• What's new in iProva 5.11?

About four times a year, we release a major update for iProva. In these updates, we introduce new features and ensure that existing functionalities work even easier and better. These updates also ensure that iProva stays technically 'up to date'.

Prova version 5.11 has been released on 26 June 2019.

Curious about what's new in iProva 5.11? You can read about it on this page.

Document management / Interactive documents /  Card box / Reporting, analysing and improving / Risk management / Questionnaires / And further in iProva 5.11

Document management

Documents duplicated in the system. What organisation doesn't recognise it?
It does not sound serious, but there are dangers in duplicate documents. If only 1 copy is updated during a revision, there is a chance that some employees will continue to work with the outdated copy. Search results get contaminated, and administrators perform unnecessary extra work.

That has to change. That is why we are working on automatic recognition of documents that are duplicated in the system, or that are very similar. For duplicate documents, the motto is simple: clean up one copy! For very similar - but not identical - documents, for example a protocol that differs in a few points between children and adults, replacing two static documents to one interactive document could be a good improvement.

In iProva 5.11, you will see an extra panel in the properties of a document when very similar documents are encountered. This functionality is on by default, you don't need to do anything for this. In future iProva updates, we will add that the system will automatically look for duplicates for you, and actively inform you about them.

And further:

  • Organisations that used Visio functionality for 'swimming lanes' in process diagrams could experience several problems when editing those process diagrams.
    This is due to incompatibility of this particular Visio functionality with the iProva functionality in Visio.

    From iProva 5.11 onwards, we therefore offer an alternative way to use swim lanes in flowcharts. From now on, when (problematic) Visio swimming lanes are used, this will be automatically dectected and a warning will be shown.

    For more information, read this support article(under the heading "Use of swimming lanes").

Document management / Interactive documents /  Card box / Reporting, analysing and improving / Risk management / Questionnaires / And further in iProva 5.11

Interactive documents

At iProva 5.10 we have interactive documents introduced. In 2019, we will expand this functionality further. We will add even more building blocks and even more flexibility in the conditional display of content.

Available since May 2019:

  • Easily adjust the order of blocks.
  • New building block "More information".
  • Better recognition of hotspots on interactive images.

These capabilities have been added through a update for interactive documents (independent of iProva updates)

New in iProva 5.11:

  • search & replace functionality throughout the document management system now also works for interactive documents.

In the next update for interactive documents:
(expected: summer 2019)

  • A completely revamped editor, in which you can create interactive documents even more easily.
    The new editor helps you keep track of larger documents, and lets you quickly preview how your interactive document looks on desktop and smartphone.
  • Decision-based content:
    The employee is not suddenly presented with all the information, but is instead shown concrete questions. Based on the answer he gives, either the next question appears, or the content appropriate to that specific situation.

Document management / Interactive documents / Card box / Reporting, analysing and improving / Risk management / Questionnaires / And further in iProva 5.11

Card box

  • Do you see an error on a map but do not have management rights yourself?
    At iProva 5.10 has already added the ability to add a comment to a map.
    We now go one step further; you can now suggest corrections directly, after which an administrator only has to approve them.
  • With the changes we have made to post corrections and comments to maps, more oversight is needed for map (and bin) administrators. They need to be able to quickly see which cards have open correction requests and comments. Previously, this could only be seen by seeing which cards in a card bin were bolded. This works fine when a card bin has only a few cards, but often a card bin has many more cards. Now it is possible to add an additional 'Attention Required' column to the list of cards in a card bin that also allows filtering.
  • As a submitter of a correction on a card, it is nice to know what happens to your feedback. To facilitate this, it is possible to set up a subscription where you will be notified when something is done with your feedback on a card.
  • For certain applications of the cardbox, it is desirable to be able to set finer-grained permissions.
    Whereas previously you always granted management rights per entire map bin, you can now also choose to grant rights to specific maps.

Document management / Interactive documents /Card box / Reporting, analysing and improving / Risk management / Questionnaires / And further in iProva 5.11

Reporting, analysing and improving

  • We have made it possible to be able to automatically create a card from a notification in a cardbox. So you can start ensuring that users can request cards, and then they are created after 'approval'. You can use this for equipment requests, for example, but also for registering data processing for AVG legislation.

    You can set this up by adding a 'Create Card' action on a status transition. You then choose which card bin you want to create a card in, and start matching the fields of your notification to the fields of the card bin. When the notification enters the status transition, the card will be created automatically.

    Note: you can only match fields of the same type. However, you can also match numeric lists and list match notifications with a numeric field and a text field, respectively. As for matching list fields: the textual values between the two lists must be identical.

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Risks

Infoland believes that iProva should not only be a place where you should be able to secure strategic risks, but that iProva should be a place where you can all risks in it. Think of risks on projects or operational matters such as operating a device. In addition, iProva should not only help you identify and evaluate risks, but should also be a place where you can really secure your risks.

The changes we have done before that are as follows:

All the different types of risk in iProva
Because we believe that all risks should have a place in iProva, this means we need to be more flexible in what a risk looks like; after all, one risk is not the other. Therefore, we have templates introduced. Templates make it possible to specify how certain risks should look and behave in iProva.

For example, you can indicate whether you think it is necessary to name domains (and which ones), or, for example, whether you want to name causes and/or consequence classes. Of course, you can also indicate per template which metafields can be used in the risk. In this way, you are very quickly and easily able to facilitate different types of risks in iProva.

Managing your risks
Previously, it was possible to name a control measure. For each template, it will soon be possible to indicate whether you want to stop there, or whether you want to go further in your control than just naming it.

Advanced control measures make it possible to add metadata to control measures. In addition, it is also possible to attach (repetitive) tasks to a control measure, so that the risk is also secured in the future. A good example is the risk of fire. As a damage control measure, you could say that you will hang smoke detectors. But these smoke detectors can also break down. That's why in this control measure you stipulate that someone within your organisation will ensure that the smoke detectors are checked annually.

It will also soon be possible to add an extra check to a management measure. By means of tasks, you then not only ensure that the task is performed, but also build in an extra control to verify that the control measure is also performed successfully. Especially in cases like Horizontal Monitoring, or accountancy audits, for example, this is often a requirement.

The control measures created will also appear in a library. This way, you can use existing control measures for other risks as well.

Licences
There are currently two licensing models active with our customer group; A licence model based on number of administrators (this is the old model), and a model based on number of users per pillar (the new model).

Customers with the new model will get all the new things we have created immediately. For customers with the old licence model, we have made a cut: these customers can get started with risk templates, but will not have access to the advanced management measures.

The world around us is constantly changing; so is the world of quality management. Whereas standards and guidelines used to be often about the process,  these days, you see a very clear shift towards (hedging) risks. Therefore, we reviewed our existing risk management solution within iProva, and determined how we could make it even better suited to what organisations need now and in the future.

Want to know more about our vision, and what you'll notice concretely in iProva 5.11 and future updates?

Read more about iProva & Risks

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Questionnaires

Both questions are scaling questions, in a different representation.

  • Building on the developments around multilingualism in the Reporting & Analysis module, we have also worked within questionnaires to multilingual content. It is now possible to easily serve employees in different languages with one questionnaire. The question asked, the answer options, the explanation: everything can be set - if you want - in more languages.
  • We are also continuing the trend we started to make the questionnaires pleasant to work with on all devices:
    So we found out that the scale distribution question was used as a Yes/No question because this question type is fully adjustable. However, with the asterisks, this does not come out nicely. We made it possible to customise the texts for the Yes/No question. You are now no longer bound to Yes and No, but can, for example OK and Not OK, or Effective and Ineffective of it. The Partly-text was already customisable.
  • The score report now also shows questions for which no score can be determined. These questions appear on a separate tab in the report where both the question and the answers given can be seen.
  • In the questionnaire score report, we have added an additional calculation method that allows you to take into account how often questions have been answered. Existing reports will not be modified, should the organisation wish to use this new way of calculating the score, this can be set up by the report administrator.
  • With improving the display of questionnaire completion, the ability to print questionnaires has become less user-friendly. In version 5.11, we have made printing more user-friendly again, making it easier to take a questionnaire on paper.
  • In iProva 5.9, we introduced the new questionnaire view, where the scale distribution question was henceforth shown as asterisks. Those asterisks turned out not to be desirable for all scenarios. We have added an option in this release that allows you to determine how the scale distribution question will look visually. The options are now asterisks and buttons with labels.
  • Following a completed questionnaire, an improvement measure can be created. With iProva 5.11, we automatically transfer important information from the questionnaire to your newly created improvement measure. This prevents annoyance and reduces the risk of errors!
  •  Questionnaires can now have a real result. A questionnaire can ask a final question which ultimately determines the result of the questionnaire. This result can then be shown, for example, in the overview of completed questionnaires.

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iProva general

  • More and more functionalities in iProva are being optimised for use on smartphones. Think of read confirmation (in iProva 5.10) and completing questionnaires (iProva 5.9).
    Often - when using iProva on mobile - you will have to log in first. At the moment, you are usually presented with a login screen that is optimised for the desktop. This is going to change; we are rolling out a new login screen with a modern look, which works optimally on smartphone, tablet and desktop computer.

  • System administrator/helpdesk regularly receives requests from users to lift certain blocks. For example, this may involve the properties of a document being changed by user A. However, user A is called from his seat and some time later user B wants to make the change himself. User B is shown a message that the component has been blocked and that he should contact the application manager to unblock the component. What many users don't know is that components are automatically released after a certain amount of time. We will now also display how long the component has been blocked. By providing this insight, we expect that users will be more likely to wait for the item to be unblocked automatically.
  • We have renamed the 'Infoland Community' button in iProva's top bar to 'Help', to make it clearer to end users where to go when looking for help. In this topic on the community, we explain the 'Infoland Community'/'Help' button.

For application managers & ICT

Additional information for application managers & ICT can be found on our Support website.
You will find here:

  • indication of the impact of this update (per iProva module)
  • changes in system requirements
  • overview of bug fixes
  • checklist for application managers
  • download the update (for iProva on-premise)
IPROVA 5.11 / LOGIN INFOLAND SUPPORT