The Processes module is a core feature of Activ that allows you to clearly set out your business Processes, ensuring that they are fully accessible to your employees and can be implemented consistently across your organisation. It provides you with the option to present your Processes in any of four formats (see Process Types), and allows you to include direct-access links to relevant materials such as other Processes, documents, or external websites. Once your Processes are set up, Activ allows you to:
- Assign ownership of individual Processes, ensuring that they are managed by the most appropriate members of your organisation.
- Limit access to individual Processes, making them visible only to those people that need to see them.
- Set a review schedule for individual Processes, ensuring that they are formally reviewed and updated at appropriate intervals.
- Identify Processes that need to be read by all members of your organisation, and automatically notify your users of any updates made to these Processes (see Need to Read Processes).
- Track who has viewed each Process, allowing you to verify whether the appropriate people are viewing them.
In addition, Activ automatically tracks version control information for all of your Processes, enabling you to maintain a detailed audit trail of all changes made to them over time.
*****
There are three tabs within the Processes module. These are:
Register – this page lists all Processes that are currently recorded in your system, enabling you to search, view, and manage your Processes in one place.
Scheduled Reviews – lists all Processes that have been marked for review, assisting you in managing your system’s Process reviews. Processes listed in red are overdue and those in black have a review date set in the future. By default, this tab displays the Process reviews that have been assigned to you, but you can view any other upcoming Process reviews using the filters at the top of the page.
View History – lists all Processes that have been viewed by a specified user, and is useful when analysing which Processes individual users have accessed. It can also help you confirm whether users are accessing the information that they should be using.
*****
Clicking on an individual Process on the main Register tab opens the Process. Each Process’ record consists of up to five tabs: Details, Properties, View History, Access Rights, and Review Log. A brief explanation of each tab’s use is provided below.
Details – displays the full Process and its key Details fields (e.g: code, type, owner, etc), including any references and links. This tab also allows you to view any previous versions of the Process.
Properties – houses the main administrative parameters of the Process and the automatically maintained version history register.
View History – lists which users have viewed the Process and when they last viewed it, enabling you to ensure that your users have viewed the relevant Processes.
Access Rights – only present if the Process is Private. This tab allows you to review and manage the Access Rights that have been given to your users.
Review Log – this tab maintains a record of all formal reviews of the Process.
