Configuring CMap QMS

In this article, we will explore how to configure your CMap QMS set up. Please note that this needs to be done by a CMap QMS admin. 

Configuration Prerequisites

Before you get started, there are a few things you might want to do or check:

• Can you see the QMS tabs on your Hubsite? These tabs are QMS, QMS Report, Audit and Audit Report. If you can't see these tabs then you won't be able to proceed with the configuration. 
• Have you mapped out your workflow? We suggest you map out your QMS process before you start. This means thinking about if your task questions will require question branching, and if so, what these branching flows will look like.
• Have you uploaded and configured all of your Microsoft Office templates? These templates are usually set up during onboarding, but if you plan to use additional templates for your QMS, then it is important to have them ready before you start building out the system. 

QMS Admin

Now, let's take a look at the role and responsibilities of the QMS admin. Compare to the other QMS users, the admin has a behind- the-scenes role and will focus more on the set-up and usability of the system.  The admin role can be broken down into 3 key functions:

1. Configuration 

• Creating Tasks
• Creating Task Questions
• Creating Stages

2. Maintenance 

• System Updates
• Testing Workflows
• Error Checks 

3. Management 

• Managing Task Sets
• Managing Groups
• New Task Sets 

The Admin Tab 

The admin tab is where you will create and edit all of your QMS tasks, task sets, stages and task groups. This tab is typically located in the top navigation bar of your Hubsite (highlighted in blue below). However, your organisation may choose not to have it so visible. If you cannot find it, please contact the CMap PIM Support team. 

Highlighted above in red, you'll see the tabs for Tasks, Task Sets, Stages, Task Groups and Import. By clicking on one of these tabs, you'll be taken to the configuration page, where you can either create or update the information. 

The Import tab works slightly differently. From this tab, you can import a CSV file, rather than setting up each QMS section individually. If you want to do an import, contact your Consultant or the CMap PIM Support team as you'll need a specific template for your CSV file. 

Configuring Your QMS

In this next section, we will look at how to configure your QMS. There are two ways to do this: by manual set-up, or by import. Make sure you follow the correct set of instructions for your chosen approach. 

Manual Configuration 

We highly suggest that you do your configuration in this order: Task Sets > Stages > Task Groups > Tasks.  This is because when creating your tasks, you'll need to assign them a task group, task set and stage. Therefore, it will save you time later down the line if you have set them up beforehand.

Task Sets

Think of your task sets as the overarching container that holds your tasks, task groups and stages (an example of a task set would be the RIBA Plan of Work).  You could set up a task set to reflect a certain project type, such as Heritage Restoration, or for a certain department, such as Finance. 

To set up a Task Set:

• Head to the Admin tab on your Hubsite.
• Click on 'Task Sets'.
• Click on '+ Create New'.

• Once the panel opens, choose a name for your Task Set. We recommend something descriptive that makes the scope look obvious.

Stages

Stages represent the different phases of your project. They are key to the QMS set up because they allow you to group tasks together, ensuring they are completed in the right order and at the right time. 

FYI: When you set up a new Task Set, the 8-stages of the RIBA plan of work will be automatically added. However, there may be situations where you want to rename, reorder, add a new stage, or even remove a stage. 

Renaming a Stage

• Once the Admin tab is open, click on the 'Stages' tab.
• From the dropdown box select the correct Task Set.
• Find the stage you want to rename and click on the 'Edit' button in the Actions column. 
• In the panel, adjust the stage name then click on 'Save'.

Reordering a Stage

• On this same pop-out panel, you'll notice there's an 'Order' field. Here is where you can adjust the order of the stages. 
• Add your new order number - make sure there are no duplicate stages or gaps in your stage orders, otherwise they won't display correctly. When you head back to the stages tab, you want to make sure you can see stages 0,1,2,3,4,5 etc. 
• Click on 'Save' to confirm the changes.

Creating a New Stage

• Back on the 'Stages' tab, click on the '+ Create New' to create a new stage.
• Once the panel opens, add a name for your stage and order number. 
• If you want this stage to appear before some of the already existing ones, you may need to adjust the current order. Again, make sure there are no duplicates or gaps in the order before you move on. 

Removing a Stage

• On the 'Stages' tab, find the stage you want to remove. 
• In the 'Actions' column, click on 'Delete'.
• A pop-out box will appear asking you to confirm your choice. Click on 'Delete' again. 
• Remember to reset the order when the stage has been deleted to make sure there are no gaps. 

Task Groups

Task groups allow you to group different tasks together. Unlike stages, they do not relate to when the tasks need to be completed, but instead group related tasks together.  Tasks can be grouped by anything, such as department, function or project role. 

To create a new group:

• Head to the Admin tab.
• Click on the 'Task Groups' tab.
• Click on '+ Create New'.
• Once the panel opens, add a name and order for your task group.  The order number will dictate where the task group will appear on the dropdown list, with the lower numbers appearing first. 
• Again, watch out for any duplicates or gaps in the task group order.
• To edit any of this information, click on the 'Edit' button in the Actions column. 

Tasks

Tasks tell our users what information or evidence they need to submit or upload for the auditors to review. 

To add a new Task:

• Head to the Admin tab.
• Click on the 'Tasks' tab and click on '+ Create New'.
• In the pop-out panel, select the task set, group and stage you want to assign the task to. 
• Now, in the name field, add a top-level summary/short title of the task.
• In the 'Question' field, here is where you add the detail of what you want the task user to submit or upload in order to answer the question.
• To finish off, you'll need to select a question type. Here is where you can configure how the task users will answer the task question in order to collect the relevant evidence and information.  There are several question types you can choose from, so let's take a closer look at these:

Question Type	Explanation
Text	A free-form text box for task users to type their answers.
URL	A field for users to paste a relevant URL.
Yes/No	A Yes/No question, with option to add further questions depending on if a task user responds 'Yes' or 'No'.
Yes/No/NA	Similar to Yes/No but includes an option for users to answer with 'Not Applicable'.
Files	Requires users to link an uploaded revision from the project's Records area.
Predefined	This allows the task user to select an answer from a list of set responses.
Templated	You, as the QMS Admin, will need to select one of the available CMap PIM templates.  When the task user comes to answer the task question, they will be able to generate the chosen template, edit it and upload it as task evidence.
People	Requires task user to tag another CMap PIM user. There's also an additional box for the user to add any other supporting information.
None	No task answer information/evidence required from the task user.  When they open the panel from the QMS tab, the pop-out box will say 'No question is defined for this task'.

As you can see, this gives you a lot of flexibility to create a QMS that captures all the necessary and critical information and evidence. 

To finish off, assign your task a task order. This will dictate where it appears in your task group, with the lower numbers appearing first. Finally, click on 'Save' to confirm the changes. 

Importing your QMS 

If you want to import your stages, task groups and tasks instead, you can use the tool that's available on the import tab.

Before you start, just be aware that any imported task will automatically have the yes/no question type applied. Therefore, if you want to use a different question type, you'll have to change these after the import.

You'll also have to set up a task set as well. You can do this by following the steps outlined in the Manual Configuration: Task Sets section above.  

For the import to work correctly, you'll need to set up a CSV template  with the following columns: 

Now, let's take a look and at what information needs to be added in these columns:

Stages is for the your stages. They need to be displayed like this: Stage 0: Strategic Definition. Make sure there is a space between the colon and the name of the stage. 

Section is for your task groups, such as Conservation.

Task # allows you to choose the order that your tasks will appear in within your task groups, with the lower numbers appearing first. 

Name is for your top-level summary/short title of your tasks.

Task Description is for your task questions. 

Here is an example of what this might look like:

Once you've finished completing your template, head over to the import tab and upload the CSV file. Select a task set that you want to import the data sets to and then click on 'Start Import' to kick things off. The importer will display status updates so you can see where the import is up to.  Once done, click on any of  the tabs to check the imported data is correct. 

Congratulations!

Great job, you have configured your CMap QMS! If you have any questions, please reach out to your consultant or the CMap PIM Support team.