Create and approve a situation report
Choose period and department, click “Create report”, check the result and confirm it with “Approve”.
Purpose
Executive management needs a condensed view of what is known in the company. The situation report summarizes the reviewed knowledge of a period and prepares decisions without making them.
How it works
- Open “Situation report” in the left column.
- Under “Period”, choose “Last 7 days”, “Last 30 days” or “Last 90 days”; 30 days is preselected.
- Under “Department”, choose a department or leave “All departments”.
- Click “Create report”. While it is working, “Creating …” is shown there.
- Read the new situation report: summary, “Signals”, “Hypotheses” with “Counter-hypothesis” and “Open questions”.
- If it is correct, click “Approve”. “Approved.” appears.
Situation report
Last 30 daysSignals
Rush orders go through two approvals.
Evidence 1Evidence 2
Hypotheses
The second approval lengthens delivery time.
Counter-hypothesis
Delivery time depends on production, not on the approval.
medium confidence
Open questions
Does the rule also apply to spare parts?
PPTX · Download as PowerPoint
Fig. 1 Reviewed knowledge from the departments becomes a situation report: summary, signals with evidence, hypothesis and counter-hypothesis, open questions and a PowerPoint file.
Who creates and sees situation reports
- Create: “Owner”, “Administration” and “Executive management” for all or individual departments; whoever heads a department, for that department.
- Approve: “Owner”, “Administration” and “Executive management”.
- Read: the same roles and, for a situation report for a specific department, whoever heads that department.
What a situation report is based on
The basis is exclusively approved knowledge entries that were approved or last changed in the chosen period; if a department is selected, only its entries. At most the 60 most recent entries are used. Universe Memory only takes knowledge that the person creating the report may read.
If there is no matching knowledge in the period, Universe Memory reports “There is no reviewed knowledge for this period.”
Structure
- Title: “Lagebild” (situation report) with the date of creation.
- Line below: period and department or “All departments”.
- Summary in three to five sentences.
- “Signals”: observations, each with evidence.
- “Hypotheses”: each with “Counter-hypothesis”, confidence and evidence.
- “Open questions”: at most ten.
Clear limits
The language model is instructed not to assess persons, not to compare the performance of employees and not to invent anything that is not in the knowledge. A situation report is a basis for human decisions.
If creation fails, “The text could not be created right now. Please try again.” appears.
Tips
A situation report is only as good as the approved knowledge behind it. Keep the review list under “Knowledge” short.
For department meetings, create one situation report per department; then its head can read it, too.
Frequently asked questions
Who may create a situation report?
The owner, administration and executive management.
Which knowledge is included?
Only approved knowledge entries from the chosen period and department that the person creating it may read, at most the 60 most recent.
Does the situation report make decisions?
No. It shows signals, hypotheses with counter-hypotheses and open questions. People make the decisions.
Can the head of a department see situation reports?
Yes, situation reports created for their department.
Related features
As of: · Concept & lead: Alexander Holtermann