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User Manual for

Defect Management in eLMS

For AFS PD - E&E and Relevant users only

Released on 30th Jan 2016

Strictly Confidential document. All Rights Reserved to Mahindra & Mahindra also

regarding distribution, exploitation, editing, and reproduction as well as in the event of

application for Industrial Property Rights.

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Document Release History

Revision Author Version Summary Approver

V1.0.0 Jawad Ahmed S Initial Version.

V1.0.1 Jawad Ahmed S Initial Version Review.

V1.0.2 Jawad Ahmed S Improvements made on end user feedbacks

V1.0.3 Sunil Kumar V Improvements made on end user feedbacks

such as modification on work flow, severity

rating criteria and necessary screenshot

changes.

V1.1.0 Sunil Kumar V Added newer version of defect work flow;

changes pertaining to new work flow

mirrored in the document content too.

V1.1.1 Jawad Ahmed S Updated the document based on the

workflow changes.

V2.0.0 Jawad Ahmed S Modified the document based on the new UI

V2.0.1 Jawad Ahmed S Modified the document based on the new

workflow

V3.0.0 Jawad Ahmed S Modified the document as per the new

workflow shared by Kishore & Selva

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Table Of Content

1. INTRODUCTION ....................................................................................................... 4

2. DEFECT ENTRY PROCESS WORKFLOW. FIGURE 1: .................................................... 5

3. SEVERITY RATING CRITERIA ................................................................................... 6

4. ACCESS ELMS LOGIN PAGE THROUGH MCONNECT ................................................... 7

5. DEFECT CREATION ................................................................................................... 9

6. DEFECT STATES ...................................................................................................... 11

6.1. SUBMITTED ............................................................................................................................................................... 11

6.2. UNDER REVIEW ......................................................................................................................................................... 13

6.3. INFO REQUESTED ...................................................................................................................................................... 14

6.4. SE REJECTED .............................................................................................................................................................. 15

6.5. ANALYSIS ................................................................................................................................................................... 16

6.6. ACCEPTED .................................................................................................................................................................. 16

6.7. DEFECT AGREED ........................................................................................................................................................ 17

6.8. IMPLEMENTATION STARTED ..................................................................................................................................... 18

6.9. IMPLEMENTATION COMPLETED ............................................................................................................................... 18

6.10. VALIDATION STARTED ........................................................................................................................................... 19

6.11. CLOSED .................................................................................................................................................................. 19

6.12. UNDER DISCUSSION .............................................................................................................................................. 21

6.13. REJECTED ............................................................................................................................................................... 22

6.14. ESCALATED ............................................................................................................................................................ 23

6.15. DUPLICATE ............................................................................................................................................................ 24

7. ADDING A FILE TO THE DEFECT ............................................................................. 27

8. LINKING AN EXISTING LESSONS LEARNT .............................................................. 28

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1. Introduction

The scope of this document is to instruct / teach an end user on how to log a defect using

eLMS tool.

This tool can be used as documentation and tracking system by management. Earlier it was

very difficult to track all the concerns in XL sheets.

The confidentiality will also be maintained through access control.

Following are the states present in the defect management system;

1.1 CREATED

1.2 SUBMITTED

1.3 UNDER REVIEW

1.4 INFO REQUESTED

1.5 SE REJECTED

1.6 ANALYSIS

1.7 ACCEPTED

1.8 DEFECT AGREED

1.9 IMPLEMENTATION STARTED

1.10 IMPLEMENTATION COMPLETED

1.11 VALIDATION STARTED

1.12 CLOSED

1.13 UNDER DISCUSSION

1.14 REJECTED

1.15 ESCALATED

1.16 DUPLICATE

The explanations to all these states are explained in details in Chapter 6.

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2. Defect entry process Workflow. Figure 1:

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3. Severity Rating Criteria

An end user can log defects based on the following criteria given below.

Effect Criteria: Severity of Effect Ranking

Failure to meet

safety and / or

regulatory

requirement

Potential failure mode affects safe vehicle operation and

/or involves noncompliance with government regulation

without warning

10

Potential failure mode affects safe vehicle operation and

/or involves noncompliance with government regulation

with warning

9

Loss or degradation

of Primary function

Loss of Primary function 8

(Vehicle inoperable, does not affect safe vehicle operation)

Degradation of Primary function 7

(Vehicle operable, but at reduced level of performance)

Loss or degradation

of secondary

function

Loss of secondary function

6 (Vehicle operable, but comfort / convenience functions

inoperable)

Degradation of secondary function

5 (Vehicle operable, but comfort / convenience functions at

reduced level of performance)

Annoyance

Appearance or Audible Noise, Vehicle operable, item does

not conform and noticed by most customers (>75%). 4

Appearance or Audible Noise, Vehicle operable, item does

not conform and noticed by more customers (50%). 3

Appearance or Audible Noise, Vehicle operable, item does

not conform and noticed by discriminating customers

(<25%).

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No Effect No discernible effect 1

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4. Access eLMS login page through mCONNECT

4.1. Launch any browser (IE10 / Firefox / Chrome) and access

https://mahindraonline.sharepoint.com/sites/mconnect/pages/default.aspx

(Refer Figure 2)

4.2. Click on More link from M&M Subsites section (Refer Figure 3)

Click on More link

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4.3. Click on E&E eLMS link from the MConnect // M&M Subsites list (Refer Figure 4)

4.4. eLMS Login page is loaded successfully as shown below (Refer Figure 5)

Click on E&E eLMS link from

M&M Subsites

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5. Defect creation

5.1. Defect creation is project specific. People within a Project only can create and view the

defects.

5.2. To create a defect you need to give your login ID (Mahindra\Token No) and the password

that is given for Windows login.

5.3. Once you login E&E eLMS Dashboard is displayed (Refer Figure 6)

Figure 6:

5.4. Select the project from Project area (in this case S101) and view the dashboard as shown

in Figure 7:

Click on Raise a Defect

icon to create a defect

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5.5. On clicking Raise a Defect icon, Defect work item is displayed as shown in Figure 8

Figure 8:

5.6. Enter a brief description of the defect in the Summary field which will be beneficial in

running a query to search an existing defect.

5.7. On clicking Save button the defect gets created with a unique Defect ID present on the top

left corner and the Current State is CREATED as shown in Figure 9

Figure 9:

Defect ID

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6. Defect states

6.1. SUBMITTED

6.1.1. Initially defect can be created by any E&E stakeholder.

6.1.2. In this case the defect is created by Test Engineer. TE collects all the information,

expands the Current State field and selects the action Initiate TL Review.

6.1.3. All mandatory fields are displayed (Refer Figure 10)

Figure 10:

6.1.4. Fill all the mandatory fields in Overview tab, ‘ ’ buttons will help the creator to

pick multiple values by holding Ctrl key (Refer Figure 11).

Figure 11:

Select the action Initiate

TL Review if creator is TE

This Add button is

a Picker list where

multiple values can

be selected

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6.1.4 Similarly fill all the mandatory fields in the Details tab, Quick Information section will

display the DC’s short id as subscriber and a mail notification will be send to subscribers

listed on Subscribers section on each state transitions. (Refer Figure 12)

Figure 12:

Note: DC can add any number of subscribers by clicking ‘Add’ and remove subscribers

by moving the cursor over subscribers name which enables the delete ‘ ’ button.

6.1.5 If TE select other options apart from Initiate TL Review and try to save, no

permission for this user will be displayed.

6.1.6 Additionally, DC creator can add suggestions/remarks/comments by clicking 'Add

Comment' icon under the 'Discussion' section, provide the TL name in the Assigned

To field and click Save.

6.1.7 The defect gets submitted to TL and the state changes to SUBMITTED. TL will get a

mail notification that a defect has been submitted and it is ready for review. (Refer

Figure 13)

Figure 13:

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6.2. UNDER REVIEW

6.2.1. TL will review the defect and if it is valid then TL will select the action Initiate SE

Review, select SE name in Assigned To field and save the defect (Refer Figure 14)

Figure 14:

6.2.2. If the creator is a Test Lead then he can select the same action Initiate SE Review,

select SE name in Assigned To field and Save the defect (Refer Figure 14)

6.2.3. The state changes to UNDER REVIEW, SE will get a mail notification that a defect has

been submitted for review (Refer Figure 15)

Figure 15:

Select the action Initiate

SE Review by TL

Select the

reviewer name in

Assigned To

field

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6.3. INFO REQUESTED

6.3.1. At the time of reviewing, SE can seek clarifications from DC by clicking Add Comment

icon and providing their comments under the 'Discussion' section

6.3.2. SE will select the action Seek Clarification and click save, an automated email is sent

to DC seeking for more clarifications on the defect (Refer Figure 16)

Figure 16:

6.3.3. The state changes to INFO REQUESTED as shown in Figure 17

Figure 17:

Select the action Seek

Clarification if SE

needs more info

Provide the details

required in this field

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6.3.4. TL has to key in the required information, select the action Initiate SE Review (Refer

Figure 14) and click save. System Engineer will receive an email notification for further

review.

6.3.5. The state changes to UNDER REVIEW (Refer Figure 15)

6.3.6. SE will receive a mail notification that the defect has been updated with required

information.

6.4. SE REJECTED

6.4.1. SE can reject a defect if it is not valid. In that case SE will select the action SE Rejects,

provide the comments in Reason for Rejection field and save the defect. (Refer

Figure 18)

Figure 18:

6.4.2. The state changes to SE REJECTED, DC receives a mail notification (Refer Figure 19)

Figure 19:

Select the action SE

Rejects if SE is not

convinced with the defect

Provide the Reason

for Rejection in this

field

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6.5. ANALYSIS

6.5.1. If DC is not convinced with SE’s decision, they can do a joint analysis with SE by

selecting the action Joint Analysis and save the defect (Refer Figure 20)

Figure 20:

6.5.2. The state changes to ANALYSIS (Refer Figure 21)

Figure 21:

6.5.3. SE, DC & subscribers (if any) will receive a mail notification on the defect status

6.5.4. DC and SE will perform a joint analysis on the defect

6.6. ACCEPTED

6.6.1. After joint analysis, if SE & DC confirms it as a defect then SE will select the action

Accept as a New Defect, select the Supplier’s name in the Assigned To field and

save the defect (Refer Figure 22)

Figure 22:

6.6.2. The state changes to ACCEPTED, Supplier gets a mail notification (Refer figure 23).

Select the action Joint

Analysis if creator is

not convinced with

SE’s decision

Select the action Accept as

a New Defect if SE is

convinced with creator after

joint analysis

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Figure 23:

6.6.3. If the creator is a System Engineer (SE) then he/she can directly select the action SE

Accepts & Assign to Supplier, select the Supplier name in the Assigned To field and

save the defect (Refer Figure 24).

Figure 24:

6.6.4. The state changes to ACCEPTED, Supplier gets a mail notification (Refer Figure 23).

6.7. DEFECT AGREED

6.7.1 Supplier will start reviewing the defect and if he agrees then he will select the action

Supplier Agrees, select the SE name in the Assigned To field and save the defect

(Refer Figure 25)

Figure 25:

6.7.2 The state changes to DEFECT AGREED, SE will get the notification that the defect is

been agreed by supplier (Refer Figure 26).

Figure 26:

Creator will select the action

SE Assigns to Supplier if

he/she is a System Engineer

Supplier will select the action

Supplier Agrees if he

agrees the defect

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6.8. IMPLEMENTATION STARTED

6.8.1. Supplier start working on the defect by selecting the action Started Implementation,

fill Root Cause Analysis (RCA) mandatory field and save the defect (Refer Figure 27).

Figure 27:

6.8.2. The state changes to IMPLEMENTATION STARTED (Refer Figure 28)

Figure 28:

6.9. IMPLEMENTATION COMPLETED

6.9.1. The supplier will fix the defect and once it is done he will assign the released version

back to SE by selecting the action Ready for M&M Testing, fill the Fixed ECU HW /

SW Version, Implementation Completed Date, Solution / Action taken to fix

the defect, SE name in the Assigned To fields, Link the defect to System

Release Version and save the defect (Refer Figure29).

Figure 29:

6.9.2. The state changes to IMPLEMENTATION COMPLETED, SE gets a mail notification

(Refer Figure 30).

Figure 30:

Supplier selects the action

Started Implementation

Supplier will fill all the

mandatory fields and select the

action Ready for M&M Testing

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6.10. VALIDATION STARTED

6.10.1 SE will then assign the defect to Test Engineer by selecting his/her name in the

Assigned To field, select the action Initiate Validation and save the defect. (Refer

Figure 31)

Figure 31:

6.10.2 The state changes to VALIDATION STARTED (Refer Figure 32), a mail is sent to the

Test Engineer.

Figure 32:

6.11. CLOSED

6.11.1. The Test Engineer will perform a validation on the fix and if it is working as expected

then he will select the action Fixed and save the defect (Refer Figure 33). The Actual

Defect Close Date field becomes mandatory.

Figure 33:

SE will select the action

Initiate Validation

TE will select the action

Fixed if the defect is

working as expected Test Engineer provides the defect

closed date in Actual Defect

Closed Date

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6.11.2. The state changes to CLOSED (Refer Figure 34)

Figure 34:

6.11.3. While validating if the defect is not working as expected then TE will select the action

Not Fixed, select the supplier name in the Assigned To field and save the defect.

(Refer Figure 35)

Figure 35:

6.11.4. The state changes to IMPLEMENTATION STARTED (Refer Figure 28)

6.11.5. The supplier will fix the defect and once it is done he will assign the released version

back to SE by selecting the action Ready for M&M Testing, fill the Fixed ECU HW /

SW Version, Implementation Completed Date, Solution / Action taken to fix

the defect, SE name in the Assigned To fields, Link the defect to System

Release Version and save the defect (Refer Figure29).

6.11.6. The state changes to IMPLEMENTATION COMPLETED, SE gets a mail notification

(Refer Figure 30).

6.11.7. SE will then assign the defect to Test Engineer by selecting his name in the Assigned

To field, select the action Initiate Validation and save the defect. (Refer Figure

31)

TE will select the action

Not Fixed if defect is not

working as expected

TE will select

supplier name in

the Assigned To

field

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6.11.8. The state changes to VALIDATION STARTED (Refer Figure 32), a mail is sent to

the Test Engineer.

6.11.9. The Test Engineer will perform a validation on the fix and if it is working as expected

then he will select the action Fixed and save the defect (Refer Figure 33). The Due

Date field becomes mandatory which had to be updated by the TE.

6.11.10. The state changes to CLOSED (Refer Figure 34)

6.12. UNDER DISCUSSION

6.12.1. Supplier receives the defect in ACCEPTED state. He starts reviewing and if he feels

the defect is not valid then he will select the action Supplier Disagrees, provide the

reason in Reason for Rejection field, assign it back to SE and save the defect (Refer

Figure 36).

Figure 36:

6.12.2. The state changes to UNDER DISCUSSION (Refer Figure 37), a mail is sent to SE.

Figure 37:

6.12.3. If SE does not agree to the comments given by Supplier, then he/she will select the

action SE Disagrees Rejection, assign it back to Supplier and save the defect.

(Refer Figure 38)

Supplier will select

the action Supplier

Disagrees, assign

it back to SE

Supplier will provide

the reason in Reason

for Rejection field

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6.12.4. The state changes to ACCEPTED (Refer Figure 23)

Figure 38:

6.12.5. The process initiates again as per the flow and the defect gets closed.

6.12.6. If SE agrees with supplier then he/she will select the action SE Agrees Rejection and

save the defect (Refer Figure 39).

Figure 39:

6.12.7. The state change to REJECTED and no further action can be performed.

6.13. REJECTED

6.13.1. Initially TE creates the defect and assigns it to TL for review (Refer Figure 10).

6.13.2. If TL confirms it is not a defect then he/she will select the action TL Rejects, fill the

Reason for Rejection mandatory field and save the defect (Refer Figure 40).

Figure 40:

TL will select the action TL

Rejects if he/she is not

convinced with the defect

Provide the Reason for

Rejection in this field

SE will select the action SE

Disagrees Rejection if SE

does not agree with Supplier

SE will select the action

SE Agrees Rejection if

SE agree with Supplier

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6.13.3. The state changes to REJECTED and no further action can be performed (Refer Figure

41).

Figure 41:

6.13.4. When the defect is in UNDER REVIEW state (Refer Figure 15), SE will review and

confirm the defect is not valid then he/she will select the action SE Rejects, fill the

Reason for Rejection mandatory field and save the defect (Refer Figure 18)

6.13.5. The state changes to SE REJECTED (Refer Figure 19), creator will receive a mail

notification.

6.13.6. If creator accepts the rejection by SE, he will select the action Agrees Rejection and

save the defect (Refer Figure 42)

Figure 42:

6.13.7. The state changes to REJECTED (Refer Figure 41).

6.14. ESCALATED

6.14.1. When SE rejects the defect the state will be in SE REJECTED (Refer Figure 19).

6.14.2. If creator is not convinced with SE’s rejection, he can escalate the defect to System

Lead (SL) by selecting the action Escalate, select SL name in the Assigned To field

and save the defect. (Refer Figure 43)

Figure 43:

Select the action Agrees Rejection

if creator agrees SE’s decision

TE can escalate the defect to

SL on SE Rejection by

selecting the action Escalate

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6.14.3. The state changes to ESCALATED (Refer Figure 44)

Figure 44:

6.14.4. The System Lead (SL), DC, SE and subscribers (if any) will receive a mail notification

of the defect status.

6.14.5. SL will go through the discussions and inputs of DC and SE.

6.14.6. If SL accepts the defect, then he will select the action Accept as a New Defect and

save the defect (Refer Figure 22)

6.14.7. The state changes to ACCEPTED (Refer Figure 23)

6.14.8. If SL rejects the defect, then he will select the action SL Rejects and save the defect

(Refer Figure 45)

Figure 45:

6.14.9. The state changes to REJECTED (Refer Figure 41).

6.15. DUPLICATE

6.15.1. In UNDER REVIEW state SE will perform a review on the defect and if he finds the

defect already exist then he will select the action Accept as a Duplicate, go to

Resolution tab (Refer Figure 46).

SL can reject the defect if not

convinced by selecting the

action SL Rejects

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Figure 46:

6.15.2. Expand the drop down and select Set Duplicate Of option (Refer Figure 47)

Figure 47:

6.15.3. From the Select Work Item dialog select Defect from the Type drop down, enter

either the Summary or the Defect ID in the search phrase, the result is shown in the

Matching Work Items section (Refer Figure 48).

SE will select the action

Accept as a Duplicate if the

defect already exist

Expand Add

Related drop down

Select Set Duplicate Of

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Figure 48:

6.15.4. Select the defect and click OK from the above dialog. The defect gets added as

Duplicate Of as shown in the Figure 49.

Figure 49:

6.15.5. On clicking save the state changes to DUPLICATE. In quick Information the Duplicate

Of defect details is displayed (Refer Figure 50)

Figure 50:

6.15.6. Similarly System Release Management (SRM) work item can be linked to a defect.

Select the Type

as Defect

Duplicate defect ID is linked as

shown in Figure 49

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7. Adding a File to the Defect

7.1. An end user can attach any file to the defect by going to Details tab from defect work item

creation page.

7.2. In the Details tab, click Browse button in the Add File field which is under ‘Logs /

Reports / Image / Screen Shots / Audio & Video files’ section.

Figure 51:

7.3. Browse the file and attach it. The attached file will be displayed at the last with the ID,

Name, Size, Created By and Date fields.

Figure 52:

Click on Browse button, select

the file to add and save it

The files are added as

shown below

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8. Linking an Existing Lessons Learnt

8.1. An end user can associate existing lesson learnt to the defect by going to Resolution tab.

8.2. In the Resolution tab, click Related hyperlink which is under ‘Link to an existing Lessons

Learnt / Create a New Lessons Learnt’ section.

Figure 53:

8.3. A pop-up window will be displayed as shown below.

Figure 54:

Click on Related from the figure 44

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8.4. Select the assigned project in 'Project Area' drop down and work item type as lesson

learnt in 'Type' drop down. When end user key in lesson learnt ID/summary/description in

'Work Item Number or Words...' field, automatically tool will fetch the data and display

the results in 'Matching Work Items:' field as shown in the image above.

Figure 55:

8.5. Select the required Lesson Learnt and click 'OK' to link it to affected work item.

Figure 56:

Select the project from the drop down

Select Lessons Learnt as Type

Select the LL from the list

LL gets linked to the defect as shown

in figure 47