The client wanted a training module in a PowerPoint format to train staff on how to use the new Manual Problem Form cover sheet application in Outlook. I created a user-friendly solution to give them an overview of the new application.

1. Standardized MPF 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 SY10 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
Sheet from the Desktop Icon.
Finally, you may also access the
Cover Sheet from the Problem
Management SharePoint site.
All three ways [Start Menu,
Desktop Icon, or from
SharePoint] will launch the Cover
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 the SUBMIT button
when you are finished
exploring 7

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

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

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

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

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

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

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

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

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

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

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

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

20. Hint!
The Cover Sheet is fully
functional within Outlook!
You will get a copy of the
emailed Cover Sheet with
any attachments
automatically in your Sent
folder within Outlook.
This concludes Scenario #1 where a Problem Identifier
sent a Cover Sheet to an MPF Reviewer. Take a
moment to review the completed Cover Sheet fields.
Note the MPF was attached, but not visible on this
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,
Facility, Department, and Date/Time
sent each time the Cover Sheet is sent
via the SUBMIT button.
22

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

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

25. You may need to update the
Reason for Sending field.
In this scenario, we’ve updated the
reason from MPF Needs Review
to Log MPF.
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
attached to the Cover Sheet.
Click Submit to route the
Cover Sheet to Problem
Management.
Clicking Click Here to Attach File opens the
Attach File window. Navigate to the file you
want to attach and select it.
Click the Reviewed Sample Manual Problem
Form file to continue.
27

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

29. Great! The Cover Sheet is now submitted to
Problem Management and a copy is in your
Sent Outlook folder.
Note the reviewed MPF is attached and the
History table updated based on your actions.
Click here for the next
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.
We need to change the Facility to route this
Cover Sheet to the right place.
First, click the Facility dropdown.
Then, select Appalachian to continue.
31

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

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

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

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

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

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

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

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

40. What if I Have Questions?
Division Point of Contact (POC)
Heritage Tracy Koch
Mid-America Amanda Carriveau
Northeast Erica Marcella
Ohio-Michigan Ronda Dawson
South Central Carol Koscheski
Southeast Crystal Lawrence
Testing Support/NTLs Steve Mead
Western Ty Morita
BHQ Celeste LeFort, Sharon Wright, or Kristen Barlow
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