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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 person can have access to as many Boards as they need, which may be public or private, and may assign one to be their default view. Many of our clients model their KaiNexus Boards after Huddle, Idea, or Kanban boards.

  • Public Board - A Board that can be viewed by anyone in the organization, but only edited by its Owner(s) or by someone with the Public Board Administrator permission.

  • Private Board - A Board that can be viewed only by the person 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 2017-08-09_1155.png in the top right corner of any Board will set it as your default view.

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

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

    • Incident List - If your organization has the Incident Add-On activated, you can show a list of Incidents that meet certain filter criteria.

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

    • Task List – Show a list of Tasks that meet certain filter criteria.

    • Chart – 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.

    • Chart List - Show a list of Charts that meet certain filter criteria.

    • Report - The Improvement Curve, Project Curve, User Engagement Summary, Impact Summary, and User Participation Summary Reports can be added to a Board.

    • Free Style - You can add a text Card formatted however you'd like to a Board.

    • X-Matrix - If your organization has the X-Matrix Add-On activated, you can add a customized X-Matrix to a Board.

    • Nested Board List - This Card will contain a list of all Boards nested directly under the Board to which it is added.

 

Smart Notifications

 

  • Notifications – Notifications tell you when something has happened on an Improvement, Project, or Task of which you need to be made aware. Notifications are customizable, meaning that people are only notified about what they need to know or about that which they've requested to be notified about.

    Notifications come in three varieties:

    •  2017-08-09_1204_002.png Yours

      These are notifications that you received due to your association with the item - i.e. those for which you’re on the team. Additionally, any new items about which you've requested to be notified will be listed as "Yours," regardless of whether or not you're on the team.

    • 2017-08-09_1205.png Opt-in

      These are notifications you received due to a notification preference that was either configured by you or as part of one of your Roles.

    • 2017-08-09_1204.png Comments and updates

      These are comments and timeline updates made since the last time you viewed an item. 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.

      NOTE: If you've never viewed an item, updates won't be marked with 2017-08-09_1204_001.png.

 

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 with a 2017-08-09_1206.png. Some common examples of Improvement types used by our clients 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 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 to or requested of anyone in the organization. 

  • 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 Improvement to which they have access.

  • Collaborator – A Collaborator is part of the team working to implement the Improvement, but is not directly responsible for it.

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

    • Draft - This is an optional status. If the Author of an Improvement decides not to submit it yet after some information has been entered, they can save it as a draft. No one else will be able to access the draft, even if the direct link is provided.

    • New - The Improvement has been submitted but has not yet been assigned.

    • Planned - This is an optional status. It is intended for Improvements that are sure 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 active 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 Assigner's approval is required for the Resolution.

    • Completed - The Resolution has been submitted and approved by the Assigner (if required).

    • 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.

  • Authored Date – The date on which the Improvement was originally submitted.

  • Active Date – The date on which the Improvement was assigned and transitioned from "New" to "Active."

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

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

  • Comments – People 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 or local file addresses that are saved as part of the Improvement. They can be used to associate a specific web page, online document, or even a local 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 – Projects in KaiNexus are often used for larger scope improvement efforts. They are typically top-down driven and often have multi-disciplinary teams which may include senior leaders, middle management, front-line staff, and subject matter and process improvement experts. Projects can be nested within Projects, and so are often used with strategy deployment.

  • Sponsors – Typically, someone higher up in the organization who is interested in the Project but has no direct responsibility for it.

  • Facilitators – The people managing the Project.

  • Leaders – Typically, the people managing 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. 

    • New - The Project has been submitted, but has not yet been given a start date.

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

    • Active - The Project has been submitted and has reached its start date.

    • Overdue -  The active Project was not completed by its end date.

    • Completed - The Project has been closed. Improvements can no longer be submitted to the Project.

  • Start Date – The date on which work on the Project began.

  • End Date – The date on which work on the Project officially ended. No more Improvements can be added to a Project but work on existing Improvements may still be ongoing.

  • Project Comments – People 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 or local addresses that are saved as part of the Project. They can be used to associate a specific web page, an online document, or even a local file 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, more specifically, the metric associated with the process being improved. Multiple charts can be created and affiliated with each item. Charts can be stand-alone or associated with a variety of Projects, Improvements, Board, or Incidents (if the Incident Add-On is active for your organization).

  • Series: A collection of data points.

  • Data Point: 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 – The person responsible for completing the Task.

  • Assigner – The person who assigned someone to be responsible for a Task.

  • Author – 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 - The Task has been submitted, but not yet assigned.

    • Planned - This is an optional status. It is intended for Tasks that are sure to be done at a future date. 

    • Active - The Task has been submitted and someone has been assigned to work on.

    • Overdue - The active Task has passed its scheduled due date without being completed.

    • Completed - The Task has been closed.

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

  • Authored On – The date on which the Task was initially submitted.

  • Start Date – The date on which 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 was officially closed.

  • 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.

  • Attachments – Files that are saved as part of the Task 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 and local addresses that are saved as part of the Task. They can be used to associate a specific web page, an online document, or even a local file with an Improvement or Project.

 

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 person can be assigned as many Roles as appropriate. In addition to determining their powers in the system, a user’s Role(s) determines their default notification settings.

  • 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.

    • View New & Assign - Permission to view other people’s new Improvements and assign Improvements the user can access within the selected Location(s).

    • View New - Permission to view other people's new Improvements within the selected Location(s).

    • View - Permission to view other users’ public Improvements, Projects, or Charts within the selected Location(s) that are not in the new status.

    • View Private - Permission to view other users' private Improvements, Projects, or Charts within the selected Location(s).

    • Edit - Permission to edit Improvements the user can access within the selected Location(s).

    • Honor Roll - Permission to add Honor Roll to Improvements the user can access within the selected Location(s).

    • Toggle Private - Permission to toggle the private/public state of Improvements within the selected Location(s).

    • Delete - Permission to delete Improvements the user can access within the selected Location(s).

    • Project Administrator - Permission to edit all Projects that the user can access.

    • Chart Administrator - Permission to edit all Charts in the organization.

    • View Report - Permission to view the Reports area. Impact data from the Snapshot and the Impact Reports will not be visible. Users with only this permission will not be able to view the aggregate impact of Projects or Improvements.

    • View Impact - Permission to view the impact of Improvements and Projects.

    • Global Board Administrator - Permission to create and edit public Boards.

    • Restricted Board Administrator - Permission to edit Boards for which the user is an Owner.

    • Local User Administrator - Permission to manage the organization's users in their Location and below. People with this permission can only assign users to their own Location(s) or one nested beneath them.

    • Global User Administrator - Permission to manage the organization’s users (in any Location), Titles, Positions, Employee Types, and Certifications.

    • Global Badge Administrator - Permission to grant and revoke manually grantable Badges. People given this permission must also be a Local or Global User Administrator to be able to access users' profiles and grant or remove their Badges.

    • Quality Administrators - Permission to manage the organization’s Network, Level Types, Roles, and Improvement/Project Attributes.

    • System Administrators - Permission to view and manage everything in the System section of the Admin page.

 

  • Location where the permission applies:

    • Everywhere
      The permission will apply to items in every Location of the organization. 

      This is best for executives or improvement leaders who need to monitor and lead improvement work throughout the entire organization.

    • User’s Location and Below
      The permission will apply to items in the user's own Location, as well as the Locations under it. 

      This is best for users who need to monitor and lead improvement in their area and below, but not at levels above their own or in another branch of the organization's hierarchy.

    • User's Location Only
      The permission will apply to items in the user's own Location. 

      This is best for users who only need to monitor and lead work done in their own unit or Location.

    • Only User’s
      This permission will apply only to the user’s own work. 

      This is best for users who are trained to manage their own items.

  • Time Savings People - The list of types 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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