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1. Standardized Manual Problem
Form Cover Sheet
Orientation Presentation
February 2012
Authors: K. Barlow and R. Presley

2. Current Cover Sheet System
 The current Cover Sheet is a communication tool for
dispatching problem information from person to person
within a facility/division
 Problem Identifiers route the MPF to Designated
Reviewers
 Designated Reviewers route the reviewed MPF to
Problem Management (PM)
 The Cover Sheet helps us meet the timeframe requiring
that a problem be logged in SmartCAPA within 5
business days from discovery
 Each Division has their own version of the Cover
Sheet
2

3. Why a Standardized Cover Sheet?
 Supports Division-level problem management for both
PM and Quality Assurance (QA)
 Communicates standard problem information between
Facilities and Divisions
 Supports the standardized Problem Management model
through additional functionality
 Allows MRB / 48 hour notification
 Manages workload and mailboxes
 Provides history table of Cover Sheet routing
3

4. How Do I Access the Cover Sheet?
 Click Start Menu
 Click All Programs
 Select MPF Cover
Sheet
4

5. How Do I Access the Cover Sheet?
You can also access the Cover
You can also access the Cover
Sheet from the Desktop Icon.
Sheet from the Desktop Icon.
Finally, you may also access the
Finally, you may also access the
Cover Sheet from the Problem
Cover Sheet from the Problem
Management SharePoint site.
Management SharePoint site.
All three ways [Start Menu,
All three ways [Start Menu,
Desktop Icon, or from
Desktop Icon, or from
SharePoint] will launch the Cover
SharePoint] will launch the Cover
Sheet.
Sheet.
5

6. Scenario 1: Cover Sheet to MPF Reviewer
In this first demonstration watch as the Cover Sheet is
completed by a Problem Identifier and sent to the
Designated MPF Reviewer.
Pay attention to the Required fields marked by the *red
asterisk.
Click the Cover Sheet icon to launch this demonstration.
6

7. SUBMIT
Click any highlighted box to explore the Cover Sheet
Click any highlighted box to explore the Cover Sheet
Click the SUBMIT button
Click the SUBMIT button
when you are finished
when you are finished
exploring
exploring 7

8. Select the Division that
Select the Division that
needs to take action.
needs to take action.
Click here to return
Click here to return
to the main Cover
to the main Cover
Sheet screen
Sheet screen
8

9. Select the Facility that needs
Select the Facility that needs
to take action.
to take action.
Your available options are
Your available options are
defined by the selected
defined by the selected
Division.
Division.
Click here to return
Click here to return
to the main Cover
to the main Cover
Sheet screen
Sheet screen
9

10. Select the Department that
Select the Department that
needs to take action.
needs to take action.
Your available options are
Your available options are
defined by the selected
defined by the selected
Facility.
Facility.
Click here to return
Click here to return
to the main Cover
to the main Cover
Sheet screen
Sheet screen
10

11. The address bar automatically
The address bar automatically
populates based upon the
populates based upon the
Division/Facility/Department
Division/Facility/Department
selections.
selections.
You may add recipients in the
You may add recipients in the
Cc: line.
Cc: line.
Click here to return
Click here to return
to the main Cover
to the main Cover
Sheet screen
Sheet screen
11

12. These are common reasons
These are common reasons
for using the Cover Sheet.
for using the Cover Sheet.
If Other is selected, enter the
If Other is selected, enter the
reason in the Comments field.
reason in the Comments field.
Click here to return
Click here to return
to the main Cover
to the main Cover
Sheet screen
Sheet screen
Problem Identifiers 12

13. Enter the Date of Discovery or
Enter the Date of Discovery or
use the calendar tool.
use the calendar tool.
Click here to view the
Click here to view the
MRB/48Hr Notification
MRB/48Hr Notification
Checkbox
Checkbox
13

14. If you check the MRB/48Hr
If you check the MRB/48Hr
Notification box, the e-mail
Notification box, the e-mail
address will automatically
address will automatically
change to the Divisional QA
change to the Divisional QA
mailbox.
mailbox.
Click the SPACE BAR to see
Click the SPACE BAR to see Click here to return
Click here to return
this function.
this function. to the main Cover
to the main Cover
Sheet screen
Sheet screen
14

15. Attachments like the MPF or other
Attachments like the MPF or other
supporting documents may be
supporting documents may be
added.
added.
Click Click Here to Attach a File.
Click Click Here to Attach a File.
15

16. Navigate to the document
Navigate to the document
you want to add, select ititand
you want to add, select and
then click Insert.
then click Insert.
Click Insert to see the
Click Insert to see the
document attach to the
document attach to the
Cover Sheet.
Cover Sheet.
16

17. Attachments appear directly
Attachments appear directly
beneath the Comments section
beneath the Comments section
Hint!
Hint!
Complete the Cover Sheet
Complete the Cover Sheet
fields before attaching files!
fields before attaching files!
Click here to return
Click here to return
to the main Cover
to the main Cover
Sheet screen
Sheet screen
17

18. Clicking SEND will send the Cover
Clicking SEND will send the Cover
Sheet email.
Sheet email.
Clicking CANCEL will allow you make
Clicking CANCEL will allow you make
edits to the Cover Sheet.
edits to the Cover Sheet.
Clicking the SUBMIT button will
Clicking the SUBMIT button will
generate a dialog box where
generate a dialog box where
you can confirm the Cover
you can confirm the Cover
Sheet information.
Sheet information.
The Subject line contains the
The Subject line contains the
Date of Discovery, Facility,
Date of Discovery, Facility,
Department, MRB/48Hr (if
Department, MRB/48Hr (if
selected), Problem Number (if
selected), Problem Number (if
entered) and the Problem
entered) and the Problem
Investigator (if entered).
Investigator (if entered).
Click SEND to
Click SEND to
continue
continue 18

19. A dialog box appears after you
A dialog box appears after you
click SEND as a confirmation.
click SEND as a confirmation.
Click OK to continue.
Click OK to continue.
19

20. Hint!
Hint!
The Cover Sheet is fully
The Cover Sheet is fully
functional within Outlook!
functional within Outlook!
You will get a copy of the
You will get a copy of the
emailed Cover Sheet with
emailed Cover Sheet with
any attachments
any attachments
automatically in your Sent
automatically in your Sent
folder within Outlook.
folder within Outlook.
This concludes Scenario #1 where a Problem Identifier
This concludes Scenario #1 where a Problem Identifier
sent a Cover Sheet to an MPF Reviewer. Take a
sent a Cover Sheet to an MPF Reviewer. Take a
moment to review the completed Cover Sheet fields.
moment to review the completed Cover Sheet fields.
Note the MPF was attached, but not visible on this
Note the MPF was attached, but not visible on this
screen.
screen. 20

21. Scenario 2: MPF Reviewer to PM
This next demonstration builds on Scenario #1. The MPF
Reviewer received the Cover Sheet from the Problem
Identifier and reviewed the attached MPF.
The MPF Reviewer is now ready to use the Cover Sheet
to send the MPF to Problem Management. Notice how
the Cover Sheet is modified and sent within Outlook.
Click the Cover Sheet icon to launch this demonstration.
21

22. The History Table tracks Division,
The History Table tracks Division,
Facility, Department, and Date/Time
Facility, Department, and Date/Time
sent each time the Cover Sheet is sent
sent each time the Cover Sheet is sent
via the SUBMIT button.
via the SUBMIT button.
22

23. Select the Facility that needs to take action. We need
Select the Facility that needs to take action. We need
to change the Facility to route this Cover Sheet to
to change the Facility to route this Cover Sheet to
Problem Management.
Problem Management.
First, click the Facility dropdown.
First, click the Facility dropdown.
Then, select Heritage Division PM to continue.
Then, select Heritage Division PM to continue.
23

24. Select the Department that needs to take action. In
Select the Department that needs to take action. In
this scenario, it’s Problem Management who needs
this scenario, it’s Problem Management who needs
to now take action.
to now take action.
First, click the Department/Location dropdown.
First, click the Department/Location dropdown.
Then, select Problem Management to continue.
Then, select Problem Management to continue.
24

25. You may need to update the
You may need to update the
Reason for Sending field.
Reason for Sending field.
In this scenario, we’ve updated the
In this scenario, we’ve updated the
reason from MPF Needs Review
reason from MPF Needs Review
to Log MPF.
to Log MPF.
Click Log MPF to continue.
Click Log MPF to continue.
25

26. As the MPF Reviewer, you need to attach the reviewed
MPF to Cover Sheet.
Click the Attachment image below to view how to attach
the reviewed MPF.
26

27. The reviewed MPF is now
The reviewed MPF is now
attached to the Cover Sheet.
attached to the Cover Sheet.
Click Submit to route the
Click Submit to route the
Cover Sheet to Problem
Cover Sheet to Problem
Management.
Management.
Clicking Click Here to Attach File opens the
Clicking Click Here to Attach File opens the
Attach File window. Navigate to the file you
Attach File window. Navigate to the file you
want to attach and select it.
want to attach and select it.
Click the Reviewed Sample Manual Problem
Click the Reviewed Sample Manual Problem
Form file to continue.
Form file to continue.
27

28. Clicking the SUBMIT button
Clicking the SUBMIT button
generates a dialog box where
generates a dialog box where
you can confirm the Cover Sheet
you can confirm the Cover Sheet
information.
information.
Note the changes to the Subject
Note the changes to the Subject
line based on the modified Cover
line based on the modified Cover
Sheet fields.
Sheet fields.
Click SEND to
Click SEND to
dispatch the Cover
dispatch the Cover
Sheet
Sheet 28

29. Great! The Cover Sheet is now submitted to
Great! The Cover Sheet is now submitted to
Problem Management and a copy is in your
Problem Management and a copy is in your
Sent Outlook folder.
Sent Outlook folder.
Note the reviewed MPF is attached and the
Note the reviewed MPF is attached and the
History table updated based on your actions.
History table updated based on your actions.
Click here for the next
Click here for the next
scenario
scenario 29

30. Scenario 3: PM back to Operations
In this final scenario Problem Management is using the
Cover Sheet to request additional information on the MPF.
This scenario also explores many of the Cover Sheet’s
Optional fields.
Click the Cover Sheet icon to launch this demonstration.
30

31. Select the Facility that needs to take action.
Select the Facility that needs to take action.
We need to change the Facility to route this
We need to change the Facility to route this
Cover Sheet to the right place.
Cover Sheet to the right place.
First, click the Facility dropdown.
First, click the Facility dropdown.
Then, select Appalachian to continue.
Then, select Appalachian to continue. 31

32. This Cover Sheet is going back to Operations
This Cover Sheet is going back to Operations
to add more information to the MPF.
to add more information to the MPF.
First, click the Department/Location dropdown.
First, click the Department/Location dropdown.
Then, select Collections to continue.
Then, select Collections to continue.
32

33. In this scenario, we need
In this scenario, we need
to update the Reason for
to update the Reason for
Sending the Cover
Sending the Cover
Sheet.
Sheet.
First, click the Reason
First, click the Reason
for Sending dropdown.
for Sending dropdown.
Then, select MPF
Then, select MPF
Incomplete to continue.
Incomplete to continue.
33

34. The Section to be Addressed
The Section to be Addressed
lists the sections of the MPF.
lists the sections of the MPF.
Only one may be selected,
Only one may be selected,
but additional Sections can
but additional Sections can
be noted in the Comments
be noted in the Comments
field.
field.
First, click the Section to
First, click the Section to
be Addressed dropdown.
be Addressed dropdown.
Then, select References.
Then, select References.
34

35. The Information Needed field
The Information Needed field
contains fields on the MPF.
contains fields on the MPF.
In this scenario, Problem
In this scenario, Problem
Management needs the SOP
Management needs the SOP
that was violated in the
that was violated in the
problem.
problem.
First, click the Information
First, click the Information
Needed dropdown.
Needed dropdown.
Then, select Procedure #
Then, select Procedure #
Violated to continue.
Violated to continue.
35

36. The Problem Investigator field may be
The Problem Investigator field may be
The Problem Number field is used toto document the person who is
used
The Problem Number field is used toto document the person who is
used
managing the related problem.
managing the related problem.
record the related Exception number.
record the related Exception number.
SmartCAPA Issue numbers canthis scenario, the problem has been
In be
SmartCAPA Issue numbers canthis scenario, the problem has been
In be
logged in SmartCAPA and Annie User
added to the Comments field.logged in SmartCAPA and Annie User
added to the Comments field.
is the investigator.
is the investigator.
In this scenario, the problem was
In this scenario, the problem was
already logged. Click to add the the Problem Investigator to
already logged. Click to add theClick the Problem Investigator to
Click
Problem Number.
Problem Number. continue.
continue.
Click here to
Click here to
continue
continue
36

37. Since you are sending an
Since you are sending an
existing Cover Sheet back to
existing Cover Sheet back to
Operations, the reviewed MPF
Operations, the reviewed MPF
is already attached.
is already attached.
Click here to
Click here to
continue
continue
37

38. Clicking SUBMIT opens a
Clicking SUBMIT opens a
dialog box as a confirmation
dialog box as a confirmation
before the email is actually
before the email is actually Click Send
Click Send
sent.
sent. to continue
to continue
38

39. Remember, as the sender you
Remember, as the sender you
receive a copy of the Cover Sheet
receive a copy of the Cover Sheet
in your Outlook Sent folder.
in your Outlook Sent folder.
Note the History table updated based on the last
Note the History table updated based on the last
Cover Sheet submission back to Operations.
Cover Sheet submission back to Operations.
Click here to
Click here to
continue
continue
39

40. What if I Have Questions?
These POCs can help address your concerns.
40

41. Where can I find more information?
SharePoint: MPF Cover Sheet site
https://neighborhoods.redcross.org/BD/PM/MPF/default.aspx
 Access to MPF Cover Sheet
 Instructions with troubleshooting
 Orientation Presentation
 Recorded Webinar Demo
eDOCs: BHQ CWU Note #936, Note 12
February 2012 41