Process Library Webinar

Editor's note: this transcript was generated by AI and has been lightly edited for clarity and relevance — some sections have been shortened or removed, and minor transcription errors corrected.

Full transcript

00:00:24Host

In this webinar, I'm going to show you how the Triaster Process Library implements the process approach within Triaster QMS — and, where an organisation needs it, extends to cover a wider Business Management System or Integrated Management System too. In other words, the single source of truth for your organisation that is useful, usable, and used.

00:00:50Host

The Process Library is particularly suitable for companies which are struggling to stop employees making mistakes, finding it difficult to scale their organisation effectively, or failing to introduce and manage change effectively — such as new systems or standards like ISO.

00:02:15Host

Using drill-downs — links to lower-level maps providing more detail — we can provide as much information as needed. Drill-downs are indicated by a shadow over the edge of an activity, and a level indicator makes it obvious there's a top-level map attached.

00:04:05Host

We choose to display the ISO clauses a map follows, which is massively helpful for things like audits, but you can choose whatever property you'd like displayed, or none at all — it's completely customisable.

00:04:36Host

Selecting a shape lets you view the properties attached to it — for example, RACI information: Responsible, Accountable, Consulted, and Informed. Storing RACI information helps decrease mistakes and helps introduce changes to the way things are done.

00:08:30Host

That was a brief overview of how to capture processes as clear, understandable process maps. Now let's look at how the Process Library enables you to control those processes and manage your process data — to be useful, your maps must always be accurate representations of how things are actually done, and need to be approved and reviewed at regular intervals.

00:10:16Host

Once a map is live, it enters its review cycle — a feature that puts maps up for review after a set period, typically between 6 and 12 months. Once a map has passed its review date, if not reviewed and confirmed as still valid, it remains visible but displays a warning that the content could potentially be outdated.

00:11:47Host

Roles are a key element, enabling you to select which users have what permissions — from creating and editing maps to approving and reviewing content. You can also set security so that, for example, only finance-based employees can access finance maps.

00:12:40Host

The most useful data, from experience, is RACI — making clear who is responsible, accountable, consulted, and informed for each step of a process.

00:15:30Host

Documenting accurately the steps employees need to follow is only useful if employees actually look at the documentation and follow it. With the Process Library, because there is instant go-live on approval, process maps are immediately shared with their intended end users.

00:17:59Host

The library can enable Google Analytics to build detailed reports on how the system is being used and by whom — important, since driving up usage of a system is nearly impossible without first knowing how much it's being used. It also integrates with Power BI for custom, in-depth usage reports.

00:18:42Host

The final feature is SharePoint integration — we can enable search to bring up content from your SharePoint site, as well as attach hyperlinks directly to these files from shapes within maps.