Before anyone can create a Kaizen or EWO, an admin needs to set up project types, methodologies and a workflow. This article explains each step in the order it needs to happen.
Who can do this: admins. You need permission to manage Kaizen settings.
Set things up in this order
Project type
Methodology and phases
Phase templates (optional)
Timing (optional)
Workflow (required)
Important: if you skip the workflow, users see a "no workflow created" error when they try to create a project.
1. Add a project type
Click the gear icon (top right) and open Kaizen Settings.
Click Add Project Type.
Choose the module: Kaizen for improvement projects, or EWO for work orders and downtime.
Name it, for example Quick Win, Just Do It, DMAIC Project, Project Charter or Downtime Report.
Save.
Note: if you were just given permission and don't see Kaizen Settings, log out and log back in.
Each project type appears as a card under Project Type, labeled with its module (for example Module : Kaizen).
2. Add a methodology and phases
Click Add Methodology → Create.
Name it, for example PDCA, DMAIC or Basic Info.
Add the phases, for example Plan / Do / Check / Act, or Define / Measure / Analyze / Improve / Control.
Save.
A project type only appears on the create form once it has at least one methodology. Methodology is always a required field, because a project type can have more than one.
3. Add phase templates (optional)
Choose which sections open automatically in each phase.
In Kaizen Settings, scroll to your project type.
Under Templates, click + Add Templates on a phase.
Pick sections such as Problem Description, 5W1H, 5 Whys, Action Plan or Root Cause Analysis.
Click Save and apply.
Tip: you can build your own sections in Lean Creator. Create a template with Template Type = Kaizen and it becomes available here. See Create a custom Kaizen section in Lean Creator.
4. Set timing (optional)
Click the pencil on the methodology (for example PDCA (P, D, C, A)):
Total Days to Due sets the project due date automatically. For example, a Quick Win might be due within 7 days.
Turn on Enable Days to due by phase to give each phase its own Days To Due. Each phase also has a Workload(%), and the methodology has a Workload Threshold.
Turn on Is Default to make this methodology the default for the project type.
Due dates feed the workload view, and delayed phases are flagged.
5. Create a workflow
Create a workflow for the module and project type. See Build a workflow for Kaizen, EWO or Tags.
Presentation settings
Open Presentation Settings in the Kaizen settings menu to set the logo, fonts and phase colors used by the Present button. Refresh presentation mode to see changes.
The same menu also has Savings Distribution, Loss Management, Tool Management and Revised Due Date Reasons.
Terms
Project type: the kind of project, such as Quick Win.
Methodology: the problem-solving approach and its phases.
Section: a tool or form inside a phase, such as 5W1H.
Focused vs Systematic: focused projects fix one problem; systematic projects address several related issues.