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Full glossary

Boards

  • Board – A Board is a collection of Cards that show information relevant to the logged in user. A user can have several Boards, which may be public or private, and may assign one to be the default view. Many customers will model their KaiNexus Boards after a Huddle, Idea, or Kanban board.


  • Public Board - A Board that can be viewed by anyone in the organization, but only edited by a user with the Public Board Administrator permission.


  • Private Board - A Board that can be viewed only by the user who created it. Every user can create as many Private Boards as they want.


  • Default Dashboard – The Default Dashboard is a Board that has been selected to be displayed immediately upon each individual user's’ login. Clicking the star icon on the right side of any Board will set it as your default view.


  • Cards – Cards are used on Boards to organize information.

    • Improvement List cards – Show a list of improvements that meet certain filter criteria. 

    • Project List cards – Show a list of Projects that meet certain filter criteria.

    • Task List cards –Show Tasks that meet certain filter criteria.

    • Chart cards – Track important data points. A new chart can be created for the card, or an existing chart (one tied to an Improvement or Project, for example) may be displayed.

 

 

Smart Notifications

 

  • Smart Notifications – Notifications tell you when something has happened on an Improvement, Project, or Task of which you need to be aware. Notifications are customized, meaning that only the users are only notified on a need-to-know basis.


    Notifications come in three varieties:

    •   ACTION

      These notifications are the most important type of Smart Notification. It means that there is something you need to do in the system in order for your Improvement, Project, or Task to move forward. This notification will remain until you complete the action.


    • INFORMATION

      These notifications tell you something you need to know, rather than something you need to do. They are triggered both by what's going on with your improvements and your notification preference settings, and will remain until you click the  on the right side of the notification.


    • UPDATE

      Each time you visit some improvement work in KaiNexus, anything that has happened since your last visit will be marked with a blue dot to highlight it for you. It's a great way to skim Improvements and Projects for new updates. The Blue dots will disappear once you view the Improvement, Projects, or Task.

 

 

Improvements

  • Improvements – Suggestions, ideas, and observations entered by users into the KaiNexus system. Improvements benefit the organization in some way, whether by improving finances, quality, safety, or satisfaction. Improvements are identified by a light bulb icon. Examples include Opportunities for Improvement, Ideas, Just-Do-Its, A3, PDCAs, etc.


  • Author – The person or people who initially had the idea and/or submitted the Improvement.


  • Assigner – This is the person who assigned someone to be responsible for an Improvement. They will stay informed about the Improvement’s progress, and they may be responsible for approving the Improvement’s Resolution before it is completed.


  • Responsible – This is the person who is tasked with evaluating, implementing, and managing an Improvement through to completion.


  • Task – Improvements can be broken down into smaller action items called Tasks. These can be assigned or requested of anyone in the organization. Due date reminders are included in the digest email.


  • Follower – This is a person who has no direct responsibility for an Improvement, but is kept aware of any updates via the digest email. Any user can follow any visible Improvements.


  • Collaborator – A Collaborator is part of the team working to implement the Improvement. This person is kept in the loop via the digest email.


  • Status – The status of an Improvement indicates how far along in the implementation process it is.

    • New - When an Improvement is initially entered into the system.

    • Planned - This is an optional status. It is intended for Improvements that will be done at a future date.

    • Active - This status is given once someone is assigned to be responsible for the Improvement.

    • Overdue - This status is given if the Improvement is not completed before its due date.

    • Resolution Submitted - The Resolution has been submitted and is pending review by the assigner. This Status is only used if the Responsible has submitted the Resolution to the Assigner.

    • Completed - Once the Resolution is submitted and approved (if required) it changes to Completed.

    • Deferred - This is an optional status for Improvements that have been  evaluated, but no decision about whether or not to implement them has been made.

    • Draft - This is an optional status. Before an Improvement’s submission, the Author can choose to save it as a draft if they are not ready to submit the Improvement.  


  • Authored Date – When the Improvement is initially submitted.


  • Active Date – The date when the Improvement is assigned and goes from New to Active.


  • Due Date – The date by which the Improvement is to be completed.


  • Completed Date – The date on which the Resolution is accepted.


  • Improvement Comments – Users can log updates and communicate with other users by entering comments on Improvements, Projects, and Tasks. Comments are noted in the digest email, and can optionally be sent out in individual emails.


  • Timeline – This audit trail keeps track of every significant event that happens on a Task.


  • Attachments – Files that are saved as part of the Improvement so that all information about the work being done is stored in a single location. They can be used to store everything from images, spreadsheets, project charters, and links to secure documents. All the basic file types are supported.


  • Links - Web addresses that are saved as part of the Improvement. They can be used to associate a specific web page or even an online document with an Improvement or Project.


  • Resolution – Each Improvement is resolved when the Responsible person answers a series of brief questions about how the Improvement was implemented and quantifies the benefits. Once filled out, Resolutions may need to be validated by the Improvement’s Assigner, depending on the option selected during its creation.


  • Impact – The result, whether qualitative or quantitative, of implementing an Improvement. The impact of each Improvement is captured upon its completion, and KaiNexus calculates the cumulative impact of all Improvements across the organization.

 

 

Projects

  • Project – This is a tool for the leadership of an organization to manage groups of Improvements which are closely related. Projects usually represent “top-down” driven Improvement.

    For example, a Project might be focused on improving patient wait times at a hospital, and contain several Improvements targeting various elements of the problem. Examples include run of the mill “Projects,” Value Stream Mapping Events, Kaizen Events, Green-belt Classes, etc. 


  • Sponsors – Someone higher up in the organization that is interested in the Project but has no direct responsibility for it.


  • Facilitators – Manages the Project and the users involved with it.


  • Leaders – Manage the Improvements in the Project.


  • Participants – The people involved with the Project who are responsible for identifying and working on Improvements.


  • Status – The status of a Project indicates how far along in the implementation process it is. 

    • Planned - This is an optional status. It is intended for Projects that will be done at a future date.

    • Active - The project has begun.

    • Overdue -  The project has not been completed on time.

    • Completed - The project has ended.

  • Start Date – The first date on which an Improvement can be submitted to a Project.


  • End Date – The last date on which an Improvement can be submitted to a Project.

    Users can continue to work on Improvements after the end date, but no new Improvements can be submitted.


  • Project Comments – Users can enter comments on the Project to log updates and communicate with other users. Comments are noted in the digest email, and can optionally be sent out in individual emails.


  • Attachments – Files that are saved as part of the Project so that all information about the work being done is stored in a single location. They can be used to store images, spreadsheets, project charters, and links to secure documents. All the basic file types are supported.


  • Links - Web addresses that are saved as part of the Project. They can be used to associate a specific web page or even an online document with an Improvement or Project.

 

 

Charts

 

  • ChartsTrack important data sets associated with the Project or Improvement using Charts. These can be KPIs of the organization or a more specifically the metric associated with the process being improved. Multiple charts can be created and affiliated with each item. Charts can be associated with a single or multiple Improvements, Projects, or Boards.


  • Chart Title: The name that will be displayed alongside your chart.


  • Series: A data set collection of data points.


  • Series Name: This is the name of what you are measuring. For example, the number of customers, response time, etc.


  • Series Description: This describes what you are measuring in more detail than the name.


  • Data Point: A data point is the measure of a single element.

 

 

Tasks

  • Tasks - Tasks are used to break up an Improvement or Project into smaller units of work. This allows the work to be distributed across a Team.


  • Assignee – Responsible for completing the Task.


  • Assigner – Assigned someone to be responsible for a Task.


  • Author – This is the person or people who initially created the Task.


  • Status – The status of a Task indicates how far along in the implementation process it is.

    • New - When an Improvement is initially entered into the system.

    • Active - The status given once someone is assigned the Task.

    • Overdue -  The status is given if the Task is not completed before its due date.

    • Completed - The status is given once the Task is completed.


  • Authored On – The date when the Task is initially submitted.


  • Start Date – The date when work on the Task begins.


  • Due On – The date by which the Task is to be completed.


  • Completed Date – The date on which the Task is finished.


  • Task Comments – Users can enter comments on the Task to log updates and communicate with other users. Comments are noted in the digest email, and can optionally be sent out in individual emails.


  • Timeline – This audit trail keeps track of every significant event that happens on a Task.

 

 

Admin Page

 

  • Titles - A degree, for example, an MD or RN.


  • Positions - A job function, for example, a Manager or Quality Analyst.


  • Employee Types - Description of the terms of a user’s employment, such as full-time or part-time.


  • Certifications - An employee’s qualifications or education, such as a Lean Yellow Belt or Black Belt.


  • Login Notices - Customizable messages that you can set to be shown to every member of your organization when they log into KaiNexus.


  • Network - The Network represents your organization’s unique structure, or hierarchy, using a combination of Locations, Levels, and Level Types.


  • Level - A group of users or a work unit. Ex: Austin Factory, Dallas Hospital, etc.


  • Level Type - A Level Type designates what kind of work unit each Level is. Ex: Clinic, Hospital, Fab, Distribution Center, Retail Center etc.


  • Roles - A Role is a collection of  powers and permissions given to a user.  A user can be assigned as many Roles as appropriate.  A user’s Role(s) determines their default notification settings as well as their powers and permissions within KaiNexus.


  • Permissions - Permissions give users the power to perform certain restricted functions within KaiNexus.

    • Support Team - If a user requests a new KaiNexus account or requests assistance logging in, anyone with a role with the Support Team designation checked will receive a notification.

    • Improvement (View New/Assign/Edit) - Users can  assign and edit all Improvements created within the specified levels of their organization.

    • Improvement (Edit) - This permission allows users to edit, but not assign, all Improvements created within the specified levels of their organization.

    • Improvement (Honor Roll) - This permission allows users to grant Improvements an Honor Roll status within the specified levels of their organization.

    • Improvement (Private) - This permission allows users to create a Private Improvement and/or make an existing Improvement private within the specified levels of their organization.

    • Improvement (Delete) - This permission allows users to delete an Improvement within the specified levels of their organization.

    • Project Administrator - This permission gives users facilitator permissions on Projects even though they are not a facilitator - namely, editing capabilities.

    • Public Board Administrator - Public Board Administrators are able to create and maintain public boards.

    • User Administrator - User Administrators have the ability to add, move, edit, and delete users from the organization’s network.

    • Quality Administrators - Quality Administrators are able to add, move, edit, and delete levels but not individual users.

    • System Administrators - System Administrators are able to add, move, edit, and delete users and levels within the organization’s network.

  • Location where the permission applies:

    • Everywhere - This means the permission would apply to Improvements from anywhere (any location or level) in the organization. This is best for leaders who need to monitor and lead improvement work throughout the entire organization.

    • User’s Level and Below - This means the permission would apply to Improvements from the user’s level and every level under it. This is best for users who need to monitor and lead improvement work done in each tier of their department or unit, but not at higher levels. Ex: Upper-level manager

    • Only User’s Level - This means the permission would apply to improvement work done within the user’s specific level. This is best for users who only need to monitor and lead work done in their own unit. Ex: Lower-level manager.

    • Only User’s - This means the permission would apply to Improvements authored by the user themselves. This is best for users who are trained to self-monitor their improvement efforts, but who are not responsible for monitoring other people’s efforts.


  • Time Savings People - The list of people that can be selected for the Time Saving Impact of an Improvement’s Resolution.


  • Attributes - Different ways to tag an Improvement or Project. Common attributes include Priority and Strategic Initiative. Attributes can be configured for each organization.

 

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