1. Introduction
Welcome to ImproveHub, a comprehensive web application designed to help healthcare administrators track and manage lean improvement projects using the A3 methodology.
What is ImproveHub?
ImproveHub enables healthcare organizations to:
- ๐ Manage lean projects with A3 methodology
- ๐ Track project cycles and versions
- ๐ฅ Collaborate across departments and units
- ๐ Monitor project progress and outcomes
- ๐ Generate comprehensive project documentation
- ๐ Receive real-time notifications
- ๐ Visualize data with charts and diagrams
- ๐ Track activities and project milestones
๐ Access Information
URL: https://www.rh-chd.com/ImproveHub
Default Admin Login:
- Email:
[email protected] - Password:
admin123
โ ๏ธ Important: Change the default password immediately after first login!
2. Getting Started
2.1 Logging In
- Navigate to
https://www.rh-chd.com/ImproveHub - Enter your email address and password
- Click the "Login" button
- You will be redirected to the Dashboard upon successful login
2.2 Navigation
After logging in, you'll see the main navigation sidebar on the left with the following options:
- ๐ Dashboard - Overview of all projects and statistics
- ๐ Projects - View and manage all projects
- ๐ฅ User Management - (Superuser only) Manage users
- ๐ข Departments - (Superuser only) Manage departments and units
- ๐ Templates - (Superuser only) Manage A3 section templates
2.3 Header Features
The top header includes:
- ๐ Notifications Bell - Click to view your notifications
- ๐ค Your Name - Displays your logged-in name
- ๐ช Logout - Click to log out of the system
3. User Roles & Permissions
๐ Superuser (Administrator)
Full system access with all privileges:
- โ Create, edit, and delete users
- โ Manage departments and units
- โ View all projects across all departments
- โ Create and manage projects
- โ Assign users to projects
- โ Lock and unlock project cycles
- โ Manage A3 section templates
- โ View audit logs
- โ Access all dashboard features
๐ Leader
Department-level management:
- โ Create projects in their department
- โ View all projects in their department
- โ View cross-department projects where department members are involved
- โ Assign users to projects (as Project Manager or Member)
- โ Edit projects in their department
- โ Create and edit cycles
- โ Add and edit A3 sections
- โ Log activities
- โ View department dashboard
- โ Cannot manage users or departments
- โ Cannot lock/unlock cycles
๐ค User
Project team member access:
- โ View assigned projects
- โ Edit assigned project cycles (when not locked)
- โ Add and edit A3 sections in assigned projects
- โ Log activities for assigned projects
- โ View project details and cycles
- โ Receive notifications
- โ Cannot create projects
- โ Cannot assign users
- โ Cannot edit locked cycles
- โ Cannot manage users or departments
4. Dashboard
The Dashboard provides a comprehensive overview of all projects and system statistics.
4.1 Statistics Cards
The top of the dashboard displays four key statistics:
- ๐ Total Projects - Total number of projects in the system
- ๐ข Active Projects - Projects currently in progress
- โ Completed Projects - Projects marked as completed
- ๐ Total Cycles - Total number of project cycles across all projects
4.2 Projects by Department & Unit (Superuser Only)
Superusers see an expandable breakdown of projects organized by:
- Department - Top level organization
- Unit - Sub-organization within department
- Project Details - For each project, you can see:
- Project title and status
- Current cycle number
- Total cycles
- Number of activities logged
- Latest activity information (user, date, description)
How to View Project Details:
- Click on a department name to expand it
- Click on a unit name to see its projects
- Click on any project name to navigate to its detail page
5. Projects
Projects are the core of ImproveHub. Each project represents a lean improvement initiative and can contain multiple cycles (versions) of A3 templates.
5.1 Creating a New Project
Steps to Create a Project:
- Navigate to Projects from the sidebar
- Click the "+ Create Project" button (visible to Leaders and Superusers)
- Fill in the project form:
- Project Title * - Required, enter a descriptive title
- Description - Optional, provide project details
- Department * - Select the department (Leaders see only their department)
- Unit (Optional) - Select a specific unit within the department
- Next Cycle Date (Optional) - Set a target date for the next cycle
- A3 Section Templates (Optional) - Select templates to auto-add to the first cycle
- Click "Create Project"
- You'll be automatically redirected to the new project's detail page
5.2 Viewing Projects
The Projects page displays all projects you have access to in a grid layout. Each project card shows:
- Project title
- Description (if available)
- Status badge (Active, Completed, On Hold)
- Current cycle number
- Department and Unit (if assigned)
To view project details: Click on any project card to open its detail page.
5.3 Editing a Project
How to Edit:
- Open the project detail page
- Click the "Edit Project" button (visible to Leaders and Superusers)
- Modify any of the following fields:
- Title
- Description
- Department (Superusers only)
- Unit
- Next Cycle Date
- Click "Update Project" to save changes
5.4 Managing Project Status
You can change a project's status using the action buttons on the project detail page:
- โ Mark Completed - Marks the project as completed (only for active projects)
- โธ Put On Hold - Temporarily pauses the project
- โถ Resume Project - Resumes a project that's on hold
- Active - Project is currently in progress
- Completed - Project has been finished
- On Hold - Project is temporarily paused
5.5 Assigning Users to Projects
Leaders and Superusers can assign team members to projects with specific roles:
Steps to Assign Users:
- Open the project detail page
- Scroll to the "Team Members" section
- Click "+ Assign User"
- Select a user from the dropdown
- Choose their role:
- Project Manager - Can edit project details and manage cycles
- Project Member - Can work on cycles and log activities
- Click "Assign"
To remove a user: Click the remove button (ร) next to their name in the team members list.
6. Project Cycles
Cycles represent different versions or iterations of an A3 template for a project. Each cycle can be in one of three states:
- Draft - Work in progress, can be edited
- Completed - Finished and ready for review
- Locked - Protected from editing (only Superusers can unlock)
6.1 Creating a New Cycle
- Open a project detail page
- Scroll to the "Cycles" section
- Click "+ Create New Cycle"
- Confirm the creation
- You'll be redirected to the new cycle's detail page
6.2 Viewing and Editing Cycles
On the project detail page, you'll see a list of all cycles with:
- Cycle number
- Status badge
- Creation date
- Link to open the cycle
To edit a cycle: Click on the cycle number or "View Cycle" to open the cycle detail page where you can add and edit A3 sections.
6.3 Cycle Actions
On the cycle detail page, you have access to several actions:
- + Add Section - Add a new A3 section to the cycle
- Complete Cycle - Mark the cycle as completed (only for draft cycles)
- Lock Cycle - (Superuser only) Lock the cycle to prevent editing
- Unlock Cycle - (Superuser only) Unlock a locked cycle
6.4 Reordering Sections
You can reorder A3 sections within a cycle using drag-and-drop:
- Open a cycle detail page
- Find the section you want to move
- Click and hold the grip icon (โฎโฎ) on the right side of the section
- Drag it to the desired position
- Release to drop it in the new position
6.5 A3 Poster Layout & PDF Export
The A3 Poster Layout feature allows you to arrange all sections from a cycle on an A3-sized canvas and export them as a professional PDF for printing or sharing.
Key Features:
- ๐ Free-form section positioning with drag-and-drop
- ๐ Resizable sections with corner handles
- ๐ Grid alignment with snap-to-grid option
- ๐๏ธ Preview mode to see final result
- ๐ Export to A3 PDF (portrait or landscape)
- ๐พ Save layout preferences per cycle
- โ Include/exclude sections for printing
- ๐ Automatic project metadata header/footer
Accessing the A3 Poster Layout:
- Open a cycle detail page (click on any cycle number from the project page)
- Look for the "๐ A3 Poster Layout" button in the top-right corner of the page
- Click the button to open the full-screen layout editor
Layout Editor Interface:
The layout editor consists of three main areas:
- Top Toolbar - Controls for editing, preview, orientation, and export
- Left Sidebar - List of all sections with visibility toggles
- Main Canvas - A3-sized workspace where you arrange sections
Arranging Sections:
Moving Sections:
- Make sure you're in Edit Mode (not Preview Mode)
- Click and hold on any section
- Drag it to the desired position
- Release to drop it in place
- If grid is enabled, sections will snap to grid lines for alignment
Resizing Sections:
- Hover over any section corner
- You'll see a blue resize handle appear
- Click and drag the corner handle to resize
- Release when you reach the desired size
- Minimum size is 100ร100 pixels
Toolbar Options:
- ๐๏ธ Preview / โ๏ธ Edit Layout - Toggle between edit and preview modes
- Edit Mode: Allows you to move and resize sections
- Preview Mode: Shows exactly how the PDF will look
- Orientation Dropdown - Choose Portrait or Landscape
- Portrait: 297mm ร 420mm (tall format)
- Landscape: 420mm ร 297mm (wide format)
- Show Grid - Toggle grid lines for alignment
- When enabled, sections snap to grid lines when moved
- Grid size can be adjusted (10-50 pixels)
- ๐พ Save Layout - Save your arrangement for this cycle
- Layout is saved per cycle
- Each cycle can have its own unique layout
- Saved layouts are automatically loaded when you return
- ๐ Export PDF - Generate and download the PDF
- โ Close - Exit the layout editor
Section Visibility:
- In the left sidebar, you'll see a list of all sections
- Each section has a checkbox next to it
- Check/uncheck boxes to include/exclude sections from the poster
- Unchecked sections won't appear in the preview or PDF
- Section dimensions are shown below each section name (in edit mode)
Preview Mode:
Preview mode shows exactly how your A3 poster will look when exported:
- No edit controls (drag handles, resize handles)
- Page boundaries are clearly marked
- Final section positions and sizes
- Header and footer (if enabled)
Exporting to PDF:
- Arrange all sections as desired
- Toggle sections on/off as needed
- Switch to Preview Mode to verify the layout
- Enter a filename in the "PDF filename" field (e.g., "ProjectName_Cycle1_A3")
- Click "๐ Export PDF"
- The PDF will automatically download to your computer
PDF Features:
- Header (Optional): Shows project title, department, unit, cycle number, creation date, and team members
- Footer (Optional): Shows "ImproveHub" branding and generation timestamp
- Full Color: All colors, images, and formatting are preserved
- A3 Size: Properly formatted for A3 paper (297mm ร 420mm or 420mm ร 297mm)
- Section Content: All section types are rendered:
- Text sections with full content
- Images embedded at full quality
- Tables with borders and formatting
- Charts, Fishbone, and VSM sections (with placeholders for complex visualizations)
Layout Management:
- Auto-Save: Click "Save Layout" to save your arrangement
- Auto-Load: When you open the layout editor, it automatically loads your saved layout
- Default Layout: If no layout is saved, a default grid layout is created automatically
- Per-Cycle: Each cycle maintains its own independent layout
- Arrange sections logically (problem โ analysis โ solution โ results)
- Use grid alignment for a professional look
- Leave adequate spacing between sections
- Preview before exporting to catch any issues
- Use descriptive filenames for easy identification
- Save your layout frequently while working
- Layout changes are only saved when you click "Save Layout"
- Changing orientation will reset the layout to default grid
- Complex visualizations (charts, VSM) may show as placeholders in PDF
- Image paths must be accessible for images to appear in PDF
- PDF generation requires server-side PDF library (TCPDF) to be installed
Troubleshooting A3 Poster Layout:
Solution: Make sure you're on a cycle detail page (not project list). The button appears in the top-right corner of the cycle header.
Solution: Make sure you're in Edit Mode (not Preview Mode). Check the toggle button in the toolbar.
Solution:
- Check if TCPDF library is installed on the server
- Verify you entered a filename
- Check browser console for errors
- Contact system administrator if issue persists
Solution:
- Verify image files exist on the server
- Check file permissions for uploads directory
- Ensure image URLs are correct
7. A3 Template Sections
A3 templates are composed of multiple sections. Each section can be one of six types, each serving a different purpose in documenting your lean project.
7.1 Text Section
Text sections are used for written content, descriptions, and notes.
Creating/Editing a Text Section:
- Click "+ Add Section" or edit an existing section
- Select "Text" as the section type
- Enter a section title
- Type or paste your content in the text area
- Click "Create Section" or "Update Section"
7.2 Chart Section
Chart sections allow you to visualize data with line, bar, or pie charts.
Creating a Chart:
- Add or edit a section and select "Chart"
- Choose chart type:
- Line Chart - For trends over time
- Bar Chart - For comparing categories
- Pie Chart - For showing proportions
- Enter chart labels (comma-separated, e.g., "Jan, Feb, Mar")
- Enter data values (comma-separated, e.g., "10, 20, 30")
- Optionally add a dataset label
- Save the section
- Labels: "Week 1, Week 2, Week 3, Week 4"
- Data: "15, 12, 10, 8"
- Label: "Average Wait Time (minutes)"
7.3 Image Section
Image sections allow you to upload and display images (photos, diagrams, screenshots, etc.).
Adding an Image:
- Add or edit a section and select "Image"
- Click "Upload Image" or "Replace Image"
- Select an image file from your computer (PNG, JPEG, GIF - max 10MB)
- Wait for the upload to complete
- Optionally add a caption
- Important: Click "Create Section" or "Update Section" to save
7.4 Fishbone Diagram (Root Cause Analysis)
Fishbone diagrams help identify root causes of problems using a structured approach.
Creating a Fishbone Diagram:
- Add or edit a section and select "Fishbone Diagram"
- The default categories are: People, Process, Equipment, Environment, Materials, Methods
- To add a cause:
- Click on a category
- Enter the cause description
- Click "Add Cause"
- To remove a cause: Click the ร button next to it
- Save the section
- Problem: High patient wait times
- People: Insufficient staff, untrained personnel
- Process: Inefficient triage, poor scheduling
- Equipment: Outdated systems, broken equipment
7.5 Table Section
Table sections allow you to organize data in rows and columns.
Creating a Table:
- Add or edit a section and select "Table"
- Add column headers:
- Click "+ Add Column"
- Enter the header name
- Repeat for each column
- Add rows:
- Click "+ Add Row"
- Enter data in each cell
- Repeat for each row
- To edit: Click on any cell and type
- To remove: Click the ร button on the row or column header
- Save the section
7.6 Value Stream Map (VSM)
Value Stream Maps visualize the flow of materials and information through a process, helping identify waste and improvement opportunities.
Quick Start:
- Add or edit a section and select "Value Stream Map"
- Click "Configure Metrics & Entities"
- Choose a preset:
- "Load Healthcare" - For healthcare processes (recommended)
- "Load Mfg" - For manufacturing processes
- Set External Entities (Supplier and Customer)
- Add process steps using "+ Add Process Step"
- Fill in metrics for each step
- Save the section
Detailed VSM Guide
Understanding VSM Components:
- External Entities:
- Supplier (Top Left) - Who/what provides input
- Customer (Top Right) - Who receives the output
- Process Steps: Each activity in your workflow
- Metrics: Time and performance measurements
- Inventory: Work waiting between steps
- Connection Types: How work flows (Push, Pull, FIFO)
- Kaizen Bursts: Improvement opportunities
Healthcare Metrics (Default):
| Metric | Description | Example |
|---|---|---|
| Process Time | Time spent actively working | 15 min |
| Wait Time | Time spent waiting (waste) | 45 min |
| %C&A | Percent Complete & Accurate | 98% |
| FTE | Full-Time Equivalent (staffing) | 2.5 |
Connection Types:
- Push Arrow (Striped) - Work is pushed forward automatically (creates inventory)
- Pull Signal (โป) - Work is pulled when needed (reduces inventory)
- FIFO Lane - First-In-First-Out queue (order matters)
Adding Process Steps:
- Click "+ Add Process Step"
- Enter the process name (e.g., "Patient Triage")
- Fill in all metrics (Process Time, Wait Time, etc.)
- Set the connection type to the next step
- Add inventory information (quantity and time)
- Optionally add a Kaizen burst note
Key Metrics Displayed:
- Total Lead Time - Time from start to finish (including waiting)
- Total Process Time - Actual work time (value-added)
- Efficiency - Process Time รท Lead Time ร 100%
8. Activity Tracking
Activity tracking allows team members to log what they're working on without tracking specific hours. This provides a timeline of project activities.
8.1 Logging an Activity
- Open a project detail page
- Scroll to the "Activity Tracker" section
- Click "+ Log Activity"
- Fill in the form:
- Date - When the activity occurred
- Cycle (Optional) - Which cycle this relates to
- Description - What you did or what happened
- Click "Log Activity"
8.2 Viewing Activities
Activities are displayed in chronological order (newest first) and show:
- User who logged the activity
- Date of the activity
- Associated cycle (if any)
- Activity description
- Timestamp when it was logged
9. Notifications
The notification system keeps you informed about important events in projects you're involved with.
9.1 Viewing Notifications
- Click the ๐ bell icon in the top header
- A dropdown will show your recent notifications
- Unread notifications are highlighted
- Click on any notification to view details
9.2 Notification Types
You'll receive notifications for:
- New project assignments
- Project status changes
- New cycle creation
- Cycle completion
- User assignments to projects
- Important project updates
9.3 Marking as Read
Notifications are automatically marked as read when you click on them. You can also manually mark all as read.
10. User Management (Superuser Only)
Superusers can create, edit, and manage all users in the system.
10.1 Creating a New User
- Navigate to User Management from the sidebar
- Click "+ Create User"
- Fill in the form:
- Name * - User's full name
- Email * - Unique email address
- Password * - Initial password
- Role * - Superuser, Leader, or User
- Department * - Assign to a department
- Unit (Optional) - Assign to a specific unit
- Active Status - Enable/disable user account
- Click "Create User"
10.2 Editing a User
- Find the user in the user list
- Click the "Edit" button
- Modify any fields (including password)
- Click "Update User"
10.3 Deleting a User
- Find the user in the list
- Click the "Delete" button
- Confirm the deletion
10.4 User List
The user management page displays a table with:
- User name and email
- Role
- Department and Unit
- Active status
- Action buttons (Edit, Delete)
11. Department & Unit Management (Superuser Only)
Departments are top-level organizational units. Units are sub-organizations within departments.
11.1 Managing Departments
Creating a Department:
- Navigate to Departments from the sidebar
- Click "+ Create Department"
- Enter:
- Name * - Department name
- Description - Optional description
- Click "Create Department"
Editing a Department:
- Find the department in the list
- Click "Edit"
- Modify name or description
- Click "Update Department"
11.2 Managing Units
Creating a Unit:
- In the Departments page, find the department
- Click "+ Add Unit" under that department
- Enter the unit name
- Click "Create Unit"
Editing/Deleting Units:
Use the Edit and Delete buttons next to each unit in the list.
12. Template Management (Superuser Only)
Templates are pre-configured A3 sections that can be reused when creating new projects or cycles. This saves time and ensures consistency.
12.1 Creating a Template
- Navigate to Templates from the sidebar
- Click "+ Create Template"
- Fill in:
- Template Name * - Descriptive name
- Section Type * - Text, Chart, Image, Fishbone, Table, or VSM
- Default Content - Pre-configure the section content
- Set as Default - Make it appear first in lists
- Click "Create Template"
12.2 Using Templates
Templates can be used in two ways:
- During Project Creation: Select templates to auto-add to the first cycle
- When Adding Sections: Select a template from the dropdown when creating a new section
12.3 Editing Templates
- Find the template in the list
- Click "Edit"
- Modify the template details
- Click "Update Template"
12.4 Deleting Templates
Click the "Delete" button next to any template. Note: Deleting a template does not affect projects that already used it.
13. Tips & Best Practices
13.1 Project Management
- โ Use descriptive project titles that clearly indicate the improvement goal
- โ Assign projects to appropriate departments and units
- โ Set realistic next cycle dates to track progress
- โ Regularly update project status to reflect current state
- โ Assign team members with appropriate roles
13.2 A3 Template Best Practices
- โ Start with a clear problem statement in a text section
- โ Use charts to visualize data and trends
- โ Include images of current state vs. improved state
- โ Use fishbone diagrams for root cause analysis
- โ Create VSMs for process improvement projects
- โ Organize sections logically (problem โ analysis โ solution โ results)
- โ Use templates to maintain consistency across projects
13.3 Cycle Management
- โ Complete cycles when work is finished
- โ Lock cycles only when they're final and approved
- โ Create new cycles for significant revisions
- โ Use cycle numbers to track project evolution
13.4 Collaboration
- โ Log activities regularly to keep team informed
- โ Check notifications frequently
- โ Assign appropriate roles to team members
- โ Use clear descriptions in activities and sections
13.5 VSM Specific Tips
- โ Use the Healthcare preset for healthcare processes
- โ Track both process time and wait time
- โ Mark improvement opportunities with Kaizen bursts
- โ Create Current State and Future State VSMs
- โ Focus on reducing lead time by eliminating waste
14. Troubleshooting
14.1 Login Issues
Solutions:
- Verify your email and password are correct
- Check if your account is active (contact administrator)
- Clear browser cache and cookies
- Try a different browser
- Contact your system administrator
14.2 Image Upload Issues
Solutions:
- Check file size (max 10MB)
- Ensure file format is PNG, JPEG, or GIF
- After uploading, make sure to click "Create Section" or "Update Section"
- Check browser console (F12) for error messages
- Try refreshing the page
14.3 Cannot Edit Cycle
Solutions:
- Check if cycle status is "Locked" - only Superusers can unlock
- Verify you have edit permissions for the project
- Check if you're assigned to the project
- Contact a Superuser to unlock the cycle if needed
14.4 Missing Projects
Solutions:
- Verify you're assigned to the project
- Check if you're in the correct department (for Leaders)
- Superusers can see all projects
- Contact your project manager or administrator
14.5 Section Not Saving
Solutions:
- Make sure to click "Create Section" or "Update Section" button
- Check if cycle is locked
- Verify you have edit permissions
- Check browser console for errors
- Try refreshing and re-entering the data
14.6 General Issues
- Page not loading: Clear browser cache, try different browser
- Buttons not working: Check JavaScript is enabled, refresh page
- Data not updating: Refresh the page, check your permissions
- Error messages: Check browser console (F12) for details
- Description of the problem
- Steps to reproduce
- Screenshot of any error messages
- Browser and version information
ImproveHub User Manual
Version 1.0 | Last Updated: 2025
For technical support or questions, please contact your system administrator.