Release Notes for Version 5.5.11.0 Release Date April, 2017 · 1.1.1 BSI Audit (PG Integration) Entropy now supports Point Global Integration (BSI Audits) for the following ISO Transition

Entropy Software Release Notes

Version 5.5.11.0

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Release Notes for Version 5.5.11.0

Release Date April, 2017


Version 5.5.11.0

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Important Notices

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1 New Features ................................................................................................................... 4

1.1 Compliance ...................................................................................................................... 4

1.1.1 BSI Audit (PG Integration) ....................................................................................... 4

1.2 Knowledge ....................................................................................................................... 4

1.2.1 Overdue training needs are now flagged ................................................................... 4

1.2.2 Create ‘Due Date’ for a Course or Procedure .............................................................. 6

1.2.3 Set when refresher training needs are created ........................................................... 6

1.2.4 The training matrix handles repeat and refresher training ........................................... 7

1.3 Incidents ......................................................................................................................... 8

1.3.1 Goal lines for the Incident Analysis dashboard ........................................................... 8

1.3.2 Incident Statistics Dashboard ................................................................................... 9

1.3.3 Update button for dashboards ................................................................................ 10

1.4 System-Wide ................................................................................................................. 10

1.4.1 Viewing Records (Detailed or Edit view) .................................................................. 10

1.4.2 General UI improvements to Detailed Record View ................................................... 13

1.4.3 Detailed and Extended Views show customer’s logo.................................................. 13

1.4.4 Better user tracking in Administration > User Management ....................................... 14

1.4.5 Password Security Enhancements ........................................................................... 15

1.4.6 The Entropy system has been upgraded to be SQL 2012 compatible .......................... 15

2 Bugs Fixed ..................................................................................................................... 16

2.1 Administration & Organisation ......................................................................................... 16

2.2 Compliance .................................................................................................................... 17

2.3 Incident Management ..................................................................................................... 17

2.4 Knowledge Management ................................................................................................. 17

2.5 System-Wide ................................................................................................................. 18


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1 New Features

1.1 Compliance

1.1.1 BSI Audit (PG Integration)

Entropy now supports Point Global Integration (BSI Audits) for the following ISO Transition

schemes/standards:

ISO 9001: 2015

ISO 14001: 2015 ISO 13485: 2016

IATF 16949: 2016

1.2 Knowledge

1.2.1 Overdue training needs are now flagged

A training need is overdue if it is both ‘Required’ and its ‘Due Date’ is in the past. This applies to training

needs in Training Courses and Procedures (Documents). In the ‘Training Record’ and ‘Training Updates’

record lists, it is possible to filter for Overdue records. Overdue training needs are now flagged in the

following areas:

In the Training record list, beside the name of a person/user:

In a person or user’s Training Record page:


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In the Training Updates record list, beside the name of a course/procedure:

In a course or procedure’s Training Updates page, beside an overdue training need:

In the Training Matrix report. This will show an Overdue flag for a person/user’s training in a course/procedure:


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1.2.2 Create ‘Due Date’ for a Course or Procedure

In a course or procedure, it is now possible to preset a due date period when the initial training need is created.

For example, if you set the ‘Due Date’ period to 1 month, when someone is first assigned training in a course or procedure the system will create a training need for them and will set the training need’s due date to be a

month later (previously, when a training need was created the need was assigned immediately to the person).

Set when initial training is due, in a course or procedure’s Training & Distribution tab.

1.2.3 Set when refresher training needs are created

It is now possible to control how far in advance refresher training needs are created. For example, if a course

requires refresher training every year, it is possible to configure the system so that refresher training needs


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are created a month before they are due (previously, when a training need was completed the refresher training need was immediately even if it wasn’t due for another 12 months).

Note: This feature will only affect new refresher training needs created after upgrading to 5.5.11.0. Records created prior to the 5.5.11.0 upgrade will continue to create refresher training needs as soon as the

previous training has been completed. This can be changed by going into each Document/Training Course and creating a new version which will allow the training need creation to be amended.

Set how far in advance of their due date a course’s refresher training needs are created.

1.2.4 The training matrix handles repeat and refresher training

The training matrix report now correctly handles situations when users have taken training in a course or

procedure many times, whether that is one-off training or refresher training.

The training matrix report shows data for someone’s most recently created training need in each

version of a course or procedure. o Note that if the user has outstanding training on a version of a course or procedure and a

subsequent of that course or procedure is published instead with ‘retraining required = yes’, then the system will mark the v1 training need ‘not required, not taken’ and create a new required training need for v2.

o Training needs marked ‘not required, not taken’ are not shown in a user's training record. For initial or one-off training needs which are required, but have not been taken, the report shows

the red ‘required but not taken’ icon. For refresher training needs which have not been taken, the report shows the yellow ‘refresher due’

icon.


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The Training matrix report, which now handles refresher training.

1.3 Incidents

1.3.1 Goal lines for the Incident Analysis dashboard

A user setting up an incident analysis dashboard can now set goal lines for the recordable rate, lost time rate

and severity rate. These goal lines are set as numbers and appear on the six charts in the incidents analysis dashboard.


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Set up the goal lines in the dashboard setup wizard.

The goal lines appear in green in the dashboard. In the system you can mouse over to see the value of a

goal line.

1.3.2 Incident Statistics Dashboard

There is now a new incident statistics dashboard gadget available, which can be added to the system in the same way as the incident analysis dashboard gadget. It reports on incidents with a start date in the reporting

period, and shows:

A count of incidents starting in the reporting period, and the days since the last incident of that type

started. o There is a count of incidents by the worst Details classification within that incident. For example,

if an incident has two Injury Details, and one is classified as First Aid and the other is classified as Fatality, that incident will be counted under Fatality.

o There is a count of each Details type that belongs to an incident with a start date in the

reporting period. Counts of lost and restricted days that fell in the reporting period, and incidents and near misses that

started in the reporting period. These counts are compared with the total number of lost/restricted days, incidents and near misses in the system.

A breakdown of incidents by cause, by type, and by body part.

o The Entropy body parts shown in the chart are mapped to the smaller number of Dundas body parts shown on the human figure, to give a visualization of the frequency of injuries per body

part. It isn’t currently possible to edit the list of Entropy body parts, or change the mapping between Entropy body parts and Dundas body parts.

A breakdown of incidents and near misses by location.

A chart showing the count of lost/restricted time cases and recordable incidents by location.

A chart counting the number of lost and restricted days at each location, which fell inside the reporting period.


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By default the incident statistics dashboard shows all records in the system (filtered only by date). There are various filter options available for the incident statistics dashboard: TBD correct when this has been deployed to the QA instance.

The filters which are common to all record types. These are, Management System, Internal Location, External Location, Location Group, Department, Process, and Category.

Filters which are specific to Incidents: Has Details of type (to return incidents with at least one Detail of the selected type; the incident may have other types of Details as well), Actual Severity, Potential severity, Nature of Injury/Illness, Part of the Body (this is the Entropy body part list), Cause of Injury

/ Illness, Immediate Causes of Spills, and Investigation cause. These filters will affect which Incidents are shown in the dashboard, but will not affect which Near Misses are shown.

Filters which are specific to Near Misses: Potential Severity. This filter will affect which Near Misses are shown in the dashboard, but have no effect on Incidents.

1.3.3 Update button for dashboards

The standard design for an analysis dashboard now includes filters on a separate page, with an ‘Apply’ button. This means that as a user, you can be certain when the dashboard will show different records.

Note: Currently Dashboards will not work on Internet Explorer. We are working on a solution for this which will allow Dashboards to work on Internet Explorer version 10 and above. All other Browsers are supported.

1.4 System-Wide

1.4.1 Viewing Records (Detailed or Edit view)

The upgrade to 5.5.11.0 will change all users view to from ‘Edit View’ to ‘Detailed View’.

The image below shows the document record list. In ‘Detailed View’ each record will show the ‘Edit’ icon,

clicking this icon will allow you to view the record in ‘Edit View’.


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Note:

The view can be switched between ‘Detailed’ and ‘Edit View’ on a temporary record by record basis or by changing the view settings (clicking ‘Edit’ if in ‘Detailed View’ or clicking ‘Detailed View’ if in ‘Edit

View’. The view can be changed on a more permanent basis:

o An administrator can set the view for all new users – Organisation > General > New User Default Record View:

o A user can also change their own view in their ‘Account Settings’ page (top right hand corner

where it says ‘Welcome’).

o An administrator can change the view for users on the system – Administration > User Management > User:


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o Records accessed via ‘Global Search’ results or the dashboard ‘Recent Records’ gadget will

display the records in ‘detailed view’ regardless of the users view setting.

o Records accessed via ‘Task list’ or ‘Notifications’ will display the records in ‘edit view’ regardless

of the users view setting.

o In general, links from record grids inside records (e.g. an audit’s findings) continue to go to

those records’ Edit views. However, this is not the case for links from a user’s Training Record to a Course or Procedure. When a user clicks on a Course or Procedure in their Training Record,

the link goes to the Course/Procedure’s Detailed View, so that the user sees the easy-to-read version of the record.

Configuration of Record Views: o Configure record views for New Users: There is a setting in the Organization > Profile > General

tab labeled ‘New User Default Record View’. This sets the default setting to either Edit or Detailed View. The ‘New User Default Record View’ setting does not change any settings for any existing Users.


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Configure Existing Users Default:

o A User can set their default record view to either Edit View or Detailed View. This pick list setting

is in the ‘Account Settings’ screen. o An admin can set a user’s default record view to either Edit View or Detailed View. This pick list

setting is in the Administration > User Management > User

1.4.2 General UI improvements to Detailed Record View

The Detailed View styling and formatting has improved readability due to numerous changes

including: o Reformatted title area.

o Indentation of content with sections. o Spacing between sections and rows. o Reformatted labels for sections, sub-sections, and tabs.

o Relocation of Associations data to the bottom of the page. o Header and footer data and formatting. o Formatting of data fields and their labels.

o Empty fields and data grids are not displayed. Changes apply to:

o Doc (Word) and PDF Exports. No changes of any kind to CSV Exports. o Customized form layouts, i.e., if the order of fields in a record type layout are changed, the new

formatting of fields will apply to them.

o All records that have Detailed View. Types of records that don't have Detailed View continue to display in Edit View.

No changes to Edit View.

1.4.3 Detailed and Extended Views show customer’s logo

Detailed and Extended views now show the customer’s logo (if no logo has been uploaded the system will use the Entropy default logo).


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The same logo is used in the page header as in Detailed and Extended views.

1.4.4 Better user tracking in Administration > User Management

There are three new columns showing the following information: Based At

Reports To Total Logins, showing how many times the user has logged in

Note:

The count does not include the user’s initial login from their activation email. This is why some users appear with a last login date, but a login count of zero.

It is possible to filter the record list by these columns:


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The user list, filtered by “Reports to Elsie Wickham”.

1.4.5 Password Security Enhancements

Passwords are already encrypted, but another level of encryption is added to enhance security and

ensure FDA compliance. Password security settings are located in: Organisation > Profile > Passwords:

o The admin can set password expiration timeframes for system passwords and e-Signature passwords.

o The admin can set password re-use timeframes and the number of times a password can be re-used before expiration.

When a user changes their e-Signature password (Account Settings >User Profile), they must enter

their primary password to do so. The system checks against all of the above settings/rules:

o Each time a user logs into the system o Each time a user uses their e-Signature

o When a user uses a password-reset link in emails If any of the above rules are triggered the user is prompted (and required) to reset their password.

1.4.6 The Entropy system has been upgraded to be SQL 2012 compatible

Only applicable to customers who host their own Entropy software


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2 Bugs Fixed

2.1 Administration & Organisation

Tool Issue Resolution BSI Ref

Access Profiles User with Compliance Manager AP can

edit any open finding without having a record role

Record role is now required to

edit a record

65445

Access Profiles Issue viewing the ‘about’ area of Entropy This was related to users with specific access profiles, the issue

has now been resolved for these access profiles

49391

Exporting Error 404 when exporting Management Systems and System Contexts to PDF or

Word

Management Systems and System Contexts now export to

PDF and Word with no error

66598

Email Notifications Associated record option in ‘Record

Changes’ for Finding notification type

Duplications have now been

removed

64789

Email Notifications Initial saving of a new email notification rule (overdue corrective action) saves everything except the Condition - which

is not saved

Conditions in email notification rule for overdue corrective actions now save correctly

64811

Email Notifications Multiple “Overdue” rules are triggered at

the same time

Issue no longer presents itself 65440

Email Notifications Notification Definition: Overdue type notification for "Training Need Type - Training Need" is not triggered

Email is correctly triggered 64919

Email Notifications Notification triggered every 5 minutes -

Overdue Assets Inspection


Email Notifications Periodic review does not trigger workflow

notifications despite the fact that an initial review does

Periodic review emails for

document review now trigger

67330

Language Pack Can't modify the text of high, medium, low for the Non Conformance

classification - Spanish language pack

NCR classification can now be modified for the Spanish

language

65925

Language Pack Bad text in the Spill layout record type – Spanish Language

Spanish Language issue resolved 67309

Language Cannot change the custom label of "Actual Resolution Date" in email notification

Notification email displays change correctly

62795

Theme Logo import crops the image on import Logo is correctly imported 45532


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2.2 Compliance


Actions Action Plan when all actions have been completed the action plan remains in

active status

Action Plan status changes to Complete when all actions are

completed

67088

Actions Not able to copy and paste in to the

details section (RTE) of an Action record (CRP record)

Can now copy and paste into

RTE field

67908

Reports Completed audits showing as overdue in audit status report

Completed audits displaying correctly in the audit status

report

64526

Audits Slow performance when referencing to

an audit when using certain databases

Performance has been improved 65943

Protocols Server Error, when exporting Protocols grid to PDF, CSV or DOC

Protocols now export without error

66778

Reports Findings Statistics Report - no results Issue resolved, report runs correctly

67501

2.3 Incident Management


Incidents Investigation Category isn't showing in the data grid

Category is now inherited from the parent record

66378

Incidents 500 error when trying to filter by Actual or Potential Severity

Filtering issue for severity is resolved

67368

Reports Users can see other location data in

Incident Reports

Users can only see data for the

locations they have access to

64360

2.4 Knowledge Management


Documents Saving changes to a Published Procedure

triggers Published Notification

Re-saving a published Procedure

no longer triggers Published email notifications

64675

Training Ghost tasks from a training course, still listed, the training was deleted

Tasks do not display for deleted training courses

63556

Glossary Not possible to add system records or files and text to a Glossary record

Can now add system records / files and text to a Glossary record

67721

Documents Cannot create a new version of a Guide

document

New version of a guide document

can be created

67056

Documents Document Procedure, Version, Revision

History, and Last Updated by fields, not consistent

All fields behaving consistently 64607


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Documents Pending task to complete a procedure review despite procedure having been

archived

Pending tasks for procedure review now behave correctly

64377

Documents Procedure: Duplicate Review record are created

Issue can’t be reproduced 64844

Documents Unexpected system records displayed in the references section of a procedure

Unexpected records no longer displayed in references

64735

Documents e-signature setting should persist for new version

e-signature persists for new versions

64768

Documents First Published Date in the record grid

displaying incorrectly

First published date now displays

correctly in the document record grid

65333

Documents Re-open - exported documents loosing images

Exported documents behaving correctly

66115

Documents Unable to upload images into RTE on IE Images can now uploaded into RTE on IE

67717

Meetings Meeting schedule: can't tell that a meeting schedule was created from a

management review

There is now a link in the record linking the meeting to its parent

management review

42210

Meetings Meetings - Adding new attendees to active meeting - 'present' tick box is not persisting


Meetings Unable to open previous Meeting Actions Meeting actions can now be

opened

67693

Training Training Matrix - Refresher Icon not

displayed correctly

Training refresher icon displays

correctly - resolved as part of 66647

66205

Training Triplicated training requirement and tasks

Issue can’t be reproduced 66071

2.5 System-Wide


Org Structure Issues search the org structure Auto complete now takes system context into account

65797