Setting up project types

What Are Project Types?

Project Types define how improvement projects are structured and managed in eKaizen. They determine:

• Available fields in project submissions and charters.
• Workflow and default task lists, ensuring the right steps and approvals for different project categories (e.g., A3 projects, small improvements).
• Linked submission forms, where selected fields appear for users after the project type is fully set up.
• Setting them up correctly ensures smooth idea submission, evaluation, and execution.

Step-by-Step Setup

1. Create a New Project Type

• Go to Plant preferences → Project Types and click New.

• Name the project type (e.g., "Small Improvement").
• Add a description.
• Assign a responsible person if relevant (if e.g. all “near-misses” should be first managed by a specific person in your organization).

1. Define Project Fields

• Choose which predefined fields will be available in the project charter and submission form (the visibility of fields for employees is determined later, during the submission form set-up)
• Create fields of different types and mark them as “Active.”
• Field types include:

- Short Text (e.g., time to implement, metrics…)

- Long Text (e.g., Kaizen title, current status, proposed solution)

- Link (e.g., reference materials, external reports)

- Date Field (e.g., planned kick-off date, completion date and other milestones)

- Dropdown (e.g., priority, product group, Yes/No…)

📌 Default Fields: Some fields are available by default and can be included or left out based on project needs. Examples:

• Long text fields: Kaizen title, current status, proposed solution.
• Date fields: Planned kick-off date, planned completion date.
• Dropdowns: Authors, responsible people (e.g., manager, leader).

1. Set Up the Workflow & Default Task List

• Within the project type setup, define the workflow tasks that will apply to all projects of this type.
• Tasks may include:

Initial Review – The first step where the idea is reviewed by a responsible team or individual.

Approval Steps – If required, approvals are integrated as tasks:

Manager Approval – The project leader reviews and approves.

Financial Approval – If cost implications exist, finance reviews it.

Final Decision – A designated person (e.g., CI Manager) gives the final go-ahead.

Evaluation by Scoring Committee – If scoring is enabled, this task ensures a structured evaluation.

Implementation Steps – Tasks assigned for execution, tracking, and validation.

Task Dependencies and Stages

• You can set dependencies between tasks to define which tasks need to be completed before another task can be started.
• Examples:

Manager Approval → Required before sending to Finance.

Finance Approval → Required before Implementation can begin.

Final Decision → Required before closing the project.

• You can assign each task to a specific stage and optionally mark it as required. Marking a task as required prevents the project from moving to the next stage until that task is completed.

1. Save the Project Type First

• Before moving to submission forms or project charters, finalize the project type to ensure all fields and workflows are in place.
• This prevents unnecessary back-and-forth adjustments.

1. Set Up the Submission Form & Project Charter

• Once the project type is saved, navigate to Submission Forms.
• Assign the project type and choose which predefined fields to include in the form.

• Repeat the same process for Project Charters, ensuring that all relevant fields are mapped correctly. Once the Project Charter is set up, come back to the Project Type set up and assign the Charter to the Type.

1. Test the Setup

• Submit a sample project using the new project type.
• Ensure the correct fields, tasks, and workflows are applied.
• Adjust settings if needed.

Best Practices

• Keep it structured – Define project types first, then configure submission forms and charters.
• Use consistent field types – Ensure dropdowns and text fields align with reporting needs.
• Test before rollout – Submit test projects to confirm the correct fields, forms, and workflows are applied.
• Use predefined templates – If available, start with a template and adjust rather than building from scratch.

Next Steps

• Configure additional submission forms after project types are finalized.
• Train users on selecting the right project type when submitting ideas.
• Monitor usage and refine project types as needed.

💡Make the most out of project types in eKaizen

• Project types help structure your improvement process – ensuring ideas are categorized correctly from the start.
• Each project type can have a unique workflow and evaluation criteria – a “Quick Fix” may go straight to implementation, while an “A3 Project” follows a structured approval process.
• Tailor fields to collect only relevant information – a “Find the mistake” may require documentation details, while a “Process Improvement” focuses on current vs. proposed state.
• Clear project types make it easier for employees to submit ideas – when they know where their idea fits, they can submit it confidently.
• Well-defined project types improve reporting and trend analysis – tracking recurring themes (e.g., “Near Miss Reports”) helps identify systemic issues before they escalate.