enter a document ID#.
• Results - select whether you want to view results that Passed, Failed, Incomplete or Cancelled or (All).
• View Others' Results - select the individual(s) and/or group(s) you want to report on. To view results for users you are the manager of you must select that group in the View Others' Results Filter.

Note: None of these Filters are required to run the testing Results report.

2.  Select Run report.

3. Select a test instance ID node to expand a test and view further details about its questions and the results.

Note: In the above example, results were Filtered by the Passed status, and the user Tony was logged in. Only Passed test results for Tony are displayed. test results can also be Filtered by Failed, Incomplete, or Cancelled. Select the Status column header to sort results accordingly.

4. Select the View link to open a chart showing the number of times the selected test has been taken, failed, and passed.

If you run the report using the View Others' Results Filter, the results show the tests taken for the specific user(s) or group(s) you have selected. The report below shows results for any member of the Team who have Passed, Failed, Incomplete, or Cancelled tests.

Select a test instance ID node to expand a test and view further details about its questions and the results.

Training Matrix

The overall progress of any training issued through Ideagen Quality Management is tracked from this report. The Completion status of all trainings can be tracked at the group or individual user level. See training Administration for further details on how training instances must be processed to reflect a completed status here.

Note: You must have the IconKey2 View training instances permission to view training records for users other than yourself, including training Matrix scorecard.

To run the report:

1. Select the group(s) and/or user(s) as well as the training(s) you want to report on.

2. Select Run report. The report page refreshes displaying the results in chart form.

3. To see individual user progress, click a group to expand to its members. Click the user's name to go to their Personnel > personal profile page and see all their assigned trainings. You may also click each training item to view the training instance.

Note: trainings remain in the steps for training is required and has not been completed (red X icon) or training is optional and has not been completed (yellow ! icon) until the manager Sign-Off for verification of Completion and/or Effectiveness occurs, even if the user has submitted their training.