Question One

When a job status changes, do resource ‘to-do’ lists change automatically?

Health Check Answer Options

1. The SOPs guide our actions, but aren't data-aware
2. The SOPs don't change, but they can notify us when data changes
3. Our SOPs adjust themselves live in real time based on data we enter

Clarifications

• If you have not achieved Phase 6, your operators are reliant on other operators telling them it’s their turn to act.
  • Your processes include operators passing job sheets and tick lists to each other.
• As you progress with Phase 6, your system will start to respond to task completion by signalling that the next task is ready to start.
  • For example, once a key component arrives, the job’s status changes to ready to start. Achieving Phase 6 means a job is updated automatically based on data entered and actions completed by staff.
  • When the details or requirements of a job change, the SOP being followed updates to reflect this.
  • The system automatically updates job status and progress.

Question Two

When an exception occurs, do SOPs add tasks to deal with exceptions?

Health Check Answer Options

1. The SOPs are fixed once created
2. The SOPs don't change, but they can notify us when action is required (exceptions)
3. Our SOPs adjust themselves live in real time based on what's happening; milestones and exceptions

Clarifications

• If you have not achieved Phase 6, your SOPs stop being followed when operators identify an exception or special case.
• As you progress with Phase 6, your system will tell the operator when there is an exception or special case to be aware of.
• Achieving Phase 6 means your system recognises when an exception occurs and automatically adapts creating tasks or notifications to gives staff an updated correct SOP to follow.

Question Three

Do your SOPs include automated steps?

Health Check Answer Options

1. No, all steps are executed by humans
2. The SOPs don't take action, but can notify us when prerequisites are cleared
3. The SOP automatically executes some steps when prerequisites are cleared

Clarifications

• If you have not achieved Phase 6, the steps in your SOPs are all performed by humans – there are no automated steps.
  • Your people will be treating the concept of automation as what can we setup/adjust in our workspace to be faster in the tasks we do.
• As you progress with Phase 6, your system seeks to accelerate the handovers and notification between operators.
• Achieving Phase 6 means your SOPs have automated steps that complete tasks on behalf of the operators when prerequisites are cleared.
  • For example, reports, invoices, and emails are automatically generated and sent by the system in response to the completion of the appropriate task in the job.

Question Four

Do your SOPs send information to external parties automatically?

Health Check Answer Options

1. No, all steps are executed by humans
2. The SOPs don't take action, but can notify us when it's time to send notification emails
3. The SOP automatically creates and sends notification emails when required

Clarifications

• If you have not achieved Phase 6, your SOPs require humans to recognise and act when it is time to compile, format, and send information to outside customers and suppliers.
• As you progress with Phase 6, your system will recognise when it is time to act and prompt operators to send information.
• Achieving Phase 6 means your SOPs trigger your system to automatically send out information when it is required.
  • For example, a request for documents is generated and sent to customers automatically when a key document has not been received by the desired date.
  • For example, an Arrival Notice is sent to customers automatically when an Actual Time of Arrival is recorded in the system, or a replacement order is automatically sent from purchasing when materials run low.

Question Five

Do your SOPs respond to information from external parties automatically (e.g. enter data?)

Health Check Answer Options

1. No, all steps are executed by humans
2. The SOPs don't take action, but can notify us when external events occur
3. The SOP automatically enters data/executes tasks based on external events or notifications

Clarifications

• If you have not achieved Phase 6, your SOPs require humans to recognise and act when an external event has occurred, update information, such as shipment information, and execute tasks based on outside information as it is supplied.
• As you progress with Phase 6, your system will recognise when an external event has occurred, e.g. email from a supplier, and prompt operators that it is time to act.
• Achieving Phase 6 means your SOPs include the system for monitoring and executing tasks automatically as outside information enters the system.
  • For example, the system marks the customs process as complete when a cleared message is received, or the system creates a task to investigate customs issues when a customs hold message is received.