APIS IQ Basic Knowledge

IQ Software:
Basic Knowledge
4th Edition
IQ Software:
Basic Knowledge
4th edition
Copyright / authors:
Version: 04; April 2017
Authors: Training team of APIS Informationstechnologien GmbH
Copyright © 2017, APIS Informationstechnologien GmbH
Deutsch
Alle in dieser Schulungsunterlage enthaltenen Angaben sind ohne Gewähr und können ohne weitere
Benachrichtigung geändert werden. Die APIS Informationstechnologien GmbH geht hiermit keinerlei
Verpflichtung ein. Die in dieser Schulungsunterlage beschriebene Software ist auf Basis eines
Lizenzvertrags geliefert.
Alle Rechte sind weltweit vorbehalten. Diese Schulungsunterlage darf, auch auszugsweise, ohne
ausdrückliche schriftliche Erlaubnis der APIS Informationstechnologien GmbH weder vervielfältigt,
weitergegeben, umgeschrieben, in einer Datenbank gespeichert oder in irgendeine Sprache
übersetzt werden. Die Vervielfältigung ist weder elektronisch, noch mechanisch, magnetisch oder
manuell erlaubt.
Einschränkung der Gewährleistung
Die APIS Informationstechnologien GmbH übernimmt keine Haftung für die Vollständigkeit und
Richtigkeit des Inhalts sowie für die Leistungen der erwähnten Software. Herausgeber und Autoren
können für fehlerhafte Angaben und deren Folgen weder eine juristische Verantwortung noch
irgendeine Haftung übernehmen.
English
All data contained in this training course document are not guaranteed and can be changed without
any notification. APIS Informationstechnologien GmbH hereby holds no obligation. The software
described in this training course document is supplied on basis of a license agreement.
All rights are reserved worldwide. This training course documentation must not be copied,
redistributed, rewritten, stored in a database or translated into another language without the express
written permission of APIS Informationstechnologien GmbH. The duplication in any manner is not
permitted.
Limited warranty
APIS Informationstechnologien GmbH cannot guarantee the completeness and correctness of the
content and / or the functionality of the software mentioned. Publishers and authors cannot be held
legally responsible for incorrect data and their consequences.
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© 2017 APIS Informationstechnologien GmbH | IQ Software: Basic Knowledge
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IQ Software: Basic Knowledge
This seminar is to provide the participants with an introduction in the basic principles of using the
APIS IQ Software so that they are later able to create and maintain an FMEA by themselves. We
will therefore deal with the topics regarding the FMEA creation in detail (including exercises),
whereas only an overview is given of the advanced topics (like e.g. Statistics). Special training
courses are available for the range of advanced topics (like e.g. the IQ-software for advanced users).
This training document contains all the discussed topics, with the structure being adapted to
optimized private studying and not always corresponding to the order they are dealt with in the
training course.
If necessary for your further work, you can use the help function of the IQ Software, which is located
in the Help menu of the Content command. To handle the software’s help function, it is in general
required to have basic knowledge of the IQ Software terminology.
You will find more details on other seminars and workshops on the internet at
http://www.apis-iq.com/services/training/.
The present document is intended for you to study privately in addition to the seminar. You can take
your time to read about the core issues of the seminar and implement them together with what you
already learned in your daily work. It is recommended that you take your own notes during the
seminar.
Our lecturers always try to promptly answer questions arising during the seminar. So there will be
changes in the course and content represented in the documents, depending on the respective
training situation. You should therefore make your own notes as already mentioned.
Should a slide or presentation be illegible or an explanation incomprehensible, please approach your

lecturer immediately.
We would like to remind you to retrieve your voicemail messages at the end of each seminar day –
we do not want you to miss any important information.
We wish you success and optimal results in this tutorial.
Note:
The male terminology is used for both genders in this tutorial document, simply to improve
readability. The wording used is of course intended to equally address the female participants. Thank
you for your understanding.

33
FMEA Method
FMEA Method
Introduction
Name and Definition
FMEA: Failure Mode and Effects Analysis
• systematic analysis
• identification of risks in products or processes at an early

stage
• evaluation and prioritization of identified risks
• definition of actions for the reduction or elimination of risks
© APIS Informationstechnologien GmbH 2
6 © 2017 APIS Informationstechnologien GmbH | IQ Software: Basic Knowledge

Introduction
History and Documentation

1949 Military Procedure “Failure Mode and Effects Analysis”
1963 Apollo Project of NASA
1971 Ford internally
FMEA form sheet, classification,
1984 Ford construction FMEA, process FMEA
1984 Chrysler
1987 BMW
1987 Renault Ford, GM, Chrysler, suppliers: FMEA
form sheet in QS-9000 layout
1988 VW
1993 QS-9000 1st edition
Structure, function nets & failure nets,
1995 QS-9000 2nd edition detection & prevention, system FMEA,
1996 VDA 1st edition FMEA form sheet in VDA layout
2001 QS-9000/AIAG 3rd edition
2005 DRBFM (Toyota) Detection & prevention, structure in appendix
2007 VDA 2nd edition
2008 QS-9000/AIAG 4th edition Classification, project management
Introduction
Cost reduction through implementation

of FMEA
Costs for
elimination
of failures
Time
development production utilization
© 2017 APIS Informationstechnologien GmbH | IQ Software: Basic Knowledge 7

Introduction
Objectives and benefits of the FMEA

implementation
• reduction of costs to eliminate failures at a late stage
• protection of the company image
• discharge from product liability
• promotion of communication within the company and with

customers and suppliers
• creation of a knowledge base for products and processes
Introduction
Prerequisites for an effective implementation

of FMEA in your company
• development of a strategy for implementing FMEA in your company:

– customization of the FMEA procedure according to the needs of
your company
– nomination of person(s) in charge of initializing an FMEA
– definition of internal or external FMEA moderators
– training of FMEA team and FMEA moderator(s)
– coordination of setting up FMEA in the various departments of
your company
• preparation of documents necessary for setting up FMEA:

– rating catalogs
– rules and symbols of classification

Introduction
Prerequisites for an effective implementation

of FMEA in a project
• integration of the FMEA in the project schedule
• set-up of an FMEA team
• definition of the analysis scope
• preparation of required documentation for creating FMEA
• organization of the FMEA sessions
Introduction
FMEA Types
examines identifies
System the concept failures

FMEA of a product in the concept
Product
FMEA
Design the design failures
FMEA of a component in the design
Process the concept failures

FMEA of a process in the process

Introduction
Team of the Product FMEA
Core team: Team of experts:

- creates the FMEA - supports some stages of the
- is involved in every analysis
stage of the analysis - during risk evaluation
- for special issues
• moderator • production
• design • quality
• development • customer
• testing • suppliers
• service
• purchase
Introduction
Team of the Process FMEA
Core team: Team of experts:

- creates the FMEA - supports some stages of the
- is involved in every analysis
stage of the analysis - during risk evaluation
- for special issues
• moderator • design
• process planning • testing
• quality • customer
• production • suppliers
• service
• purchase

Introduction
Definition of the Scope
Criteria for FMEA execution
The five step approach of VDA
Structural Analysis Creation of a tree structure
Recording of functions
Functional Analysis Description of functional relationships
Recording of failures
Failure Analysis Description of cause-effect relationships
Recording of existing know-how

Actions Analysis Evaluation of the actual situation
Implementation of new actions

Optimization
Evaluation of the new situation

1st step: Structural Analysis
- Creation of a tree structure
Product FMEA
Design FMEA
Single Component Design

Component Group
Function Group Single Component Design
Component Group
Product
Component Group
Function Group
Component Group
System FMEA
Product FMEA

Example Product FMEA: System FMEA
Circuit board
Actuator
Hardware
Power supply
Vehicle control unit Interface

Application
Software Communication
Operating system
Example Product FMEA: Design FMEA
Geometry lower housing

Lower housing
Material lower housing
Geometry upper housing
Ballpoint pen Upper housing
Material upper housing
Mechanics
Ink cartridge

Process FMEA
Man
Machine Influencing
Process Step Mother Nature factors
(= environment) „4 M level“
Process Material
Man
Process Step
Machine
Example Process FMEA
Setter
Injection moulding Moulding machine

Production of
Moulding tool
ballpoint pen
Assembly Operator

Summary: Structural Analysis
- Representation of the product or process structure

in a tree diagram
2nd step: Functional Analysis
- Recording of functions
- Description of functional relationships

Definition of functions
• description of all quality requirements in a broader sense
• can be characteristics, properties, component functions,

activities, customer requirements
• are assigned to the system elements
• each system element has one or more functions
Hints for Product FMEA
Product / Component Single Design of

Group (root element) Component component
Technical Actual component Geometry (length,

product functions
functions width, distance,
Optical product diameter etc.)
requirements
Legal Interfaces to Material (strength,
framework adjoining areas elasticity, media
Process resistance etc.)
suitability

Example Product FMEA

Hints for Process FMEA
Complete process Process steps Influencing factors

(root element) (sub-processes) (4 M level)
Technical Results after Activities to be

product functions process step executed
Process Product state Tasks to be

Results to be achieved completed
Logistical Product Characteris- Necessary Process

Results tics to be produced Characteristics

Connection Product and Process FMEAs

Geometry lower housing
Lower housing
internal diameter
locates ink cartridge
length
Ballpoint pen guides ink cartridge tip
enables writing
enables easy operation Upper housing
Mechanics
Setter
Ink cartridge
sets up moulding parameters
Product Injection moulding
requirements Production of lower housing installs appropriate tool
ballpoint pen Moulding tool
length
enables writing Moulding machine
internal diameter
enables easy operation moulding pressure
target delivery date locates moulding tool
Assembly Operator
Product Process
Characteristics Characteristics

Summary: Functional Analysis
- Definition of function(s) for each system element

- Representation of functional relationships within
the structure in tree diagrams
3rd step: Failure Analysis
- Recording of failures
- Description of cause-effect relationships

Definition of Failures
• description of failures by negating the functions
• failures are assigned to functions
• each function has one or more failures (no function,

subfunction, hyperfunction, intermittent function)
• remain realistic
• no cause-effect relationship described in a failure
Example Product FMEA Geometry lower housing
Lower housing internal diameter
Ballpoint pen internal diameter too small

enables writing internal diameter too big
insufficiently
does not enable
writing length
does not locate ink
cartridge
does not enable length too short
clean writing
guides ink cartridge tip length too long
does not enable
long writing Material lower housing
guides ink cartridge tip
insufficiently mechanical resistance
enables easy operation
mechanical resistance too low
difficult operation
Upper housing


insufficiently
does not enable
writing length
does not locate ink
cartridge
clean writing
does not enable
difficult operation
Upper housing
Failure
Mode

insufficiently
does not enable
writing length
does not locate ink
cartridge
clean writing
does not enable
difficult operation
Upper housing
Failure
Failure Cause
Mode


insufficiently
does not enable
writing length
does not locate ink
cartridge
clean writing
does not enable
difficult operation
Upper housing
Failure
Failure Cause
Mode

insufficiently
does not enable
writing length
does not locate ink
cartridge
clean writing
does not enable
difficult operation
Upper housing
Failure
Failure Effect Failure Cause
Mode


insufficiently
does not enable
writing length
does not locate ink
cartridge
clean writing
does not enable
difficult operation
Upper housing
Failure
Mode
Ballpoint pen Geometry lower housing

does not enable internal diameter
clean writing too small
Lower housing
insufficiently
long writing
Ballpoint pen mechanical resistance
difficult operation too low
Failure
Mode

Example Process FMEA Setter
Production of sets up wrong moulding

ballpoint pen Injection moulding parameters
enables writing length lower housing

installs appropriate tool
does not enable writing length too long
installs inappropriate tool
clean writing Moulding machine
internal diameter lower housing
Moulding tool
does not enable
long writing internal diameter too big
moulds part
enables easy operation internal diameter too small
inappropriately moulds part
difficult operation
heat removal
target delivery date
inappropriate heat removal
target delivery date Assembly Operator
exceeded


Moulding tool
does not enable
moulds part
difficult operation
heat removal
exceeded
Failure
Mode



Moulding tool
does not enable
moulds part
difficult operation
heat removal
exceeded
Failure
Failure Cause
Mode


Moulding tool
does not enable
moulds part
difficult operation
heat removal
exceeded
Failure
Failure Cause
Mode



Moulding tool
does not enable
moulds part
difficult operation
heat removal
exceeded
Failure
Mode


Moulding tool
does not enable
moulds part
difficult operation
heat removal
exceeded
Failure
Mode

Production of ballpoint pen Setter

does not enable clean writing installs inappropriate tool
Production of ballpoint pen Injection moulding Moulding tool

does not enable long writing length too long inappropriately moulds part
Production of ballpoint pen Moulding tool

difficult operation inappropriate heat removal
Failure
Mode
Summary: Failure Analysis
- Recording of failures concerning the functions

- Representation of cause-effect relationships between
the failures in tree diagrams

4th step: Actions Analysis
- Recording of existing know-how

- Evaluation of the actual situation
Definition of ratings
Severity – S-rating
• evaluates severity of a failure effect from customer’s point of
view
• value between 1 (low) und 10 (high)
Occurrence – O-rating
• evaluates the probability of a failure cause occurrence
considering the preventive actions
• value between 1 (low) and 10 (high)
Detection – D-rating
• evaluates the detection probability of a failure cause (or failure
mode or failure effect) considering the detection actions
• value between 1 (high) and 10 (low)

Definition of types of actions
Preventive action
• reduces or eliminated the occurrence of a failure cause
• determines the occurrence rating of a failure cause
• Product FMEA: calculation, simulation, experience
• Process FMEA: Poka-Yoke, training, maintenance
Detection action
• detects an already occurred failure cause (or failure mode
or failure effect)
• defines the detection rating of a failure cause
• Product FMEA: experiment, test, approval of drawings
• Process FMEA: camera control, visual control
Definition of Risk Priority Number
• RPN = (highest) S • O • D
• RPN ranges between 1 and 1000
• identification of weaknesses
• prioritization of identified failure causes
• assistance for a priority list in the optimization phase
• is itself no target of the analysis – must be considered in

its context – threshold values are not advisable

Rating Catalogs
• definition of an evaluation scale for S-, O- and D-ratings
• evaluation catalogs of VDA and AIAG are recommendations
• experience from previous company projects to be taken into

consideration
• concrete examples support target-oriented ratings
• use of only 4 or 5 rating numbers can be helpful
• customer directions/data must be taken into account for the

S-rating

Lower housing
insufficiently
long writing
S-rating


Lower housing
insufficiently
long writing
S-rating
Preventive actions
O-rating
Detection actions
D-rating

Lower housing
insufficiently
long writing
S-rating
Preventive actions
O-rating
RPN = S • O • D Detection actions

actual status D-rating




S-rating



S-rating
Preventive actions
O-rating
Detection actions
D-rating




S-rating
Preventive actions
O-rating
Detection actions
RPN = S • O • D D-rating
actual status
Summary: Actions Analysis
- Recording of the current risks with existing actions

- Assessment of the current risks according to
customized evaluation catalogs

5th step: Optimization
- Implementation of new actions

- Evaluation of the new situation

Lower housing
insufficiently
long writing
S-rating RPN = S • O • D
actual status


Lower housing
insufficiently
long writing
S-rating RPN = S • O • D New preventive actions

actual status with deadline and responsible
new O-rating
New detection actions

with deadline and responsible
new D-rating

Lower housing
insufficiently
long writing

new O-rating
(RPN) = S • O • D New detection actions

future status with deadline and responsible
new D-rating


Lower housing
insufficiently
long writing

new O-rating
RPN = S • O • D New detection actions

current status with deadline and responsible
new D-rating
Product FMEA in VDA 96 form sheet

Product FMEA in VDA 96 form sheet
Product FMEA in AIAG (4th edition) form sheet

Product FMEA in AIAG (4th edition) form sheet



RPN = S • O • D
S-rating actual status




RPN = S • O • D New preventive actions

S-rating actual status with deadline and responsible
new O-rating
New detection actions

with deadline and responsible
new D-rating




new O-rating
(RPN) = S • O • D New detection actions

future status with deadline and responsible
new D-rating





new O-rating
RPN = S • O • D New detection actions

current status with deadline and responsible
new D-rating
Process FMEA in VDA 96 form sheet

Process FMEA in VDA 96 form sheet
Process FMEA in AIAG (4th edition) form sheet

Process FMEA in AIAG (4th edition) form sheet
Summary: Optimization
- Definition and implementation of new actions for

identified risks
- Assessment of risks after implementation of the new
actions

Documentation
What is to be documented:
• objectives and scope of the analysis
• FMEA team
• rating catalogs
• FMEA structure with functional analysis
• selection of failure nets
• FMEA form sheet
What is the documentation for:

• knowledge base for products and processes
• instructions for procedures and controls
• legal protection

IQ Software
Table of contents
1 Basics of IQ Software..................................................................................................................................59
1.1 Structure of APIS files (*.fme) and bk files ................................................................................................. 59
1.2 Configuration file......................................................................................................................................... 60
1.3 APIS file is document-centered .................................................................................................................. 60
1.4 Template file: normal.fmt ............................................................................................................................ 60
1.4.1 Transfer data to template: "Write template"...................................................................................... 61
1.4.2 Use data from the template: "Load template" ................................................................................... 63
1.5 Personal Desktop ....................................................................................................................................... 64
1.5.1 Structure ........................................................................................................................................... 64
1.5.2 Explanation of the most important icons ........................................................................................... 66
1.5.3 Overview of the most important editors and assignment to 5 VDA steps ........................................ 70
1.5.4 Two workspaces and synchronization .............................................................................................. 72
1.6 Object hierarchy ......................................................................................................................................... 75
2 Selection color and font size ......................................................................................................................79

2.1 Set selection color ...................................................................................................................................... 79
2.2 Font sizes ................................................................................................................................................... 80
3 The three settings dialogs in the IQ Software ..........................................................................................82

3.1 Workstation settings ................................................................................................................................... 82
3.1.1 Purpose............................................................................................................................................. 82
3.1.2 Open the workstation settings .......................................................................................................... 82
3.1.3 Category: General ............................................................................................................................ 84
3.1.4 Category: Personal Desktop ............................................................................................................. 87
3.1.5 Category: Table editors .................................................................................................................... 87
3.1.6 Category: Copy ................................................................................................................................. 89
3.1.7 Category: System optimization ......................................................................................................... 89
3.1.8 Category: E-mail ............................................................................................................................... 89
3.2 Display options ........................................................................................................................................... 90
3.2.1 Purpose............................................................................................................................................. 90
3.2.2 Open the display options .................................................................................................................. 91
3.3 Document settings ...................................................................................................................................... 93
3.3.1 Purpose............................................................................................................................................. 93
3.3.2 Open the document settings ............................................................................................................. 93
3.3.3 Category: General ............................................................................................................................ 95
3.3.4 Category: Control Plan ..................................................................................................................... 96
3.3.5 Category: Person view ...................................................................................................................... 97
3.3.6 Category: Company logo .................................................................................................................. 97

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4 Data Manager: Creation of different libraries .......................................................................................... 98
4.1 Open the Data Manager ............................................................................................................................ 98
4.2 Structure of Data Manager ........................................................................................................................ 98
4.3 Administration of teams and persons ........................................................................................................ 99
4.3.1 “Persons” view or “Teams” view ...................................................................................................... 99
4.3.2 Create a new person ........................................................................................................................ 99
4.3.3 Create teams and allocate persons ............................................................................................... 100
4.3.4 Import an address book from an e-mail program........................................................................... 101
4.3.5 Owner of a structure and right to “Create persons” ....................................................................... 101
4.3.6 Change of owner and assignment of access rights ....................................................................... 101
4.3.7 Change of logged on person (editing person) and password query .............................................. 103
4.4 Administration of symbolic responsibilities/deadlines .............................................................................. 103
4.4.1 View “Symbolic responsibilities” or view “Symbolic deadlines”...................................................... 104
4.4.2 Create/edit a symbolic responsible ................................................................................................ 104
4.4.3 Create/edit a symbolic deadline ..................................................................................................... 104
4.5 Administration of (type) catalogs ............................................................................................................. 105
4.5.1 Edit existing catalog entries ........................................................................................................... 106
4.5.2 Create new catalog entries (zero instances) ................................................................................. 106
4.5.3 Export/import a (type) catalog ........................................................................................................ 106
4.6 Administration of valuation catalogs ........................................................................................................ 107
4.6.1 Change the view: Language comparison, focus on specific catalog ............................................. 108
4.6.2 Editing options for valuation catalogs ............................................................................................ 108
4.6.3 Assign a standard catalog to a structure type ................................................................................ 110
4.7 Administration of palettes (classification, process flow diagram) ............................................................ 110
4.7.1 View "Palette for classification" or view "Palette for Process Flow Diagram" ................................ 110
4.7.2 Create/edit classification symbols .................................................................................................. 111
4.7.3 Create/edit symbols for the process flow diagram ......................................................................... 112
4.7.4 A brief aside: More representations for both palettes .................................................................... 113
4.8 Administration of risk matrices ................................................................................................................. 114
4.8.1 Color definition for the matrices S/O, S/D, and D/O ...................................................................... 116
4.8.2 RMR matrix: Define overall color and ranking ............................................................................... 116
4.9 Administration of machines...................................................................................................................... 118
4.10 Administration of inspection equipment ................................................................................................. 118
5 Catalogs for reuse: Type and instance (inheritance) ............................................................................ 119

5.1 Purpose of (type) catalogs ....................................................................................................................... 119
5.2 Type and instance ................................................................................................................................... 119
5.2.1 “What” do the type catalogs apply to? ........................................................................................... 119
5.2.2 Where do I find the type catalogs? ................................................................................................ 120
5.2.3 When is a new entry in the type catalog generated? ..................................................................... 120
5.2.4 When does the number of instances increase? ............................................................................. 120

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5.2.5 Which properties does the type pass on to its instances? ............................................................. 121
5.2.6 What happens upon renaming?...................................................................................................... 121
5.2.7 How do you merge similar or identical type entries? ...................................................................... 122
5.2.8 Which properties apply to the instances only? ............................................................................... 123
5.2.9 A brief aside: What is a zero instance? .......................................................................................... 123
6 Use of input collector ................................................................................................................................125

6.1 Open the input collector............................................................................................................................ 125
6.2 Structure of input collector ........................................................................................................................ 127
6.3 New entry in the input collector and transfer to the structure ................................................................... 128
6.4 New entry with text copy........................................................................................................................... 129
6.5 Reuse from type catalog: Search and Filter options ................................................................................ 129
6.6 Apply known failures................................................................................................................................. 131
6.7 Change view ............................................................................................................................................. 132
7 Reorganize the document ........................................................................................................................133
8 General operating concepts in the IQ Software .....................................................................................134

8.1 Edit the object name (rename) ................................................................................................................. 134
8.2 Copy an object.......................................................................................................................................... 134
8.3 Move an object ......................................................................................................................................... 134
8.4 Change the position of an object (reorder) ............................................................................................... 134
8.5 Multiple selection (select several objects) ................................................................................................ 136
8.6 Delete an object........................................................................................................................................ 136
8.7 Undo the last action .................................................................................................................................. 136
8.8 Fold and unfold certain areas ................................................................................................................... 136
8.8.1 Folding in the structure tree ............................................................................................................ 136
8.8.2 Folding in the structure list .............................................................................................................. 138
8.9 Structure tree: Align levels ....................................................................................................................... 139
9 Editing options for tables .........................................................................................................................140

9.1 Change column width ............................................................................................................................... 140
9.2 Show/hide columns .................................................................................................................................. 141
9.3 Change order of columns ......................................................................................................................... 141
9.4 Sort content of columns ............................................................................................................................ 141
9.5 Arrange content of table in groups ........................................................................................................... 141

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10 VDA step 1: Create structure (tree) ....................................................................................................... 143
10.1 Create and save a new file .................................................................................................................... 143
10.2 Project management: Create and administrate structures .................................................................... 146
10.2.1 Open the project management .................................................................................................... 146
10.2.2 Change the project name ............................................................................................................. 146
10.2.3 Create further projects ................................................................................................................. 146
10.2.4 Create further structures and assignment to projects .................................................................. 147
10.2.5 Move a structure to another project ............................................................................................. 147
10.2.6 Copy a structure to another project.............................................................................................. 147
10.2.7 Delete a project or structure ......................................................................................................... 148
10.2.8 Open a structure or change the current structure ........................................................................ 148
10.2.9 Sorting of projects ........................................................................................................................ 148
10.2.10 Sorting of structures ................................................................................................................... 148
10.2.11 Versioning of a structure ............................................................................................................ 148
10.2.12 Export and import a structure between two fme files ................................................................. 149
10.3 Create structure tree: Enter system elements ....................................................................................... 149
10.3.1 Open the input collector via the context menu ............................................................................. 150
10.3.2 Open the input collector via the icon in the extended toolbar ...................................................... 151
10.4 The Structure Editor............................................................................................................................... 152
10.4.1 Purpose ........................................................................................................................................ 152
10.4.2 Set-up: Graphics window, structure list........................................................................................ 152
10.4.3 Change size and layout ............................................................................................................... 153
10.4.4 Structure Editor: Recommended display options......................................................................... 154
11 VDA step 2: Create functions and function nets ................................................................................. 157

11.1 Enter functions and/or characteristics ................................................................................................... 157
11.1.1 Function vs. Product/Process characteristic: Specification and Control Plan ............................. 157
11.1.2 Function: Open input collector via context menu ......................................................................... 158
11.1.3 Function: Open input collector via icon in extended toolbar ........................................................ 160
11.1.4 Characteristic: Open input collector via context menu................................................................. 160
11.1.5 Characteristic: Open the input collector via icon in extended toolbar .......................................... 161
11.1.6 Characteristic: Define a specification for the instance ................................................................. 161
11.1.7 Convert a function to a characteristic or vice versa ..................................................................... 162
11.2 The Function Net Editor: Create function nets ...................................................................................... 163
11.2.1 Purpose of function nets .............................................................................................................. 163
11.2.2 Open the Function Net Editor and create function nets ............................................................... 164
11.2.3 "Colored" hot-click icons as means of supervision ...................................................................... 167
11.2.4 Description of the different frames in the function net ................................................................. 168
11.2.5 Change the focus element of the function net ............................................................................. 168
11.2.6 Automatic creation of function nets by the IQ Software ............................................................... 168
11.2.7 Function Net Editor: Recommended display options ................................................................... 170

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12 VDA step 3: Create failures and failure nets ........................................................................................172
12.1 Enter failures .......................................................................................................................................... 172
12.1.1 Open input collector via context menu ......................................................................................... 172
12.1.2 Open input collector via icon in extended toolbar ......................................................................... 173
12.1.3 New failure based on suggested text (Ins key)............................................................................. 173
12.2 The Failure Net Editor: Create failure nets ............................................................................................. 174
12.2.1 Purpose of failure nets .................................................................................................................. 174
12.2.2 Open the Failure Net Editor and create failure nets ..................................................................... 176
12.2.3 "Colored" hot-click icons as means of supervision ....................................................................... 179
12.2.4 Description of the different frames in the failure net ..................................................................... 180
12.2.5 Change the focus element of the failure net ................................................................................. 180
12.2.6 A brief aside: Create a failure net based on the function net logic ............................................... 181
12.2.7 Failure Net Editor: Recommended display options ...................................................................... 184
13 VDA step 4/5: Actions and valuations in the FMEA form ....................................................................186
13.1 Create an FMEA form............................................................................................................................. 186
13.1.1 Interrelation between structure tree, failure net, and FMEA form................................................. 186
13.1.2 Create an FMEA form in the structure tree................................................................................... 189
13.1.3 FMEA Forms Management: Create and administrate FMEA forms ............................................. 193
13.1.3.1 Open the FMEA forms management ................................................................................193
13.1.3.2 Change the form name .....................................................................................................194
13.1.3.3 Create new form................................................................................................................194
13.1.3.4 Delete a form.....................................................................................................................195
13.1.3.5 Expand/reduce form content .............................................................................................195
13.1.3.6 Open a form or change the current form ..........................................................................195
13.1.3.7 Sorting of forms .................................................................................................................195
13.1.3.8 Sort the system elements of a form ..................................................................................195
13.1.3.9 Versioning of forms ...........................................................................................................196
13.2 The FMEA Forms Editor ......................................................................................................................... 196
13.2.1 Purpose......................................................................................................................................... 196
13.2.2 Open the FMEA Forms Editor ...................................................................................................... 197
13.2.2.1 Open form via menu .........................................................................................................197
13.2.2.2 Open form via hot-click icon..............................................................................................197
13.2.3 Change the form layout ................................................................................................................ 197
13.2.4 Set-up: Form header and FMEA form .......................................................................................... 198
13.2.4.1 Form header: Fill in, change field name, change logo ......................................................198
13.2.4.2 FMEA form ........................................................................................................................200
13.2.5 FMEA Forms Editor: Recommended display options ................................................................... 201

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13.3 Edit content of FMEA form..................................................................................................................... 205
13.3.1 Define S rating ............................................................................................................................. 205
13.3.1.1 Direct input of S rating ...................................................................................................... 205
13.3.1.2 Input S rating with valuation catalog ................................................................................ 205
13.3.1.3 A brief aside: Input S rating in the structure ..................................................................... 206
13.3.2 Identification of special characteristics (classification)................................................................. 207
13.3.3 VDA step 4: Define actual actions (initial states) ......................................................................... 208
13.3.3.1 Direct input of actions ....................................................................................................... 208
13.3.3.2 Input actions with input collectors .................................................................................... 209
13.3.3.3 Direct input of O rating and of D rating............................................................................. 211
13.3.3.4 O rating and D rating with valuation catalog .................................................................... 211
13.3.3.5 Special case: No actual actions available ........................................................................ 212
13.3.4 VDA step 5: Define optimizing actions (revision states) .............................................................. 212
13.3.4.1 Create a revision state ..................................................................................................... 212
13.3.4.2 Direct input of (optimizing) actions ................................................................................... 213
13.3.4.3 Define (optimizing) actions with input collectors .............................................................. 213
13.3.4.4 Direct input of O rating and of D rating............................................................................. 215
13.3.4.5 O rating and D rating with valuation catalog .................................................................... 215
13.3.4.6 Define responsibility, deadline, and action status ............................................................ 216
13.3.4.7 Use symbolic responsibilities and symbolic deadlines..................................................... 219
13.3.4.8 Change deadline and/or action status.............................................................................. 221
13.3.5 Create action group (comparison of alternatives) ........................................................................ 222
13.3.6 A brief aside: "Reading advice" to correctly interpret the form content ....................................... 223
13.3.7 Reuse of actions in the FMEA form ............................................................................................. 225
13.3.7.1 Preparation: Correct copy settings ................................................................................... 225
13.3.7.2 Reuse action from (type) catalog (input collector) ........................................................... 226
13.3.7.3 Copy an action ................................................................................................................. 227
13.3.7.4 Copy a revision state ........................................................................................................ 228
13.3.8 Relationship between actions in the form and in the structure .................................................... 229
13.3.8.1 General relationship ......................................................................................................... 229
13.3.8.2 FMEA form: Consistent change vs. individual change of attributes ................................. 230
13.3.9 Two workspaces: Synchronize between structure and form ....................................................... 233
13.4 Color options in FMEA form................................................................................................................... 235
13.4.1 Show color highlighting or traffic light colors for valuations ......................................................... 235
13.4.2 Show risk matrix colors ................................................................................................................ 237
13.5 FMEA cover sheet ................................................................................................................................. 238
13.5.1 Cover header ............................................................................................................................... 239
13.5.2 Distribution list .............................................................................................................................. 239
13.5.3 Main input field ............................................................................................................................. 240
13.5.4 Signature bar................................................................................................................................ 241

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13.6 Filter and highlight in FMEA form ........................................................................................................... 243
13.6.1 Apply a system filter to "filter" ....................................................................................................... 243
13.6.2 Apply a system filter to "highlight"................................................................................................. 244
13.6.3 Apply an auto-filter ........................................................................................................................ 245
13.6.4 Apply auto-highlighting ................................................................................................................. 246
14 Notes .........................................................................................................................................................248
14.1 Create a note .......................................................................................................................................... 248
14.1.1 Note with formatted free text......................................................................................................... 248
14.1.2 Insert a link in a note..................................................................................................................... 249
14.1.3 Insert graphic in note .................................................................................................................... 250
14.2 Hot-click icon for note ............................................................................................................................. 250
14.3 Detailed tool tip for note ......................................................................................................................... 250
14.4 Print note content visibly ........................................................................................................................ 251
14.5 Delete note ............................................................................................................................................. 251
14.6 Embed referenced documents/graphics................................................................................................. 252
14.7 Notes list ................................................................................................................................................. 252
15 Link with bookmarks ...............................................................................................................................252

15.1 Create bookmarks .................................................................................................................................. 252
15.1.1 Create a file bookmark.................................................................................................................. 252
15.1.2 Create a directory bookmark ........................................................................................................ 252
15.1.3 Create an OLE bookmark ............................................................................................................. 253
15.1.4 Create a web bookmark................................................................................................................ 253
15.1.5 Create a PIM bookmark ................................................................................................................ 253
15.2 Hot-click icon for bookmarks .................................................................................................................. 254
15.3 Administration of bookmarks (e.g. delete) .............................................................................................. 254
16 VDA step 5: Deadline Editor ...................................................................................................................255

16.1 Open Deadline Editor in the required layout .......................................................................................... 255
16.2 Deadline Editor: Recommended display options ................................................................................... 256
16.3 Filter "Open deadlines" ........................................................................................................................... 261
16.4 Sorting and grouping of column contents ............................................................................................... 261
16.5 Notify responsible persons ..................................................................................................................... 263
16.5.1 Notification by pdf, HTML, or Excel .............................................................................................. 263
16.5.2 (Automatic) notification by e-mail.................................................................................................. 265
16.6 Enter feedbacks...................................................................................................................................... 266

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17 Print and output contents ...................................................................................................................... 268
17.1 Print as pdf file or on paper.................................................................................................................... 268
17.2 Output as Excel file ................................................................................................................................ 269
17.3 Output as HTML file ............................................................................................................................... 269
18 Statistical analyses ................................................................................................................................. 270

18.1 Definition of specifications for the analysis ............................................................................................ 270
18.2 Pareto analysis ...................................................................................................................................... 272
18.2.1 General description ...................................................................................................................... 272
18.2.2 Define analysis settings for pareto analysis ................................................................................. 274
18.2.2.1 Pareto analysis: Tab "Settings" ........................................................................................ 274
18.2.2.2 Pareto analysis: Tab "Axes" ............................................................................................. 275
18.2.2.3 Pareto analysis: Tab "Graphic" ........................................................................................ 275
18.2.2.4 Pareto analysis: Tab "Format" ......................................................................................... 276
18.2.2.5 Pareto analysis: Tab "Colors" .......................................................................................... 276
18.2.2.6 Pareto analysis: Tabs "Column widths" and "Result list" ................................................. 276
18.3 Pareto compact ...................................................................................................................................... 276
18.3.2 Define analysis settings for pareto compact ................................................................................ 277
18.4 Difference analysis ................................................................................................................................ 278
18.4.2 Define analysis settings for difference analysis ........................................................................... 278
18.4.2.1 Difference analysis: Tab "Settings" .................................................................................. 278
18.4.2.2 Difference analysis: Tab "Sorting" .................................................................................... 279
18.4.2.3 Difference analysis: Tab "Axes" ....................................................................................... 279
18.4.2.4 Difference analysis: Tab "Graphic" .................................................................................. 280
18.4.2.5 Difference analysis: Tab "Format" .................................................................................... 280
18.4.2.6 Difference analysis: Tab "Colors" ..................................................................................... 280
18.4.2.7 Difference analysis: Tabs "Column widths" and "Result list" ........................................... 280
18.5 Frequency analysis ................................................................................................................................ 281
18.5.2 Define analysis settings for frequency analysis ........................................................................... 281
18.5.2.1 Frequency analysis: Tab "Settings" ................................................................................. 281
18.5.2.2 Frequency analysis: Tab "Categories" ............................................................................. 282
18.5.2.3 Frequency analysis: Tab "Axes" ...................................................................................... 282
18.5.2.4 Frequency analysis: Tab "Graphic" .................................................................................. 282
18.5.2.5 Frequency analysis: Tab "Format" ................................................................................... 283
18.5.2.6 Frequency analysis: Tab "Colors" .................................................................................... 283
18.5.2.7 Frequency analysis: Tabs "Column widths" and "Result list" ........................................... 283

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18.6 Risk matrix .............................................................................................................................................. 283
18.6.1 General description ....................................................................................................................... 283
18.6.2 Define analysis settings for risk matrix ......................................................................................... 284
18.6.2.1 Risk matrix: Tab "Settings" ...............................................................................................284
18.6.2.2 Risk matrix: Tab "Format" .................................................................................................285
18.6.2.3 Risk matrix: Tabs "Column widths" and "Result list" .........................................................285
19 Modeling the process flow .....................................................................................................................286

19.1 Create a Process Flow Diagram ............................................................................................................ 286
19.1.1 Interrelation between structure tree and Process Flow Diagram ................................................. 286
19.1.2 Create Process Flow Diagram in structure tree............................................................................ 288
19.1.3 Process Flow Management: Create and administrate flow diagrams .......................................... 289
19.1.3.1 Open Process Flow Management.....................................................................................289
19.1.3.2 Change the name of a Process Flow Diagram .................................................................289
19.1.3.3 Create a new Process Flow Diagram ...............................................................................290
19.1.3.4 Delete a Process Flow Diagram .......................................................................................290
19.1.3.5 Extent/reduce content of Process Flow Diagram..............................................................290
19.1.3.6 Open or switch to another Process Flow Diagram ...........................................................290
19.1.3.7 Sorting of Process Flow Diagrams....................................................................................291
19.1.3.8 Sorting of system elements in a Process Flow Diagram ..................................................291
19.1.3.9 Versioning of a Process Flow Diagram .............................................................................291
19.2 The Process Flow Diagram Editor.......................................................................................................... 292
19.2.1 Purpose......................................................................................................................................... 292
19.2.2 Open Process Flow Diagram Editor ............................................................................................. 292
19.2.2.1 Open Process Flow Diagram Editor via menu ..................................................................292
19.2.2.2 Open Process Flow Diagram Editor via hot-click icon ......................................................292
19.2.3 Make-up: Symbol palette, table header, diagram and table section ............................................ 293
19.2.3.1 Symbol palette ..................................................................................................................293
19.2.3.2 Table header with master data .........................................................................................293
19.2.3.3 Diagram section ................................................................................................................294
19.2.3.4 Table section .....................................................................................................................295
19.2.4 Process Flow Diagram Editor: Recommended display options.................................................... 295
19.3 Edit content of Process Flow Diagram ................................................................................................... 298
19.3.1 New rows and columns or delete rows and columns ................................................................... 298
19.3.2 Assign another symbol ................................................................................................................. 299
19.3.3 Include free symbols in diagram ................................................................................................... 299
19.3.4 Arrange symbols ........................................................................................................................... 300
19.3.5 Remove process steps from diagram ........................................................................................... 300
19.3.6 Connect symbols with lines .......................................................................................................... 300
19.3.7 Remove connecting lines from diagram ....................................................................................... 302
19.3.8 Change type of connecting line .................................................................................................... 303

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19.3.9 Define product/process characteristics ........................................................................................ 303
19.3.10 Identification of special characteristics (classification)............................................................... 304
20 Control Plan............................................................................................................................................. 306

20.1 Create a Control Plan ............................................................................................................................ 306
20.1.1 Interrelation between structure tree and Control Plan ................................................................. 306
20.1.2 Create a Control Plan in structure tree ........................................................................................ 309
20.1.3 Control Plan Management: Create and administrate Control Plans ............................................ 311
20.1.3.1 Open Control Plan Management...................................................................................... 311
20.1.3.2 Change name of Control Plan .......................................................................................... 311
20.1.3.3 Create new Control Plan .................................................................................................. 312
20.1.3.4 Delete a Control Plan ....................................................................................................... 312
20.1.3.5 Extend/reduce content of Control Plan ............................................................................ 312
20.1.3.6 Open a Control Plan or switch to another Control Plan ................................................... 312
20.1.3.7 Sorting of Control Plans ................................................................................................... 313
20.1.3.8 Sorting of system elements in a Control Plan .................................................................. 313
20.1.3.9 Versioning of a Control Plan ............................................................................................ 313
20.2 The Control Plan Editor ......................................................................................................................... 314
20.2.1 Purpose ........................................................................................................................................ 314
20.2.2 Open Control Plan Editor ............................................................................................................. 314
20.2.2.1 Open Control Plan via menu ............................................................................................ 314
20.2.2.2 Open Control Plan Editor via hot-click icon ...................................................................... 315
20.2.3 Set-up: Header, table section ...................................................................................................... 315
20.2.3.1 Table header with master data ......................................................................................... 315
20.2.3.2 Table section .................................................................................................................... 316
20.2.4 Control Plan Editor: Recommended display options ................................................................... 316
20.3 Edit content of Control Plan ................................................................................................................... 318
20.3.1 Create and select machines ........................................................................................................ 318
20.3.2 Define product/process characteristics ........................................................................................ 319
20.3.3 Assign classification ..................................................................................................................... 320
20.3.4 Assign specification...................................................................................................................... 320
20.3.5 Create and select inspection equipment ...................................................................................... 320
20.3.6 Define sample size and sample frequency .................................................................................. 321
20.3.7 Create control method and reaction plan ..................................................................................... 322
20.3.8 Define responsibility ..................................................................................................................... 322
20.4 Control Plan cover sheet ....................................................................................................................... 324
20.4.1 Cover header ............................................................................................................................... 324
20.4.2 Distribution list .............................................................................................................................. 324
20.4.3 Main input field ............................................................................................................................. 325
20.4.4 Signature bar................................................................................................................................ 326

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1 Basics of IQ Software
This chapter provides you with the most important basic principles that are indispensable for
successfully handling the APIS IQ Software.
1.1 Structure of APIS files (*.fme) and bk files

Files created with the IQ Software have the file extension *.fme (so-called *.fme files). The
following figure shows the schematic structure of an fme file.
You can define as many Projects as you like in an fme file in order to e.g. group the FMEAs of
different product lines accordingly. For each project again, you arrange your FMEAs in the form of
so-called Structures. A project can have any number of structures. A file has a minimum of one
project with one structure according to the principle: Each FMEA is administrated in one file.
However, it is in the end up to you how many FMEAs you save in one file.
Please note that the first user, who opens the fme file, has write access to the entire file. All other
users will only get read access during his editing session. With the conventional software functions,
it is therefore impossible for two or more users to edit a file at the same time. Considering this fact,
it may be more reasonable to work with several files than to administrate several FMEAs in one file.
To edit a file simultaneously, the APIS IQ Software provides the so-called Consolidation, which is
not part of every software configuration and therefore not part of this training course.
In addition to the pure FMEA data, the file furthermore contains the so-called Administrative Data.
They comprise central information (e.g. list of persons, valuation catalogs) which can be used later
in the related FMEAs.
Besides that, the IQ software creates two backup files with the file extensions *.bk1 and *.bk2
(so-called bk files) at the storage location of the fme file. The following principles are applicable
here:
 During the initial save operation of the fme file, the bk files will be created within one processing
phase. A processing phase is the period between opening and closing of the fme file.

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 All changes since the last saving will be stored in the fme file (= current data status).
 During the initial save operation of the fme file within a processing phase, the bk1 file will save
the data status of the fme file which it had at the time of opening. Therefore, the bk1 file will not
contain the last changes of the fme file!
 The old data status of the bk1 file will be stored in the bk2 file.
These principles apply to any processing phases of an fme file. Thus, you will have two backup files
at most, should your fme file be defective (very low probability!). Before you open the bk files with
the IQ Software, you need to change their file extension to *.fme.
1.2 Configuration file

You can specify many user-defined settings in the IQ Software. Most of these settings are saved in
the so-called configuration file (apis-iq65.cfg), which resides on your local computer. It is
unimportant in this respect, whether you use a local license or a network license.
Please note that different configuration files may work on different computers and thus your FMEA
may apparently look different. In that case, your co-worker has simply different settings and you can
adjust them accordingly, if necessary.
1.3 APIS file is document-centered

Document-centered means that each fme file is a database for itself. There is no central database
in the background collecting all the information from all the fme files. The various fme files are
therefore completely independent of each other. Changes in file 1 have no effect whatsoever on
other fme files.
1.4 Template file: normal.fmt

As already said, each fme file has its own administrative data. According to the document-
centered approach, the administrative data of the various files and various other settings are
independent of each other as well. There is standard information (e.g. company standard for
valuation catalog) or standard settings (e.g. document settings) though, which you need in all fme
files. Given the document-centered approach, you would have to re-enter or re-define the information
or settings in each fme file. To avoid that, a transfer file called normal.fmt exists. The following
figure shows its schematic working principle, with the numbering corresponding to the order of
execution.

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You define the required content of the administrative data and/or the required settings in file 1 and
then write this content and/or these settings in the normal.fmt. From then on, the content of the
template is automatically written in new files (file 2, file 3, etc.) upon their creation. From now on,
you can use an fme file again at any time, if necessary, to update the content of the template
according to the same principle.
Every user of a local license has his own normal.fmt, which resides on his local computer.
Users of a network license, however, have a shared normal.fmt, which resides in the network.
Therefore, in case of network licenses with two or more users only certain users should have write
access to the normal.fmt and the other users read access only. Otherwise, there is the risk that
your company standard is changed in an unwanted way. Please contact your company’s IT
department regarding the access rights to the normal.fmt.
1.4.1 Transfer data to template: "Write template"

To write for the first time or update the content of the template later, choose the command Update
template from the Tools menu. The dialog Template components opens (see fig.), in which you
define by ticking which components of your current fme file are to be written in the template
(normal.fmt). Then confirm the dialog with OK and the template is updated accordingly.

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When updating the template file, the existing contents of the template are replaced with the new
content in any case (see following table).
Option Explanation
Document Comprises all document settings of your current fme file (menu Tools |
settings Document settings)
Header labels You can define the meaning of individual fields in various forms (e.g. FMEA
form header, FMEA cover) differently. Using this option, you change the
respective field names in the template file as well.
Header/footer Concerns the definitions of headers/footers in the print dialog (menu File |
contents Print) or the dialog of the Web Publisher (menu File | Web Publisher).
Print jobs Comprises all existing print jobs of the presentation print (menu File |
Presentation print) and the Web Publisher (menu File | Web
Publisher) of your current file.
Column labels You can define the meaning of individual column headers in various tables
(e.g. FMEA form, deadlines) differently. Using this option, you change the
respective column names in the template file as well.
Rules for If you defined your own rules for the automatic calculation of the classification
classification (menu Tools | Parameters for classification calculation),
assignment then they are copied to the template as well.
User-defined If you saved your own user-defined views (menu Editors | User-defined
views View Editor), then they are copied to the template as well.
Filters Comprises all filters (menu View | Filter) of the category User-defined
filters (self-created filters) from the various editors, which enable filtering. The
only exclusion are the user-defined filters in the IQ Explorer. They are
available via another path in each fme file on the same computer.
Risk matrices Comprises all sets of risk matrices from the Data Manager category Risk
matrices (if available, also the sets of extended risk matrices).
Symbol palettes Comprises all the contents of the various palettes (palette for process flow
diagram, palette for classification) from the Data Manager category
Palettes.
Valuation Comprises the existing valuation catalogs from the Data Manager category
catalogs Valuation catalogs.
Teams and Comprises the existing teams and persons from the Data Manager
persons category Teams and persons.

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Option Explanation
User-defined Comprises the existing user-defined attributes from the Data Manager
attributes category Attributes and categories.
Machines/ Comprises the existing machines from the Data Manager category
inspection Machines and the existing test equipment from the Data Manager category
equipment Test equipment.
Symbolic Comprises the existing symbolic deadlines from the Data Manager
deadlines category Symbolic responsible/deadlines.
Notes/ Comprises the existing notes and function categories from the Data
function categories Manager category Attributes and categories.
Operating Comprises the existing operating conditions from the Data Manager
conditions category Catalogs in the view Types of operating conditions.
This option will be only available if the workstation setting

Enable mechatronics FMEA is activated (menu Tools | Workstation
Settings | Settings within the category General).
Statistical You can save various analysis patterns for each analysis type (menu
Analysis Schemes Administration | Statistics management). With this option, they
become content of the template.
In some cases, you need to execute a combination of the commands Read template (see next
chapter) and Update template to obtain the required result. An example:
You want to supplement an existing list of 20 persons in the template by another 10 persons from
your current fme file. For this purpose, first execute the command Read template with the
option Teams and persons from the Tools menu. As a result, the list of persons in your current fme
file now comprises 30 persons (supplement). Then, execute the command Update template
with the option Teams and persons from the Tools menu. This replaces the old list of persons (20
persons) in the template with the new list (30 persons) from your current fme file.
1.4.2 Use data from the template: "Load template"

If you have an existing fme file, which has not yet the current content of the template, you can
update your current fme file by executing the command Read template from the Tools menu.
As a result, the dialog Template components opens again, in which you define by ticking which
components from the template file are to be written in your current fme file. Then confirm the
dialog with OK and the fme file is updated accordingly.
Please note that the command Read template will overwrite the existing information in your
current fme file with most of the options. The available content will be supplemented with the
content of the template only with the options User-defined views, Teams and persons, User-defined
attributes, Symbolic deadlines, Operating conditions as well as Notes/function categories.
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The option Operating Conditions will be only available if the workstation setting Enable
mechatronics FMEA is activated (menu Tools | Workstation Settings | Settings within the
category General).
1.5 Personal Desktop

Whenever you start the IQ Software, the so-called Personal Desktop is displayed, which is a form of
a control center for editing your data.
1.5.1 Structure
The following figure shows the basic structure of the Personal Desktop.
2: Toolbar
1: Menu bar
3: Extended toolbar
5: Currently open editor
4: Third toolbar
with check boxes
7: Workspace to open
6: Left toolbar an editor
1: Menu bar
The IQ Software is structured into several menus as usual. The basic menus for beginners are:
(1) File menu:

Includes commands to create, save, open, print, export, and various others. The bottom section
furthermore shows the last opened files to be able to reopen them quickly, if required.
(2) Edit menu:

Includes the possible editing commands (copy, cut, rename, undo, etc.) for the currently selected
object, depending on the context.
(3) View menu:

Provides commands to design the Personal Desktop (e.g. for Toolbars) and to adjust the
representation of the data in your current editor (e.g. Display options, Folding operations,
Filter, Highlight).

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(4) Administration menu:
Includes commands to access the different areas of administration:
Project Management
You can create several Projects, Structures and/or Structure variants in your file. They are saved in
the so-called Project Management, where they can be selected and edited.
FMEA Forms Management, Process Flow Management, Control Plan Management

You can furthermore generate any number of FMEA forms, Process Flow Diagrams and/or Control
Plans for a structure. Each of the three has its own management.
Statistics management
Opens the Statistics dialog to perform various analyses of your database.
Teams and persons to Assistant rules (administrative data)

Enables systematic access to the various areas of administrative data (also called Data Manager).
(5) Editors menu:

In order to keep the toolbars clearly arranged and not cramped with a huge number of commands,
individual editing screens are available for specific editing purposes in the IQ Software, containing
only the commands required in the respective context. These editing screens are called Editors.
There is e.g. the so-called Structure tree-Editor especially to create the structure tree or to
enter functions and failures. The currently required editor is selected from the Editors menu.
(6) Tools menu:

Enables among other things the access to various settings dialogs (Document settings,
Workstation settings), the template file (Update template, Read template), the various
translation languages (Create a new document language, Select document language)
as well as various reports (Forms/Reports).
(7) Window menu:

This is where you can decide among other things, whether your Personal Desktop is to have only
one workspace or two workspaces (Two workspaces). You can open any editor in each of the
workspaces. For the work with two workspaces, there are the various options of synchronization
between the two workspaces (Synchronize workspaces, Synchronize secondary
workspace, Synchronize primary workspace). Synchronization means: search the object
selected in one workspace in the other workspace and show me the search results accordingly.
(8) Help menu:

In addition to this training document, a help is integrated in the IQ Software. You can access the help
with command Content.
2: Toolbar
Includes the most important icons for quick access to specific commands.
If you leave the cursor on an icon, a tool tip for this icon will be displayed.

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3: Extended toolbar
We recommend to additionally enable the extended toolbar to display the most important icons to
add new information. It is enabled via the menu View | Toolbars | Extended toolbar. The
standard version of this toolbar includes three pull-down menus. For the moderation in projector
resolution, however, there is often not enough space to show all the contents of the toolbar. In that
case, the pull-down menus are hidden first. If you want to work with pull-down menus, you should
therefore enable the so-called third toolbar as well (see number 4).
4: Third toolbar
To show the three pull-down menus in every display resolution, you should enable the third toolbar
via the menu View | Toolbars | Third toolbar.
Please note that the pull-down menus are available only for customers with a maintenance
contract.
The first pull-down menu provides you with access to all the structures of your current file and you
can quickly switch between them. To open the pull-down menu, click on the black arrow to the right
of the box. The currently selected structure is prefixed by ">".
If structure variants are available for a structure selected in the first pull-down menu, the second
pull-down menu provides you with access to all structure variants of the current structure and you
can easily switch between them. The currently selected structure variant is prefixed by ">".
The third pull-down menu provides you with quick access to the various filters.
5: Currently open editor

The headline shows which editor is currently open (the Structure Editor in the example).
6: Left toolbar
Includes among others the icons to enable Synchronize workspaces, Two workspaces as well as
the icons for the various editors.
The editor icons make it possible to switch quickly from one editor to another.
7: Workspace to open an editor

The frame section is called the workspace, in which you open the required editor to edit your data.
1.5.2 Explanation of the most important icons
The toolbars described above contain many different icons. The following tables give an explanation
of the most important icons.
If you leave the cursor on an icon, a tool tip for this icon will be displayed.

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Icons in the toolbar:
Icon Tool tip Explanation
New Creation of a new fme file.

document
Open The explorer dialog opens to select an fme file to open

document
Save Saves the current data status of your file. If you did not yet assign a file
name, a dialog opens to define the name.
Administration Opens in general the Project Management of your current fme file.
Only when you work in the following editors, clicking on the icon will open
the respective administration:
- FMEA Forms: FMEA Forms Management
- Process Flow Diagram: Process Flow Management
- Control Plan: Control Plan Management
Print Opens the print dialog
Search Opens the search dialog
Continue If you closed the search dialog in the meantime, you can continue the
search search using the last settings.
Display Opens the display options for the current editor.

options
Filter Opens the filter dialog for the current editor.
Highlight Opens the highlighting dialog for the current editor.
New Opens a menu with commands to create new information, which are
allowed in the current context (selected object).
Rename Opens the properties dialogue to change the name of the currently
selected object.
Delete Deletes the currently selected object.
Copy Copies the currently selected object to the clipboard.
Paste Adds the content from the clipboard to the currently selected object.

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Undo You can go one editing step back, if you did not save the document in
the meantime.
Up/down Moves the currently selected object one position up or down.
Fold/unfold Folds or unfolds all successive objects of the currently selected object.
Fold/unfold Folds or unfolds all successive objects of the currently selected object
level as well as all the other objects on the same level.
Unfold all Resets all folding actions.
Icons in the extended toolbar:
System Opens the input collector for system elements. The newly entered
elements objects are created on the structure tree level subsequent to the
selected system element.
System Opens the input collector for system elements. The newly entered
elements objects are created on the same structure tree level as the selected
(same level) system element.
Functions Opens the input collector for functions. The newly entered objects are
created for the selected system element.
Product Opens the input collector for product characteristics. The newly entered
characteristics objects are created for the selected system element.
Process Opens the input collector for process characteristics. The newly entered
characteristics objects are created for the selected system element.
Failures Opens the input collector for failures. The newly entered objects are
created for the selected object (function, product characteristic, or
process characteristic).
Revision state Creates a new revision state for the selected failure or the selected
previous revision state.
Action group Creates a new action group for the selected revision state.
Preventive Opens the input collector for preventive actions. The newly entered
action objects are created for the selected object (failure, revision state, or
action group).

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Detection Opens the input collector for detection actions. The newly entered
action objects are created for the selected object (failure, revision state, or
action group).
New Depending on the selected object, the input collector for the object on
the next hierarchical level (object hierarchy) opens. If you selected e.g.
a system element, the input collector for functions opens.
Icons in the extended or in the third toolbar:

If you enabled the third toolbar, this bar contains the drop-down menus with the icons, otherwise you
will find these in the extended toolbar.
Icon Explanation
Opens a menu with further commands (New, Delete, etc.) for structures.
Opens a menu with further commands (New, Delete, etc.) for structure variants.
Icons in the left toolbar:
User-defined In the displayed menu, you can select pre-defined combinations of

workspaces editors to work in two workspaces. The menu command Add current
workspace saves your current combination of editors. You can select it
later as well.
Two Opens or closes the secondary workspace. This is a so-called toggle

workspaces icon, which is pressed in a bit when enabled .
Synchronize Enables or disables the automatic synchronization. This is a so-called

workspaces toggle icon, which is pressed in a bit when enabled .
Structure tree Changes the editor in your current workspace to become the Stucture
Editor.
Process Flow Changes the editor in your current workspace to become the editor
Diagram Process Flow Diagram.
Function Net Changes the editor in your current workspace to become the Function
Net Editor.
Failure Net Changes the editor in your current workspace to become the Failure
Net Editor.

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FMEA Form Changes the editor in your current workspace to become the FMEA
Forms Editor.
Control Plan Changes the editor in your current workspace to become the editor
Control Plan.
Statistics Changes the editor in your current workspace to become the

Statistics Editor.
Deadline Changes the editor in your current workspace to become the Deadline
Editor Editor.
Personal Changes the editor in your current workspace to become the editor
Information Personal Information Manager (PIM).
Manager
(PIM)
1.5.3 Overview of the most important editors and assignment to 5 VDA steps
In order to keep the toolbars clearly arranged and not cramped with a huge number of commands,
individual editing screens (data views) are available for specific editing purposes in the IQ Software,
containing only the commands required in the respective context and thus optimally supporting the
current task. These data views are called Editors. Open the required editor on the Personal
Desktop via the Editors menu or the icons in the toolbar on the left side of the screen.
Each editor shows a specific view of your data. Changing the data in one editor always affects the
database of the fme file and thus all other editors containing the information. Changes are
therefore not limited to the current editor!
The following table explains the most important editors that are of interest to beginners and assigns
them to the 5 VDA steps to create an FMEA.

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Icon Menu Purpose of data view Shortcut VDA
Editors step
Structure At first, define the structure of your system, Shift+Ctrl+S 1, 2, 3

Tree product, or process using system elements.
Then define the function(s)/task(s) of the
various system elements using functions,
product or process characteristics. Finally,
define the respective failures for them.
Function To model interdependencies between the Shift+Ctrl+K 2

Net various functions and/or characteristics
Failure To model cause and effect relationships Shift+Ctrl+E 3

Net between the various failures
FMEA Form To document cause and effect relationships Shift+Ctrl+F 4, 5

between effects, failures, and causes with
risk assessment, current actions, and if
applicable, optimizing actions, responsible
persons, deadlines and status.
Deadlines Analysis and management of deadlines for Shift+Ctrl+T 5

optimizing actions (deadline tracking).
Process Description and modeling of the process Shift+Ctrl+I

Flow flow to manufacture a product
Diagram
Control Documentation of testing specifications for Shift+Ctrl+P

Plan the running production and the required
behavior if limits are exceeded
Statistics Provides various types of analysis to Shift+Ctrl+W

analyze your FMEA data including graphic
representation
Personal To record any information. It also allows Shift+Ctrl+R

Information you to “jump” quickly to the relevant FMEA
Manager information (via so-called PIM bookmarks)

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1.5.4 Two workspaces and synchronization
By default, the Personal Desktop has only one workspace and shows the Structure Editor after
the program was started, divided into the two sections Graphics window (on the left) and Structure
list (on the right).
It is necessary and/or reasonable for certain tasks to divide the Personal Desktop into two
workspaces. For this purpose, select the command Two workspaces from the Windows menu or
alternatively click on the icon from the left toolbar. This is a so-called toggle icon, which is pressed
in a bit when enabled . As a result, the Personal Desktop has a so-called workspace 1 (also:
upper workspace) and a so-called workspace 2 (also: lower workspace) (see fig.).
Active workspace (dark blue)
Workspace 1: Structure Editor
Inactive workspace (light blue)
Workspace 2: Structure Editor
You can also arrange the two workspaces next to each other. To do so, select the command
Horizontal split from the Windows menu (see fig.). The other (vertical) layout is clearer though
in many editing situations.
Inactive workspace (light blue) Active workspace (dark blue)
Workspace 1: Structure Editor Workspace 2: Structure Editor
Active and inactive workspace

When you work with two workspaces, one workspace is always the active workspace. This is
always the workspace, in which you worked last. The background of the headline of the active

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workspace is dark blue and that of the inactive workspace light blue (see fig. above). Clicking in one
of the workspaces makes this workspace the active one.
Please make sure which workspace is currently active, before you change settings (e.g. display
options). The changes apply always to the currently active workspace.
Any editor with any content for each workspace

You can open any editor in each of the workspaces and thus use a variety of combinations of editors.
To do so, make the required workspace the active workspace (click with the mouse in a workspace)
and then select the required editor from the Editors menu. Repeat this step for the secondary
workspace, if necessary.
You can also freely choose the content of the respective editor. Thus, you can edit two data views
at the same time and, if necessary, exchange information between them. You have the following
options in this regard:
 View the same FMEA (structure) in different editors (e.g. Structure tree, FMEA Form)
 Simultaneous view of two different FMEAs (structures) from the same fme file either in the
same editor (e.g. 2 x Structure tree) or in different editors (e.g. Structure tree, FMEA Form)
 Simultaneous view of two different FMEAs (structures) from different fme files either in the
same editor (e.g. 2 x Structure tree) or in different editors (e.g. Structure tree, FMEA Form)
History of opened views

The IQ Software remembers for each of the two workspaces, which editors were open with which
last known content. If you return to one of these editors later (change of editors), the last known
content is displayed. Only when you close the IQ Software, this history is lost for both workspaces.
You can view this history in the menu Windows | Open views and specifically select a view for the
respective workspace (see fig.).
Synchronization of the two workspaces

Synchronization means: Show me the currently selected object in the respectively other workspace
(other data view). It is sometimes necessary so see an object in two different data views to be able
to understand its overall context. An example:

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In the top workspace (Structure Editor), you cannot see which failures and effects the cause internal
diameter too small leads to. Therefore, this cause was synchronized with the secondary workspace
(Failure Net Editor). The failure net then shows you exactly the information you need.
There are various options available for synchronization. They are explained in the following:
1. Automatic synchronization
To synchronize an object from the upper workspace with the lower workspace, you can use the so-
called automatic synchronization. Enable it by selecting the command Synchronize workspaces
from the Windows menu or clicking on the icon in the left toolbar. This is a so-called toggle icon,
which is pressed in a bit when enabled . This way, you can easily recognize whether the automatic
synchronization is enabled. After the activation, each selected object from the upper workspace is
synchronized with the lower workspace. You can synchronize different objects from the upper
workspace one after the other by simply selecting different objects one after the other.
Automatic synchronization is very convenient, but can be applied from top to bottom only. If
necessary, you can swap the order of the workspaces by selecting the command Swap
workspaces from the Windows menu. As a result, the upper editor becomes the lower one and
vice versa. Afterwards, use the automatic synchronization as usual.
If automatic synchronization is enabled, it is impossible to create a function and/or failure net,

because the synchronization constantly changes the focus element in the net editor. You need to
check before you create the nets that this function is disabled!
2. Synchronization with upper workspace

You can also synchronize an object from the lower workspace with the upper workspace. To do so,
select the required object in the lower workspace and then execute the command Synchronize
primary workspace from the Windows menu. You have to repeat this process for every other
object you want to synchronize. The quicker way is to use the shortcut Shift + Ctrl + Q after
you selected the object.

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3. Synchronization with lower workspace
You can also synchronize an object from the upper workspace with the lower workspace without
automatic synchronization. To do so, select the required object in the upper workspace and then
execute the command Synchronize secondary workspace from the Windows menu. You
have to repeat this process for every other object you want to synchronize. The quicker way is to
use the shortcut Ctrl + Q after you selected the object or to use automatic synchronization.
4. Synchronization within one workspace

You can switch from the current editor (e.g. Structure tree) to another editor (e.g. FMEA Form) in the
active workspace via the Editors menu. If you want to synchronize the content of the old editor
with the content of the new editor, select the required object and press the Ctrl key before you
change the editor. The new editor will then open with the required content.
1.6 Object hierarchy

Different objects are available in the IQ Software. The following table explains the basic objects:
Symbol Object type Font color Explanation

in the
IQ Software
System element black All elements of the structure tree including the
root to outline your product, process, or system
Function green Describes tasks, functions, interfaces of the

respective system element
Product characteristic turquoise Describes geometric dimensions, if applicable

including tolerances (e.g. diameter = 5 mm ±
0.1) or material parameters (e.g. E Module =
210 kN/mm2)
Process characteristic turquoise Describes process parameters to be set for an

optimal process sequence and monitored, if
necessary (e.g. feed = 2 mm)
Failure red Verbal description of how functions or

characteristics can be missed (e.g. Diameter too
small)
Preventive action black Actions preventing or reducing the occurrence

of failures
Detection action black Actions detecting the occurred failures
The data model of the IQ Software incorporates a so-called object hierarchy, which describes the
interdependencies between the different objects. You should observe the hierarchy in particular

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when you Copy, Move and/or Delete, as you may otherwise obtain unwanted results. The following
figure shows an essential extract of an object hierarchy:
The structure tree always starts with the root element (short: root), followed by the system elements
on the further structure tree levels (see fig.). The system elements on the second tree level (e.g.
Lower housing, Upper housing) are therefore the dependent objects of the superordinate root
element (here: Ballpoint pen). This principle continues on the other levels.
You can create functions and/or product or process characteristics respectively for the different
system elements (including the root element). Functions and characteristics are on the same
hierarchical level and are dependent objects of the respectively superordinate system element (see
fig.).
Functions of the system element

Geometry Lower housing

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Then you define the respectively related failures for the functions and/or characteristics. The failures
are the dependent objects of the respective function or the respective characteristic (see fig.).
In the failure nets, you define later, which failures are classified as (focused on) failures, which as
causes and which as effects. Effects are usually failures of the root element. For these failures, you
define the S rating (see fig.).
The causes usually correspond to the failures of the system elements on the last structure tree level.
For these failures, you define the preventive and detection actions later, assign the O/D rating, and
specify a responsible person, a deadline, and a status.
The data are saved as follows (see fig.):
 With the failure cause (failure): all the related revision states
 With the revision state: all related action groups (alternatives); whereas often only one action
group exists for a revision state
 With the action group: all actions as well as O rating and D rating
 With the actions: related responsible person, deadline, and status

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When you Copy or Delete, the IQ Software applies the object hierarchy in such a way that all
dependent objects (and their dependent objects etc.) of the selected object are copied or deleted
as well. Two examples for this (see fig.):
 When you delete/copy the system element Lower housing, its functions, failures as well as the
subordinate system elements Geometry Lower housing and Material Lower housing including
their functions, characteristics, failures, actions, etc. are also deleted or copied.
 When you delete/copy the characteristic length, its failure length too small including the revision
states, action groups, actions, ratings, etc. is also deleted or copied.
Therefore, you should select a suitable object when you copy or delete to benefit from the object
hierarchy.
Please note that available function net and/or failure net connections are copied only if you copy
the superordinate system element. If you copy a connected function or failure, however, you will lose
the net connections.

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2 Selection color and font size
2.1 Set selection color
As you have already seen in the chapter Object hierarchy (as of page 75), there are different font
colors for the different types of objects in the IQ Software: black, green, turquoise, and red. A skilled
user can quickly recognize by them, which type of object is concerned.
The IQ Software, like many other programs, uses Windows color management. If you select an
object, the standard selection color is blue. The blue selection color is not very well suited to read
green or turquoise texts because of the little contrast (see fig.).
The selection color yellow is a good compromise for good readability of all objects in the IQ Software.
Version 6.5 makes it possible to define the selection color in the IQ Software, and the IQ Software
simultaneously adjusts the respective setting in the Windows color management. The selection color
is thus permanently defined and you do not need to know how to access the Windows color
management.
Proceed as follows to define the color of selection (see fig.):
1. At first, select Workstation settings from the Tools menu and then the item Fonts and
Colors from the following dialog. In the Fonts and colors dialog, choose the Colors tab.
2. In the Back color section, select the item System-wide selection color highlight from
the pull-down menu (click on black arrow). Then click on the Back color button, select the yellow
color and confirm with OK.
3. In the Fore color section, select the item System-wide selection text color, click on the
Fore color button, select the black color and confirm with OK.

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Please do not activate the option Use “Selection text color” for colored text too
on the bottom of the Colors dialog! Otherwise, the system-wide text color black will also be applied
e.g. to the green color of functions, i.e. the text of a function will be shown in black writing if a function
is highlighted.
In all Windows systems supporting theme, you will find a second option called Use settings for
selection from the current design (theme). In order for the set color (in this case yellow) to be used
as selection color, the theme option needs to be deactivated. Otherwise, the selection color will be
used from the current theme (in most cases light blue).
2.2 Font sizes

In the presentation, we usually work with computer and projector. To get a good projector image,
select a suitable screen resolution at your computer (e.g. 1024 x 768). So that even the participants
in the last row of the room can read everything, you should adjust (increase) the font sizes in the IQ
Software accordingly for the presentation.
For this purpose, please proceed as follows:
1. At first, select Workstation settings from the Tools menu and then the item Fonts and
Colors from the following dialog. In the Fonts and colors dialog, the Fonts tab is already active.
2. Select the list entry for which you want to change the font size. If you keep the Ctrl key pressed
while selecting with the mouse, you can select multiple entries and change the settings for them
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at the same time. For the presentation, primarily the font sizes for the entries Graphical tree, Lists,
and Text in forms are to adjust. Multiple selection is appropriate for the purpose (see fig.).
3. Clicking on the Screen button opens the font definition dialog, where you can define Font type, Font
style, and Font size as usual (see fig.). For the presentation, a minimum of size 12 and the style
bold are appropriate for all list entries. Finally, confirm the dialog with OK. As a result, the
respective entries in the Fonts dialog are adapted and you can exit this dialog as well with OK.
You can see the effect of these settings in the following figures (before: 10, standard; after: 12, bold).

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3 The three settings dialogs in the IQ Software
The IQ Software has three sections to make respectively different settings. The following chapters
provide you with an overview.
3.1 Workstation settings
3.1.1 Purpose
Workstation settings are general settings for the IQ Software on your computer and are therefore
independent of the respectively open fme file. Irrespective of whether you work with a local
license or a network license, these settings are saved locally on your computer. They apply unless
they are defined otherwise. The respective setting (option) is activated by ticking it.
3.1.2 Open the workstation settings

To open the workstation settings, select the entry Workstation settings | Settings from the
Tools menu. The different setting options are structured in different categories (e.g. General, Copy).
Select a specific category either from the hierarchical list on the left or from the drop-down menu on
top (see fig. 1).
Search term
Category drop-down menu
Explanatory introductory text
List of categories
Fig. 1: Workstation settings dialog with search box
In the course of time, a multitude of possible settings was included in these three areas of the IQ
Software, so that it is increasingly difficult to quickly find the required option and to know the effects
of the individual options.
Therefore, a short introductory text at the beginning of each category describes its purpose to help
the user. The integrated search box is intended to considerably facilitate finding an option or setting
(see fig. 1). As soon as you enter a term (e.g. "failure") in the search box, all options are filtered on
the fly. As a result, you will initially see the categories containing at least one option containing your

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search term in the object name in the middle section of the dialog (see fig. 2). By selecting one of
these result categories, you will see its options and the search results (found option(s)) are
highlighted in color (see fig. 3).
Fig. 2: Two categories have an option containing the search term "failure"
Fig. 3: Search result highlighted in yellow in the "General" category
If your search term occurs only in the options of one category, the options of this category and
the found option(s) highlighted therein are displayed directly as the search result.
The IQ Software furthermore remembers all your selections within the workstation settings. Using
the Arrow buttons in the top left corner, you can scroll up or down through the history of the selected
elements.
In the following, the most important categories and their most important options are explained. The
explanations always refer to the active setting.

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3.1.3 Category: General
Direct edit: Confirm rename of multiple instances

If you change an object with at least two instances (number in curly brackets), then a query is
displayed to check which of the instances of the object you want to change.
Direct insert: Confirm inheritance of multiple instances

If you add new, dependent objects to an object with at least two instances (number in curly brackets),
then a query is displayed to check to which of the instances these new objects are to be added to.
If you have e.g. used the product characteristic diameter ten times and now supplement the failures
diameter to big and diameter too small, you can decide, to which of the ten instances these failures
shall be added.
Direct insert means that you do not use the input collector to enter items. You can enable this
option in the menu Edit | New | Use direct add. As soon as it is enabled, all input collectors are
disabled and you are provided with an initial suggested text instead to overwrite.
Direct insert: Generate names automatically

As soon as you add new, dependent objects to an object via "Direct add" or the Ins key, a name
suggestion for the new object on the basis of the superordinate object name will be displayed. You
can thus e.g. easily use function names as the basis of failure names.
Direct add means that you do not use the input collector to enter items. You can enable this option
in the menu Edit | New | Use direct add. As soon as it is enabled, all input collectors are
disabled.
Generate meeting log

The meeting log documents all changes of objects, like e.g. new entries, deletions, and renaming
including the editing person, who was logged on, as well as the object type and the date of change.
Open sticky notes when clicking on hot click icon

By default, double-clicking on the note’s hot-click icon opens the properties dialog of the object
with the Note tab. In this view, you work only within the properties dialog. If you enable this function,
however, double-clicking on the hot-click icon opens a sticky note with the notes content. You can
change the position of this sticky note on the screen and continue editing in the IQ Software.
For detailed information on notes, please refer to the chapter Notes (as of page 248).
Set initial O/D values to 10

If you create a new initial state, the O and D ratings are pre-assigned with the rating 10. Depending
on the quality of your actions, you can adjust it downwards.
Copy O/D values for new action states from previous state
If you create a new action state, the O and D ratings from the previous state are applied.

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Anchor of new causes/effects automatically
The structure of the IQ Software bases on a data model saying that a hierarchy is available between
the different objects. According to that, a subordinate object cannot exist without a superordinate
object. A function e.g. always needs a superordinate system element. The following figure once
again shows the hierarchical interrelations.
The different editors are editing masks optimized for specific tasks, which, depending on the context,
do not always show the entire content of the database. Therefore, the direct entry of new causes or
new failures in the FMEA Forms Editor or the Failure Net Editor may have the effect that
the IQ Software does not know the superordinate function and the superordinate system element. If
this function is active, the IQ Software independently generates the lacking objects in the structure
by means of dummy elements and thus generates so-called automatic anchoring. For example, a
new system element (“cause element”) for failures is attached to the system element on the focus
level and then a new function (“function for failures”) to that. The IQ Software knows that new effects
are probably part of the root. Therefore, it generates a dummy function called “function for failures”
at the root and anchors the new effects there. As soon as the IQ Software generates something
automatically, it will inform you and a PIM bookmark is created at the respective object for better
traceability. It is in general reasonable to move the automatically anchored failures to a suitable
function by means of drag & drop and to delete the remaining dummy objects.
If automatic anchoring is disabled, the causes and effects will become part of those failure net
connections only, which are visible in the form. To refer to unanchored or automatically anchored
failures, their font color is not red, but blue. In addition to failure nets, unanchored failures are also
shown in the top part of the editor Function and Failure Analysis.
Create function net automatically when connecting failures in the failure net
Each failure of a failure net is anchored at a function. Thus, the function net connections can be
generated automatically based on the failure net connections. If you want to use this function, you
should enable it before you create the first failure net as the function nets are generated while the
failure nets are generated. The option does not have a retroactive effect on already existing failure
nets!
The following figure shows an extract of a failure net, in which the superordinate function of each
failure is shown as well by means of the display options. The IQ Software recognizes, while it
connects the function nets that e.g. a failure net connection between does not transfer finger force
to spacer and diameter too low is available. Based on this logic, the IQ Software connects the
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function transfers finger force to spacer with the function diameter and thus automatically creates
the function connection (indicated by dashed line). This applies in the same way for all the other
functions, the failures of which are connected in a failure net.
Function net: Anchor new functions at the structure element of the focus element
If you enter new functions directly in the Function Net Editor, these functions are anchored at
that system element, the function of which is focused on in the function net.
Show pop-up description for list items

Depending on the context, it may happen that list entries (e.g. a function in the structure list) are not
fully visible and therefore not readable (truncated). If this setting is active, the full entry is shown as
a pop-up information, if you leave the cursor for a longer time on the entry.
Ask for reasons of deadline shift

If an assigned deadline is shifted, this shift must be justified in a query. Only then will the shift become
effective. You can see all deadline shifts including the reasons in the properties dialog of the action
by clicking on the Details button on the Info tab. The displayed list contains a category Shifted
Deadlines.
Delete catalog entry, if last instance is deleted

The so-called type catalogs are available for the objects system element, function, characteristic,
failure, preventive action, and detection action. They are intended for convenient reuse and
translation. The IQ Software counts the number of instances (uses) of each type entry in the file.
Over the course of time, it may happen that the number of instances of a specific type (entry)
becomes zero (so-called zero instance). If this option is active, the IQ Software automatically deletes
this entry, i.e. your type catalogs are free of zero instances.
Before you activate this setting, please take into consideration that you may need the zero
instances later and do not want to enter them again. The zero instances in the input collectors,
however, are shown only, if you change the view to “All structures” in the bottom drop-down menu
(click on the black arrow ) of the input collector.

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3.1.4 Category: Personal Desktop
Auto-load data on start

The last edited file will open when the IQ Software is started.
Show open deadlines when “Auto-load data on start” is active

When the IQ Software is started, the Deadline Editor shows you the open deadlines for the last
edited fme file in the lower workspace. This setting works only, if you enabled the setting Auto-
load data on start as well.
Create a document on start

When the IQ Software is started, an automatically generated structure is opened in a template
document. This structure is simply a suggestion to facilitate the first steps in the IQ Software.
Always use the Structure Editor on startup

If this option is enabled, the IQ Software always opens the Structure Editor when it is started.
If this option is disabled, the IQ Software opens the same editor the IQ Software was closed with.
Create a temporary working copy of the opened file

Fme files that are saved in the network are temporarily stored on the local hard drive while they
are edited. During this period, the file is blocked for write access in the network.
Reorganize document on program exit

The fme file is automatically reorganized when it is closed. The reorganization clears unused
information from the fme files to save disk space.
Open editor via hot-click icon in …

With this setting, you define, in which workspace the respective editor will open, when you use a hot-
click icon.
Automatic save: Interval in minutes

Your file will be automatically saved at this interval, if you enabled the automatic save by ticking.
File list entries:

The File menu contains a list of the last used files. This option defines the number of entries visible
in the list.
3.1.5 Category: Table editors
FMEA form: Show warning when modifying a multiple occurring cause

If a cause in the failure net is connected to several failures, it is listed multiply in the FMEA form,
even though it actually exists just once. This is because the focus of the FMEA form is on the failure
and therefore the effects and causes are listed for each failure. In practice, changing a multiple
occurring cause at failure one will lead to a change at failure two etc. as well.
If this setting is active, a warning will be displayed in case of changes that this cause is used multiply
in the FMEA form. Then you can decide whether you want to execute the change or not.

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FMEA form: Show warning when modifying a multiple occurring effect
If an effect in the failure net is connected to several failures, it is listed multiply in the FMEA form,
even though it actually exists just once. This is because the focus of the FMEA form is on the failure
and therefore the effects and causes are listed for each failure. In practice, changing a multiple
occurring effect at failure one will lead to a change at failure two etc. as well.
If this setting is enabled, a warning will be displayed in case of changes that this effect is used
multiply in the FMEA form. Then you can decide whether you want to execute the change or not.
Scroll mode: normal

By means of scrolling, you get more information on the screen, so that at the same time a previous
information needs to vanish at the top (scrolling direction downwards) or bottom screen (scrolling
direction upwards). In the “normal scroll mode”, this is done without considering the
interdependencies between the information.
Scroll mode: hanging

The so-called hanging scroll mode is recommended in particular in the FMEA Form. The content of
an independent cell (e.g. failure) remains visible on the screen, while the information on the
dependent cells (e.g. causes, effects) is scrolled. Therefore, e.g. the failure type is always visible in
the VDA 96/VDA 06 layout while you scroll through the effects and causes, even if the respective
information extends over several pages. Accordingly, a certain cause will be similarly visible until the
text of the related action(s) is completely scrolled through.
If the content of a field in the form cannot be fully represented, the upper rows of this field are scrolled
away first.
Scroll mode: Hanging (truncated)

The scrolling behavior is mostly the same as in the hanging scroll mode. The only difference is that,
if the content of a field in the form cannot be fully represented, the lower rows of this field are scrolled
away first.
Word-wrapping: Simple (word-wrap at end of cell)

If your cell text does not fit into the row anymore, all characters of the word that still fit appear in the
original row and the remaining characters in the next row. There is no hyphen.
Word wrapping: Simple with dash (word-wrap at end of cell and insertion of a dash)
The behavior is similar to that of the simple line break, but a hyphen appears at the end of the row.
Word wrapping: Word by word

If your cell text does not fit into the row anymore, the last word that cannot be fully displayed in the
original row will be displayed in the next row.
Word wrapping: Use hyphenation

If your cell text does not fit into the row anymore, the IQ Software automatically hyphenates the last
word according to a provided algorithm.

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Full screen mode: Adjust table width automatically
If this option is active, the table width adjusts automatically to the screen width when you switch to
full screen mode. Access the full screen mode via the menu View | Full screen or the F8 key.
3.1.6 Category: Copy
When copying sub-/structures

By respectively ticking them, you define the additional information (e.g. responsible person/deadline)
that will come along, if you copy a structure or sub-structure.
3.1.7 Category: System optimization
Default filter: Number of worst failures ("top ten")

You can change the number of causes included in the top ten system filter as required. The question
is: How many causes are to be classified as the "worst risks"?
3.1.8 Category: E-mail
The settings on this tab are necessary to use the e-mail messaging functions of the IQ Software.
MAPI
MAPI (Messaging Application Programming Interface) is a Microsoft interface with e-mail programs
permitting other programs (e.g. the IQ Software) to access the e-mail functions.
If your e-mail program is compatible with MAPI, you can enable the MAPI interface by ticking.
Use e-mail profile: Name of profile and Mail service password

If at least two profiles are available in your e-mail program, activate the additional setting Use e-
mail profile by ticking and enter the related profile name and the password of the e-mail service.
If you have only one profile, this is not necessary.
SMTP: Server, Port, and Sender e-mail address

SMTP (Simple Mail Transfer Protocol) serves to exchange e-mail in computer networks and is
primarily used to send and forward e-mails, such as e.g. the e-mail message by the IQ Software.
If your e-mail program is not incompatible with MAPI, you can use SMTP as an alternative. After
having ticked the option, enter the server address, the port, and the e-mail address of the sender.
SMTP: Use authentication

As soon as you enabled the authentication by ticking, the input fields for the user and the password
are active. The entered data are used to log in the e-mail profile.

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3.2 Display options
3.2.1 Purpose
Display options are available for each editor, with the respectively provided contents (options)
depending on the currently active editor. You can show or hide specific context details by means of
the display options. Ticking an option enables it. An enabled option (e.g. item code) can only be
shown to you though, if this context information is available in your current fme file. The display
options are saved on your local computer in the configuration file and therefore apply to all
fme files opened on this computer in the same way. As you can open editors in the upper/first
and/or in the lower/second workspace of the Personal Desktop, all set-up display options of a specific
editor will be valid for both workspaces.
In the right figure compared to the left figure, the display option Numbering was enabled. As a
result, all system elements of the structure tree are given a number.
Please note that other display options may be set on a different computer and thus your FMEA
data may apparently look different (more or less details). If less details are shown, the details are
still available, but they are hidden. You can adjust the display options to obtain the same view.

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3.2.2 Open the display options
There are three different ways to open the display options dialog:
(1) Open via menu View

Select the entry Display options from the View menu.
(2) Open via context menu

Clicking the right mouse button in the required editor opens the so-called context menu. Select the
command Display options from the context menu.
(3) Open via the toolbar icon

The top toolbar of the Personal Desktop contains the icon . Click on the icon to open the display
options.
In particular, when you work with two workspaces, you should check which workspace is currently
active, before you open the display options. The display options always open for the currently active
workspace. The headline of the display option dialog (see fig.) contains the name of the editor (here:
Structure Editor), for which you just opened the display options.
The display options are structured into different categories (e.g. Graphics window, Structure list).
You can select a specific category either from the hierarchical list on the left or from the drop-down
menu on top (see fig. 1).
Search term
Category drop-down
List of categories Explanatory introductory text
Fig. 1: Dialog for display options of Structure Editor
(see fig. 1). As soon as you enter a term (e.g. "function") in the search box, all options are filtered
on the fly. As a result, you will initially see the categories containing at least one option containing
your search term in the object name in the middle section of the dialog (see fig. 2). By selecting one
of these result categories, you will see its options and the search results (found option(s)) are

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Fig. 2: Three categories contain an option containing the search term "function"
Fig. 3: Search results highlighted in yellow in the "Graphics window" category
the found option(s) highlighted therein will be displayed directly as the search result.
the Arrow buttons in the top left corner, you can scroll up or down through the history of your selected
elements.
If you are not sure about the effects of a specific display option, tick the respective display option
and then click on the Apply button. This applies the enabled option to your data and you can see the
effect with the display options dialog still open. You can repeat this step for as many options as you
like, without having to close and reopen the options dialog every time.
Each editor has individual display options structured into different categories. The related chapters
contain recommendations and explanations regarding the display options of the most important
editors in specific sub-chapters (e.g. chapter Structure Editor: Recommended display options as
of page 154).

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3.3 Document settings
3.3.1 Purpose
The document settings are settings for the related fme file. They are saved directly in the fme
file and are valid until they are defined otherwise in this file. Activate the respective setting (option)
by ticking it.
If you have defined standard document settings in an fme file and you want to apply it to all
new files in the future, you can use the template file normal.fmt. To do so, select the command
Update template from the Tools menu and then the option Document settings. As a result,
the document settings from the template apply to every newly created fme file.
3.3.2 Open the document settings

To open the document settings, select the entry Document settings from the Tools menu. The
various setting options are structured in different categories (e.g. General, Catalog). You can select
a specific category either from the hierarchical list on the left or from the drop-down menu on top
(see fig. 1).
Search term
Category drop-down menu
Explanatory introductory text

List of categories
Fig. 1: Dialog for document settings with search box
(see fig. 1). As soon as you enter a term (e.g. "action") in the search box, all options are filtered on
the fly. As a result, you will initially see the categories containing at least one option containing your
search term in the object name in the middle section of the dialog (see fig. 2). By selecting one of
these result categories, you will see its options and the search results (found option(s)) are

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Fig. 2: Two categories contain an option containing the search term "action"
Fig. 3: Search result highlighted in yellow in the "General" category
the found option(s) highlighted therein will be displayed directly as the search result.
the Arrow buttons in the top left corner, you can scroll up or down through the history of your selected
elements.
In the following, the most important categories and their most important options will be explained.
The explanations always refer to the active setting.

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3.3.3 Category: General
Use figures to number functions

To see the effect of this option, enable the option Numbering in the display options of the
respective editor. In this standard numbering, the functions of a system element are numbered
consecutively by a combination of system element number and letters (starting with a). In connection
with this document setting enabled, the functions are numbered by digits instead of letters. The
following figure shows the difference in the numbering of Function B.
Show deadlines in calendar weeks

By default, the deadlines are shown with the specifically assigned date (e.g. 12/01/2015). With this
option, the deadlines are shown in calendar weeks and year instead (e.g. CW 48, 2015). The action
has to be completed by the end of the specified calendar week.
Initial state must have deadline and/or responsible

In general, all the already implemented preventive and/or detection actions are listed in the so-called
initial state. The implementation date may be yesterday or 20 years ago. In some cases, it is difficult
to specify the implementation date and the associated responsible person. Therefore, in practice the
actions in the initial state usually do not have a deadline and responsible person. If you want this,
however, you can enable the option in the document settings. The requests for Deadline? and/or
Responsibility? will then be displayed for already existing initial states.
RPN for incomplete states in parenthesis

The FMEA guidelines (VDA, AIAG) require an identification of those RPN values the revision states
of which do not yet have the status completed. The identification is to point out that this RPN is an
estimated value only. The IQ Software implements this identification by putting the RPN values in
round brackets. The option is active by default (upon installation of the IQ Software).
Read-only recommended
You can define a Read-only recommendation for very sensitive files to point out the special
status of these files to other users. When you open the file, a message is displayed with the read-
only recommendation and then you can decide, whether you want to open the file with read or write
access. The write access then again requests the person to log in. It is therefore reasonable to
assign passwords to the respective editing persons in the Data Manager section Teams and
persons to prevent misuse by other users.
Calculate the classification of an FMEA form automatically

If you have compiled calculation rules in the menu Tools | Parameters for classification
calculation, activating this option will lead to the automatic assignment of the classification in the
FMEA form according to these rules.

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Calculate the classification of characteristics/functions automatically
If you have compiled calculation rules in the menu Tools | Parameters for classification
calculation, activating this option will lead to the automatic assignment of the classification to
functions and/or characteristics according to these rules.
Classification is assigned to
You can define by ticking, for which of the three options a C-column shows in the FMEA form. You
have all the possibilities, starting with ticking nothing (no C-column in the FMEA form) and ending
with ticking all three (three C-columns in FMEA form, one for effect, one for failure, one for cause).
Default deadline status

If your actions from the initial state are not sufficient to limit the risk, you create one or more follow-
up revision states. This option defines, which deadline status is to be preset when the revision states
are created.
3.3.4 Category: Control Plan
Control Plan/Process Flow Diagram: Display of process characteristics …
is based on the structure

The IQ Software lists in the column Product characteristics all the product characteristics anchored
at the system element, for which a process flow diagram and/or control plan was created. Then the
software goes in the structure tree to the allocated system elements of the next sub-level and lists
the process characteristics found there in the column Process characteristics.
Is based on characteristic/function net

The IQ Software lists in the column Product characteristics all the product characteristics anchored
at the system element, for which a process flow diagram and/or control plan was created. Then the
software investigates in the function net, whether process characteristics on the next sub-level of the
function net are connected to these product characteristics. If yes, the column Process characteristic
lists the process characteristics for each product characteristic. If there is no connection between
product and process characteristic, the process characteristics will not be listed.
Control method/reaction plan

Up to version 6, control methods were saved as detection actions and reaction plans as preventive
actions, as they did not exist as independent objects in the data model of the IQ Software (old Control
Plan method). This results in mixing with the detection and preventive actions originating from the
FMEA form and complicates the moderation. As of version 6.5, both are available as independent
objects in the data model of the IQ Software (new Control Plan method) and thus a clear distinction
from the preventive and detection actions exists.
With both options listed, you can decide whether the control methods and reaction plans entered in
the Control Plan are to be saved as actions (old Control Plan method) or as dedicated objects (new
Control Plan method).
Control Plan: Show control methods/reaction plans based on...

If you activated the option Use reaction plan/control method as actions in the previous
section, the entered control methods are saved as detection actions and the entered reaction plans
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as preventive actions of the failure of the respective characteristic in a revision state. Over time, this
storage may be done in different revision states of the related failure. Therefore, you have to define
the content of which revision state will show in the Control Plan.
3.3.5 Category: Person view

Specify by ticking, which details of a person from the Data Manager section Teams und Persons
are to be shown, if a person is used in the different forms (FMEA form, FMEA cover sheet, Control
Plan, etc.). This requires of course that these persons and their respective details are entered in the
Data Manager. You can furthermore define the order in which the details will be shown by selecting
the required detail and using the buttons Move up and Move down.
3.3.6 Category: Company logo

Upon installation of the IQ Software, the option Use default logo is active to display the APIS
logo in the logo field of the related forms. To integrate your own company logo, select the option
Import logo from file. Then select your logo image file via the Logo file name button. Confirm
with Open and this logo will become content of the currently open fme file. It is furthermore possible
to write the imported logo in the template file (normal.fmt) and thus integrate it in all newly created
files in the future. To do so, select the option Document settings from the menu Tools | Update
template.
Use the option No logo to abstain from integrating a logo at all.

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4 Data Manager: Creation of different libraries
Besides the mere risk analysis information describing the product/system or process to analyze,
there are also general/administrative data, which you need to control your project. To enable the
convenient reuse of these data in the different editors, a central area called Data Manager exists.
The Data Manager is structured in various categories for better clearness. Each category is a form
of a library for a specific purpose. There is e.g. a person library, from which you can choose the
responsible person for an action.
The following chapters explain how to open the Data Manager, its structure and its most important
categories.
4.1 Open the Data Manager

You will not find the term Data Manager itself in the IQ Software, but only its various categories. You
access them via the Administration menu of the Personal Desktop. The Data Manager
comprises all menu items starting with Teams und Persons to Assistant Rules (see fig.).
Select the relevant menu command as required. The Data Manager always opens in a separate
window in addition to the Personal Desktop. When you close the Data Manager, you close only the
Data Manager window, but not the Personal Desktop window.
4.2 Structure of Data Manager

The Data Manager is subdivided into the navigation bar on the left and the table of the currently
active category on the right (see fig.). To change the category within the Data Manager, click with
the left mouse button on the required category in the navigation bar. The currently active category is
pressed in a bit and highlighted in light grey.

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Table for the category Teams and persons to create the relevant key data
Navigation bar with active category Teams and persons
4.3 Administration of teams and persons

The category Teams und Persons serves to record persons in a centralized way, who are involved
in FMEA projects (e.g. members of the FMEA team), who are given responsibility for preventive and
detection actions and/or edit the FMEA data. The recorded persons can be selected/used for the
given purposes as often as you like, you do not have to re-enter them every time again. For this
purpose, all editors provide access to this administrative category.
In general, the defined teams and persons apply to the current fme file only according to the
document-centered approach. If you need standard teams and persons in all your future fme
files, you can write the teams and persons from the current fme file in the template file
(normal.fmt). Chapter Template file: normal.fmt (as of page 60) explains the procedure in detail.
4.3.1 “Persons” view or “Teams” view
You can choose between two views (Persons or Teams) in the drop-down menu in the upper
navigation bar (see fig.).
The “Persons” view lists all the available persons in alphabetical order. If there are a lot of persons,
selecting persons may become confusing later on. You have therefore the optional possibility to
assign each person to a specific team (e.g. department). To select a person later, you open
specifically the required team and then have only a limited number of persons available.
4.3.2 Create a new person
You can create a new person in both views by highlighting any field in the table and selecting the
command New person from the context menu. Alternatively, you can use the Ins key. Both
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procedures open a dialog, in which you enter the new person with numerous context details (see
fig.).
You decide which context details to define in addition to the name. Confirm with OK and the new
person is applied to the table and you can create further persons.
When a new fme file is created, an artificial person called Supervisor is always generated in the
table of persons. You cannot delete this person and it has always full (write) access when editing a
file. In a newly created file, you work at first with the logged-on person Supervisor. After you created
more persons, you can change the logged on person (editing person). Chapter Change of logged
on person (editing person) and password query (as of page 103) describes the procedure in
detail.
The IQ Software provides you with the option to inform persons of their respective FMEA actions
by e-mail. If you want to use this function, you need to enter their e-mail addresses.
4.3.3 Create teams and allocate persons
After you created all persons, you can optionally define different teams (e.g. departments, fields) and
allocate the respective persons to them. To do so, first switch to the "Teams" view via the drop-down
menu in the toolbar. Highlight any field in the column “team” and select the command New team
from the context menu. Define the team name in the displayed dialog and confirm with OK. After
having created the required teams, the team table shows you at first all the persons and then all the
teams. To assign a person to a certain team, select the person and drag & drop it to the required
team. As a result, the person is listed only in the required team (see fig.).

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In the example, the first four persons are not yet assigned to any team and Mrs. Lambert is part of
the Testing team.
The teams are intended only to find specific persons quicker. The team itself cannot be used as
responsible person!
4.3.4 Import an address book from an e-mail program
As an alternative to the stepwise creation of persons, you can import persons from the address book
of your e-mail program. For this purpose, first export the address book in the text file (*.txt)
format from the mail program. It is recommended to filter the address book and thus reduce it to the
required persons before the export. Otherwise you import a number of persons (e.g. purchase, HR),
who are not needed in the FMEA at all. To import, open the category Teams and persons, select
the entry Import from the File menu and the command Import persons in the following menu.
Select the required text file and the persons are imported in the table of persons. The copied context
details (e.g. department, fax) depend on their availability in the e-mail address book.
4.3.5 Owner of a structure and right to “Create persons”
Each structure has one person from the table of persons as so-called Owner. This person has the
following rights with regard to the respective structure:
 Full write access to edit the structure
 The right to define access restrictions (see chapter Change of owner and assignment of
access rights (as of page 56))
 In a new fme file, the Supervisor is at first the owner. He can assign his owner rights to another
person though (see next chapter Change of owner and assignment of access rights (as of
page 56)). In order for the new administrator to be able to create new persons and teams, the
supervisor should activate the option Create Personen for the administrator under the topic of
Teams and Persons. By this, the administrator will gain the following rights:
o The right to create new persons
o When a new person is created, the owner may assign the right to create new persons as
well to this person in the column "Create persons" by double-clicking with the left mouse
button. As a result, this field shows a green check mark.
o The right to assign passwords to specific persons by entering a password in the column
"Password". The password is displayed as ****. Only the owner can delete an existing
password by highlighting the password and selecting the command Delete password
from the context menu.
4.3.6 Change of owner and assignment of access rights

Access rights are for the purpose of data security. They can be defined for each structure of an fme
file separately. For example, a user can have write access to the design structure, but only read

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access to the process structure. The access right administration uses the list of persons from the
Data Manager and applies only to the currently open fme file.
Open the access right administration in the menu Tools | Access rights. The dialog User access
lists all structures of the open file in the upper section, the registered users in the bottom left side
and the possible access rights on the bottom right side (see fig.).
Each structure has a so-called Owner, who has the right to assign access rights to his structure. By
default, this is initially the Supervisor for each structure. He can assign his owner rights to another
person though. To do so, he selects at first the required structure, then the person to become the
owner and finally the button Owner. An owner can return the owner rights to the Supervisor in the
same way. In the upper section of the dialog, you can furthermore choose by means of a radio
button, whether to Show all structures or only the Current user’s structures. The structures of the
current user are those structures owned by the currently logged on person. We recommend to assign
a password for the owner in the Data Manager section Teams and persons to prevent the misuse
of access rights.
The different access rights comprise the following function ranges:
Access right Function range
Read Exclusively read access to structure content
Copy Read access plus option to copy structure content
Export Copy access plus option to export structure content
Read/write Full access to structure content with all editing options
The owner of a structure assigns the access rights as follows:
 Select the required structure in the upper section.
 Select the person or persons (multiple selection) on the bottom left side.

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 Select the required access right on the bottom right side.
 Then actuate the button Access level to assign the new access rights.
Repeat this procedure until you have assigned the respective access rights to every person. The
access rights to the currently selected structure are shown next to each person.
Please note that, when you create a new structure, initially all persons have full access rights to
the structure. If you do not want that, you need to restrict the access rights as described above.
4.3.7 Change of logged on person (editing person) and password query

When an fme file is opened, initially that person is logged on, who edited the file last. You can
see the currently logged on person and its access rights in the middle of the status bar on the bottom
of the screen (see fig.).
If you want to change the editing person, place the mouse cursor on the person who is currently
shown in the status bar and double-click with the left mouse button. A person dialog opens, in which
you select the required person and then click on the Login button.
If passwords are defined for the supervisor or any other person, then the password is requested
whenever the fme file is opened and/or the editing person of an already open fme file is
changed.
4.4 Administration of symbolic responsibilities/deadlines

The category Symbolic responsibilities/deadlines serves a centralized recording of
synonyms for persons and/or deadlines. For the allocation of deadlines to actions, often the so-called
milestones (e.g. start of series) of your development project are important. A specific date is allocated
to each milestone (e.g. start of series, 15/01/2015). Such a milestone is called Symbolic deadline in
the IQ Software. If the specific deadline of a milestone changes later on (e.g. from 15/01/2015 to
30/01/2015), all you need to do is change the deadline in the Data Manager and this change of
deadline will have an effect on all instances in your data base, where you used this symbolic
deadline. Sometimes, you cannot name a specific responsible person or the responsibility changes
frequently. For such cases, the IQ Software provides the so-called Symbolic responsibility (e.g.
project manager, laboratory, worker), which optionally can be allocated with a specific responsible
person (e.g. project manager - Roberts). If the specific responsibility changes over time, you need
to change the person only in the Data Manager and this change of person will have an effect on all
instances in your database, where you used this symbolic responsibility.
In general, the defined symbolic responsibilities/deadlines apply to the current fme file only
according to the document-centered approach. If you need standard symbolic
responsibilities/deadlines in all your future fme files, you can write the symbolic
responsibilities/deadlines form the current fme file in the template file (normal.fmt). Chapter
Template file: normal.fmt (as of page 60) explains the procedure in detail.

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4.4.1 View “Symbolic responsibilities” or view “Symbolic deadlines”
Depending on which information you want to edit, enable the view Symbolic responsibilities or the
view Symbolic deadlines in the drop-down menu of the upper toolbar (see fig.).
4.4.2 Create/edit a symbolic responsible
In the view Symbolic responsibilities you create a new person by highlighting a cell in the table and
selecting the command Direct add from the context menu. Alternatively, you can use the Ins
key. A dialog opens, where you define the name of the new symbolic responsible (e.g. project
manager). After the confirmation with OK, the new symbolic responsible is shown in the first column
of the table. You can then optionally allocate a specific person (e.g. O’Connor) to the symbolic
responsible. To do so, double-click with the left mouse button in the respective field of the second
column of the table. A person dialog opens offering all the persons from the Teams and persons
category of the Data Manager for selection. Select the required person and confirm with OK (see
fig.).
If the specific person allocated to a symbolic responsible changes later on, double-click with the left
mouse button again in the same field of the table. The person dialog opens, you change the person
and confirm with OK. This change then affects all instances where this symbolic responsible is used.
4.4.3 Create/edit a symbolic deadline
In the view Symbolic deadlines you create a new deadline by highlighting any field in the table and
selecting the command Direct add from the context menu. Alternatively, you can use the Ins
key. A dialog opens, where you define the name of the new symbolic deadline (e.g. start of serial
production) in the first input box. In the same dialog, you can then optionally allocate a specific
deadline (e.g. 31/12/2014) to the symbolic deadline via the calendar box (see fig.).

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After the confirmation with OK, the new symbolic deadline will be applied to the table.
If the specific deadline of a symbolic deadline changes later on, double-click with the left mouse
button on the specific deadline in the column specific deadline. A dialog opens, where you change
the specific deadline in the calendar box and confirm with OK. This change of deadline then affects
all instances where this symbolic deadline is used.
4.5 Administration of (type) catalogs

As explained in more detail in chapter Catalogs for reuse: Type and instance (inheritance) (as of
page 119), the IQ Software creates a so-called type catalog for each different object type in each
fme file. There is e.g. a catalog for functions containing all the functions created so far. You can
switch between the different catalogs by selecting the required catalog from the drop-down menu of
the upper toolbar (see fig.).
These catalogs are intended for convenient reuse and for convenient translation of FMEA contents.
The contents are made available in so-called input collectors and in the translation section
(Terminology and translation). The Data Manager includes the centralized administration of the
catalog contents. Changes of types made there affect all instances according to the type/instance
principle. If the number of instances is e.g. 50, then the change of the type affects 50 instances.

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4.5.1 Edit existing catalog entries
Using the type/instance principle, the following actions can be executed in the Data Manager:
 Correction of typing errors: Highlight the respective catalog entry and then select the
command Properties from the context menu. Confirm the changed text with OK.
 Merging: If a catalog contains several entries of types of the same wording, you can combine
them to become one entry. This is called merging in the IQ Software. To do so, highlight the
respective catalog entries (multiple selection: use the mouse with the Ctrl key pressed) and
select the context menu command Merge. Assign a name and confirm with OK.
 Delete zero instances: If a catalog entry currently has no instance (occurrence in the structure),
this is a so-called zero instance. A zero in curly brackets is then shown after the catalog entry.
If you decide that you do not need this zero instance in the future, you can delete it and thus
clean your catalog. To do so, highlight the respective entry and select the context menu
command Delete.
4.5.2 Create new catalog entries (zero instances)
While the moderator enters new information in an FMEA session, the other FMEA participants
usually wait. To minimize these waiting periods, the moderator can create general catalog entries
already in preparation of the FMEA session and reuse them quickly in the session. Depending on
which object type (e.g. functions) you want to create, select at first the required type catalog (e.g.
function types) from the drop-down menu in the upper toolbar. To create a new entry in this type
catalog mark the first entry (e.g. function types), execute the context menu command Direct add,
assign a name and confirm with OK. Please note that entries newly created in the type catalog are
always so-called zero instances!
4.5.3 Export/import a (type) catalog
The IQ Software always creates the type catalogs per fme file and their contents are on principle
available only in the respective fme file. If you need the content of a specific catalog in another
fme file, you can export the catalog from its original file and import it in another target file. To do
so, proceed as follows:
 Open the required (type) catalog (drop-down menu in the upper toolbar) in the original file and
select the Export command with the format Text (*.txt) from the File menu. Assign a
file name and then click on the Save button. You created an export file.
 In the target file, open the Catalogs category of the Data Manager and select the Import
command with the format Text (*.txt) from the File menu. Then select the required export
file and click on the Open button.
Please note that you have to perform the export/import for each type catalog (e.g. system elements,
functions, failures, etc.) separately.
If the catalog of the target file already contains entries before a catalog is imported, both lists are
compared to each other and only those entries are imported that do not yet exist in the target file.
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4.6 Administration of valuation catalogs
To be able to perform the risk evaluation in the FMEA, you need a valuation catalog both as a
guideline and to facilitate a consistent valuation system. The three factors for valuation significance
(S), occurrence (O) and detection (D) can be rated with values between 1 and 10. A valuation catalog
describes the meaning of each possible value of a valuation factor. For example, the rating S=10 in
many valuation catalogs stands for danger to life and limb.
VDA and AIAG (former QS9000) have complied valuation catalogs for the construction FMEA as
well as for the process FMEA, which can be guidelines and suggestions for the preparation of your
own valuation catalogs. So that you do not need to enter the sample catalogs in the IQ Software by
yourself, the valuation catalogs by VDA and AIAG (QS9000) are already integrated in various
versions of the software.
After opening the category Valuation catalogs of the Data Manager, all the available catalogs
are shown in a folded condition (see fig.).
To view the content of a specific catalog, click with the left mouse button on the plus sign that prefixes
the required catalog name. After the catalog is unfolded (see fig.), you will see a short description
(column "Name") and a long description (column "Description") for all possible values (1 to 10) of the
three valuation factors.

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In general, the self-defined valuation catalogs apply to the current fme file only according to
the document-centered approach. If you need a standard catalog in every further fme file, you
can write the valuation catalogs from the current fme file in the template file (normal.fmt).
Chapter Template file: normal.fmt (as of page 60) explains the procedure in detail.
4.6.1 Change the view: Language comparison, focus on specific catalog
The upper toolbar includes two drop-down menus to change the view of the valuation catalogs (see
fig.).
In addition to the standard view Overview of all valuation catalogs, there is the view
Languages available in the first drop-down menu. After activating this view, a form of a language
comparison table is displayed. The first language column is always for the document language
(reference language) and the following columns result from the already applied translation languages
(see fig.). You can use this table to translate the valuation catalog into another language. To insert
a translation, select the required field and enter the text with the keyboard. Repeat this procedure,
until you have translated the entire catalog.
For some of the sample catalogs supplied with the IQ Software, the default translation language
initially is the English translation. Of course, you can overrule this in the context of the translation.
Using the second drop-down menu, you can limit the view to one specific valuation catalog (see
fig.). As a result, only the content of this catalog is shown.
4.6.2 Editing options for valuation catalogs

If you select a valuation catalog and select the command Catalog from the context menu, then the
following menu shows the editing options for this catalog that are briefly explained in the following
(see fig.).

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Comand Description
New To enter a new valuation catalog is a lot of work, as you have to give a short
and a long description to the values from 1 to 10 for all three valuation factors.
You should therefore consider the following beforehand: Do 70 percent or
more of the content of the already available valuation catalogs match? If the
answer is "No", then execute the command New and assign a name to the new
valuation catalog. Then unfold this new catalog by clicking the related plus
sign. To complete the columns Name and Description, select the required field
in the table and enter the text with the keyboard.
If the answer is "Yes", it is less effort to copy the respective catalog and adapt
it accordingly (see command Copy).
Delete If you do not or only partially need the provided sample catalogs, select the
respective sample catalogs and execute the command Delete.
Rename You can change the name of a valuation catalog by selecting the catalog and
executing the command Rename. After having assigned a new name, the
catalog is kept under the new name.
Copy When you copy an available valuation catalog, this catalog and all its contents
is created a second time and can then be changed specifically as required.
After having unfolded the copied catalog, select the fields in the table to be
edited and define new contents with the keyboard.
Export / According to the document-centered approach, the valuation catalogs apply

Import only to the current fme file. However, you can export a valuation catalog
from the original file and import it in another target file. For this purpose, select
the required valuation catalog and execute the command Export from the
File menu and from the following menu the command Export. Save the text
file. In the target file, open the category Valuation catalogs of the Data
Manager and execute the command Import from the File menu and from
the following menu the command Import. Select the required text file and
then click on the Open button.

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4.6.3 Assign a standard catalog to a structure type
If you create a new structure in the IQ Software, you always need to select the structure type (e.g.
design, process) as well. With this selection, you define the FMEA type (D-FMEA, P-FMEA, etc.).
Usually, each FMEA type has its own valuation catalog. The administration of valuation catalogs in
the Data Manager often includes several catalogs. Therefore, you need to assign a so-called default
catalog to the structure types you implement.
If you e.g. want to assign a default catalog to the structure type Process, select the required catalog
in the Data Manager, then select the command Catalog from the context menu and then activate
the option Default catalog for process on the bottom of the following menu. As a result, Is
default catalog for: Process is shown in square brackets after the valuation catalog. You will now be
shown the contents of this valuation catalog to read when you work in the process structure. Repeat
this assignment for the other structure types, if necessary. Only one standard catalog can be
assigned to each structure type!
4.7 Administration of palettes (classification, process flow diagram)

The FMEA Form as well as the Control Plan (process control plan) both include the so-called C
column for the classification and the identification of important, special characteristics. Which symbol
or which brief text identifies a special characteristic, depends on your internal or the customer’s
specifications. In the Data Manager, you create a palette of symbols/brief texts to be used later for
identification in the C column.
You need various symbols to create the Process Flow Diagram. There is e.g. a symbol for a
fabrication/production step and another symbol for a test step. In the Data Manager, define a palette
of symbols with different meanings to be used later when you create the process flow diagram.
In general, the self-defined palettes for classification and the process flow diagram apply to the
current fme file only according to the document-centered approach. If you need standard palette
entries in every further fme file, you can write the palettes from the current fme file in the
template file (normal.fmt). Chapter Template file: normal.fmt (as of page 60) explains the
procedure in detail.
4.7.1 View "Palette for classification" or view "Palette for Process Flow
Diagram"
As explained above, there is a palette for classification and another palette for the process flow
diagram available. Both palettes are located in the Data Manager category Palettes. To change
the palette, select the required view from the drop-down menu in the upper toolbar (Palette for
classification or Palette for Process Flow Diagram) (see fig.).

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4.7.2 Create/edit classification symbols
After having opened the view Palette for classification, a table opens containing several suggested
classifications (see fig.). You can change or delete the suggestions. The column Name contains a
brief description of the meaning of the symbol or the brief text from the column Standard. The column
Standard shows the symbols or brief texts to be used later to identify the special characteristics in
the C column. The third column Note provides you with the option to store further references. You
could e.g. define rules for the identification of a characteristic with this symbol (e.g. mark with CC, if
B ≥ 9).
Edit existing entries in the table

To change existing entries in the table, double-click with the left mouse button in the respective cell.
Then change the text in the columns Name and Note. In the column Standard, the double-click opens
a selection dialog (see fig.), in which you can either define a brief text in the upper input box or
select a symbol from the lower symbol palette. Confirm your entry with OK.
Create new table entries

You can also create new entries in the table. To do so, highlight any field in the table and select the
command New entry from the context menu. A new row is inserted at the end of the table with
three question marks in the column Name. Double-click with the left mouse button in the field with
the three question marks and define the required brief description of the new symbol’s meaning.
Then assign a brief text or a symbol. To do so, double-click with the mouse button in the empty field
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of the second column. A selection dialog opens, in which you either define a brief text (e.g. CC) in
the upper input box or select a symbol from the lower symbol palette (e.g. ). Finally, confirm your
entry with OK. If necessary, you can store a further reference in the Note column. This entry, however,
is simply an option and not mandatory.
In the following example, the new entry Very high significance with an assigned symbol and a note
was created (see fig.).
4.7.3 Create/edit symbols for the process flow diagram
After having opened the view Palette for Process Flow Diagram, a table opens containing several
suggested symbols (see fig.). You can change or delete the suggestions. The column Name
contains a brief description of the meaning of the symbol from the column Standard. The column
Standard shows the symbols or brief texts to be used later to model the process flow. The third
column Note provides you with the option to store further references.
Edit existing entries in the table

To change existing entries in the table, double-click with the left mouse button in the respective field.
Then change the text in the columns Name and Note. Double-clicking in the column Standard opens
a selection dialog (see fig.), in which you can either define a brief text in the upper input box or
select a symbol from the lower symbol palette. Confirm your entry with OK.

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Create new entries in the table
You can also create new entries in the table. To do so, highlight any cell in the table and select the
command New entry from the context menu. A new row is inserted at the end of the table with
three question marks in the column Name. Double-click with the left mouse button in the field with
the three question marks and define the required brief description of the new symbol’s meaning.
Then assign a brief text or a symbol. To do so, double-click with the mouse button in the empty cell
of the second column. A selection dialog opens, in which you either define a brief text (e.g. Not OK)
in the upper input box or select a symbol from the lower symbol palette (e.g. ). Finally, confirm
your entry with OK. If necessary, you can store a further reference in the Note column. This entry,
however, is simply an option and not mandatory.
In the following example, the new entry rejects with an assigned symbol (see fig.) was created.
To be able to model the OK or Not OK path after a test step in the process flow, you should create
the following two new entries (see fig.). Chapter Modeling the process flow (as of page 286)
explains their reasonable use in a more detailed manner.
4.7.4 A brief aside: More representations for both palettes
It may happen sometimes that you develop and/or produce the same product for different customers.
In such a case, you usually use an FMEA (including process flow diagram and control plan), which
applies to all customers. Nevertheless, the customers sometimes have their own customer-specific
requirements for the identification of special characteristics and/or symbols in the process flow
diagram. So that you do not have to prepare several customer-specific FMEAs due to different
identifying symbols and/or process flow symbols, the IQ Software provides the possibility to create
several so-called representations. A representation in general shows the customer specific
requirements concerning the identification of special characteristics and/or symbols. The following
paragraphs will explain how to create and use such a representation using the example of the Palette
for classification, which applies similarly to the Palette for Process Flow Diagram.
Create new representation

The Palette for classification includes initially only one representation called Standard (= column
name). To create a new representation, highlight any field in the table, select the command New
representation from the context menu, assign a name (often the customer’s name) and confirm
with OK. As a result, a new column (new representation) is inserted to the right side of the standard
column, in which you define the customer-specific symbols of the second customer (see fig.). In the
following example, you therefore get another symbol for characteristics with Very high significance
depending on the customer. If required, you can rename the column header Standard to a customer
name (e.g. Customer XY). To do so, double-click with the left mouse button in the column header
and rename it.

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Change the active view
For the IQ Software to know, which representation currently to use, you always have to define one
representation to be the so-called default. The active default representation is highlighted grey in the
palette. Initially, this is always the column Standard. To switch to another representation, highlight a
table element in the required representation and then enable the command Use selected
palette representation as default in the context menu. This representation is now
highlighted in grey and its symbols are represented at the related instances of use.
All you need to do in the future is to make sure that the representation of the respective customer is
the currently active default representation.
4.8 Administration of risk matrices

When actions for a cause are defined, the question arises, whether there are further actions required
to reduce the risk to an acceptable level. In addition to the decision criterion RPN, the so-called Risk
matrix has been established as an alternative in the last years. A risk matrix always consists of two
of the three rating factors (S, O, and D) and assigns the color red, yellow, or green to every possible
combination of two of the three rating factors. Depending on the color of the cause, you know what
to do:
 green: no further actions required
 yellow: further actions recommended
 red: further actions must be introduced
In the Risk matrices category of the Data Manager, you define, which rating combinations are
assigned to which color. In the IQ Software, you can later choose, which of the four possible matrices
you want to apply. Therefore, a so-called Risk matrix set (see fig.), is displayed at this point
consisting of the following matrices:
 S/O matrix
 S/D matrix
 D/O matrix
 RMR matrix (RMR: Risk Matrix Ranking)

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Use the first three matrices to define which combinations of ratings define the colors red, yellow, or
green. If e.g. you want to use only the S/O matrix later, you can ignore the other matrices and assign
the colors only within the S/O matrix.
In addition, you can use the RMR matrix as an advanced approach. The RMR matrix ranks each
failure cause according to its classification in the first three matrices. Each cause has three color
classifications (color of S/O, color of S/D, and color of D/O). The RMR matrix then analyzes these
color classifications of a failure cause and assigns a form of a total rating, again in the colors red,
yellow, and green. The RMR matrix thus defines which color combination results in which overall
color (RMR color). This RMR color then determines whether additional actions are required for a
cause or not. The RME analysis is an alternative to the RPN analysis.
If you think the overall color is not enough, you can go one step further. Altogether 27 combinations
(corresponds to 27 rows in the RMR matrix) of colors (color triples) are actually possible with the first
three matrices. Therefore, in addition to the overall color, there is the (optional) possibility to sort
these 27 rows in a required descending order. The top row (RMR factor 27) represents the highest
risk, the bottom row the lowest risk (RMR factor 1). You define the RMR factor between 1 and 27 by
means of the row position of a color triple (see fig. above). The RMR factors can also be used as
the basis of statistical analyses in the Statistics.
The defined color specifications are used in the Statistics for the Risk matrix analysis. You
can additionally show the color classifications of a failure cause from the four matrices in the FMEA
Form. We will explain both issues in more detail in the related chapters.
In general, the defined risk matrices apply to the current fme file only according to the
document-centered approach. If you need standard specifications for the matrices in every further
fme file, you can write the risk matrices from the current fme file in the template file

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4.8.1 Color definition for the matrices S/O, S/D, and D/O
The context menu or the toolbar on top include the three colors red, yellow, and green. Activate a
color by clicking on it and the cursor becomes a pen. Then click successively on the matrix cells in
the three matrices to assign this color using the mouse (see fig.). Repeat this procedure for the other
two colors. The example is for demonstration purposes only. It does of course not make any sense
in practice to define green “exceptional fields” within the red area.
After having assigned the color, you should disable the set color mode again by clicking on the
first of the five colors in the toolbar on top (see fig.) or by selecting the command No color change
from the context menu. Otherwise, you run the risk of unwanted color changes by means of further
mouse clicks.
4.8.2 RMR matrix: Define overall color and ranking
As mentioned above, the RMR matrix incorporates two approaches:
 Definition of an overall color (RMR color) based on the related color triple to obtain
recommendations for actions for the respective cause.
 In addition, you can use the so-called RMR factor (1 to 27) as an alternative to the RPN in the
Pareto analysis in the Statistics. The RMR factor results from the position of a color
triple in the RMR matrix. You should therefore check and, if necessary, change the order
suggested by APIS.
The following describes how to proceed for both approaches. If you do not want to use the RMR
factor later, skip step 1 and proceed to step 2 immediately.
Step 1: Definition of color triple ranking in the RMR matrix

The RMR matrix contains the 27 possible color triples that may result from the first three matrices.
These 27 rows are ranked, with the top row (RMR factor = 27) representing the highest risk. RMR
factors from 1 to 27 are the result. You can change the ranking of a color triple by highlighting a color
field of the first three columns (SxO, SxD, or DxO) in the required row and executing the context
menu command Up or Down (see fig.). This RMR factor can later be used as a possible database
in the Statistics (e.g. in the Pareto analysis instead of the RPN).

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When sorting a color triple up or down, the RMR color does not come along. For that reason,
please sort the color triples first (step 1) and define the RMR color afterwards (step 2).
Step 2: Assign RMR color to color triples

Now you need to assign an RMR color to each combination (color triple). For this purpose, activate
one of the three colors red, yellow, or green by clicking on it in the context menu or in the toolbar on
top. Then click successively on the matrix cells of the RMR column to be assigned with this color
using the mouse (see fig.) and repeat this procedure for the other two colors.
Step 2: Assign an overall

color to each color triple
Step 1: Define the correct

order of the color triple rows

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4.9 Administration of machines
Later, in the Control Plan (see chapter Control Plan (as of page 306), there is a column Machine,
where you name the machine(s) of the respective process step. For this purpose, you prepare a list
of machines in the category Machines of the Data Manager, from which you choose later in the
Control Plan.
You create a new machine by highlighting any cell in the table and selecting the command New
machine from the context menu. Alternatively, you can use the Ins key. Both actions open a dialog,
in which you enter the required machine name and confirm with OK. The new machine is now listed
in the table (see fig.) You can optionally add an additional reference text in the Note column.
In general, the list of machines applies to the current fme file only according to the document-
centered approach. If you need a standard list of machines in every further fme file, you can
write the list of machines from the current fme file in the template file (normal.fmt). Chapter
Template file: normal.fmt (as of page 60) explains the procedure in detail.
4.10 Administration of inspection equipment

Later in the Control Plan (see chapter Control Plan (as of page 306), there is a column
Inspection equipment, where you name the inspection equipment to test the respective
characteristic. For this purpose, you prepare a list in the category Inspection equipment of the
Data Manager, from which you choose later in the Control Plan.
You create new test equipment by highlighting any field in the table and selecting the command New
inspection equipment/measurement technique from the context menu. Alternatively, you
can use the Ins key. Both actions open a dialog, in which you enter the required name of the
inspection equipment and confirm with OK. The new inspection equipment is now listed in the table
(see fig.) You can optionally store an additional reference text in the Note column.
In general, the list of inspection equipment applies to the current fme file only according to the
document-centered approach. If you need a standard list of test equipment in every further fme
file, you can write the list of inspection equipment from the current fme file in the template file

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5 Catalogs for reuse: Type and instance (inheritance)
5.1 Purpose of (type) catalogs
The IQ Software incorporates different types of objects (see chapter Object hierarchy (as of page
75)). The training for beginners mostly deals with the following object types:
 System element
 Function
 Product characteristic, Process characteristic
 Failure
 Preventive action, Detection action
The IQ Software creates a catalog (e.g. catalog for functions) for each of these 7 object types in the
administrative data section of the current fme file (Data Manager category Catalogs), in which
it automatically collects all the objects of a certain type (e.g. functions) used so far. I.e. the respective
catalog is supplemented with a new entry every time you use/create a new object (e.g. add a new
function to a system element). These catalogs are often called type catalogs.
The type catalogs serve the following purposes:
 If you want to use an already available information again, you can conveniently reuse it by
means of the respective catalog without having to enter it again. This saves typing work and
prevents possible typing errors. The biggest advantage is that a multiply used information is
listed only once in the catalog. This reduces the extent of the catalogs and facilitates the later
retrieval. It also allows you to make changes (e.g. correct a typing error) in a central location.
 You can also use the catalog for translation purposes. If you e.g. used a failure 50 times in your
FMEA, this failure is listed only once in the catalog and needs to be translated only once. The
translation then is automatically applied to all the other locations of use.
5.2 Type and instance

For these purposes, different type catalogs exist. Its working principles will be explained as follows
using the example of the Type catalog for functions, but similarly apply to the other type catalogs.
5.2.1 “What” do the type catalogs apply to?

The type catalogs always apply per fme file. The content of a type catalog results from all usages
of an object type (e.g. all functions) in all structures of the current fme file.
When you copy a function from another fme file, a new entry is generated in the catalog for
functions, which is independent of the type entry from the other fme file. That means that all
working principles as described apply only to the respective fme file and not across files!

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5.2.2 Where do I find the type catalogs?
The type catalogs are located in the Data Manager category Catalogs. To open this category,
select the command Catalogs from the Administration menu. Only one type catalog (e.g. type
catalog for functions) respectively is displayed at a time. To switch to another type catalog, click on
the black arrow next to the pull-down menu in the upper toolbar and select the required type catalog
from the pull-down menu (see fig.).
Switch type catalog via pull-

down menu
5.2.3 When is a new entry in the type catalog generated?
Whenever you enter a new object (e.g. new function) or copy an object (e.g. a function) from another
fme file, the IQ Software automatically generates a new entry in the related type catalog (e.g.
type catalog for functions). At the beginning of an FMEA, it is therefore reasonable to enter the
information one after the other to build a certain catalog as a start. Later, you should check before
you enter a new information, whether this information is already available in the catalog. The chapter
Use of input collector (as of page 125) will explain the corresponding search and filter mechanisms
to quickly find the required entry.
Please note: If you enter an already available catalog entry again, the IQ Software creates a
second entry in the type catalog. As a result, the catalog then unnecessarily contains two identical
entries, which the IQ Software treats as entirely independent of each other though.
5.2.4 When does the number of instances increase?

You can reuse each type entry as often as you like in the current fme file. The locations of use
are so-called instances of the type. A type entry knows all its instances and is therefore able to pass
certain properties on. Thus, a form of relationship between the type and its instances exists. You
can always see the number of instances of a certain type by the number shown in curly brackets
both behind the type and behind the instances. In the example, the type entry Function 1 has
altogether four instances (see fig.).

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The following two possibilities are available to reuse a type entry:
1. The bottom section of the so-called input collectors always contains the respective type catalog.
You can reuse a type entry from the catalog by means of drag & drop. The next chapter Use of
input collector (as of page 125) will explain the procedure in detail.
2. Alternatively, you can reuse a type entry by copying the instance (e.g. function) by means of
drag & drop with the Ctrl key pressed to another location. Please observe the object hierarchy
when copying. You can e.g. copy a function to a system element only.
The number of instances of the respective type entry increases by one in both cases.
In the following example, the function type length is needed also for the component Spring. For this
purpose, the existing instance on the design level of the component Button is copied to the design
level of the component Spring. As a result, we now have two instances of that type at two different
components.
5.2.5 Which properties does the type pass on to its instances?
The type entry and its instances have only the name and possibly existing translations of the
name in common.
5.2.6 What happens upon renaming?
If a type entry has two or more instances and you change the name of the type or of one of its
instances, you will be displayed a query dialog listing all the instances (see fig.). In the example,
there are two instances of the type length at two different system elements.
In the following dialog, please tick the instances you would like to rename. Initially, only the instance
you have just edited is selected.
If you want to rename all the instances including the type consistently, then click the button All and
confirm with OK. In the example, the consistent new name is length* instead of length (see fig.).

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If you select only a subset of instances (e.g. one of two) and confirm with OK, then you execute a
so-called type splitting. That means, the selected instances are separated from the original type and
a new type entry is generated in the catalog, to which these instances are then assigned. As there
are now two different type entries available, there exists no relationship anymore between them,
i.e. renaming type 1 will affect only the instances of type 1 and vice versa. In the example, there is
now the type entry length with one instance and the type entry length* with one instance (see fig.).
Therefore, the type catalog for functions now has two type entries (see fig.).
5.2.7 How do you merge similar or identical type entries?
It may happen over time that the type catalog contains several very similar or identical type entries
and that the catalog becomes unnecessarily inflated. In the previous example, there are e.g. the two
type entries length and length*. Both have one instance each. You can combine them to become
one type entry (so-called merging), if necessary. To do so, select both entries and execute the
command Merge from the context menu. Then assign a name and confirm with OK. The result is only
one type entry with two instances (see fig.).

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5.2.8 Which properties apply to the instances only?
You can store a variety of instance-specific properties with each instance. These include e.g. note,
bookmark, rating, specification, classification, responsibility, and deadline. These properties apply
only to the respective instance and do not affect the type entry or other instances of this type.
An example:
The detection action prototype test has four instances at four different causes. The name is the same
for all four instances, but the property deadline can be assigned individually. Several prototype tests
with different prototype states to be performed at different dates are perhaps concerned. In the
extreme case, you can define four different deadlines (see table).
Instance Deadline
Instance 1 of prototype test 30/06/2014
5.2.9 A brief aside: What is a zero instance?
It may happen over time that you delete all instances of a type entry, because you do not need them
anymore. In that case, a zero is displayed in curly brackets behind the type entry, and this is called
a zero instance (see fig.).
In the default setting of the IQ Software, these zero instances remain in the catalogs, as you may
possibly need them again later and you do not want to enter them again.

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Two more specific features of zero instances:
1. The input collectors show zero instances in the catalog section only, if the view All structures is
selected (see fig.).
Zero instance in type

catalog for Functions
Set view to All structures
via pull-down menu
2. If a type becomes a zero instance by deletion, you can automatically delete it from the related
catalog. For this purpose, select the command Workstation settings from the Tools
menu and in the following menu the command Settings. In the workstation settings, open the
category General on the left side and enable the option Delete catalog entry, if last
instance is deleted by ticking it in the displayed list of options.

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6 Use of input collector
The IQ Software incorporates different types of objects (see chapter Object hierarchy (as of page
75)). The training for beginners mostly deals with the following object types:
 System element
 Function
 Product characteristic, Process characteristic
 Failure
 Preventive action, Detection action
A so-called input collector (e.g. input collector for functions) is available for each of these object
types to provide you with the possibility of entering several new objects in one dialog and then
integrating them in the structure. The following chapters will describe the various aspects of the input
collector in a gradually and systematic manner.
6.1 Open the input collector

Two possibilities are available to open the input collector:
1. Highlight the required superordinate object (according to the object hierarchy) and select one of
the following commands from the context menu, depending on which object type you want to
create:
 System elements
 Functions
 Failures
 Product characteristics
 Process characteristics
 Preventive actions
 Detection actions
2. Highlight the required superordinate object (according to the object hierarchy) and select one of
the following icons from the extended toolbar on top, depending on which object type you want
to create:

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Icon Tool tip Description
System Opens the input collector for System elements. The newly entered
elements objects are created on the structure tree level subsequent to the
highlighted system element.
System Opens the input collector for System elements. The newly entered
elements objects are created on the same level as the highlighted system
(same level) element.
Functions Opens the input collector for Functions. The newly entered objects are
created for the highlighted system element.
Product Opens the input collector for Product characteristics. The newly entered
characteristics objects are created for the highlighted system element.
Process Opens the input collector for Process characteristics. The newly entered
characteristics objects are created for the highlighted system element.
Failures Opens the input collector for Failures. The newly entered objects are
created for the highlighted object (function, product characteristic, or
process characteristic).
Preventive Opens the input collector for Preventive actions. The newly entered
actions objects are created for the highlighted object (failure, action state, or
action group).
Detection Opens the input collector for Detection actions. The newly entered
actions objects are created for the highlighted object (failure, action state, or
action group).

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6.2 Structure of input collector
About 90 percent of the structure of the various input collectors is identical. Therefore, the following
describes only the example of the Input collector for functions (see fig.).
Edit line for new objects
Clipboard for already entered

objects with the currently
highlighted object
Existing entries in the type

catalog for functions to be
reused, if required
Option to switch between the

various views of the type catalog
Edit line:
In the edit line you can enter new objects. After confirming your first object with the Enter key, this
object moves to the clipboard and you can continue defining further new objects.
To the left of the edit line of the Input collector for system elements, you are provided with the
additional option of defining an Item code for the new system element (see fig.). The item code is
frequently used for type part numbers, drawing numbers, etc.
Clipboard:
The clipboard shows you all currently available entries of the highlighted object (e.g. all functions of
the highlighted system element).
Type catalog:
In the bottom part of the input collector you see the corresponding type catalog (e.g. the type catalog
for functions), which contains all objects (types) either of the current structure or of all structures that
were defined so far.

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Views on the type catalog:
The view of all input collectors is set to All structures by default, i.e. the complete type catalog is
shown. Thus, it contains the available objects from all structures of the current fme file for the
respective object type. In the Input collector for functions e.g., these are all function types from all
e.g. five structures of the current file. You can reduce the extent of the type catalog to the entries of
a specific structure by selecting the required structure in the pull-down menu.
The so-called zero instances are shown only in the view All structures.
6.3 New entry in the input collector and transfer to the structure
Enter the new object in the edit line and confirm with the Enter key. This copies the new object at
first to the clipboard and you have the possibility to define another object in the edit line. This is
copied to the clipboard as well by pressing Enter. Thus, you can use the input collector to enter
several new information for the currently highlighted object at once.
In the example, two new functions (diameter, length) were entered for the system element Geometry
Spring (see fig.).
The order in the clipboard also defines the order when applying the objects to the structure. If
necessary, you can resort the clipboard by highlighting the required object, pressing the Ctrl key
and then moving the object with the keyboard arrow keys Up/Down.
After you have entered all the necessary new objects, press the Enter key with the edit line being
blank. This applies the new objects to the currently highlighted object in the structure (see fig.).
Alternatively, you can use the close icon of the input collector to apply the new entries.
Please observe that a newly entered object in the edit line always results in a new type entry
in the catalog, which has initially one instance. At the beginning of an FMEA, it is therefore
reasonable to enter the information one after the other to build a certain catalog as a start. Later,
you should check before you enter new information, whether it is already available in the catalog.

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6.4 New entry with text copy
Sometimes, the clipboard or the type catalog may already contain an entry that matches 80 percent
of the text of the new entry. To save typing work, highlight the respective entry and select the
command Copy text from the context menu. This brings a text copy in the edit line. Rename it as
you like and apply it to the clipboard by pressing Enter.
Please observe that the fitted text copy results in a new type entry, which is entirely independent
of the type entry that you used as the master copy.
6.5 Reuse from type catalog: Search and Filter options

As mentioned, you should check, before you make a new entry, whether a suitable type entry is
already available in the type catalog, and if yes, reuse this entry. A new input always leads to a
new type entry, whereas reusing an available type entry simply increases the number of
instances of the type by one. In the type catalog, however, there is still only this one type
entry for this subject. Reusing thus prevents the type catalog from inflating due to identical entries.
The type catalogs become rather large over time, so that it is quite tedious to find the required entry
despite the alphabetical sorting. There are two possible ways to search through the type catalog
systematically:
Incremental search
At first, you need to enable the so-called incremental search by clicking on the icon on top of the
input collector. This is a so-called toggle icon, i.e. clicking it presses it in a bit and enables the
function. Clicking the icon again deactivates the function. Then highlight any entry in the type catalog
on the bottom and enter the search term/terms prefixed and suffixed by an asterisk (*search
term/search terms*). Using the asterisk, it makes no difference, whether the search term stands in
the beginning, the middle, or the end of the catalog entries. The search term is entered virtually in a
vacuum, i.e. you never see your entry! You can also search for word stems. Without asterisks, the
search always starts at the beginning of the entries. Based on the search entry, the cursor jumps to
the first search result. You can make the cursor jump to other search results using the F3 key, if
required. If no results are found, the type catalog is scrolled to the end and no cursor is visible.
In the example, the search term *depo* was entered. This makes the cursor move to the first search
result angle (see fig.).
First search result: cursor

goes to first search result

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Filtering
Using the incremental search, the search results are always shown in the context of the entire type
catalog. Filtering in contrast reduces the type catalog to the entries corresponding to the search term.
At first, you need to enable the so-called filtering by clicking on the icon on top of the input
collector. This is a so-called toggle icon, i.e. clicking it presses it in a bit and enables the function.
Clicking the icon again deactivates the function. After the activation, the following dialog is displayed,
where you enter the search term/search terms preferably according to the pattern *search term*. In
the example, the search term is *ang*.
After having confirmed with OK, the filter is applied. At the bottom, only those entries of the type
catalog are displayed that contain the search term (see fig.). If there are no matching entries, then
the type catalog is empty.
Reuse a type entry from the catalog

At first, conduct a manual search (scroll) or use the search/filter mechanisms to search for a suitable
entry in the type catalog of the input collector. Then select the located entry and drag & drop it to the
clipboard of the input collector. Finally press Enter to close the input collector. The object is applied
to the structure as a new instance of the selected type entry. The number of instances increases by
one.

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Reuse: Select type entry and
drag & drop it to the clipboard
6.6 Apply known failures

In the Input collector for functions, the toggle icon to Apply known failures is enabled by default.
If you reuse a function type from the catalog for which failures were already created, you do not only
create a new instance of the function, but new instances of the associated failures as well. Thus,
you do not need to enter these failures again and the associated failures are up-to-date.
An example:
For the function diameter, the failure diameter too small is known (see fig.). Both have one instance
each.
By reusing this function at another system element, the failure is reused as well, and the number of
instances increases to two for the function as well as for the failure (see fig.).

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6.7 Change view
At the bottom of the input collector, you can change the view of the type catalog in a pull-down menu
(see fig.).
The view of all input collectors is set to All structures by default, i.e. the complete type catalog is
shown, containing the available objects from all structures of the current fme file for the respective
object type. In the Input collector for functions e.g., these are all functions from all e.g. five structures
of the current file. You can reduce the extent of the type catalog to the entries of a specific structure
by selecting the required structure in the pull-down menu.
The so-called zero instances are visible only in the view All structures.

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7 Reorganize the document
You should reorganize your fme files every now and then (e.g. every three months), as this
reduces the file size and thus saves disk space. Over the time of editing the file, the different objects
cannot be stored directly one after the other and a sort of unused gaps form between the objects.
Similar to defragmenting, the reorganization rearranges the objects of the fme file and thus
eliminates the gaps.
To reorganize a file, open the required fme file and select the command Reorganize document
from the File menu. The reorganization dialog opens. If you acknowledge it with OK, your file will
be reorganized as described above. If necessary, you can open the tab Options (see fig.) before you
acknowledge the dialog with OK, and enable further options for the reorganization to be executed
simultaneously.
In this training for beginners, we only deal with the following two options:
Delete IQ objects without instances

In the different type catalogs, all zero instances are searched and deleted during reorganizing.
Merge catalog entries of the same name

The different type catalogs are checked for the availability of two or more identical type entries.
Despite the greatest care during the moderation, it may happen from time to time that a new entry is
created even though such a type entry is already available. During the reorganization, this option
merges the type entries of the same name to become one type entry, which then combines all
instances. Thus, you clean the type catalogs of unnecessary, identical entries.

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8 General operating concepts in the IQ Software
The IQ Software incorporates a couple of operating concepts, which you can apply in general. The
following chapters will explain them step by step.
8.1 Edit the object name (rename)

If you want to change the name of an object or eliminate a typing error, double-click on the object
with the left mouse button. This opens the editing mode, and you can change the name of the object
accordingly.
The type of editing mode depends on the software section, in which you double-click. In some
cases (e.g. Structure list of Structure Editor), you can rename the text directly, and in other
cases the properties dialog opens (e.g. Graphics window of Structure Editor).
8.2 Copy an object

Select the required object, press the Ctrl key and drag & drop the object to the required target
object. As a result, a copy of the object is generated at the target object.
When you drop the object, make sure to release the left mouse button first and only then the Ctrl
key. If you release the Ctrl key too early, the object is moved, not copied.
When copying, please consider the effect of the object hierarchy (see chapter Object hierarchy
(as of page 75)). If you e.g. copy a function, which has three failures, these three failures are copied
as well.
8.3 Move an object

Select the required object and drag & drop it to the required target object. As a result, the object is
removed from its originally superordinate object and generated at the new target object.
When moving an object, please consider the effect of the object hierarchy (see chapter Object
hierarchy (as of page 75)). If you e.g. move a function, which has three failures, these three failures
are moved as well.
8.4 Change the position of an object (reorder)

Select the required object, press the Ctrl key, and use the Arrow keys of your keyboard (up/down,
left/right) to change the position of the object in the required direction. To change the position up and
down, you can also use the icons from the toolbar.
Alternatively, the drop-down menu of the command Reorder in the Edit menu contains all four
reordering commands for a selected object.
In the example, the system element Mechanics was reordered from its last position on structure tree
level 2 to the next-to-last position on the same level (see fig.).

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You can change e.g. the position of a function of a system element in the structure list as well. In the
example, the function retains ink cartridge was reordered from the last to the first position in the
structure list (see fig.).
When reordering an object, please consider the effects of the object hierarchy (see chapter Object
hierarchy (as of page 75)). If you e.g. change the position of a system element in the structure tree,
which has three failures, these three failures are reordered as well.

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8.5 Multiple selection (select several objects)
To select several objects at the same time, select the required objects one after the other with the
Ctrl key pressed.
To select a complete list (e.g. a list of functions in the Structure list), the quicker way is to select the
first entry in the list, hold pressed the Shift key and then select the last entry in the list. As a result,
the entire list is selected.
In the Graphics window of the Structure Editor, you can open a selection box to select the
required system elements by pulling open a selection box with the left mouse button pressed. As a
result, all system elements in the pulled open selection box are selected.
8.6 Delete an object

Highlight the required object and press the Del key on the keyboard. Before the actual deletion, a
query dialog is displayed asking, whether you want to really execute the deletion including the related
effects, because the object hierarchy takes effect again (see chapter Object hierarchy (as of page
75)). If you e.g. delete a system element, you delete all its functions, failures, etc. as well as all the
subsequent system elements in the structure tree including their associated objects.
As an alternative to the Del key, the command Delete is available in the Edit menu as well as in
the Context menu (click on the right mouse button to open).
8.7 Undo the last action

You can undo the last action in the IQ Software, unless you saved the file in the meantime. You
can return maximally one step! The command Undo is available in the Edit menu or as an icon
in the toolbar.
8.8 Fold and unfold certain areas

For you to concentrate on the essential facts, you can fold currently unnecessary information. To
fold objects, select on principle the object, the dependent objects of which you want to fold.
Regarding the folding, you can choose between folding the current branch and folding an entire level.
8.8.1 Folding in the structure tree
Highlight the system element, the successors of which are to be folded in the structure tree. Then
select the command Folding operations from the View menu. If you execute the command
Hide branch in the following menu, only the successors of the currently highlighted system
element are folded. You recognize the folded condition by a kind of “trident” being displayed to the
right of the system element. In the example, the successors of the system element Mechanics were
folded (see fig.). As an alternative to the menu command Hide branch, you can also use the icon
from the toolbar. To cancel the folded state, execute the command Show branch from the View
menu or press the icon again.

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If you use the command Fold level in the following menu, the successors of all the system
elements are folded, which are on the same structure level as the highlighted system element. In the
example, the successors of the system elements on the second structure level were folded (see
fig.). Instead of the menu item Fold level, you can also use the icon from the toolbar. To
cancel the folded state, execute the command Unfold level or press the icon again.
You can use both folding operations in combination consecutively. The section Folding
operations in the View menu contains additional folding options that are not further explained in
this training.

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8.8.2 Folding in the structure list
Highlight the object, the dependent objects of which are to be folded in the structure list. Then select
the command Folding operations from the View menu. If you execute the command Fold
branch in the following menu, only the successors of the currently highlighted object are folded.
You recognize the folded condition by a plus sign being displayed to the right of the system
element. In the example, the successors of the function retains ink cartridge were folded (see fig.).
Instead of the menu item Fold branch, you can also use the icon from the toolbar. To cancel
the folded state, execute the command Unfold branch or press the icon again.
If you execute the command Fold level in the following menu, then the dependent objects of all
objects on the same hierarchical level are folded. In the example, the failures of all the functions of
the system element Mechanics were folded (see fig.). As an alternative to the menu item Fold
level, you can also use the icon from the toolbar. To cancel the folded state, execute the
command Unfold level or press the icon again.
You can use both folding operations in combination consecutively.

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8.9 Structure tree: Align levels
For better readability of the structure tree, it is recommended to enable the function Align levels
which aligns all system elements on a structure level to the left at a shared line (see fig.). To enable
the alignment, select the command Format from the View menu and tick the option Align level
in the following menu.
Without alignment
With alignment

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9 Editing options for tables
The IQ Software incorporates numerous tables (e.g. FMEA Form, Deadline Editor, Control
Plan). Various options are available to arrange the content of these tables, which will be explained
in the following using the example of the Deadline Editor.
Please notice that not all described options will be available for all the tables.
At the beginning of the table, the column headers have a grey background and further down the
table the same column headers have a white background (see fig.).
Column headers with grey background
Column headers with white background
You need to apply all the view options for a table described in the following to the column headers
with the grey background!
9.1 Change column width

If you catch the dividing line between two adjacent table columns, the mouse cursor becomes a slide
control . Keep the left mouse button pressed and change the column width by pulling with the
mouse. Alternatively, you can change the column width in the display options of the View menu
in the category Columns (in other editors, this category is called Column widths). To do so, highlight at
first the required column (e.g. System element), then enter the required width in the input box and
finally confirm with OK.
1. Highlight required column

2. Enter column width and confirm with OK

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9.2 Show/hide columns
You can hide unnecessary columns for clarity reasons. To do so, place the mouse cursor on the
grey column header, click the right mouse button to open the context menu and select the command
Hide column. Alternatively, you can hide the columns in the Display options of the View menu
in the category Columns (in other editors, this category is called Column widths) by unticking. Vice
versa, ticking causes the hidden columns to be shown again.
9.3 Change order of columns

You can change the position of a column by dragging & dropping its grey column header onto the
dividing line between the two columns, where the column is to be inserted. After the dividing line was
caught with the mouse cursor, two red arrows are shown and you can release the mouse button. In
the example, the column Failure was dragged onto the dividing line between the columns Preventive
action and Detection action (see fig.).
The new position of the column Failure is between the above given columns (see fig.).
9.4 Sort content of columns

In all tables with the grey column headers on top, you can sort the contents of the columns in
ascending or descending order.
If you click with the mouse button on the required grey column header for the first time, you enable
the sorting in ascending order (in alphabetic order from A to Z or ascending order of numbers). This
is indicated in the column header by an arrow pointing upwards .
The second mouse click enables the sorting in descending order (in alphabetic order from Z to A or
descending order of numbers), which is indicated by an arrow pointing downwards .
The third mouse click disables the sorting for this column.
9.5 Arrange content of table in groups

In tables allowing for grouping, the group box containing the information Drag a column here to group
by this column is located above the table (see fig.).

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For grouping, drag & drop the required grey column header (e.g. Responsible) in the group box.
After the red arrows are shown at the group box, you can release the left mouse button (see fig.).
As a result, the content of the table is grouped by this column (see fig.).
Clicking on the plus sign in front of the respective category will open its content. Conversely, clicking
on the minus sign will close the content of the category again.
If required, you can also implement multiple grouping. To do so, drag & drop the required grey
column headers (e.g. Responsible and Status) one after the other in the group box (see fig.). The
order the columns are droped in the group box (from left to right) determines the hierarchical structure
of the grouping.
To cancel the grouping, place the mouse cursor on the required column header in the group box and
select the command Remove from the context menu (see fig.). In case of multiple grouping, repeat
this procedure for the other grouped column headers.

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10 VDA step 1: Create structure (tree)
At the beginning of an FMEA, you structure your system/product/process by means of a so-called
Structure tree. For structuring recommendations of such a tree, please refer to the slide set regarding
the FMEA method.
10.1 Create and save a new file

To create a new fme file, open the IQ Software and select the command New from the File
menu. Alternatively, you can use the icon from the toolbar.
Then, a dialog is displayed, where you define the so-called reference language (see fig.).
The reference language is a primary language for the content of the file, which later is the basis of
the translation into another language. A translation table always opposes the content of the reference
language to the content of the translation language (e.g. English – German, English – Dutch).
The translation function is available only as of configuration version IQ-FMEA-L or higher.
After selecting the reference language (e.g. English) and confirming with OK, another dialog opens,
where you define the essential properties of your first structure in the new fme file (see fig.).
Structure name (mandatory): Assign a name (e.g. Ballpoint pen_D-FMEA) to the structure. If you
want to administrate several FMEAs (several structures) in one fme file, you should make sure
that the structure names are clear. The structure name is a mandatory field.
Structure type (mandatory): Select the FMEA type (e.g. Design) for your structure from the drop-
down menu. The structure type defines among other things, which valuation catalog will be offered
for you to read in the FMEA Form. The structure type is a mandatory field.

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Numbering (optional): You can show a numbering later in the structure tree, which by default starts
with number 1 at the root and continues with 1.1, 1.2, etc. on the second and 1.1.1, 1.1.2, etc. on
the third tree level (see fig.).
Use this optional field to define another starting point than 1 (e.g. 5 or A) (see fig.).
Please note that the number of a system element depends on its position in the structure tree.
When you reorder a system element, its number will change as well. You should therefore not use
this number for references in other documents.
Name of root (mandatory): If you click with the mouse button in this field, the IQ Software
automatically copies the text from the Structure name field to this field as a suggestion. You can
change this suggested text as you like (e.g. Ball pen). The name of the root is a mandatory field.
Item code of Root (optional): You can optionally assign a so-called Item code (e.g. 123) to the root,
if necessary. This number is frequently used for part numbers, drawing numbers, etc. It can be shown
in many editors (e.g. in the Structure Editor) (see fig.).

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After having entered all the inputs, confirm the dialog with OK. As a result, the new structure is created
and the root shown on the left side of the Structure Editor (see fig.).
Then you need to save the new fme file. To do so, select the command Save As from the File
menu, define the file name and the memory location and finally press the Save button.
As a result, the path to the just saved fme file is shown in the status bar on the bottom left of the
Personal Desktop (see fig.).
Double-click with the left mouse button on the path to open an overview dialog containing the most
important data paths for the work in the IQ Software (see fig.).
You can directly go to several directories by clicking on the respective link. As already described
(see chapter The three settings dialogs in the IQ Software (as of page 82)), you can define
numerous settings (e.g. display options) for your computer, which are locally stored in the
Configuration file of your computer. You should therefore make sure that you have write access to
this file and this path respectively. Otherwise, your settings will be lost after each session and you
have to make them again the next time.
Another important path is that of the Template file (normal.fmt). In case of local licenses, every
user has his own template file and has write and read access to it. In case of network licenses, all
users share one template file, which is saved on the server. In that case, all users should have read
access and the (competent) administrator of the template file additional write access, so that only he

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can change the content of the template file (company standard). We advise against granting write
access to all users, as you may otherwise run the risk of someone tampering with the standard in
the template file in an unwanted way (see chapter Template file: normal.fmt (as of page 60)).
10.2 Project management: Create and administrate structures

As already described in chapter Structure of APIS files (*.fme) and bk files (as of page 59), you
can administrate several FMEAs (= several structures) in one fme file.
To administrate the structures in an fme file, the so-called Project management is available.
10.2.1 Open the project management

Open the project management by selecting the command Project management from the
Administration menu. The project management shows the structures of all available projects of
the current fme file in hierarchical order. The project management provides various options to
edit the projects and structures to be explained step by step in the following.
10.2.2 Change the project name
A structure is always part of a project. As soon as you have defined the first structure, the IQ Software
automatically generates a project called Project (see fig.).
You can change the project name (e.g. from Project to D-FMEA) by highlighting the project and
clicking on the Properties button on the right. In the properties dialog, define the new name and confirm
with OK (see fig.).
Die IQ Software needs a minimum of one project. If you delete a project, the related structures
are deleted as well.
10.2.3 Create further projects
Within the FMEA context, the projects can be used as a form of heading or grouping for the structures
of one class. Our customers form e.g. projects for the FMEA type (system FMEA, design FMEA,
process FMEA) or for product groups (product group A, product group B, etc.).
If you administrate several FMEAs (several structures) in one fme file, it is advisable, if applicable,
to group them in different projects so that they can be easier found. Create a new project by clicking
the New button and then selecting the option New project. The properties dialog opens, where you
define the required project name (e.g. P-FMEA) and finally confirm it with OK (see fig.).

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10.2.4 Create further structures and assignment to projects
To create further structures, open the Project Management. A structure is always part of a project.
Therefore, highlight the required project in the project management and click on the New button on
the right. In the following menu, select the option New structure. The dialog to define the basic
structure properties (structure name, structure type, etc.) is displayed again. After having confirmed
the dialog with OK, the new structure is created at the highlighted project. In the example, a new
structure Production of Ballpoint pen was created for the second project P-FMEA (see fig.).
10.2.5 Move a structure to another project
You can move a structure from one project to another project (= change the project assignment) by
highlighting the structure and dragging & dropping it on the required project. In the example, the
structure Ballpoint pen was moved from the project D-FMEA to the project P-FMEA (see fig.).
10.2.6 Copy a structure to another project
You can copy a structure from one project to another project by selecting the structure and dragging
& dropping it with the Ctrl key pressed on the required project. In the example, the structure
Ballpoint pen was copied from the project D-FMEA to the project P-FMEA (see fig.).
The structure name of the copied structure is given the prefix Copy of. To rename the structure,
select it and click on the Properties button on the right. In the properties dialog, define the new name
and confirm it with OK.
Please note that both structures are from then on independent of each other. Changes thus
always affect the current structure. The only exception are the (type) catalogs (see chapter
Administration of (type) catalogs (as of page 105)). If you change the name of an object type (e.g.

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a function), which has instances in both structures, a query dialog is displayed, listing the instances,
from which you choose which instances to rename.
A structure can be copied to the same project as well.
10.2.7 Delete a project or structure
To delete, select the required project or structure and then click on the Delete button on the right.
Please note that, if you delete a project, its subordinate structures are deleted as well.
10.2.8 Open a structure or change the current structure

The project management shows all the structures of the current fme file. Open a structure by
selecting it and clicking on the Open button on the right. Thereupon, this structure is opened in the
current editor (e.g. Structure Editor). If Structure 1 is already open and you want to switch to
Structure 2, then open the project management again and open Structure 2.
To change the displayed structure, you can also use the first drop-down menu in the third toolbar as
an alternative (see fig.).
Clicking on the black arrow on the right opens the drop-down menu, showing the structures of the
fme file grouped by projects. The structure prefixed by ">" is the currently active structure. You
can select the required structure with the mouse.
10.2.9 Sorting of projects
If you have several projects, you can have them sorted By name or By creation date. To do so,
highlight a project, click on the Sort button on the right, and select the sorting criterion.
10.2.10 Sorting of structures
If you have several structures in one project, you can sort them within the project By name, By
number, or By creation date. To do so, highlight a structure of the project, click on the Sort button on
the right, and select the sorting criterion.
For the sorting criterion By number, the number is used, which you defined (optional field) when
you newly created the structure. If your structures all have the same number, they cannot be sorted
by number.
10.2.11 Versioning of a structure
An FMEA is a "living document", which is updated again and again over time for different reasons
(e.g. change of design, claim). Therefore, different versions of one FMEA exist. If you want to archive
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the older versions, you can create a so-called Structure version for a structure in the IQ Software.
To do so, highlight the required structure and then click on the Create version button on the bottom left.
A dialog is displayed, where it is recommended to define a version add-on before or after the
structure name (e.g. Ballpoint pen_V1_20140430). After the confirmation with OK, the version is
created for the structure. To prevent overloading of the project management, the versions are hidden
at first. To show them, you need to enable the option Show versions on the bottom by ticking. The
version is then shown below the related structure (see fig.). A version "freezes" the current data
status of your structure.
To open a version, select it in the project management and then click on the Open button on the right.
A version always opens in the read-only mode, i.e. the editing commands are disabled. But you
can filter, synchronize, or conduct statistical analyses in the version.
Please note that the versions of a structure are sorted in descending order. The last version therefore
stands in the first position (see fig.).
A version is always a one-to-one copy of the structure and thus doubles the data volume with
regard to the structure.
You may generate many versions over time. If an older version is no longer needed, you can
delete it by selecting this version and clicking on the Delete button on the right.
10.2.12 Export and import a structure between two fme files

You can export a structure from fme file 1 and import it in fme file 2. To do so, select the
required structure in file 1 and click on the Export button on the right. After having defined a file name
and the memory location, a selection dialog opens, which you confirm with OK. An export file with the
file extension *.exp is generated. In fme file 2, open the project management and click on the
button. Then select the export file and click on Open. As a result, the required structure including
Import
your project is imported. If necessary, you can drag & drop the imported structure to another project
and delete the imported project.
Please note that the imported structure is independent of the structure, from which it was exported.
Thus, changes always affect the respective structure only.
10.3 Create structure tree: Enter system elements

When you create a new structure, the root is defined as well. Now, you have to create its subsequent
levels and thus build up the structure tree step by step.

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The basic principle is: Select the respectively required object (system element) in the structure
tree, for which you want to generate system elements on the directly subsequent level!
To e.g. create the second level of the structure tree, you select the root element. Then you select a
system element of the second structure tree level to create its successors on the third structure tree
level. Repeat this procedure until you have built up the structure tree as required.
Enter the new system elements by means of the so-called input collector. To open the input collector
for system elements, the following two possibilities are provided.
10.3.1 Open the input collector via the context menu

Select the required system element and press the right mouse button. Select the command System
elements from the shown context menu. The input collector for system elements opens (see fig.).
Enter the required system element (e.g. Ink cartridge) in the edit line on the top right and, if
necessary, define an additional item code (e.g. 127) for this system element in the left input field.
The item code is optional and is often used for drawing numbers, part numbers, etc.
Pressing the Enter key applies the new system element to the clipboard, and you can define further
system elements in the edit line (see fig.).
After you entered all the required system elements and applied them to the clipboard (see fig.), press
the Enter key with the edit line being blank.
The new system elements are then applied to the structure tree as successors of the currently
highlighted system element. To apply the system elements, you can use the close icon of the

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input collector as an alternative. The item code is initially not visible. To show it, you need to enable
the option Item code in the category Graphics window of the Display options (menu View) of
the Structure Editor by ticking. The item code is shown in square brackets for all system
elements (see fig. with and without item code), for which an item code was defined.
Afterwards, select the system elements of the second structure tree level successively to define their
respective successors on the third structure tree level via the input collector. Proceed in the same
way to create the further structure tree levels (see fig.).
We abstain from the detailed description of the various editing options in the input collector at this
point. Please refer to the chapter Use of input collector (as of page 125) in this regard.
10.3.2 Open the input collector via the icon in the extended toolbar
Input collector for the "successive" structure tree level

Highlight the required system element and click on the icon in the extended toolbar on top. The
blue arrow in the icon points to the right and illustrates that the new system elements are created on
the successive structure tree level. The input collector for system elements opens. The further
procedure to define new system elements corresponds to the one described above.

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Input collector for the "same" structure tree level
On the second structure tree level, you can also define further system elements for the same
structure tree level, using the input collector. To do so, select a system element on the required level
(e.g. second structure tree level) and click on the icon in the extended toolbar on top. The
blue arrow in the icon points downwards and illustrates that the new system elements are created
on the same structure tree level. The input collector for system elements opens, where you can
define the system elements for the same level. The selected system element determines the
structure tree level, on which the new system elements are created.
10.4 The Structure Editor
10.4.1 Purpose
As almost any information is saved in the structure, the Structure Editor is a form of control
center for editing your data and the navigation within them. In general, it is used to build up the
structure tree and to create the dependent objects (e.g. functions, failures) for the system elements
of the structure tree. Thus, it supports the VDA steps 1 to 3.
Some of our power users create their FMEA (all 5 VDA steps) entirely in the Structure Editor.
The operating steps required for this exceed the content of this basic training though. If needed, you
can learn this later in the APIS IQ-software for advanced users.
10.4.2 Set-up: Graphics window, structure list

The Structure Editor consists of two sections (see fig.):
1. Graphics window: In the default setting of the IQ Software, the so-called Graphics window is
shown on the left. It shows you the structure tree. If you select a system element or several
system elements (multiple selection with mouse and Ctrl key) in the structure tree on the left,
the dependent objects (e.g. functions, failures) of each selected system element are shown in the
so-called Structure list. If a system element has at least one function or one characteristic, it is
framed in the graphics window. System elements without frames are therefore either construction
sites in your FMEA or so-called Dummy elements, with the only purpose of structuring your
structure tree.
2. Structure list: In the default setting of the IQ Software, the so-called Structure list is shown on
the right. It shows the already available dependent objects of the system element(s) selected in
the structure tree (see chapter Object hierarchy (as of page 75)). These are e.g. functions,
characteristics, failures, etc. To further edit your data, you can highlight any object in the structure
list and then execute the required command from the context menu.
In the following example, the system elements Ballpoint pen und Mechanics are selected in the
structure tree on the left. The structure list on the right shows at first the functions and failures of the
system element Ballpoint pen and then those of the system element Mechanics.

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10.4.3 Change size and layout
As soon as you catch the dividing line between graphic window and structure list with the mouse
cursor, the cursor becomes a slide control (see fig.). You can use the active slide control, dragging
it with the mouse and the left mouse button pressed, to change the proportion of both sections as
you need it for your current editing situation.
By default, both sections of the Structure Editor are arranged next to each other. If required,
you can arrange the sections one below the other (see fig.) by catching the dividing line between
both sections and then pressing the right mouse button. You can undo the arrangement in the same
way.

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10.4.4 Structure Editor: Recommended display options
The chapter Display options (as of page 90) gives a detailed description of the purpose and the
operating principles of the display options. In this chapter, we provide you with
recommendations, which options are the most interesting in particular for IQ beginners. The meaning
the most important options will be additionally explained.
The multitude of different options is not always easy to handle, especially for IQ beginners. The
APIS trainer team has therefore defined standard display options for the most important editors
based on practical experience. They are activated automatically, when the software is installed. It is
thus not necessarily required in the beginning to deal with the display options. Please note that these
standard display options are integrated only as of service pack 50 of version 6.5.
As the Structure Editor divides into the sections Graphics window and Structure list, its display
options include the respective category for each of them on the left side.
Category: Graphics window

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Using the options under the first headline, you can show the required dependent objects (e.g.
functions) of each system element in the structure tree as needed. If you assigned item codes to
specific system elements, you can have them displayed at the respective system element in the
structure tree by enabling the option Item code. The item code is then displayed in square brackets
at the system element. For better orientation within the structure tree, the option Numbering is
available, which numbers your structure tree consecutively. When you created the structure (see
first sub-chapter of chapter VDA step 1: Create structure (tree) (as of page 143)), you have defined,
which number starts at the root element. Please observe that the number of a system element
depends on its position in the structure tree. When you reorder the structure tree, the number
changes as well. For better readability of the structure tree, it is reasonable to enable the option
Align levels. This causes all system elements of a structure level to start at a shared line on the
left.
Category: Structure list
As in particular the structure list is used to navigate through and to edit your data, we recommend to
have all dependent objects shown. Therefore, all options under the first headline are active in default.
For these objects, you can have displayed more or less context information as required. This is
controlled by means of the options under the second headline. The most important context details
are active in the above figure. These include, among others, the options Valuation (S/O/D), RPN

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as well as Responsible/deadline. Pursuant to the concept of type/instance (see chapter
Catalogs for reuse: Type and instance (inheritance) (as of page 119)), the option Instance
count also provides important information for editing the data.
Category: Hot-click symbols
The IQ Software incorporates a variety of so-called Hot-click symbols to provide quick access to
certain editors and dialogs. Double-clicking with the left mouse button on a hot-click symbol opens
the associated area (e.g. FMEA Form). You can decide in this category, which hot-click symbols you
want to display in the Graphics window and the Structure list respectively.

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11 VDA step 2: Create functions and function nets
In the first step, you define functions and/or characteristics for all system elements (exception:
dummy elements) of the structure tree. Then you create the so-called Function nets to model cause-
effect relationships between functions/characteristics according to a top-down approach.
11.1 Enter functions and/or characteristics

Pursuant to the object hierarchy (see chapter Object hierarchy (as of page 75)), functions and
characteristics are dependent objects of a system element. The basic principle for creating new
functions and characteristics therefore is: Select the respective system element in the structure
tree, for which you want to define new functions and/or characteristics!
You select e.g. the root to generate new functions for the root element. Then you select the next
system element in the structure tree and define the functions accordingly. Repeat this procedure
until you have defined the needed functions/characteristics for all system elements (exception:
dummy elements) in the structure tree. If a system element has at least one function or characteristic,
it is framed in the Graphics window of the structure tree. System elements without frames are
therefore unedited system elements in your FMEA or so-called Dummy elements, with the only
purpose of structuring your structure tree for improved clarity.
Enter the new functions and/or characteristics by means of so-called input collectors. There are
separate input collectors respectively for functions, for product characteristics, and for process
characteristics. To open the required input collector, two possibilities are provided as described in
the following.
11.1.1 Function vs. Product/Process characteristic: Specification and Control

Plan
At first, we want to explain the difference between a function and a characteristic, so that you can
decide later on, which type of object makes sense in which place.
Specification
In contrast to a function, you can assign a so-called Specification to a characteristic. This offers
advantages in particular with regard to the number of entries in the type catalogs (see chapter
Catalogs for reuse: Type and instance (inheritance) (as of page 119)). An example to make it
clearer: You want to define two diameters with different values. If you create both as a function, you
need to create two different functions simply because of the different values. This leads to two type
entries with one instance each in the type catalog for functions (see frame in fig.). This way, you
enlarge the catalog extent "unnecessarily", making the convenient reuse and later translation
difficult.

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When working with a characteristic (product or process characteristic), you create only one type
entry with the name diameter. This type, you use twice (two instances). You can assign an individual
specification to each instance. In the example, the type catalog for product characteristics then
contains only one type entry named diameter (see frame in fig.). The structure list entry for a
characteristic (e.g. diameter = 5 mm) consists of the characteristic’s name diameter followed by its
instance-specific specification = 5 mm.
Control Plan
The Control Plan Editor of the IQ Software exclusively reads the object types product
characteristic and process characteristic including their specifications and classifications out of the
structure. Functions in contrast are ignored. It is therefore reasonable to create the information to
be displayed later in the Control Plan as characteristics already when you create the FMEA. The
chapter Control Plan (as of page 306) describes the rules according to which the characteristics
are read out in detail.
11.1.2 Function: Open input collector via context menu
Select the required system element and press the right mouse button. Select the command
Functions from the opened context menu. The input collector for functions (see fig.) opens. Enter
the required function (e.g. enables writing) in the edit line.

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Press the Enter key to apply the new function to the clipboard and then define further functions in
the edit line (see fig.).
After having entered all the required functions and applied them to the clipboard (see fig.), press the
Enter key with the edit line being blank.
The new functions are applied to the structure tree as dependent objects of the currently selected
system element and they are displayed in the structure list on the right (see fig.). Furthermore, the
system element is framed in the graphics window. To apply the functions, you can alternatively use
the close icon of the input collector.
To create the functions for the other system elements (e.g. Mechanics) in the structure tree, repeat
the procedure as described (see fig.).

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11.1.3 Function: Open input collector via icon in extended toolbar
Highlight the required system element and click on the icon in the extended toolbar on top. The
input collector for functions opens. The further procedure to define new functions corresponds to the
above described.
11.1.4 Characteristic: Open input collector via context menu
Select the required system element and press the right mouse button. Select either the command
Product characteristic or the command Process characteristic from the opened
context menu, as required. The input collector for product characteristics or the input collector for
process characteristics (see fig.) opens. Enter the required characteristic (e.g. diameter) in the edit
line on the top right. If you want to define a value for the characteristic, this value is not represented
by the characteristic’s name, but later on by assigning a specification to its instance.
Press the Enter key to apply the new characteristic to the clipboard and then define further
characteristics in the edit line (see fig.).
After having entered all the required characteristics and applied them to the clipboard (see fig.),
press the Enter key with the edit line being blank.
The new characteristics are applied to the structure tree as dependent objects of the currently
selected system element and they are displayed in the structure list on the right (see fig.).
Furthermore, the system element is framed in the graphics window. To apply the characteristics, you
can alternatively use the close icon of the input collector.
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To create the characteristics for the other system elements in the structure tree, repeat the procedure
as described (see fig.).
11.1.5 Characteristic: Open the input collector via icon in extended toolbar
Select the required system element and click on the icon for Product characteristics or the icon
for Process characteristics in the extended toolbar on top. The input collector for product
characteristics or the input collector for process characteristics opens. The further procedure to
define new functions corresponds to the above described. If you want to define a value for the
characteristic, this value is not represented by the characteristic’s name, but later on by assigning a
specification to its instance.
11.1.6 Characteristic: Define a specification for the instance
After having created a characteristic (e.g. product characteristic diameter) the respective type entry
will be available in the catalog. You can reuse this type as often as you like and thus generate more
instances (see chapter Catalogs for reuse: Type and instance (inheritance) (as of page 119)). It
is possible to assign an individual (instance-specific) specification to each instance.
To do so, select at first the required instance of your characteristic in the structure list and then select
the command Specification from the context menu. The properties dialog opens with the tab
Specification already selected (see fig.). In the drop-down menu on the top left, define an operator
(e.g. =). Then define a number and/or text (e.g. 3) for the required entry in the input field on the right
without indicating the unit. The unit is entered in the Unit field below (e.g. mm). If necessary, you can
define a tolerance in the field Tolerance. If the tolerance is the same for both sides, use the Plus/Minus
button to the right of the field before you enter the number. After having entered all inputs, confirm
with OK. As a result, the highlighted instance indicates the specification (e.g. = 5 mm ± 0.1) after the
characteristic’s text (e.g. diameter).

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You can also define a general specification (e.g. = according to drawing) instead of a specific value
(see fig.).
11.1.7 Convert a function to a characteristic or vice versa
You can retroactively convert a function to a product or process characteristic. To do so, highlight
the required function in the Structure list, select the command Convert to from the context menu
and the required type of characteristic in the following menu. Similarly, you can also convert a
characteristic to the respectively other type of characteristic or a function.
If the characteristic has a specification, this specification is lost with the conversion to a function.
The reason is that a function cannot have a specification as attribute.

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11.2 The Function Net Editor: Create function nets
11.2.1 Purpose of function nets
After having defined all functions and characteristics in the structure tree, their cause-effect
relationships are modeled in so-called Function nets. They represent step by step, which sub-
functions must be given to fulfill a superordinate function (see fig.). The figure shows merely an
extract of the function net, but you can already see the principle of function nets: As a general rule,
the functions of the superordinate level are connected to the relevant functions/characteristics of
the directly successive level one after the other (top-down approach). Usually, you start at the root
and then go step by step to the right (level 1 to level 2, level 2 to level 3, level 3 to level 4, etc.).
Implement this procedure for each top function of the root separately. If you have e.g. 5 top functions,
then you create 5 separate function nets successively.
The function net in the example must be read as follows:
For the top function of the Ballpoint pen enables writing, the function of the mechanics extends ink
cartridge is required. For the mechanics to fulfill this function, the function of the Button transfers
finger force to spacer and the function of the Spring can be overcome by finger force are required.
The Button’s function transfers finger force to spacer must be ensured by the correct design of the
Button’s product characteristics diameter, length, and mechanical resistance. The Spring’s function
can be overcome by finger force then again must be ensured by the correct design of the spring’s
product characteristics length and spring constant.
The IQ Software allows net connections, which do not follow the tree structure.
If the structure tree contains dummy elements (system elements without functions/characteris-
tics), skip the respective level when you create the net.
The Function Net Editor is available to create function nets. It supports VDA step 2.

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16 3
Some of our power users create their function nets entirely in the Structure Editor. The
operating steps required for this exceed the content of this basic training though. If needed, you can
learn this later in the APIS IQ-software for advanced users.
11.2.2 Open the Function Net Editor and create function nets
Introduction
As described above, you connect the function net usually from left to right, i.e. you start with the first
top function of the root and connect it to the relevant functions of the system elements on the second
structure tree level. Then you connect the functions used on level two to the relevant
functions/characteristics of the system elements on level three. Repeat this level-wise procedure
until you have reached the last structure tree level in the function net. The first function net is ready.
Repeat the procedure for the other top functions (one after the other).
To check for the relevance of the functions and/or characteristics of a certain system element to the
current function net, highlight the respective system element in the structure tree and see the
associated functions/characteristics in the structure list on the right. Select the relevant
functions/characteristics with the mouse (multiple selection, if necessary) and drag & drop them in
the Function Net Editor. When you place them on the focus element, please bear in mind that
objects placed on the left of the focus element are connected as effect functions and objects placed
on the right of the focus element as cause functions.
Before you create function nets, please make sure that the Auto synchronizing function is
disabled by checking in the Window menu that the command Synchronize workspaces has no
check mark.
The function net shows all effect functions and cause functions that are already connected for the
focus element. Effect functions are located to the left of the focus element and cause functions to
the right of the focus element. The current focus element is recognized by its frame (see fig.).
Effect functions Focus element with frame Cause functions
Open Function Net Editor via hot-click icon (butterfly, cherries)

In the structure list, all functions and characteristics are provided with a prefixed hot-click icon ,
which looks like a butterfly or cherries. Place the mouse button on the icon and double-click on it
with the left mouse button. The Function Net Editor with the focus element opens in the
secondary workspace (see fig.). The focus element is determined by the function or characteristic
you double-click on the hot-click icon at. The focus element is framed in the function net for you to
quickly recognize the current net focus.

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When you catch the dividing line between the two editors (top: Structure Editor; bottom:
Function Net Editor) with the mouse cursor, the cursor becomes a slide control. Drag it with
the mouse with the left mouse button pressed to change the proportion of the two workspaces.
Connect the function net step by step

1. Select the root element in the structure tree and double-click with the left mouse button on the
cherry icon of the first top function. The Function Net Editor with the first top function as
the focus element opens in the secondary workspace (see fig.).
Double-clicking on the "cherry icon" opens

the Function Net Editor for the focus
element on the bottom
2. Then select the first system element on the second level of the structure tree (e.g. Mechanics) to
be able to see its functions in the structure list on the right. In this list of functions, select the
functions with the mouse (multiple selection, if needed: select with the mouse with the Ctrl key
pressed), which contribute to the fulfilment of the focus element (focus function) (see fig.).
2. Select the relevant

function(s) in the structure
1. Select the relevant system

element(s) in the structure tree

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3. Drag & drop the selected functions from the structure list in the Function Net Editor and
place them in the right part of the focus element (see fig., upper part) to connect the functions
as cause functions. As soon as you reach the focus element while you drag & drop, a black arrow
is displayed for your convenience. If you are in the left part of the focus element, the arrow points
to the left and the functions are connected as effect functions of the focus element, if you release
the mouse button. If the mouse cursor is in the right part of the focus element, then the arrow
points to the right and the functions are connected as cause functions of the focus element, if you
release the mouse button. According to the top-down approach, you place the objects to be
connected always in the right part (figure above)! The black texts in the function net indicate,
which system element the function or the characteristic is part of.
OK
Not OK
4. In the next step, you search the required sub-functions on the third structure tree level for all
already connected functions of the second function net level (extends ink cartridge). The
function extends ink cartridge is part of the system element Mechanics, which has the system
elements Button, Spring, etc. as successors on the third level of the structure tree. Their functions
must now be checked for relevance. To do so, select the system element Button in the structure
tree, select the relevant functions in the structure list, and drag & drop them in the right part of the
function extends ink cartridge in the function net (Caution: Do not drag onto the focus element!).
If you release the mouse button, the functions are connected as cause functions. Repeat this
procedure similarly for the system element Spring. The following function net is the result.
5. In the last step, you need to connect the respectively relevant product characteristics to the
function of the Button and the function of the Spring (see fig.). To do so, select system elements
of the design level of the Button and the Spring consecutively in the structure tree and connect
the relevant characteristics to the respective function. The characteristics of the Button are usually
not connected to the functions of the Spring and vice versa.

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6. You have reached the last level in structure tree (design level) and thus completed the first
function net. Repeat steps 1 to 5 for the other top functions of the root.
In a function net, characteristics are connected in the same way as functions. Strictly speaking, it
should be called function/characteristic net and the editor Function/Characteristic Net
Editor. Don’t let that confuse you.
11.2.3 "Colored" hot-click icons as means of supervision
While the function nets are connected, the "cherry icons" of the applied functions and characteristics
are colored green in the structure list (see fig.).
Each object in the function net is checked, whether it has function net connections to the left (if yes:
left cherry is colored green) and to the right (if yes: right cherry is colored green). You can thus
quickly check the following items by means of the "cherry color":
 All functions/characteristics with an entirely white cherry icon are currently not included in any
function net. The aim is not to leave any white cherry icons for functions and characteristics.
 For the root, the cherry icon should be colored on the right only , as there are no more system
elements (predecessors) to the left of the root.
 On the last structure tree level, the cherry icon should be colored on the left only , as there
are no more system elements (successors) to the right of it.

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11.2.4 Description of the different frames in the function net
Depending on how you actually connected the different functions, in a function net you see:
 Always a frame around one function/characteristic. This frame indicates the current focus
element, for which the net connections (effect and cause functions) are shown.
 Possibly a dashed frame around some of the functions/characteristics. You see only one
function net for a specific focus element at a time. An FMEA includes more than one function
nets though. Now, it may happen that a function or a characteristic is part of several function
nets. That is why the dashed frame indicates that this function or characteristic has further
connections, which are not - or not in the foreground - visible in the current net. To show these
"hidden" connections, you need to make the object with the dashed frame the focus element
(change the focus element). To do so, select the object and select the command Make focus
element from the context menu. Now, the object is framed (new focus element) and the
function net related to this object is shown. For better understanding, the following figure shows
an example, in which "hidden" connections are available. Please note that the focus element
varies in the four views. Function F4 has two effect functions (F2 and F3), which again have
different effect functions (F1 and F0):
11.2.5 Change the focus element of the function net
On the one hand, you can open a function net directly with a specific focus element. For this purpose,
go to the required system element in the structure tree and double-click on the cherry icon of the
desired function or characteristic in the structure list on the right. The Function Net Editor with
this object as the focus element opens in the bottom. To change the current function net, execute
another double-click on the cherry icon of another function or another characteristic in the structure
list. This causes the focus element in the Function Net Editor at the bottom to change and the
function net now relates to this element.
On the other hand, you can change the focus element in an open function net also in the Function
Net Editor. To do so, highlight the required object in the function net and select the command
Make focus element from the context menu. The object is now framed and the function net is
related to this object.
11.2.6 Automatic creation of function nets by the IQ Software
Especially for new products and concepts, you gain considerable information, when you create
function nets. This results mostly from the fact that you have to think through your product and the
functional relationships in much detail. The time needed to connect the function nets, however,
should not be underestimated. That is why many IQ users save the effort for follow-up products by
defining only the functions and characteristics in VDA step 2. After all the failure nets are
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connected (VDA step 3), they let the IQ Software (retroactively) automatically create the function
nets based on the failure net logics. How does that work?
Each failure of a failure net is anchored at a function or a characteristic and the IQ Software knows
this hierarchy. Therefore, the function net connections can be automatically created based on the
failure net connections. The following figure shows an extract of a failure net, in which the
superordinate function of each failure is also displayed with the help of the display options. When it
automatically connects the function nets, the IQ Software recognizes that e.g. a failure net
connection between transfers finger force to spacer insufficiently and diameter too low exists. Based
on this logic, the IQ Software also connects the function transfers finger force to spacer to the
function diameter and thus automatically creates the function connection (indicated by dashed line).
This is similarly done for all the other functions, the failures of which are connected in a failure net.
The resulting function net for the example looks as follows:
You need to have all the failure nets (VDA step 3) created first to be able to have the function nets
retroactively automatically connected. To trigger the automatic connection, open a failure net by
double-clicking on the "colored" cherry icon in front of a failure. The Failure Net Editor opens
in the secondary workspace. Click in the editor to make this workspace the active one. Then select
the command Create function nets [database] from the Tools menu. As soon as you click
in the upper workspace (Structure Editor), the IQ Software connects the associated function
nets for the available failure nets in your current structure tree and colors the cherry icons
accordingly.
If you use the command Create function nets [failure net] from the Tools menu
instead, only the function net associated to the current failure net in the Failure Net Editor will
be automatically created.

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11.2.7 Function Net Editor: Recommended display options
operating principles of the display options. In this chapter, we provide you with recommendations,
which options are the most interesting in particular for IQ beginners. In addition, the meaning of some
important options will be explained.
APIS trainer team has therefore defined standard display options for the most important editors on
the basis of practical experience. They are automatically set to "active", when the software is
installed. It is thus not necessarily required in the beginning to deal with the display options. Please
note that these standard display options are integrated only as of service pack 50 of version 6.5.
Category: Display options
It is very helpful to show the associated system element of each function or characteristic in the
function net. This makes e.g. clear that the function retains ink cartridge is a function of the system
element Mechanics. Without this context information, you would have to integrate a reference text
to mechanics in the function text, where necessary.

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Category: Additional information
In the IQ Software, the different object types also have different colors. The option Colored text
has the effect that e.g. the text of a function is green and the text of a characteristic turquoise in the
function net.
If you want to, you can provide for all objects in the function net to start at a shared line on the left
by means of the option Align levels similar to the same option for the structure tree.
Category: System optimization
All options listed here are actually Workstation settings (also in section System optimization).
They were presented as display options once more in order to give you a quick access to them in
the net editor. A modification of one option will affect both software sections (workstation settings,
display options) likewise.
You can limit the number of displayed effect levels (to the left) and/or cause levels (to the right) of
your selected focus function. Should more effect or cause levels exist than defined, then these levels
will be folded. Furthermore, you can define the maximum number of displayed objects.
By activating the drop-down list, you will get a further selection box in the extended toolbar. This box
will list all functions of the root of all existing structures in the current fme file. For the top function,
which is selected from the list, the function net opens up.

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12 VDA step 3: Create failures and failure nets
In the first step, you define the failures for all functions and characteristics of the structure tree. Then
you create the so-called Failure nets to model the cause-effect relationships between the failures.
12.1 Enter failures

Pursuant to the object hierarchy (see chapter Object hierarchy (as of page 75)), failures are
dependent objects of a function or characteristic. The basic principle for creating new failures
therefore is: Select that function or characteristic in the structure tree, for which you want to
define new failures!
You select e.g. the function enables writing of the root element to generate new failures for it (e.g.
does not enable writing, does not enable long writing, etc.). Then you select the next function of the
root and define the failures accordingly. Repeat this procedure until you have defined failures for all
functions and characteristics (exception: dummy elements) in the structure tree.
You can enter the new failures by means of the input collector for failures or directly (so-called Direct
add). To open the input collector for failures, two possibilities are provided. All three options to create
new failures are described in the following chapters.
12.1.1 Open input collector via context menu
Select the required function or characteristic and press the right mouse button. Select the command
Failures from the opened context menu. The input collector for failures (see fig.) opens. Enter the
required failures (e.g. does not enable writing) in the edit line.
Press the Enter key to apply the new failure to the clipboard and then define further failures in the
edit line (see fig.).
After having entered all the required failures and applied them to the clipboard (see fig.), press the
Enter key with the edit line being blank.

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The new failures are applied to the structure as dependent objects of the currently selected
function/characteristic and they are displayed in the structure list on the right (see fig.). To apply the
failures, you can alternatively use the close icon of the input collector.
To create failures for the other functions/characteristics (e.g. enables easy operation) repeat the
described procedure (see fig.). As soon as you defined the failures for all the functions of the root,
go to the next system element on the second structure tree level and continue there. The aim is to
define failures for all functions and characteristics of all system elements (exception: dummy
elements) in the structure tree.
12.1.2 Open input collector via icon in extended toolbar
Select the required function or characteristic and click on the icon in the extended toolbar on top.
The input collector for failures opens. The further procedure to define new functions corresponds to
the above described.
12.1.3 New failure based on suggested text (Ins key)
If you defined the names of the functions in a clear and straightforward way (e.g. enables easy
operation), the text of the associated failure (e.g. does not enable easy operation) often is very similar
to the text of the function. Instead of entering the identical part of the text again in such cases, you
can generate a text copy of the function and then adjust this copy. This procedure is recommended,
whenever the function text and the required failure text are quite similar.

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Select the required function or characteristic and press the Ins key on the keyboard. This procedure
is called Direct add. A failure with an identical text is created below the originally selected
function/characteristic. Please note that this text copy is entirely highlighted initially (see fig.), i.e. if
you simply start writing, you will overwrite the suggested text.
Therefore, you should first click with the mouse on the highlighted text to remove the highlighting of
the text copy. Then you can selectively edit it (see fig.).
The precondition for a suggested text to be shown when you use Direct add (Ins key) is that the
workstation setting Direct insert: Generate names automatically is enabled (menu
Tools | Workstation settings | Settings in the category General). This option already is
activated by default in the IQ Software.
12.2 The Failure Net Editor: Create failure nets
12.2.1 Purpose of failure nets
After you defined all failures for all functions and characteristics, their cause-effect relationships are
modeled in so-called Failure nets. They represent all possible causes and all possible effects of a
certain failure (see fig.). The failures regarded as “failures” are usually located at the system
elements on the next to last structure tree level (e.g. at Button). In the example, the focus failure of
the failure net is does not transfer finger force to spacer. For this failure, the connected causes,
which do usually result from the failures of the system elements on the last structure tree level (e.g.
from Geometry Button, Material Button), are shown on the right. To the left of the focus failure first
the direct effects (effects on Mechanics on structure tree level 2) are shown and in addition to these,
the top effects (effects on the Ballpoint pen) are shown.
Usually, you first connect the causes and then the effects to a focus failure. The aim is to connect all
failures of the next to last structure tree level accordingly. If you have e.g. 5 failures, then you
successively create 5 separate failure nets.

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Top effects Direct effects Failure (focus element) Causes
The failure net in the example must be read as follows:
The focus failure does not transfer finger force to spacer is triggered by one (or more) of the three
causes diameter too low, length too short, or mechanical resistance too low. If the failure occurs, it
leads to the (direct) effects does not extend ink cartridge and/or does not retract ink cartridge of the
system element Mechanics. These effects then again trigger the top effects does not enable writing,
does not enable long writing, soils clothes, and/or damages clothes of the Ballpoint pen.
The IQ Software enables failure net connections, which do not follow the tree structure.
If the structure tree contains dummy elements (system elements without functions/characteristics
and failures), then skip this level when you create the net.
The Failure Net Editor is available to create failure nets. It supports the VDA step 3.
Some of our power users create their failure nets entirely in the Structure Editor. The
operating steps required for this exceed the content of the basic training though. If needed, you can
learn this later in the APIS IQ-software for advanced users.

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12.2.2 Open the Failure Net Editor and create failure nets
Introduction
As described above, usually first the causes and then the effects are connected to a focus failure.
I.e. you start with the first system element of the next to last structure tree level with its first failure
(first focus failure) and connect the relevant failures of the system elements on the last structure tree
level to that. Thus, you have determined the causes. Then you connect the focus failure to the
relevant failures of the structure tree level directly following the failure level on the left side.
Depending on the number of levels in your structure tree, these represent either the direct effects
(4-level tree) or the top effects (3-level tree). In the 4-level tree, you need to connect the direct effects
to the relevant failures of the root (top effects). If your structure tree has more than 4 levels, you
establish connections, starting at the focus failure, level-wise in the direction of effects, until you
reach the root. The first failure net is completed. Repeat the same procedure for the other failures
on the next to last structure tree level (one after the other).
To verify the relevance of the failures of a system element to the current failure net, select the
respective system element in the structure tree. You see the associated failures below the
functions/characteristics in the structure list on the right. Select the relevant failures with the mouse
(multiple selection, if necessary) and drag & drop them in the Failure Net Editor. When you
place them on the focus element, please bear in mind that objects placed on the left of the focus
element are connected as effects and objects placed on the right of the focus element as causes.
Before you create failure nets, please make sure that the Auto sync function is disabled by
checking in the Window menu that the command Synchronize workspaces is unchecked.
The failure net shows all effects and all causes that are already connected for the focus element.
Effects are located to the left of the focus element and causes to the right of the focus element. The
current focus element is recognized by its frame (see fig.).
Focus element
Effects (failure) Causes
with frame

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Open Failure Net Editor via hot-click icon (butterfly, cherry)
In the structure list, all failures are provided with a prefixed hot-click icon , which looks like a
butterfly or cherries. Please note that this hot-click icon is available for functions/characteristics and
for failures. Place the mouse button on the icon in front of a failure and double-click on it with the
left mouse button. The Failure Net Editor with the focus element opens in the secondary
workspace (see fig.). The focus element is determined by the failure the hot-click icon of which you
double-click on. The focus element is framed in the failure net for you to quickly recognize the current
focus element in failure nets.
When you catch the dividing line between the two editors (top: Structure Editor; bottom:
Failure Net Editor) with the mouse cursor, the cursor becomes a slide control. Drag it with the
mouse with the left mouse button pressed to change the proportion of the two workspaces.
Connect the failure net step by step

1. Select a system element on the next to last structure tree level in the structure tree and double-
click with the left mouse button on the cherry icon of the first failure. The Failure Net
Editor with that failure as the focus element (focus failure) opens in the secondary workspace
(see fig.).
Double-click on the "cherry icon" opens the Failure

Net Editor for the focus element at the bottom
2. Then, staying on the same branch, highlight the first system element (e.g. Geometry button) of
the last level to be able to see its failures in the structure list on the right. In this list of failures,
select those failures with the mouse (multiple selection, if needed: select with the mouse with the
Ctrl key pressed), which represent causes of the focus element (focus failure) (see fig.).

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2. Select the relevant
1. Select the relevant system causes in the
element in the structure tree structure list
3. Drag & drop the selected failures from the structure list to the Failure Net Editor and place
them in the right part of the focus element (see fig., upper part) to connect these failures as
causes. As soon as you reach the focus element while you drag & drop, a black arrow is displayed
for your convenience. If you are in the right part of the focus element, the arrow points to the right
and the failures are connected as causes of the focus element. Contrariwise, if the mouse cursor
is in the left part of the focus element, the arrow points to the left and the failures are connected
as effects of the focus element (see fig., lower part). As you should first connect the causes, you
should place the objects to be connected to the right part of the focus element. The black texts
in the failure net indicate, which system element the failure is part of.
Correct: Failures connected as causes
Incorrect: Failures connected as effects
4. In the next step, you connect the direct effects. To do so, select the system element (Mechanics)
directly preceding the system element Button and check its failures for relevance in the structure
list on the right. Select the relevant failures and drag & drop them to the left part of the focus
failure does not transfer finger force to spacer in the failure net. When you release the mouse
button, the selected failures are connected as effects (see fig.). If you have a 3-level tree, the
direct effects equal the top effects and your failure net is completed. In a 4-level tree, please
proceed with step 5.

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5. In a 4-level tree, the last step is to connect the direct effects to the top failures. To do so, select
the root in the structure tree. In the structure list on the right, select the relevant failures for the
first direct effect and drag & drop them in the left part of this direct effect. Repeat this step for the
other direct effects (see fig.). Please make sure not to pull the top effects on the focus failure, but
on the relevant direct effect when you drag & drop!
6. You have reached the top level in the structure tree (first level) and thus completed the first failure
net. Repeat steps 1 to 5 for the other failures on the next to last structure tree level.
The example shows a 4-level net. If you have more than 4 levels, connect the net level by level
forwards until you reach the top level.
12.2.3 "Colored" hot-click icons as means of supervision
While the failure nets are connected, the "cherry icons" of the applied failures are colored red in the
structure list (see fig.).

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Each object in the failure net is checked, whether it has failure net connections to the left (if yes: left
cherry is colored red) and/or to the right (if yes: right cherry is colored red). You can thus quickly
check for the following by means of the "cherry color":
 All failures with an entirely white cherry icon are currently not included in any failure net. The
aim is not to leave any white cherries for failures on the middle level(s).
 In contrast, the cherry icons for failures of the root element should be colored on the right side
only as there are no more system elements (predecessors) to the left of the root.
 On the last structure tree level, the cherry icons should be colored on the left side only as
there are no more system elements (successors) to the right of it.
12.2.4 Description of the different frames in the failure net
Depending on how you connected the different failures, a failure net shows you:
 Always a frame around one failure. This is the current focus element (focus failure), the net
connections (effects and causes) for which are shown in the failure net.
 Possibly a dashed frame around some of the failures. You see only one failure net for a specific
focus element at a time. An FMEA includes more than one failure net though. Now, it may
happen that a failure is part of several failure nets. That is why the dashed frame indicates that
this failure has further connections, which are not - or not in the foreground - visible in the current
net. To show these "hidden" connections, you need to make the object in the dashed frame the
focus element (change the focus). To do so, select the object and choose the command Make
focus element from the context menu. The object is framed (focus element) now and the
failure net related to this object is shown. For better understanding, the following figure shows
an example, in which "hidden" connections are available. Please note that the focus element
varies in the four views. Failure F4 is connected to two failures (F2 and F3), which again have
different effects (F1 and F0).
12.2.5 Change the focus element of the failure net
On the one hand, you can open a failure net directly with a specific focus element. For this purpose,
go to the required system element in the structure tree and double-click on the cherry icon of the
required failure in the structure list on the right. The Failure Net Editor with this object as focus
element opens in the bottom. To change the current focus, simply execute another double-click on
the cherry icon of another failure (of the current net) in the structure list. A new failure net will open
up, now focusing on this element.
On the other hand, you can change the focus element also in an already open failure net in the
Failure Net Editor. To do so, select the required object in the failure net and choose the
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command Make focus element from the context menu. The object is framed now and the failure
net related to this object is shown.
12.2.6 A brief aside: Create a failure net based on the function net logic
Precondition for the function described in the following is that the function nets are connected
completely and properly as faulty functional connections will lead to faulty failure net connections.
Function nets describe the "positive view", i.e. "what" is functionally required and "how" are the
various functions related to each other for e.g. the product to work properly. The failure nets
represent the "negative view", i.e. what are the effects e.g. for the product, if certain functions (e.g.
of a component) are not or only partially given. Experience shows that function nets and failure nets
often follow the same, shared logic. Only in a few exceptional cases, their logics differ.
Consequently, you can use the already available function net logics to create your failure nets and
you do not have to worry again about the interrelations. The figure shows a function net.
In the following figure, the display options were used to display the failures of each function or
characteristic in the function net. The failure net to be created is indicated by the dashed lines.
The IQ Software is able to use the logic of the function net to provide you with suggestion lists for
causes and effects for a focus failure, from which you simply choose the required ones. The IQ then
integrates the selected failures (causes and/or effects) automatically in the failure net.
To create a failure net based on this functionality, proceed as follows:
1. Select the required system element on the next to last structure tree level and double-click on the
cherry icon in front of the required failure in the structure list on the right. The Failure Net
Editor with the selected failure as focus failure opens in the secondary workspace (see fig.).

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2. Select the focus failure in the failure net and click on the icon for causes in the toolbar on top
(Note: It is the right one of the two icons). The IQ Software knows that the focus failure can not
be overcome by finger force is part of the function can be overcome by finger force and that this
function is connected to the characteristics length and spring constant on the next level to the
right in the function net. Based on that, a selection dialog is displayed offering the failures of these
two characteristics as potential failure causes (see fig.).
3. Tick the relevant causes and confirm with OK. Consequently, the selected failures are connected
in the failure net as causes for the focus failure (see fig.).
4. Now, select the focus failure in the failure net again and click on the icon for effects in the
toolbar on top (Note: It is the left of the two icons). The IQ Software knows that the focus failure
can not be overcome by finger force is part of the function can be overcome by finger force and
that this function is connected to the function extends ink cartridge on the next level to the left in
the function net. Based on that, a selection dialog offering the failures of this function as potential
failure effects is displayed (see fig.).
5. Tick the relevant effects and confirm with OK. Consequently, the selected failures are connected
as failure effects of the focus failure in the failure net (see fig.).

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6. Starting with the focus element, both suggestion lists apply only to the directly subordinate and
the directly superordinate function level. To connect the top effects in a 4-level tree, you must
therefore move the focus element one level to the left. To do so, highlight the direct effect does
not extend ink cartridge in the failure net and select the command Make focus element from
the context menu (see fig.).
7. Now, select the new focus failure in the failure net and click on the icon for effects in the
toolbar on top (Note: It is the left of the two icons). The IQ Software knows that the focus failure
does not extend ink cartridge is part of the function extends ink cartridge and that this function is
connected to the function enables writing on the next level to the left. Based on that, a selection
dialog is displayed offering the failures of this function as potential effects (see fig.).
8. Tick the relevant effects and confirm with OK. Consequently, the selected failures are connected
in the failure net as effects of the (new) focus failure (see fig.).
9. In the example, we have reached the top level and the first failure net is completed. If your tree
has more than 4 levels, change the focus element again (one level to the left in the failure net)
and connect further effects. Repeat this procedure until you reach the top level.
In the following figure, the display options of the Failure Net Editor were used to also show
the corresponding functions/characteristics of the failures in the failure net. Do you recognize the
original function net indirectly (indicated by the "dashed" lines)?

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As soon as you change the focus element for the first time, you only connect effects from the
corresponding suggestion list. You can skimp on the causes, since, as soon you completed the
failure nets for all failures on the next to last structure tree level, the causes of the direct effects
and of the top effects are correct automatically.
12.2.7 Failure Net Editor: Recommended display options
operating principles of the display options. In this chapter, we provide you with recommendations for
the most interesting options, in particular for IQ beginners. In addition, the meaning of some
important options are explained further.
based on practical experience. They are activated automatically, when the software is installed. It is
thus not necessarily required in the beginning to deal with the display options. Please note that these
standard display options are integrated only as of service pack 50 of version 6.5.
Category: Display options
It is very helpful to show the associated System element of each failure in the failure net. This makes
it e.g. clear that the failure does not retain ink cartridge is part of the system element Mechanics.
Without this context information, you would have to integrate a reference text to mechanics in the
failure text, where necessary.

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Category: Additional information
In the IQ Software, the different object types also have different colors. The option Colored text
has the effect that e.g. the text of a failure in the failure net is red.
If you want to, you can provide for all objects on the same level in the failure net to start at a shared
line on the left. You do so by means of the option Align levels which is similar to the same option
for the structure tree.
Category: System optimization
All options listed here are actually Workstation settings (also in section System optimization).
They were presented as display options once more in order to give you a quick access to them in
the net editor. A modification of one option will affect both software sections (workstation settings,
display options) likewise.
You can limit the number of displayed effect levels (to the left) and/or cause levels (to the right) of
your selected focus function. Should more effect or cause levels exist than defined, then these levels
will be folded. Furthermore, you can define the maximum number of displayed objects.

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By activating the drop-down list, you will get a further selection box in the extended toolbar. This box
will list all functions of the root of all existing structures in the current fme file. For the top function,
which is selected from the list, the function net opens up.
13 VDA step 4/5: Actions and valuations in the FMEA form

With the failure nets, you created an important foundation for the FMEA form, as the columns in the
form for Effects, Failure mode, and Causes are filled based on the failure nets. Now, you have to
conduct the risk evaluation and define the actions.
At first, assign the S rating to all effects. Then, define the already "existing" preventive and detection
actions and, correspondingly, the O rating and the D rating for each cause (VDA step 4). The current
risk (RPN) is displayed for each cause. Then, decide for each cause, whether the current risk is
acceptable. If not, you need to define new actions including a new O and/or D rating (VDA step 5).
Specify the responsible person (e.g. Roberts), the target deadline (e.g. 31/06/2015), as well as the
status (e.g. in progress) for each new action. Repeat VDA step 5 until you have reached an
acceptable residual risk for each cause.
The following chapters will explain the various editing options in the FMEA form systematically.
13.1 Create an FMEA form
13.1.1 Interrelation between structure tree, failure net, and FMEA form
In VDA step 3, you have defined the failures for all system elements (more precisely: their
functions/characteristics) and afterwards modeled the cause-effect relationships between the
failures in failure nets. This information is applied to the FMEA form as follows (see fig.):
 The failures on the next to last structure tree level are usually the failure modes.
 Therefore, to create an FMEA form, select the system elements on the next to last level in the
structure tree. The IQ Software will then apply the failures of these system elements to the form
column Failure mode. Furthermore, the associated function/characteristic as well as the
associated system element of each failure mode are shown in the form as well. In the example,
a form was created for the system element Lower housing.
 Next, the IQ Software checks the failure nets for causes and effects of each failure mode (e.g.
does not locate ink cartridge) and applies them to the columns Effects and Causes. In the
example below, the failure does not locate ink cartridge in linked to one effect and three causes
in the failure net. The IQ Software displays this information accordingly.

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Please make sure to create the form on the correct structure tree level! Otherwise, an incorrect
form logic will be applied and some columns may possibly remain empty. If you e.g. create a form
for the root, then its failures will be displayed in the column Failure mode, even though they represent
top effects. The column Causes is filled with the failures of the second failure net level as far as they
are connected to the top effects. As the top effects have no further effects in the failure net, the
column Effects will remain empty (see fig.). Please be aware: The following figure is a negative
example for the FMEA form creation!

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FMEA form for failure net with four or more levels
In the default setting, the IQ Software checks the failure net only one level to the left for connected
effects (direct effects) and one level to the right for connected causes (direct causes). In case of
failure nets with four or more levels, you would therefore lose information in the form. By changing
the display options of the FMEA Form (activate the option All for Effects and Causes in Options II)
it is possible to represent failure nets with four or more levels in the FMEA Form (see fig.). All effect
levels of the failure net are then applied to the column Effects. For better differentiation of the
different effects, all top failures are prefixed with a double arrow ">>" in the FMEA form. The effects
directly following the failure are the so-called direct effects.

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Top effects Direct effect Focus Failure (Failure Mode) Causes
13.1.2 Create an FMEA form in the structure tree
The following principle applies to the creation of an FMEA form: Select the system element(s) in
the structure tree, at which the failures (failure modes) are located to create a form for them.
These are usually the system elements of the "next to last" structure tree level.
Depending on how many system elements you want to integrate in an FMEA form, a distinction is
drawn between single forms (only one system element) and group forms (at least two system
elements). A system element can be part of several forms. If this system element is later changed
in one of the forms, then the IQ Software applies these changes automatically to the other form.
It is up to you, how many system elements you integrate in a form. When you select the system
elements in the structure tree, however, please observe the principle of the next to last level!
To create a form, select the system element(s) in the structure tree and select the command
-> FMEA Forms Editor from the context menu. Thereupon, the required form is created and the
FMEA Forms Editor opens in the lower workspace. You can create further forms in the same
way. The so-called FMEA Forms Management contains an overview of all available forms of the
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current structure (menu Administration | FMEA Forms Management). The following chapter
FMEA Forms Management: Create and administrate FMEA forms (as of page 193) contains
detailed information on this topic.
A few examples for better understanding. The sample structure tree looks as follows (see fig.).
To create a single form for Lower housing, select this system element in the structure tree and
execute the given context menu command (see fig.). After you confirmed an intermediate query, the
form is created. The system element Lower housing is given the hot-click icon for the FMEA form.
Double-clicking on the hot-click icon will later open the existing form in the lower workspace.
The resulting sample form analyzes the following part of the structure tree (see yellow marking in
fig.).

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To create a group form for Mechanics, do not select the system element Mechanics, but the system
elements on the mechanics branch on the next to last structure tree level (see fig.). Then execute
the context menu command given above.
After you confirmed an intermediate query when creating a group form, a query dialog is displayed
regarding the name of the form (see fig.). The suggested name is initially the name of the first system
element (in the example Button) in your form. You can change it as you like (e.g. to Mechanics).
Finally, confirm with OK. To be able to distinguish between the various forms in the FMEA Forms
Management, you should assign explicit names to the forms. All the system elements highlighted
for the creation of the form are given the hot-click icon for the FMEA form. Double-clicking on the
hot-click icon will later open the existing form in the lower workspace.
The resulting sample form analyzes the following part of the structure tree (see yellow marking in
fig.).

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To create a group form for the complete Ballpoint pen, do not select the system element Ballpoint
pen, but the system elements on the next to last structure tree level on all branches of the entire tree
(see fig.). Then execute the context menu command given above.
After you confirmed an intermediate query when creating a group form, a query dialog is displayed
regarding the name of the form (see fig.). The suggested name is initially the name of the first system
element (in the example Lower housing) of your form. You can change it as you like (e.g. to D-FMEA
Ballpoint pen). Finally, confirm with OK. To be able to distinguish between the forms in the FMEA
Forms Management, you should assign explicit names to the forms. All the system elements
highlighted for the creation of the form are given the hot-click icon for the FMEA form. Double-
clicking on the hot-click icon will later open the existing form in the lower workspace.

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The resulting sample form analyzes the entire structure tree (see yellow marking in fig.).
13.1.3 FMEA Forms Management: Create and administrate FMEA forms
As described in the previous chapter, you can create several FMEA forms in one structure tree.
The so-called FMEA Forms Management is available to administrate the different form.
13.1.3.1 Open the FMEA forms management
Open the FMEA forms management by selecting the command FMEA Forms Management from
the Administration menu. The management contains all the forms available in the current
structure. The number of system elements contained in each form is indicated in brackets. You can
unfold the content of a form by clicking on the plus sign in front of the form (see fig.). When
unfolded, the system elements integrated in the form are shown. Clicking on the minus sign folds
the view again.

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Various editing options, explained in the following, are available to administrate the forms.
13.1.3.2 Change the form name
You can change the name of the form (e.g. Lower housing in D-FMEA Ballpoint pen) by selecting
the form and clicking on the Properties button on the right. Define the new name in the properties dialog
and confirm with OK (see fig.).
13.1.3.3 Create new form
As an alternative to creating a new form in the structure tree, you can do that directly in the FMEA
Forms Management. To do so, click on the New button on the right. A selection dialog is displayed,
which contains the content of the structure tree in a hierarchical list. The principle of the next to last
level applies again to the selection (ticking) of the system elements. You can orientate yourself by
the blue numbering. To create a form e.g. for Mechanics, you would have to tick the system elements
as shown in the figure below.
After the confirmation with OK, the form is initially given the name of the first system element (in
the example Button). This name is not purposeful and should be changed to e.g. Mechanics. To do
so, select the form and then click on the Properties button on the right. Define the new name in the
properties dialog and confirm with OK.

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13.1.3.4 Delete a form
To delete a form, select the required form and click on the Remove button on the right. Please note
that the content of the FMEA form header as well the content of the related FMEA cover sheet are
irretrievably lost when you delete a form.
13.1.3.5 Expand/reduce form content
You can retroactively expand or reduce the content (system elements) of an existing form. To do so,
select the form and click on the Select button on the right. A selection dialog is displayed showing the
content of the structure tree in a hierarchical list. All the "ticked" system elements represent the
current content of the form. Tick further system elements to expand the content of the form or untick
system elements to reduce the content.
13.1.3.6 Open a form or change the current form
The FMEA forms management shows all the forms available in the current structure. Open a form
by selecting it and clicking on the Open button on the right. This form is then opened in the FMEA
Forms Editor. If form 1 is already open in the FMEA Forms Editor and you want to switch to
form 2, then go to the FMEA forms management and open form 2.
To change the displayed form, you can also use the first drop-down menu of the third toolbar, if the
FMEA Forms Editor is active (see fig.).
Clicking on the black arrow on the right opens a drop-down menu showing the forms of the current
structure. The form prefixed with ">" is the currently active form. You can select the required form
with the mouse.
13.1.3.7 Sorting of forms
If you have several forms, you can sort them By name, By creation data, By number, or By item
code. To do so, select a form and click on the Sort button on the right. Then choose the sorting
criterion.
For the sorting criterion By number, the number of the first system element is used for each form.
The number of the system element results from its position in the structure tree. When you newly
created the structure you have possibly defined in the field Number (optional field), with which
number to start at the root. For the sorting criterion By item code, the item code of the first system
element is used for each form. Precondition is that you have defined item codes.
13.1.3.8 Sort the system elements of a form
If you have a group form, you can change the order of representation of its system elements by
means of sorting By name, By creation date, By number, or By item code. To do so, unfold at first
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the group form by clicking on the plus sign . Then, select one of its system elements and click on
the Sort button on the right. Finally, choose the sorting criterion.
For the sorting criterion By number, the number which results from the system element’s position
in the structure tree is used. When you newly created the structure you have possibly defined in the
field Number (optional field), with which number to start at the root. If you have defined item codes
for your system elements, they are taken as the basis of the sorting criterion By item code.
13.1.3.9 Versioning of forms
An FMEA is a "living document", which is updated repeatedly over time for different reasons (e.g.
change of design, claim). Therefore, different versions of the FMEA exist. If you want to archive the
older versions of an FMEA form, you can create a so-called Version in the IQ Software. To do so,
highlight the required form and then click on the Create version button on the bottom left. A dialog is
displayed, where it is recommended to define a version add-on before or after the form name (e.g.
D-FMEA Ballpoint pen_V1_20140527). After you confirm with OK, the version is created for the form.
To prevent overloading the forms management, the versions are hidden at first. To show them, you
need to enable the option Show versions on the bottom by ticking. The version is then shown below
the related form (see fig.). A version "freezes" the current data status of your form.
To open a version, select it in the forms management and click on the Open button on the right. A
version always opens in the read-only mode, i.e. the editing commands are disabled. However, you
Please note that the versions of a form are sorted in descending order. The last version therefore
stands in the first position (see fig.).
A version is always a one-to-one copy of the form and thus doubles the data volume with regard
to the form. The form version comprises the entire content of the form and, if available, the related
FMEA cover sheet. A structure version in contrast always comprises the entire data set of this
structure (including FMEA form, Control Plan, etc.).
delete it by highlighting this version and clicking on the Delete button on the right.
13.2 The FMEA Forms Editor
13.2.1 Purpose
The FMEA Forms Editor serves to enter the preventive and detection actions, to assign the S, O,
und D ratings and to define the responsibilities for the actions including deadlines and status. Thus,
it supports VDA steps 4 and 5.

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Some of our power users create their FMEA (all 5 VDA steps) entirely in the Structure Editor.
The operating steps required for this exceed the content of this basic training though. If needed, you
can learn this later in the APIS IQ-software for advanced users.
13.2.2 Open the FMEA Forms Editor

Two options are available to open the FMEA Forms Editor, which are described in the following.
13.2.2.1 Open form via menu
You can switch from the currently active editor (e.g. Structure Editor) to the FMEA Forms
Editor by selecting the command FMEA Form from the Editors menu. The FMEA Forms
Editor opens. If no form is available yet for the object highlighted in the structure tree, a query is
displayed, whether you want to create a form for this object. Normally, you can close the query by
pressing Abort. Then you need to open the required form in the FMEA Forms Editor. To do so,
open the Administration menu and select the command FMEA Forms Management. In the
forms management, highlight the required form and click on the Open button on the right. Proceed in
the same manner to change the form displayed in the FMEA Forms Editor.
The Personal Desktop includes a navigation bar on the left side of the screen, containing icons
for quick access to the most important editors. As an alternative to changing the editor via the menu,
you can also click on the icon for the FMEA Forms Editor.
13.2.2.2 Open form via hot-click icon
If forms are already available in the current structure, then the relevant system elements in the
structure tree have the hot-click icon for the FMEA form. Double-clicking on this icon opens the
FMEA Forms Editor with the relevant form in the lower workspace.
13.2.3 Change the form layout

In the IQ Software, you can open the FMEA Forms Editor in various so-called Form layouts. A
layout is a definition of the structure and the logic of the form table.
By default, the FMEA Forms Editor is opened in the VDA96/VDA06 layout. The APIS trainer team
recommends this layout, as it is more clearly arranged and easier to understand especially for
beginners than the other layouts. It is up to you though, which layout you want to use.
With the FMEA Forms Editor being active, you can change the layout by selecting the command
Format from the View menu and in the following menu the command Layout. A menu will be
displayed (see fig.) listing all the available layouts, from which you select the required layout (e.g.
AIAG (4th edition, D - Design)) with the radio button.
If you defined contents for the form header in the current form layout (e.g. VDA96/VDA06), they
apply only to this layout. If you switch to another layout (e.g. AIAG (4th edition, D - Design)), the
header data are empty, unless header data were defined for this layout as well in the past. The
FMEA cover sheet, however, is part of the FMEA form and is independent of the selected layout.

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13.2.4 Set-up: Form header and FMEA form
The FMEA Forms Editor comprises the sections form header and form (see fig.), which are
described in the following.
Form header
Form
13.2.4.1 Form header: Fill in, change field name, change logo
A form starts with the form header, where you can store important information (e.g. examined
product, FMEA type, creation date, last date of change, editor, etc.) for the correct interpretation of
the FMEA. We will explain the header data using the example of the VDA96 form header. The form
header includes fields filled automatically and fields that are to be filled manually.

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Automatically filled fields in the form header
The IQ Software fills the following fields automatically:
 Type/Model/Fabrication/Lot: By default, this field contains the name of the current

structure, as defined in the Project Management. You can change the name. This does not
affect the structure name in the Project Management.
 FMEA/system element: By default, this field contains the name of the current form, as defined
in the FMEA Forms Management. Changing the name also changes the form name in the
FMEA Forms Management.
 Item code: This field shows the item code of the first system element in the current form.
Changing the item code does not change the item code of the system element, but applies to
the FMEA form only.
 Number: This field shows the number of the first system element form the structure tree in the
current form. Changing the FMEA number does not change the number of the system element
in the structure tree, but applies to the FMEA form and the FMEA Forms Management only.
 Created: Reading top-down, the first creation date is the date of the creation of the structure
and the second creation date is the date of the creation of the form. You can change the first
date without any further consequences. If you change the second date, a query will be displayed,
whether you want to pass the new date on to all revision states. This is primarily helpful, if you
used an old FMEA as master copy.
 Modified: This field shows the date of the last amendment made in this form. You can change
the date manually, but the date will be overwritten upon the next change in the form.
Fields to be manually filled in the form header

The other fields can be filled manually by clicking with the mouse in the respective field and then
making your entry. For the fields Responsible and Company, the context menu contains the
command Persons to open the list of persons generated in the category Teams and Persons of the
Data Manager. Tick the required persons and apply them to the form header with OK. Thus, you can
skimp on the re-entry of the persons.
Change (company) logo

By default, the form header shows the APIS logo on the top left. Double-click on the logo to open
the Document settings. At first, select the option Import logo from file and click on the
button. In the Explorer, select your logo in the form of an image file and apply it with the
Logo file name
Open button. Besides the form, there are other tables in the IQ Software (e.g. in the Deadline Editor)
showing the logo in the header as well. Changing the logo in one table (e.g. FMEA form) similarly
applies to all the other tables.
The logo is a document setting and therefore applies to the current fme file only. Normally, you
want to apply your company logo to all fme files though. You should therefore write the standard
logo in the template file (normal.fmt) and thus specify it as the default for all new fme files. To
do so, open the Tools menu and select the command Update template. Then enable the option
Document settings and confirm with OK.
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Change the entry label
The structure of the form header is a VDA recommendation. If necessary, you can change the label
of a field (e.g. from item code to part number). To do so, select the respective field and select the
command Entry label from the context menu. In the dialog, assign the new name and confirm
with OK. The entry label of the respective field in the form header is changed.
If the changed entry labels represent a standard to you, you can write this standard in the template
file (normal.fmt) and thus (automatically) apply it to all new fme files. To do so, open the Tools
menu and select the command Update template. Then, enable the option Header labels and
confirm with OK. For the changed field names to be actually applied, the option Use user-defined
labels in the display options (category Options III, Miscellaneous) of the FMEA Forms Editor
must be activated. This option is active by default. If it is not active, the standard names are applied
and the changes are ignored.
Change the form header

By default, the form header VDA96 is pre-set for the layout VDA96/VDA06. The form header was
revised in the current VDA volume. If you want to use this new header, first open the Display
options (menu View) of the FMEA form. Then, in the category Options, go to the drop-down menu
for the Table header (at the end of the list) and change the entry to VDA96 (2009).
Hide form header

You can hide the form header, if you do not need it. To do so, open the Display options (menu
View) of the FMEA form and disable the option Header data in the section Show additional
information of the Options category.
13.2.4.2 FMEA form
The form header is followed by the FMEA form and its different columns. The chapter Edit content
of FMEA form (as of page 205) describes in detail how to edit the content of the form. If necessary,
you can change the labels of the columns with a right-click on the required (white) column header
and selecting the command Column label from the context menu (see fig.).

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Change the name in the dialog and confirm with OK. This change applies in general to your computer
(display options). The option Use user-defined labels in the display options (category Options
III) of the FMEA Forms Editor is active by default, i.e. the changed column labels will be applied
to all fme files run on this computer. If it is not active, the standard labels are applied and the
changes are ignored.
If the changed column labels represent a standard to you, you can write this standard in the
template file (normal.fmt) and thus (automatically) apply it to all new fme files. To do so, open
the Tools menu and select the command Update template. Then, enable the option Column
labels and confirm with OK.
13.2.5 FMEA Forms Editor: Recommended display options
options that are the most interesting in particular for IQ beginners. The meaning of some important
options will be additionally explained.
based on practical experience. They are automatically set to "active", when the software is installed.
It is thus not necessarily required in the beginning to deal with the display options. Please note that
these standard display options are integrated only as of service pack 50 of version 6.5.

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Category: Options
The APIS trainer team recommends that you display the following Context information for causes
and effects: System element/process element, Function/characteristics,
Classification for function/characteristics, and Specification of
characteristics. Often, the causes/effects of a failure (failure mode) represent the matter
properly only in connection with the context information. Before you print the form, you should also
enable the option Show notes where available, so that the available notes are readable in the
print-out (also see chapter Notes (as of page 248)).

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Category: Options II
To see all the information of a failure net with four or more levels in the FMEA form (direct effects, if
applicable: intermediate effects, top effects), the option All must be enabled for the Effects.

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Category: Options III
The most important hot-click icons needed for working in the FMEA form are those for Notes, User-
defined attributes, Bookmark and, if applicable, Variant-specific values. The option
Automatically adjust table width should be active to ensure your form is always shown
in full screen size. Otherwise, there will be unused screen space to the right of your form.
Category: Sort
The APIS trainer team recommends to work without the sorting (option No sorting). Thus, the
order in the FMEA form corresponds to the order in the structure. If you want to apply the sorting
anyway, you first need to define whether the sorting is to be in ascending or descending order and
then which sorting criterion is to be applied (e.g. alphabetically).

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Category: Column widths
You can change the width of each column separately. To do so, select the required column(s) in the
upper section and enter the required column width in the field Width in centimeters below. If you
enter a width of zero, the column(s) is (are) hidden.
Category: Show/hide column contents

By default, the contents of all columns are shown, i.e. if content is available, it will be displayed. By
"unticking" a specific column, the contents of this column are hidden and the column is empty.
13.3 Edit content of FMEA form
13.3.1 Define S rating
13.3.1.1 Direct input of S rating
Select the rating field in the column S of the required effect and enter a value between 1 and 10 with
the keyboard (see fig.). Repeat this procedure in the same manner for the other effects. In the
example, the effect does not enable writing was assigned with an S rating of 8.
If you have failure nets with four or more levels, the direct effects, if applicable, the intermediate
effects, and the top effects, are all shown in the column Effects, if the standard display options apply.
The top effects are marked with a prefixed >>. Usually, only the top effects are evaluated (see fig.),
i.e. the S rating fields for the direct effects (in the example: does not retract ink cartridge) and the
intermediate effects will remain empty.
The S rating is saved in the structure as an attribute (property) of the failure. Therefore, an S rating
assigned in the FMEA Forms Editor is also shown in the structure list of the Structure Editor.
13.3.1.2 Input S rating with valuation catalog
In general, there is a valuation catalog for each type of FMEA (e.g. Design FMEA), which describes
the meaning of the individual valuation levels (see chapter Administration of valuation catalogs
(as of page 107)). If you want to read the assigned valuation catalog (= default catalog for the
associated structure type) to input the S rating, highlight the rating field in the column S of the
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required effect and select the command Severity from the context menu. The valuation dialog
opens (see fig.), where you can the select a rating with the radio button on the left and then read the
related explanation on the right side. To apply the selected S rating confirm the dialog with OK.
Assigned valuation catalog for D-FMEA
Explanation for the selected rating of 6
The S rating is saved in the structure as an attribute (property) of the failure. Therefore, an S rating
assigned in the FMEA Forms Editor is also shown in the structure list of the Structure Editor.
13.3.1.3 A brief aside: Input S rating in the structure
Alternatively to the FMEA Forms Editor, you can also assign the S rating in the Structure
Editor. To do so, first select the root element in the structure tree and then select its first failure in
the structure list on the right. As soon as you choose the command Severity from the context
menu, the above described valuation dialog opens.
After having defined the S ratings, they are displayed in the structure list in front of the failures
(see fig.). With a little practice, you will quickly recognize, if a top failure has no rating yet. In the
example, the top failure does not enable easy operation was not yet valuated. In the FMEA Forms
Editor, the risk exists that you scroll over a blank S rating field of a top effect and thus do not
valuate it. The APIS trainer team therefore recommends assigning the S ratings in the Structure
Editor. It is up to you though, which way you prefer.

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13.3.2 Identification of special characteristics (classification)
By default, the column C for the classification of special characteristics is located to the right of the
column Effects. To assign a classification, double-click with the left mouse button in the C field of the
required effect. A dialog containing a selection list for the classification opens (see fig.). The content
of the selection list is defined in the category Pallets of the Data Manager (see chapter
Administration of palettes (classification, process flow diagram) (as of page 110)). To apply
the selected classification, confirm the dialog with OK.
In the example, the effect does not enable writing is assigned with the classification CC (see fig.).
Not all of our customers want to classify the effects, but rather the failure modes and/or the causes.
That is why you can define for each fme file, for which of the three you need a C column. To do
so, select the command Document settings from the Tools menu. The category General
includes a section to define the representation of the C column (see fig.). Define by ticking, for what
you need the C column and confirm the dialog with OK. The C column(s) are located in the FMEA
Forms Editor to the right of the column(s) selected in this dialog.

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In the example, the C column was activated for the Cause and the Effect. In the FMEA form, a C
column is inserted respectively to the right of the column Effects and to the right of the column
Causes (see fig.). Depending on where you assign the classification, you distinguish either a special
effect or a special cause.
13.3.3 VDA step 4: Define actual actions (initial states)
13.3.3.1 Direct input of actions
Select the action field in the column Preventive action of the required cause and enter the required
preventive action with the keyboard. Repeat this procedure similarly in the action field of the column
Detection action. In the example, the preventive action experience from previous project und and
the detection action assembly trial were defined for the cause internal diameter too small (see fig.).
If you need another preventive and/or detection action, then highlight the respective action field and
press the Ins key on the keyboard. A new action is created below the existing one, initially with the
dummy name ???. Double-click on the dummy name to rename the action as you like.
Please observe that newly entered actions always lead to a new type entry with an instance of
one in the related catalog of actions (see chapter Catalogs for reuse: Type and instance

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(inheritance) (as of page 119)). In the beginning, it makes sense to build up a catalog of actions by
entering new actions. Later though, you should check whether the action is already available in the
catalog and then reuse it, if applicable. When reusing the action, you generate another instance for
the available type entry. The following chapter Reuse of actions in the FMEA form (as of page
225) provides detailed information on the reuse of actions.
When you have defined the first action, the IQ Software automatically generates the so-called initial
state, which contains today’s date. If necessary, you can change the date by double-clicking on it.
In the initial state, you record the actual actions, i.e. those actions which are already fully
implemented. As the actual actions were implemented in the past, they are usually not assigned
with a responsible person and a deadline. That is why the column R/D in the FMEA form remains
empty for the initial states and the IQ Software does not send a query for them.
If you want to add the responsible person and/or the deadline for the initial states anyway, you
need to active this option in the document settings. To do so, select the command Document
settings from the Tools menu. In the category General, activate the option Initial state
must have a deadline and/or Initial state must have responsibility. This causes
the IQ Software to send a query for responsibility and deadline for initial states as well.
13.3.3.2 Input actions with input collectors
Alternatively to directly adding the actions, you can also define them with the input collectors for
preventive actions and detection actions respectively. To do so, select the action field in the column
Preventive action of the required cause and select the command Preventive actions from the
context menu. The input collector for preventive actions opens (see fig.). Enter the required
preventive action (e.g. calculation) in the edit line.
Press the Enter key to apply the new preventive action to the clipboard. If necessary, you can
continue defining more preventive actions in the edit line (see fig.).
After having entered all the required preventive actions and applied them to the clipboard (see fig.),

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Now, the new preventive actions for the initial state of the concerned cause are created (see fig.).
To apply the preventive actions, you can alternatively press the close icon of the input collector.
To create the detection action(s), select the action field in the column Detection action of the required
cause and select the command Detection action from the context menu. The input collector for
detection actions opens. The further procedure is equal to the definition of preventive actions. In the
example, the detection action assembly trial was created (see fig.).
When you have defined the first action, the IQ Software automatically generates the so-called initial
state, which contains the date of today. If necessary, you can change the date by double-clicking on
it. In the initial state, you record the actual actions, which are already fully implemented. As the actual
actions were implemented in the past, they are usually not assigned with a responsible person
and a deadline. That is why the column R/D in the FMEA form remains empty for the initial states
and the IQ Software does not send a query for them.
If you want to add the responsible person and/or the deadline for the initial states anyway, you
need to active this option in the document settings. To do so, select the command Document
settings from the Tools menu. In the category General, activate the option Initial state
must have a deadline and/or Initial state must have responsibility. This causes
the IQ Software to send a query for responsibility and deadline for initial states as well.

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We abstain from the detailed description of the various editing possibilities in the input collector at
this point. For more information in this regard, please refer to the chapter Use of input collector (as
of page 125).
After having defined the preventive action(s) and the detection action(s) for the initial state, you need
to evaluate them by means of the O rating and the D rating.
13.3.3.3 Direct input of O rating and of D rating
Select the rating field in the column O or in the column D of the required cause and enter a value
between 1 and 10 with the keyboard (see fig.). In the example, the value 2 was entered respectively
for the O rating and the D rating of the cause inappropriate angle.
13.3.3.4 O rating and D rating with valuation catalog
(as of page 107)). If you want to read the allocated valuation catalog (= default catalog for the
structure type) to assign the O rating or the D rating, highlight the rating field in the column O or in
the column D of the required cause and select the command Occurrence or Detection from the
context menu. The valuation dialog for the respective rating opens (see fig.). You can now select a
rating with the radio button on the left and then read the related explanation on the right side. To
apply the selected rating confirm the dialog with OK.

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After having defined e.g. the O rating, you can switch the radio button in the top left corner to the
option Detection and assign the D rating in the same dialog. Thus, you save the detour via the
context menu for the D rating and evaluate both in one dialog.
13.3.3.5 Special case: No actual actions available
If you start the FMEA very early in your development project, it may happen that there are no actual
actions available yet for the prevention and/or detection of a cause. In that case, none is entered in
the respective action field and the related valuation is 10. So that you don’t have to type in the word
none, the IQ Software provides pre-set none actions for prevention and detection.
Select the action field in the column Preventive action of the required cause and select the command
New from the context menu and in the following menu the command Preventive action
"NONE". As a result, the word none is written in the preventive action field and you need to assign
an O rating of 10. Similarly, select the action field in the column Detection action of the required
cause, select the command New from the context menu and in the following menu the command
Detection action "NONE". As a result, the word none is written in the detection action field and
you need to assign a D rating of 10. In the example, neither a preventive nor a detection action is
available for the cause diameter too small (see fig.).
13.3.4 VDA step 5: Define optimizing actions (revision states)
If your actual actions do not result in an acceptable residual risk, you need to proceed with VDA step
5 and define optimizing actions to reduce the risk. For this purpose, you create at least one follow-
up state, i.e. a so-called Revision state, for each initial state. From then on, you create a new revision
state respectively for each further (iterative) optimization step. Thus, you can later track the history
of your improvements by means of the revision states.
13.3.4.1 Create a revision state
To create a new revision state, highlight the last action state of the required cause (e.g. the Initial
state) and select the command Revision state from the context menu. The new revision state is
always generated below the highlighted action state, be it an initial state or an already existing
revision state. In the example, a revision state was generated for the initial state of the cause
diameter too small (see fig.). Initially the fields for preventive and detection actions are black.
You do not have to create the Initial state yourself. The IQ Software automatically generates it,
after you have entered the first action for a cause.
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13.3.4.2 Direct input of (optimizing) actions
Select the action field in the column Preventive action of the required cause in the revision state
and enter the preventive action with the keyboard. Repeat this procedure in the action field of the
column Detection action. In the example, the preventive action calculation and the detection action
assembly trial were defined for the cause diameter too small in the revision state (see fig.). As soon
as you add actions to a revision state, the IQ Software automatically requests the responsibility and
the deadline for each action. These requests are located in the column R/D in the form of the entries
Responsible? and Deadline?. The chapter Define responsibility, deadline, and action status (as
of page 216) describes how to enter these details.
If you need further preventive and/or detection actions in the revision state, highlight the respective
action field and press the Ins key on the keyboard. A new action with the dummy name ??? is
created below the existing one. Double-click on the dummy name to rename the action as you like.
13.3.4.3 Define (optimizing) actions with input collectors
Alternatively to directly adding the actions, you can also define them with the input collectors for
preventive actions and detection actions respectively. To do so, highlight the action field in the
column Preventive action of the required cause in the revision state and select the command
Preventive actions from the context menu. The input collector for preventive actions opens
(see fig.). Enter the required preventive action (e.g. calculation) in the edit line.
Press the Enter key to apply the new preventive action to the clipboard. If necessary, you can
continue defining preventive actions in the edit line (see fig.).

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After having entered all the required preventive actions and applied them to the clipboard (see fig.),
Now, the new preventive actions for the revision state of the concerned cause are added (see fig.).
To apply the preventive actions, you can alternatively press the close icon of the input collector.
To create the detection action(s), select the action field in the column Detection action of the required
cause in the revision state and select the command Detection action from the context menu.
The input collector for detection actions opens. The further procedure is equal to the definition of
preventive actions. In the example, the detection action assembly trial was created (see fig.).
catalog and then reuse it, if applicable. When reusing an action, you generate another instance for

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We abstain from a detailed description of the various editing possibilities in the input collector at
of page 125).
After having defined the preventive action(s) and the detection action(s) for the revision state, you
need to evaluate the new action state by means of the O rating and the D rating.
13.3.4.4 Direct input of O rating and of D rating
Select the rating field in the column O or in the column D of the required cause in the revision state
and enter a value between 1 and 10 with the keyboard (see fig.). In the example, the value 2 was
entered respectively for the O rating and the D rating of the cause diameter too small.
13.3.4.5 O rating and D rating with valuation catalog
(as of page 107)). If you want to read the allocated valuation catalog (= default catalog for the
structure type) to assign the O rating or the D rating, select the rating field in the column O or in the
column D of the required cause in the revision state and select the command Occurrence or
Detection from the context menu. The valuation dialog for the respective rating opens (see fig.).
You can now select a rating with the radio button on the left and then read the related explanation
on the right side. To apply the selected rating, confirm the dialog with OK.

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After having defined e.g. the O rating, you can switch the radio button in the top left corner to the
option Detection and assign the D rating in the same dialog. Thus, you save the detour via the
context menu for the D rating and evaluate both in one dialog.
13.3.4.6 Define responsibility, deadline, and action status
You need to define the responsibility, the target deadline as well as the current status of
implementation for the new actions in the revision state. You can either enter the information
uniformly for all actions of the revision state or individually for each action. Both options are
described in the following.
Define responsibility, deadline, and action status uniformly for the revision state
As soon as you add actions to a revision state, the IQ Software automatically requests the
responsibility and the deadline for the action. These requests are located in the column R/D in the
form of the entries Responsible? and Deadline? (see fig.).
Double-clicking with the left mouse button on the entry Responsible? opens the properties dialog
showing the tab Responsible to select the responsible person (see fig.). The tab is opened by default
in the Teams view. The teams are intended simply to group persons to quicker find a certain person
in the selection dialog (see chapter Administration of teams and persons (as of page 99)).
Therefore, a team can not be held responsible for an action, only a team member can!
Option to change the view by means of the radio button
The teams are initially folded. If you want to e.g. define Roberts, Kathleen as the responsible person
and you know that she is part of the team Development, then you click on the plus sign in front of
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the Development team. When unfolded, the related team members are shown and you select the
person Roberts, Kathleen with the radio button (see fig.).
If you work without grouping by teams (no teams stored), then activate the radio button for the
Names view to display an alphabetically sorted list of persons (see fig.), from which you choose the
required responsible by means of the radio button (e.g. Roberts, Kathleen).
To apply the selected person to the column R/D of the FMEA form, confirm the dialog with OK (see
fig.).
To define the target deadline and the action status, double-click with the left mouse button on the
entry Deadline?. The properties dialog opens with the tab Deadline already pre-selected (see fig.).

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In the dialog, at first define the Status of the actions (e.g. in progress) by means of the radio button
on the left and then select the target deadline (e.g. 31/12/2014) from the calendar on the right.
To apply both information to the column R/D of the FMEA form, confirm the dialog with OK (see fig.).
The person Roberts, Kathleen and the deadline 31/12/2014 with the status in progress then equally
applies to all three actions of the revision state, i.e. there is a uniform responsibility and a uniform
deadline/status for all the actions of the respective revision state.
To save time, it is recommended to double-click with the left mouse button only on the entry
Responsible?. You select the required person with the tab Responsible and then switch to the tab
Deadline, where you define the status and the deadline. Thus, you define both in one dialog only.
Define responsibility, deadline, and action status individually for each action
As the responsibility and the deadline are not always uniform for all actions in a revision state, you
can also define the responsibility, the deadline, and the status individually for each action. Please
note that this information is not entered in the column R/D in that case!
Instead of double-clicking on the entry Responsible?, you select the first action of the revision state
and select the command Responsibility from the context menu. The properties dialog opens
showing the tab Responsible. In the dialog, select the required person (e.g. Roberts, Kathleen) using
the radio button and then switch to the tab Deadline on top in the already open properties dialog. On
the tab, define the status (e.g. in progress) and the deadline (e.g. 31/12/2014) as described in the
previous paragraph. Finally, confirm all entries with OK. Now, all three items of information are shown
directly in the action field of the related action and all other actions of this revision state show the
entries Responsible? and Deadline? (see fig.).

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For the other actions, you don’t need to open the context menu to open the properties dialog, but
you can call it directly by double-clicking on the entry Responsible?. In the dialog, define the contents
successively on the tabs Responsible and Deadline. Repeat this procedure for all actions of the
revision state. As a result, the individual responsibilities, deadlines, and statuses are shown with the
respective action (see fig.). The column R/D contains a summary of all persons responsible for
actions as well as the time interval, consisting of the earliest and the latest deadline with status. In
the example, all three actions have different responsibilities and different deadlines.
If you define the same responsibility, deadline, and status for all actions, then the IQ Software
shows the information only in the column R/D and not in the action fields themselves. Only when an
action differs from the other actions, the information is shown in the action fields again.
13.3.4.7 Use symbolic responsibilities and symbolic deadlines
The chapter Administration of symbolic responsibilities/deadlines (as of page 103) above

already described the purpose of symbolic persons and symbolic deadlines.
The deadlines for the implementation of actions are often connected to the milestones of your
project. It may therefore be reasonable to use a symbolic deadline either with a specific deadline
assigned (e.g. 31/12/2014 start of serial production) or without (e.g. start of serial production). If you
assign a specific deadline to your milestone and the milestone date changes, you need to adjust this
date only once in the Data Manager and the deadline is updated automatically in all instances of its
use. This is the most important advantage of the symbolic deadline.
To assign a symbolic deadline, open the properties dialog of the related action, switch to the tab
Deadline and click on the black arrow to the right of the drop-down menu. At the end of the opening
drop-down menu, the symbolic deadlines defined in the Data Manager are listed (see fig.).

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Select the required entry and confirm with OK (see fig.). Depending on whether you assigned a
specific deadline to your symbolic deadline, either only the symbolic deadline (e.g. start of serial
production) or the symbolic deadline together with the specific deadline (e.g. 31/12/2014 start of
serial production) are applied to the FMEA form (see fig.).
To assign a symbolic responsibility, open the properties dialog of the related action, switch to the
tab Responsible and activate the view Symbolic names by means of the radio button on the bottom.
Then select an entry from the list of symbolic names (see fig.) and confirm with OK.
Depending on whether you assigned a specific responsibility to a symbolic responsibility, either only
the symbolic responsibility (e.g. Project leader) or the symbolic responsibility together with the
specific responsibility (e.g. Project leader: Hallenbeck, Joseph) are applied to the FMEA form (see
fig.).

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13.3.4.8 Change deadline and/or action status
To change a deadline and/or status, double-click with the left mouse button on the required deadline
in the action field (individual deadline) or in the column R/D (uniform deadline) in the FMEA form.
The properties dialog with the tab Deadline opens. Here you execute the change and confirm with
OK.
If the actions of a revision state have different deadlines (see fig.), it is recommended to enter the
status and the deadline directly in the action field and not via the R/D column. If you enter them in
the R/D column, the individual deadlines will be lost and the deadlines and statuses are uniform
again. This is usually not wanted.
To change individual deadlines/statues you should proceed systematically calling up the deadline
dialog and adjusting the deadline (e.g. set its status to completed) separately for each action. In the
example, you need to open the dialog three times to change the status respectively (see fig.).
Regarding uniform changes, e.g. to set the status to completed for all actions of a revision state,
the multiple selection (selection with the mouse and Ctrl key pressed) is recommended. Thus, you
select all deadlines of actions in a revision state and then open the deadline dialog (see fig.). The
changes executed therein uniformly affect all the selected deadlines.
Please note that the RPN only loses the brackets (reference to estimated value), when all actions
of a revision state have the status completed.

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13.3.5 Create action group (comparison of alternatives)
It may happen during the moderation of an FMEA that various alternative solutions are discussed
in the team, but the decision is impossible within the bounds of the session. The IQ Software provides
the option to store the alternatives as so-called action groups of a revision state. An action group
corresponds to an alternative. An RPN is calculated separately for each action group so that you
can compare the alternatives with regard to their risks.
Action groups are always part of a revision state. The first action group is generated automatically
by defining actions for a revision state. To be able to execute a comparison, you need to create one
(or several) more action group(s) for this revision state. To do so, select the required revision state
and select the command Action group from the context menu. As a result, another line with blank
cells is inserted for the preventive and the detection actions in this revision state (see fig.). The new
action group is always located at the end of the revision state.
In the new line, you can enter the actions with responsible, deadline, and status as usual (see fig.)
and thus represent the second alternative. In the example, two different ergonomic concepts are
available, which result in different O values. Therefore, the RPN is different in both action groups
too. The status was set to under consideration for both.
After a decision is available for one alternative (here: ergonomic concept 1), the status of the selected
alternative is usually set to in progress and of the rejected alternative to rejected (see fig.).
The rejected action group is displayed in grey. You can delete this action group, but would then loose
the history. Experience has shown that the rejected alternative may be needed later after all.
You can create any number of action groups for each revision state with the described procedure.
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13.3.6 A brief aside: "Reading advice" to correctly interpret the form content
Our experience has shown that not all users know how to read and interpret specific cases in an
FMEA form. Therefore, the most important cases will be explained in this chapter.
Example 1: "Uniform" responsibility, deadline, and status
In the initial state, neither a preventive action nor a detection action is available. Therefore, none is
entered in both cases and the O and D values are 10. As the actual risk (VDA step 4) is not
acceptable, a revision state was created. This contains two preventive actions (PA1 and PA2), which
in combination result in an O value of 7. Both actions have a uniform responsibility, deadline, and
status. You can recognize that from the information being listed in the R/D column only and not in
the action fields themselves. If several revision states are available, then the preventive and
detection actions from the previous revision states remain applicable. That is why the available
actions are not listed again. In this example, no detection action is registered and the D value of 10
is manually applied from the initial state.
Example 2: "Different" responsibilities, deadlines, and status
As the residual risk of the first revision state is still high, there is a second revision state, in which
nothing was done to improve the prevention, so that the preventive action field remains blank and
the O value of 7 is manually applied from the previous revision state. However, two new detection
actions are available, which in combination result in a D value of 3. Both actions have a different
responsibility, deadline, and status. You can recognize that from the information being displayed
directly in the action fields. The column R/D merely contains a summary.

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Example 3: RPN in brackets
Let us assume that DA1 has been implemented in the meantime. Only one of the two detection
actions therefore has the status completed. That is why the RPN of this revision state is still shown
in brackets (reference to estimated value). Only when all actions of a revision state have the status
completed, are the brackets omitted and the RPN is regarded as "valid" for this cause.
Example 4: Comparison of alternatives
As the residual risk of the second revision state is still high, there is a third revision state. This
contains two different lines for actions, i.e. two action groups. Both preventive actions are regarded
as alternatives and thus have their own O rating as well as their own responsibility, deadline, and
status. The preventive action PA4 leads to a lower RPN because of its lower O value. Nothing was
done to improve detection, therefore the fields of the detection actions remain blank and the D value
of 3 was applied from the previous revision state. After a decision was made for one of the
alternatives, e.g. for PA3, the FMEA form usually looks as follows:

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The rejected alternative PA4 is displayed in grey and an RPN of 72 is now the expected risk value
for the cause.
Example 5: Exceeded deadlines
If the status of an action is not yet set to completed and its deadline is prior to the current date, then
the deadline is regarded as exceeded. Exceeded deadlines are marked in red writing in all editors
showing deadlines.
13.3.7 Reuse of actions in the FMEA form
After you have built up a catalog of a certain extent for preventive actions and/or detection actions,
you should check whether the needed action is already available in the catalog and then reuse it,
before entering it a second time. Thus, you prevent your catalog from being inflated with type entries
of (almost) the same name (see chapter Catalogs for reuse: Type and instance (inheritance) (as
of page 119)). Instead of creating a new type entry, you always create new instances of the related
type when you reuse or copy an already existing action. These instances of an action only share the
name and the translation, if available; the other attributes such as responsibility, deadline, and status
can be specified individually for each instance.
You should furthermore keep the object hierarchy in mind and specifically use it when reusing
actions: The attributes responsibility, deadline, and status are stored with the instance of the action.
The O and D rating are stored with the revision state (strictly speaking: with the action group).
The following chapters will describe the various options to reuse actions.
13.3.7.1 Preparation: Correct copy settings
The APIS trainer team recommends to enable all options to Copy sub-/structures in the category
Copy of the workstation settings (menu Tools command Workstation settings | Settings)
(see fig.). In IQ version 6.5, these options are enabled by default as of SP50.

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Thus, you also copy the responsibility, deadline, and status of an action when you copy the action.
When you copy a revision state, you also copy its O and D rating.
The copied attributes apply per instance and can therefore be changed at will without the
attributes of the source copy being changed. The copies are independent from each other with
regard to these attributes!
13.3.7.2 Reuse action from (type) catalog (input collector)
A type catalog is created in the background for the preventive and detection actions respectively,
which comprises all the available preventive and detection actions. The content of the catalogs is
shown inter alia in the bottom section of the input collector for preventive actions and the input
collector for detection actions respectively.
We abstain from the detailed description of the various editing possibilities in the input collector at
of page 125).
To reuse an action, open the respective input collector and manually search (scroll) for or use the
search/filter mechanisms to find a suitable entry in the type catalog at the bottom. Then highlight this
action and drag & drop it to the clipboard of the input collector. Press Enter to close the input
collector. The action is applied to the structure or to the FMEA form as a new instance of the selected
type. The number of instances increases by one. You can also select several entries in the type
catalog by means of multiple selection (selection with the mouse and Ctrl key pressed) before you
drag & drop, to reuse several actions at the same time.

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Reuse: Select type entry and
drag & drop it to the clipboard
Please note that only the name and, if applicable, the translation are copied, but not the attributes
responsibility, deadline, and status, when you reuse actions via the input collector! That is why the
example shows the entries Responsible? and Deadline? in the column R/D (see fig.).
13.3.7.3 Copy an action
You can also copy an action within the FMEA form. To do so, select the required action and then
drag & drop with the Ctrl key pressed (Note: without the Ctrl key, the action is moved!) to the
required target action field. In this field, a new instance of the action is created. If the copied action
has a responsibility, deadline, and status, these are copied as well. You can change these attributes
later without the source of the copy being changed. In the example (see fig.), the detection action
assembly trial including its attributes was copied from the cause diameter too small to the cause
length too short. In contrast, the D value of 2 was not copied, because it is not an attribute of the
action, but of the revision state (strictly speaking: of the action group).

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13.3.7.4 Copy a revision state
A revision state comprises the related preventive and detection actions as well as the O and D rating.
The actions again comprise responsibility, deadline, and status (exception: actions of the initial
state). Thus, when you copy an entire revision state, you copy all this information as well.
To copy, select the required revision state in the form and drag & drop with the Ctrl key pressed
(Note: without the Ctrl key, the revision state is moved!) on that revision state of the required cause,
behind which the copied revision state is to be inserted. If there is no revision state yet available at
the target, then you drop it on one of the action fields. At the target, new instances of the copied
actions are created. The two revision states are independent from each other. Therefore, changes
of the O/D rating as well as of the responsibility, deadline, and status do not affect the master copy!
In the example (see fig.), a revision state was copied from the cause diameter too small to the cause
length too small. All actions including their attributes (responsible, deadline, and status) as well as
the O and D ratings are copied.

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If you copy a revision state to a cause that has no revision state yet, this represents the new initial
state and the copied responsibilities, deadlines, and status are not shown, as the initial state by
default has no responsibility and no deadline.
13.3.8 Relationship between actions in the form and in the structure
13.3.8.1 General relationship
All the actions entered in the FMEA form are saved in the structure. The form is merely a certain
view on the data of the structure. When a form is deleted, the revision states including their actions
remain in the structure. They are definitely lost only if you delete them from the structure. The figure
shows the exemplary representation of the revision states as well as the actions in the structure list
and in the form for the cause length too small. The icon stands for preventive actions and the icon
for detection actions.

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Some of our power users create their FMEA including the actions entirely in the Structure
Editor. The operating steps required for this exceed the content of this basic training though. If
needed, you can learn this later in the APIS IQ-software for advanced users.
13.3.8.2 FMEA form: Consistent change vs. individual change of attributes
When working in the FMEA form, in particular IQ beginners are often not sure, in which case a
change of the attributes O/D rating as well as of responsibility, deadline, and status affects only the
just edited instance and in which case it affects other instances as well.
That is why both situations will be explained in detail in the following:
Situation 1: Copied actions or revision states including attributes

If you copy actions or revision states from a cause 1 to a cause 2, then the copies are independent
from each other! The two causes are two different failures with a respectively separate object
hierarchy. Only the copy settings provide for the copy to be identical with the master copy with regard
to its attributes.
In the example (see fig.), a revision state was copied from the cause diameter too small to the cause
length too short. All actions including their attributes as well as the O and D rating are copied as well.
The structure list shows two different failures.

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As two different failures are concerned, a change of the D value from 2 to 3 in the revision state of
the cause length too small does not affect the D value in the revision state of the cause diameter too
small (see fig. below). The same applies to changes of the attributes responsibility, deadline, and
status.
By copying the revision state, you create another instance respectively for each action. The
instances of a type share the name and, if applicable, the translation. If you change the name of an
action, a query is displayed, whether you want to change only this instance (type splitting) or all
instances. For detailed information, refer to the chapter Use of input collector (as of page 119).
Situation 2: The "same" cause is included "several times" in the FMEA form
The FMEA form focuses on the failure mode, i.e. the form generates a separate row for each failure.
If a cause is connected to two or more different failures in the failure net, then the same cause is
listed for each of the connected failures in the form. The same cause is thus shown several times
in the form, but exists only once in the structure. Eventually you will reach the first failure in the form,
for which the cause is listed, and define revision states for it. The IQ Software saves these revision
states including their full context in the structure. Thereby, the revision states are immediately applied
to all other places in the form, in which this cause is listed. Then you can scroll to the second failure,
for which the cause is listed, and see the revision states as well.
Note: As the same cause is concerned, the changes with regard to the attributes affect the structure
and thus consistently all listings in the form! You should carefully think about the changes to avoid
nasty surprises.
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In the example (see fig.), the cause diameter too small is connected to the failures does not transfer
finger force to spacer and transfers finger force to spacer insufficiently in the failure net. The structure
list contains this cause and its revision states only once.
In the FMEA form (see fig.), the cause is listed with each of the two failures and thus shown twice
in the form. Please note that, other than in the figure below, the two showings of the cause will usually
not appear consecutively in the form.
As the same cause is concerned, e.g. a change of the D value from 2 to 3 affects all its appearances
(see fig.) in the form. Strictly speaking, you change the D value in the structure and the form applies
the value to all the listed appearances.

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13.3.9 Two workspaces: Synchronize between structure and form
For a detailed description of how to work with two workspaces and the various synchronization
options, please refer to the chapter Two workspaces and synchronization (as of page 72).
Synchronization means: Show me the currently selected object in the respectively other workspace
(other data view). The reason is that it is sometimes necessary to see an object in two different data
views to be able to understand the overall context. Synchronization does work only if the selected
object is available in the other workspace as well.
The form represents only a reduced view of the data from the structure. That is why the form
contains only the following content (see chapter Interrelation between structure tree, failure net,
and FMEA form (as of page 186)):
 Failure net contents
 Available revision states with overall context of causes
 S rating of the effects
 All system elements and their functions/characteristics, for which you created a form (so-called
form level in structure tree)
Therefore, only this type of information can be synchronized between the two editors!
A form can become quite big and you would have to scroll a long time before you find a certain
information. That is why we recommend loading the Structure Editor with the required structure
in the primary/upper workspace and the FMEA Forms Editor with the required form in the
secondary/lower workspace. This is based on the idea that a suitable object in the structure is usually
quickly found, which you can then use to jump to a certain place in the form (synchronize). With this
procedure, you are able to navigate quickly even through large forms.

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To synchronize an object from the upper workspace with the lower workspace, you can use the so-
called automatic synchronization. Enable the option by selecting the command Synchronize
workspaces from the Window menu or by clicking on the icon in the left toolbar. This is a so-
called toggle icon, which is pressed in a bit when enabled . You can quickly recognize by this
icon, whether auto-sync is enabled or not. After the activation, each selected object in the upper
workspace is synchronized with the lower workspace. Thus, you can synchronized various objects
from the upper workspace consecutively by simply selecting different objects one after the other.
Please make sure to select only failures in the Structure Editor, which have "colored" cherry
icons. In addition, it is only possible to synchronize those system elements and their
functions/characteristics with the form, which are available in the form (form level). You can usually
recognize these system elements by the hot-click icon for the FMEA form.
In the example (see fig.), the failure does not transfer finger force to spacer was synchronized from
the structure into the form.
The auto-sync functionality is very convenient, but works in the direction top-down only. If required,
you can switch the order of your workspaces by executing the command Swap workspaces from
the Window menu. As a result, the upper editor becomes the lower and vice versa. Now, you can
use auto-sync as usual. In the example (see fig.), the failure does not transfer finger force to spacer
was synchronized from the form into the structure after the workspaces were swapped.

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With automatic synchronization being enabled, it is impossible to create a function and/or failure
net, because the focus element in the net editor permanently changes due to the synchronization.
Before you create nets, please ensure that the function is disabled!
There are further synchronization options besides auto-sync, which are described in the chapter Two
workspaces and synchronization (as of page 72). Power users often use the shortcut Ctrl + Q to
synchronize downwards and Shift + Ctrl + Q to synchronize upwards.
13.4 Color options in FMEA form
13.4.1 Show color highlighting or traffic light colors for valuations
The RPN value is often taken as the basis to decide whether further actions are required for a failure.
However, as shown in the training, the RPN value is not in all cases a reasonable basis for decision.
That is why you can define so-called Parameters for color coding to adjust the color intervals
(red/yellow/green) for all three ratings (S/O/D) as well as for the RPN. These colors are then shown
in the FMEA form accordingly.
At first, open the required form in the FMEA Forms Editor and make sure that this editor is the
active workspace. Then select the command Parameters for color coding from the Tools
menu. The dialog to define the color intervals opens (see fig.).

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The color definition for S x O can be ignored, because the form does not contain this information. To
change the color scales, catch the black dividing line between two colors with the mouse cursor to
enable the slide control . As long as the slide control icon is active, you can move the boundary
between two colors by moving the mouse with the left mouse button pressed. Repeat this procedure
for the separate factors S/O/D and the RPN. Finally confirm the dialog with OK. The confirmation
automatically activates the option Use colors for valuations in the category Options II of the
display options for the FMEA Forms Editor. You can disable the color coding again by unticking
this option.
In the form, the three separate factors S/O/D and the RPN are now highlighted in red, yellow, or
green (see fig.). If the individual values change, the color coding adapts itself automatically.

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To make it more difficult for the FMEA participants to count during the risk evaluation, you can show
traffic light colors based on the same color coding (dialog Parameters for color coding). As soon as
you enter individual values for S/O/D, they are immediately hidden and replaced with traffic lights
(see fig.). You can thus confine the tendency to "put a gloss on the valuation".
To enable the traffic lights, select the command Display options from the View menu with the
FMEA Forms Editor being active. In the category Options II, enable the option Use symbols
for valuations. If necessary, you need to disable the option Use colors for valuations
first.
The described coloring option and/or representation with traffic lights affects all revision states or
action groups. In general, you would only be interested in the color of the last completed revision
state. For that reason, you can limit the coloring to the last completed revision state and, if present,
the following revision state. For this, select the entry Display options from the View menu with
activated FMEA Forms Editor. In category Options II, deactivate the option Use back color for
historical revision states.
13.4.2 Show risk matrix colors
In addition to the RPN, the so-called risk matrix is an alternative basis for decision. A matrix is formed
by two of the three valuation factors and you can assign a color (red, yellow, or green) to a
combination of valuations (e.g. for S=5 and O=7). Assign the colors to the various risk matrices in
the category Risk matrices of the Data Manager. For the necessary procedure, please refer to
the chapter Administration of risk matrices (as of page 114). Since IQ Version 6.5 it is possible
for the form sheet layouts VDA 96 / VDA 06, QS 9000 (2nd Ed.), QS 9000 (3rd Ed.), AIAG (4th Ed., D
- Design), AIAG (4th Ed., E - Process) and TI (with root causes) to show the resulting Risk Matrix
colors within the form sheet. For this purpose, activate the menu command View | Display
Options in an active FMEA Forms Editor. Within category Options III, you can activate option
Show columns for risk matrix calculations (SxO, SxD, DxO, RMR) at first. Following that, you can
tick on one or more of the four available options to show the desired columns in the form sheet (see
both figures).

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 SxO: shows the resulting color according to the matrix SxO for the cause in each revision state
(strictly speaking: action group)
 SxD: shows the resulting color according to the matrix SxD for the cause in each revision state
 DxO: shows the resulting color according to the matrix DxO for the cause in each revision state
 RMR: shows the resulting overall color according to the matrix RMR for the cause in each
revision state (strictly speaking: action group)
The risk matrix coloring affects all revision states or action groups. In general, you would only be
interested in the color of the last completed revision state. For that reason, you can limit the coloring
to the last completed revision state and, if present, the following revision state. For this, select the
entry Display options from the View menu with activated FMEA Forms Editor. In category
Options II, deactivate the option Use back color for historical revision states.
13.5 FMEA cover sheet

You can create a so-called FMEA cover sheet for each FMEA form. A cover is in general a brief
summary of the significant events in your FMEA.
To create a cover, open the required form in the FMEA Forms Editor and select the command
Forms/Reports from the Tools menu and then in the following menu the command FMEA cover
sheet. Use the same procedure later to open an existing cover of a form, as the covers have no
separate management. Depending on the individual case, you either open a blank cover or a cover
with content.

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13.5.1 Cover header
The cover has a header on top (see fig.), in which you maintain the FMEA no., the number of FMEA
pages (e.g. number of pdf pages), and the Edition no. (version number of your FMEA). To do so,
select the respective box and enter the text. If you did not do so already in the FMEA form header,
you can insert another image as the logo by double-clicking on the logo to open the Document
settings and to select the option Import logo from file and the button Logo file name.
To hide the header data, select the command Display options from the View menu and untick
the option Header data in the category Options.
13.5.2 Distribution list
Three boxes are shown on the left side of the cover (see fig.), in which you define the following
context information for your FMEA:
 Distributor: Define, which departments/sections have access to the FMEA for inspection
 Original filed at: Name the person or department, where the original FMEA is filed
 Workgroup: Usually list of all team members who compiled the FMEA
To make an entry, you can select the respective box and enter the text. Alternatively, you can also
access the persons from the category Teams and Persons of the Data Manager by selecting the
box and selecting the command Persons from the context menu. The persons dialog opens where
you tick the required persons and confirm with OK.

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If necessary, you can change the meaning of the boxes by highlighting a box and selecting the
command Column/entry label from the context menu.
13.5.3 Main input field
The (large) main input field is located on the right side of the cover and starts with the following
header data:
 Type/Model/Fabrication/Lot: The IQ Software automatically applies the structure name

to this field. You can optionally change the text, which does not affect the structure name.
 Product: The IQ Software automatically applies the form name to this field. Changing the text
changes the form name as well.
 Item nr.: Displays the item number of the first system element of the current form. Changing
the item number does not change the item number of the system element, but is valid only for
the FMEA form and the FMEA cover.
 Customer(s): To record the customer name(s)
The following is the field for the brief summary of your FMEA. Select the field and enter the text. To
insert line breaks, press the shortcut Shift + Enter. The entered text can be formatted
retroactively. To do so, select the required text and select the command Text properties or the
command Paragraph properties from the context menu.

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There is the additional option to show four headings (see fig.) in the main input field. To do so, select
the command Display options from the View menu and enable the option Show task labels.
The headings provide assistance to prepare the brief summary. The APIS trainer team includes the
following contents in the headings, which is merely a recommendation. It is up to you which contents
to define.
 Task: Reason for creation (new issue, reason for revision), specification of the applied valuation
catalog as well as the guidelines applied to identify the special characteristics
 Result: Specify the top risks and the identified special characteristics
 Actions: Which actions were defined for the top risks, when are they implemented and what
is the expected residual risk afterwards
 Attachments: Option to list applicable documents (e.g. reference FMEA, valuation catalog)
To save scrolling in case of very long texts, you can create a continuation page by executing the
context menu command Add following page. Any number of continuation pages is possible. If
more than one continuation page is available, the number of continuation pages is indicated at the
end of the page in the input field. You can go to the next or the previous page by means of the arrows
in the toolbar on top.
13.5.4 Signature bar
In some companies, the FMEA is valid only after a certain group of people has checked and signed
the FMEA. That is why the so-called signature row is located at the end of the cover (see fig.).
Select the respective field and enter your text. If necessary, you can change the meaning of the
fields by selecting the respective field and selecting the command Column/entry label from the
context menu. If you need more signature boxes, select the command Display options from the
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View menu and enable the option Use extended signature row (see fig.). Thereupon, a
further signature row is displayed.

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13.6 Filter and highlight in FMEA form
The FMEA form usually is of considerable extent, so that it is not always easy to find a certain
information. That is why you can use filtering or highlighting to specifically search for information.
A filtering result contains only that content of a form, which corresponds to the search or filter criteria.
By means of an active filter, you therefore reduce the extent of a form. In case of highlighting, the
complete form content is shown and the search results are highlighted in turquoise by default, i.e.
the search results are shown within the overall context.
The set-up of filters to filter or to highlight is a very complex issue and beyond the scope of a training
for beginners. If required, you can attend the Filter workshop later when you are a bit more
experienced.
In the training for beginners, we merely introduce the simplest types of filters, which are the so-called
system filters, the auto-filters, and the auto-highlighting.
13.6.1 Apply a system filter to "filter"
With the installation of the IQ Software, commonly used filters are automatically provided. These are
the so-called system filters. At first, open the required form in the FMEA Forms Editor and then
select the command Filter from the View menu. The filter dialog opens, which contains the
system filters in the section System-defined filters on the left side. If you select a filter, you can read
its filter logics in the middle of the dialog. Select the required filter and confirm with OK.
The selected system filter is applied to the current form and only that content of the form is shown
which corresponds to the filter criteria. With a filter being active, the funnel icon in the status bar
on the bottom right is colored in red. Use the F6 key or the command Remove
filter/highlighting from the View menu to disable the filter and the funnel icon in the
status bar becomes grey again.
With the filter Open deadlines, only those actions are shown in the form, which have not yet the
status completed or rejected (see fig.).

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13.6.2 Apply a system filter to "highlight"
With the installation of the IQ Software, commonly used filters, the so-called system filters, are
provided automatically. At first, open the required form in the FMEA Forms Editor and then select
the command Highlight from the View menu. The highlighting dialog opens, which contains the
system filters in the section System-defined filters on the left side. If you select a filter, you can read
its filter logics in the middle of the dialog. Select the required filter and confirm with OK.
The selected system filter is applied to the current form to highlight. As a result, the complete form
is shown with the filter results being highlighted in turquoise by default. If the highlighting is active,
the icon in the status bar on the bottom right is colored turquoise. Use the F6 key or the command
Remove filter/highlighting from the View menu to disable the highlighting and the icon
in the status bar becomes grey again.
With the filter Open deadlines, all those actions are highlighted in turquoise, which have not yet the
status completed or rejected (see fig.).

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13.6.3 Apply an auto-filter
You can set up a variety of individual filters in a software-aided manner by means of a so-called
auto-filter even without the need to have deeper knowledge of how to set up filters.
For this purpose, search for an information in the open form which you want to use as a filter criterion
(e.g. the person Roberts, Kathleen). Select the information and select the command Filter from
the context menu. In the following menu, the IQ Software suggests various filter criteria considered
reasonable in the context of the selected object. Select e.g. the criterion Responsible = Roberts,
Kathleen, and the IQ Software automatically sets up the required filter in the background and applies
it (see fig.). As the result of the filtering process, only the actions with the responsible person
Roberts, Kathleen are shown. With the auto-filter being active, the funnel icon in the status bar on
the bottom right is colored red.
You can extend this auto-filter gradually with further filter criteria by selecting at first the next required
information in the current filtering result (e.g. status = in progress). Then open the list of suggested
filter criteria again via the context menu and select the required criterion (e.g. status = in progress).
You are displayed a query, if you want to add the new criterion to the current auto-filter or if you want
to reject the previous auto-filter and set up a new one. If you confirm with Yes, your auto-filter will
include two filter criteria (combined with an AND operator). In the example (see fig.), the filtering

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result shows only the actions with the responsible person Roberts, Kathleen and the status in
progress. Compared to the previous filter result, all actions with the status completed are now filtered
out.
The last auto-filter you set up in the current work session is located in the filter dialog on the left side
under the heading System-defined filters and listed with the name Auto-filter. If you select it, the filter
criteria of this filter are shown in the middle of the filter dialog.
When you set up a new auto-filter or close the fme file, the last auto-filter will be lost. If you want
to keep an auto-filter for other sessions, you have to select the auto-filter in the filter dialog and then
press the Copy button. After you have assigned a name, the copied auto-filter is permanently available
on the left side under the heading User-defined filters (see fig.).
Use the F6 key or the command Remove filter/highlighting from the View menu to disable
an active filter and the funnel icon in the status bar becomes grey again.
13.6.4 Apply auto-highlighting
You can set up a variety of individual highlighting in a software-aided manner by means of the so-
called auto-highlighting even without the need to have deeper knowledge of how to set up filters.
For this purpose, search for an information in the open form which you want to highlight (e.g. the
person Roberts, Kathleen). Select the information and select the command Highlight from the
context menu. In the following menu, the IQ Software suggests various highlighting criteria
considered reasonable in the context of the selected object. Select e.g. the criterion Responsible =
Roberts, Kathleen, and the IQ Software automatically sets up the required filter in the background
and applies it (see fig.). As the result of the highlighting process, only the actions with the responsible
person Roberts, Kathleen are highlighted in turquoise. With the auto-highlighting being active, the
icon in the status bar on the bottom right is colored turquoise.

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You can extend this auto-highlighting with further filter criteria by selecting at first the next required
information in the current highlighting result (e.g. status = in progress). Then open the list of
suggested highlighting criteria again via the context menu and select the required criterion (e.g.
status = in progress). You are displayed a query, whether you want to add the new criterion to the
current auto-highlighting or if you want to reject this auto-highlighting and set up a new one. If you
confirm with Yes, your auto-highlighting will include two criteria (combined with an AND operator). In
the example (see fig.), the highlighting result shows only the actions with the responsible person
Roberts, Kathleen and the status in progress. Compared to the previous highlighting result, no action
with the status completed is highlighted anymore.
The last auto-highlighting you set up in your current work session is located in the highlighting dialog
on the left side under the heading System-defined filters with the name Auto-highlighting. If you
select it, the corresponding highlighting criteria are shown in the middle of the dialog.

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When you set up a new auto-highlighting or close the fme file, the last auto-highlighting is lost. If
you want to keep it for other sessions, you have to select the auto-highlighting in the highlighting
dialog and press the Copy button. After you have assigned a name, the copied auto-highlighting is
permanently available on the left side under the heading User-defined filters (see fig.).
Use the F6 key or the command Remove filter/highlighting from the View menu to disable
an active filter and the icon in the status bar becomes grey again.
14 Notes
You can create so-called notes for every object in every editor to save further/supplementary
information for an object. For this purpose, you can use free text, a diagram and/or a link. The work
with notes will be explained in the following by means of the FMEA Forms Editor.
14.1 Create a note

You create a note for an object by highlighting this object and selecting the command Edit notes
from the context menu. Thereupon, the properties dialog of the object opens with the active tab Note.
The input field provides you with various options described in the following.
14.1.1 Note with formatted free text
You can make entries in the input field in the usual manner known from word-processing programs.
After having entered the text, you can format it (see fig.). To do so, select the required text and select
one of the following commands from the context menu: Text properties, Paragraph
properties or Back color.
As of IQ version 6.5, you can also use the formatting icons in the toolbar at the beginning of the
notes dialog (see fig.) as an alternative.

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The drop-down menu on the left contains the style sheets for normal text (normal) and for various
headings (heading 1 to 6), so that you can structure your text better. The other icons are for text
formatting. Furthermore, numbering, listing with bullet points, and linking to other files and/or images
are possible. The individual icons are not explained in detail. If you place the mouse cursor on the
icon for a while, a tool tip is displayed explaining the purpose of the icon.
14.1.2 Insert a link in a note
By using a so-called link, you can integrate an in-file or an external link in a note. Two options are
provided for this. One the one hand, you can define a text by yourself (e.g. Link to 5-steps poster),
which is then to act as the link. To do so, select the required text and select the command Link from
the context menu and in the following menu the link type (e.g. Document). After having selected the
file and confirmed with Open, the text is displayed as link (see fig.).
On the other hand, you can select the context menu command Link and in the following menu the
required link type (e.g. Document) without selecting the text. After having selected the file and
confirmed with Open, the shortened directory path is shown as the link (see fig.).
In both cases, the link is executed in the opened notes dialog by clicking on it with the left mouse
button and holding the Ctrl key at the same time.
The different link types will be explained in the following:
Link to document
With this link type, you establish a link to a document, such as e.g. a pdf file. Executing the link opens
the file.
Link to directory
With this link type, you establish a link to a directory (folder), such as e.g. a project folder. Executing
the link opens this folder.
Link to the internet

With this link type, you establish a link to a URL. Executing the link opens this URL in the browser.
Link to e-mail
With this link type, you enter an e-mail address, which is the shown as a link in the note. Executing
the link opens your e-mail program with the new e-mail dialog. The linked e-mail address is entered
as the recipient.
Link to IQ object
With this link, you can establish a link to another object in this fme file. Executing the link causes
the synchronization with the linked object.
Links work only, if the memory directory of the link target was not changed since they were
established and if you have currently access to the related memory locations (network access).

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14.1.3 Insert graphic in note
You can also insert a graphic in the note. To do so, open the notes dialog and execute the command
Insert/edit graphic from the context menu. Then select the required graphic and confirm with
Open. In the following dialog box, you can adjust the quality of the graphic. After having confirmed
with OK, your note contains a link to this graphic and, based on this link, the graphic is displayed in
the note (see fig.).
To delete the graphic in the note, select the graphic and press the Del key on the keyboard.
Links to graphics work only, if the memory directory of the graphic has not changed since the link
was established and if you currently have access to the related memory location (e.g. network
access).
14.2 Hot-click icon for note

If you enabled the hot-click symbol for Notes in the display options of the respective editor, each
object with a note is provided with the icon (see fig.).
Double-clicking on the icon opens the corresponding note in the properties dialog.
14.3 Detailed tool tip for note

As of IQ version 6.5, you can position the mouse cursor on the hot-click symbol for a note and
the content of the note is displayed in the form of a tool tip (see fig.).

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The displayed content of a note is limited to 1000 characters, and then it is cut off. The tool tip is
displayed as long as the mouse cursor is placed on the hot-click symbol.
14.4 Print note content visibly

As explained later in chapter Print and output contents (as of page 268), the content of an editor
is always printed as it is shown on the screen. You may e.g. see the hot-click icons for available
notes in a printed form (e.g. pdf file) without being able to see their contents. That is why it is
recommended, in particular before printing tables (e.g. FMEA form, Deadlines), to enable the
option Show notes where available. This option is contained in the category Options of the
display options (menu View) of the FMEA Forms Editor. Alternatively, click on the icon in the
toolbar on top. Now, the content of all notes available in the form is visible and highlighted in ocher
(see fig.).
14.5 Delete note

There is no separate command to delete a note. Open the required note instead, select the entire
content and press the Del key on the keyboard. Then close the notes dialog with OK. The note is
deleted and the hot-click icon vanishes.

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14.6 Embed referenced documents/graphics
If necessary, you can embed any graphics and/or documents linked or referenced to into your fme
file. To do so, open the respective note and select the command Embed referenced
documents/graphics from the context menu. As a result, the linked documents/graphics become
part of your file. The file size increases accordingly.
14.7 Notes list

The so-called Notes list in the Data Manager provides you with an overview of all notes in your
file. Open the list via the Administration menu and the command Notes list. For purposes
of clarity, object types group the notes. You can select the required object type (e.g. system
elements) from the first drop-down menu on top.
15 Link with bookmarks

By means of so-called bookmarks, you can refer to or link "something". Clicking on the hot-click icon
for bookmarks will execute the link. Working with bookmarks will be explained using the example
of the FMEA Forms Editor, but is also possible in all the other editors.
15.1 Create bookmarks

Create a bookmark for an object by selecting the object and selecting the command Bookmark from
the context menu. Thereupon, a selection list is displayed containing all possible kinds of bookmarks,
from which you choose the required type of bookmark. The most important bookmarks will be
explained in the following.
You can create several bookmarks for an object consecutively. In that case, a selection dialog
showing the available links is displayed later, when the link is executed, from which you choose the
required link.
15.1.1 Create a file bookmark
Use this bookmark to establish a link to a document, such as e.g. a pdf file. Clicking on the bookmark
will open the file.
After having selected the type File bookmark, a dialog is displayed from which you choose the
required document and confirm with Open.
15.1.2 Create a directory bookmark
As of IQ version 6.5, the directory bookmark is available. Use this bookmark to establish a link to a
directory (folder), such as e.g. a project folder. Clicking on the bookmark will open the folder.
After having selected the type Directory bookmark, a dialog is displayed from which you choose
the required directory and confirm with OK.
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15.1.3 Create an OLE bookmark
An OLE bookmark establishes a link to a certain position in a file of another program, such as e.g. a
cell in an Excel document or a word/sentence in a Word document. Clicking on the link will open the
respective file and highlight the target position therein.
Create an OLE bookmark by at first opening the external file, then highlighting the required target
position therein and copying it to the clipboard. Then you close the external file and select the
bookmark type OLE bookmark for the required object in the fme file.
The bookmark type OLE bookmark is only an active entry in the context menu, if you have saved
something in the clipboard and the related external program supports the OLE ability (Object Linking
and Embedding).
15.1.4 Create a web bookmark
Use this bookmark to establish a link to a URL. Clicking on the bookmark icon will open the URL in
the browser.
After having selected the type Web bookmark, a dialog opens in which you enter the required URL
and confirm with OK.
15.1.5 Create a PIM bookmark
Using the PIM bookmark, you can generate a return point to continue at a certain point in the FMEA
later (e.g. starting point for the next moderation session) or to enter certain information retroactively
(e.g. expert is currently on holidays).
For this purpose, select a suitable object and choose the bookmark type PIM bookmark. The object
is given the bookmark icon . Double-clicking on the icon will open the Personal Information
Manager (PIM) in the secondary workspace. Therein, select the required object on the left (see
fig.) and define your reference text on the right (e.g. Start point for next FMEA meeting).
Later (e.g. at the beginning of the next moderation session), open the Personal Information
Manager (PIM) in the corresponding fme file via the Editors menu, select the required object
on the left and execute the context menu command Sync to bookmark. Alternatively, double-
click on the bookmark icon . In both cases, the object is synchronized with the other workspace.
In doing so, always that editor opens, in which you created the PIM bookmark (e.g. FMEA Forms
Editor).
After the PIM bookmark has served its purpose, select the required object on the left in the
Personal Information Manager (PIM) and execute the context menu command Delete to
remove the PIM bookmark from this object.

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15.2 Hot-click icon for bookmarks
If the hot-click icon for bookmarks is activated in the display options of the respective editor, the
object is given the bookmark icon . Double-clicking on the icon will execute the link.
If several bookmarks are available for an object, then double-clicking on the bookmark icon will
open the Information Manager, from which you can choose the required bookmark.
15.3 Administration of bookmarks (e.g. delete)

The Information Manager shows a list of all bookmarks saved for the respective object and
provides for the options of deleting, changing, restructuring, or selecting the required bookmark.
Open the administration by highlighting the object and executing the command Bookmark from the
context menu and in the following menu Manage bookmarks. In the example, the cause length
too small merely has a file bookmark (see fig.).
If several bookmarks are available for an object, then double-clicking on the bookmark icon will
open the Information Manager, from which you can choose the required bookmark.

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16 VDA step 5: Deadline Editor
The optimizing actions (VDA step 5) usually have a deadline in the future and their status is in
progress. Within the bounds of deadline tracking, the first step is to notify the responsible persons
about their actions and later their feedbacks must be recorded in the FMEA.
The Deadline Editor is provided to track deadlines.
16.1 Open Deadline Editor in the required layout

To open the Deadline Editor, select the command Deadline Editor from the Editors menu. As
the name implies, it is specifically intended to track deadlines. Therefore, it provides a far better
representation of the relevant deadlines than the form. You can choose between the following
layouts for this editor:
 IQ structure - FMEA form view: Lists all deadlines contained in at least one form of the opened
structure. Via the Project Management, you can select the required structure(s) to analyze
(multiple selection possible). The actions are listed based on the cause.
 IQ structure - failure view: All deadlines of the opened structure are listed, including those that
are not part of a form. Via the Project Management, you can select the required structure(s)
to analyze (multiple selection possible). The actions are listed for any failure whichever has at
least one action with a deadline.
 IQ form: All deadlines are listed, which are contained in the selected form. By means of multiple
selection in the FMEA Forms Management, you can analyze several forms. The actions are
listed based on the failure mode.
 VDA 96: All deadlines are listed, which are contained in the selected form. By means of multiple
selection in the FMEA Form Management, you can analyze several forms. This layout
corresponds to the specifications given VDA volume 4. It is the only one of the four layouts
showing the level of implementation of an action. The actions are listed based on the failure mode.
Select the required layout for the Deadline Editor in the first selection box above (see fig.).
If you choose one of the first two layouts (IQ structure - FMEA form view or IQ structure - failure
view), open the Project Management via the Administration menu and select the structure(s),
for which you want to list the deadlines. For the other two layouts (IQ form or VDA 96), open the
FMEA Forms Management via the Administration menu and select the form(s), for which you
want to list the deadlines.
In the example, the layout IQ form was used for the form D-FMEA Ballpoint pen (see fig.). Therefore,
you see all the deadlines available in this form.

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16.2 Deadline Editor: Recommended display options
In general, the Deadline Editor lists the deadline, the status, the responsibility, and a variety of
additional information for each action. You can define in the display options, which of these additional
information you want to display. You have to consider therefore, which of the context information is
required for the person responsible for the action, so that he is able to implement the action. The
more columns (context information) you can hide, the clearer arranged becomes the deadline table.
Open the display options by selecting the command Display options from the View menu with
the Deadline Editor being active.
The following provides you with display options recommended by the APIS trainer team for the
Deadline Editor. In the end it is up to you, which display options to choose.

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Category: Options

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Category: Options III
The option Automatically adjust table width is particularly helpful, since it provides for the
table always being adjusted to full screen.
Category: Sort
The APIS trainer team recommends to abstain from sorting (option No sorting). The order in the
deadline table thus corresponds to that in the FMEA form or in the structure. If you want to apply
sorting anyway, at first, untick the option No sorting. Then select the list entries in the lower part
one after the other and choose either the ascending (shown as green arrow ) or the descending
(shown as red arrow ) sorting for each list entry by means of the radio buttons on top.
If the order cannot be clearly represented in the list of the Deadline Editor based on the action names,
then the sorting order in the display options is gone through top-down, until a clear order is possible.
You can change the sorting order (priority list) by selecting an entry in the list and then pressing the
button Move up or Move down.
If you do not want alphabetically descending or ascending sorting, you can enable the option By
number on the bottom instead. The (position) numbers then sort your information.

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Category: Columns
Serves to change the width of any column. To do so, select the required column in the upper part
and enter the required width in the field Width in centimeters below. You can furthermore untick the
columns that are not required and thus hide them in the deadline table. Then sort the enabled
(ticked) columns as required by selecting a relevant entry and pressing the button Move up or Move down.
The so defined order (top-down) indicates the order of the columns (from left to right).
In the example (see fig.), the columns Structure, Description, SxO, and RPN initial state are hidden.
There are still numerous columns in the deadline table. If necessary, you can hide more, but you
should leave the context information, which is at least required for the responsible person to
understand and implement his action.
Category: Grouping
You define by ticking, which column groups the deadline table. If you tick several columns, you
should select them one after the other and arrange them in the required grouping order with the
button Move up or Move down. The column on top is leading the grouping.
In the example (see fig.), grouping is applied first by Responsible and then by Status.

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Thus, the Deadline Editor shows the following hierarchical grouping (see fig.).
16.3 Filter "Open deadlines"

In general, only not yet completed actions are of interest within the bounds of deadline tracking. By
default, initially all actions for your selected structure or form are displayed, irrespective of their
status. To reduce the table content to the so-called open actions, select the command Filter from
the View menu with the Deadline Editor being active. In the filter dialog, select the filter Open
deadlines under the heading System-defined filters on the left side and confirm the dialog with OK.
Thereupon, only open actions are shown. To indicate that a filter is active, the funnel icon in the
status bar on the bottom right is colored red. To cancel the filter, select the command Remove
filter/highlighting from the View menu or press the F6 key. The funnel icon becomes
grey again.
16.4 Sorting and grouping of column contents

In the table of the Deadline Editor, you can apply a variety of basic editing options, which are
described in detail in the chapter Editing options for tables (as of page 140). Two of these options
are explained also in the following.

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Sorting
On the one hand, you can sort the content of a column in ascending or descending order by clicking
with the mouse in the corresponding grey column header once. With the first click, you activate the
ascending sorting for the column (alphabetically from A to Z or the ascending sorting by numbers),
which the column header indicates by an arrow pointing upwards . The second mouse click leads
to a descending sorting (alphabetically from Z to A or the descending sorting by numbers), which is
indicated by the arrow pointing downwards . The third mouse click deactivates the sorting for this
column again.
Grouping
The so-called group box showing the reference text Drag a column here to group by this column is
located above the deadline table (see fig.).
To group, drag & drop the required grey column header (e.g. Responsible) on the group box. After
the red arrows are displayed in the group box, you can release the mouse button (see fig.).
As a result, this column (see fig) groups the content of the table.
Clicking on the plus sign in front of the respective category opens its content. Vice versa, click on
the minus sign to close the content of the category.
If necessary, you can apply multiple grouping. To do so, drag and drop the required grey column
headers (e.g. Responsible and Status) consecutively on the group box (see fig.). The order they are
dropped on the group box (from left to right) determines the hierarchical structure.

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To cancel grouping, place the mouse cursor on the required column header in the grouping field and
select the command Remove from the context menu (see fig.). In case of multiple selection, repeat
this procedure for the other grouped column headers.
16.5 Notify responsible persons

As mentioned above, you first need to notify the responsible persons of their respective actions.
Later, you record their feedbacks in the FMEA. We describe two ways to notify the responsible
person in the following.
16.5.1 Notification by pdf, HTML, or Excel
So that the deadline table remains clearly arranged and contains only the relevant information, we
recommend the filter Open deadlines and grouping by the column Responsible. As a result, the
deadline table contains exclusively the open actions. The open actions are summarized (grouped)
respectively for the individual persons and initially folded. Before you output this deadline table (e.g.
as pdf or Excel), unfold either the open deadlines of certain persons or the open deadlines of all
persons. The deadline table is in general printed or outputted as it is shown on the screen.
Output as pdf file

To output as pdf file, use the command Print from the File menu, select a pdf printer in the
print dialog and set the print settings as required. We recommend to print tables (e.g. Deadline
Editor, FMEA form) in landscape format and to enable the option Optimize print for
postscript/PDF. Upon printing, the table content is transferred to the pdf file as you see it on the
screen. If necessary, you may need to adjust the display options before printing.
The figure shows the deadline table filtered by Open deadlines and grouped by Responsible.

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The resulting pdf file looks as follows (see fig.).
Output as Excel file

As of IQ version 6.5, you can output all tables (e.g. Deadline Editor) as Excel sheets as well.
To do so, select the command Export from the File menu and in the following menu the export
format Excel file (*.xls). A dialog opens, where you can define under File type, whether you
want to use the old Excel format (*.xls up to Office 2003) or the new Excel format (*.xlsx as of
Office 2007). Assign a file name and confirm with Save to generate the Excel file. For the above
example, the resulting Excel table looks as follows (see fig.). Please note that you can edit the Excel
file, but you cannot reimport the updated content of the Excel file in the IQ Software. There are other
functions available for this purpose in the IQ Software, which are beyond the scope of a training for
beginners. If you want, you can learn them later in the IQ-software for advanced users.

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Output as HTML file
Alternatively to the Excel export, you can select the export format HTML Dokument (*.htm) in
the File menu under Export. Assign a file name and confirm with Save to generate the HTML file.
An HTML file and a folder are generated, which contains various image files (e.g. for hot-click
icons). If you change the storage location of your HTML file, you should always move the related
folder as well. The HTML file can be opened by anyone having an internet browser by double-clicking
on it.
Then send the generated pdf file(s), Excel file(s) and/or HTML file(s) e.g. by e-mail to your colleagues
with the request for feedback.
16.5.2 (Automatic) notification by e-mail
To notify the various responsible persons of their respective actions, the IQ Software provides you
with the option of notifying them by e-mail. This requires that the e-mail addresses of the relevant
persons exist in the Data Manager under Teams and Persons.
For the notification, select any table item in the Deadline Editor and then execute the context
menu command Notify responsible persons (HTML). A dialog opens (see fig.), in which
you can enter a Subject, if applicable, more recipients in the field Cc (separated by ";") as well as an
explanatory text in the field Description. In the lower part of the dialog, you can define the persons
whom you want to send an e-mail containing their respective actions. By default, initially all persons
are ticked, who are included in the current deadline table. If necessary, you can individually limit the
group of people for the e-mail notification by unticking the persons who are not required. The tab
Other of the dialog contains further additional options for the e-mail notification. One default setting
is e.g. that a so-called ICAL calendar import file (file extension *.ics) is sent with the e-
mail. If the recipient double-clicks on this ICAL file, then his deadlines from the deadline table
are integrated in the calendar of his e-mail program. Precondition for this is that the e-mail calendar
is able to read this standard calendar file.
By default, you need to send every single e-mail in the opening e-mail program after you confirmed
the dialog. This may become cumbersome, if you have a large number of notification to send. That
is why you can enable the option Do not show the e-mail client dialog on the Other tab.
When you close the notification dialog with OK, you need to give the IQ Software your OK to
(automatic) send the e-mails. Accordingly, the e-mails are sent without your interaction needed.
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As a result, each of the persons selected before will receive an e-mail with an HTML file enclosed,
which contains only the action of this person. The IQ Software automatically generates person-
specific deadline tables. For the correct representation of the HTML table, additional image files (e.g.
for hot-click icons) may be enclosed to the e-mail. The respective recipient opens his deadline table
by double-clicking on the HTML file.
The related persons need to return the status of the action in the end, so that the FMEA executive
can update the deadlines in the FMEA. The following chapter describes the update of the actions.
16.6 Enter feedbacks

To record the feedbacks for the open actions, open the Deadline Editor via the Editors menu,
select the required layout and then, depending on the layout, the required structure via the Project
Management or the required form via the FMEA Forms Management in the Administration
menu. We recommend the filter Open deadlines and grouping by the column Responsible for
updating the actions. As a result, your deadline table contains only open actions. The open actions
are summarized (grouped) respectively for the individual persons and initially folded. If you want to
record e.g. the feedbacks from Mister Krause, Paul, unfold the corresponding actions by clicking on
the plus sign. In general, there are the following three changes:
Deadline shift
To change/shift a deadline, select it in the column date and double-click on it with the mouse. An
information about the currently active filter is displayed, which you acknowledge with OK. In the
deadline dialog, change the deadline and confirm the change with OK. The new deadline is applied
to this action. If the column Reason for deadline shifting is displayed, the IQ Software automatically
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records the original deadline and the new deadline in this column. If necessary, you can select the
field and enter a reason for the deadline shift (see fig.).
Every further deadline shift for this action is similarly recorded in the field (see fig.).
If the status of an action is not yet completed and the target deadline is prior to the current date,
the deadline is regarded as exceeded and is shown in red writing by the IQ Software.
Change action status

To change the status of an action, select its status field and double-click with the mouse. An
information about the currently active filter is displayed, which you acknowledge with OK. In the
deadline dialog, change the status with the radio button on the left and confirm the change with OK.
The new status is applied to this action. If the column Reason for deadline shifting is displayed, the
IQ Software generates a new input field in this column. If necessary, you can select the field and
enter a reason for the changed status (see fig.).
If the filter Open deadlines is active and you change the action status to completed, this action will
be filtered out upon the next update (e.g. with F5 key).
Change O or D rating
When you define optimizing actions for prevention or detection, the resulting O and D ratings are still
estimations. Only after the action(s) is/are implemented will you know the specific O and D values.
Thus, the feedback for an action could require the adjustment of the O value and/or the D value. To
change it, select the corresponding rating field and enter the new value with the keyboard.
If you adjust the value upwards, a higher risk (RPN) is the result and you possibly need further
actions to reduce the O and/or D value again. We recommend not to create the new actions in the
Deadline Editor, but to create them in the FMEA Form. To do so, you may e.g. synchronize the
Deadline Editor with the FMEA form to instantly go to the right place.

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17 Print and output contents
You can print the content of each editor as a pdf file or on paper and/or output it in various
formats such as e.g. in an HTML file. Please note that the print and/or output result always
looks like the current content on your screen. It may therefore be required to adjust the display
options (menu View), activate/deactivate a filter, and/or conduct or cancel sorting/grouping before
printing/outputting. To print/output a form with notes, it is recommended to enable the option Show
notes where available in the category Options of the display options, so that the contents of
the notes are visible in the printout. You can furthermore include other context information, such as
e.g. the cover sheet or the valuation catalog, in the printout by ticking them in the section Additional
options of the print dialog.
The different output formats are described in the following using the example of the FMEA form.
17.1 Print as pdf file or on paper

To print as a pdf file or on paper, select the command Print from the File menu. The upper
part of the displayed dialog (see fig.) shows the options known from other customary print dialogs.
You define the printer (e.g. pdf printer) and the paper format. To print tables (e.g. Deadline
Editor, FMEA form) we recommend the landscape format. Furthermore, you can include other
context information, such as e.g. the related Cover sheet or the Valuation catalog, by ticking them in
the section Extras of the print dialog. The paper format defined above (e.g. landscape) initially
applies also to the additional information. You can change the paper format for the additional
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information with the button Setup. The result in the pdf file then is a mixture of portrait and
landscape format. In the lower section of the print dialog, you can activate various other options. For
the printing of pdf files, we recommend to enable the option Print optimized for postscript/PDF.
17.2 Output as Excel file

As of IQ version 6.5, you can output all tables (e.g. FMEA form) as Excel sheets as well. To do so,
select the command Export from the File menu and in the following menu the export format
Excel file (*.xls). A dialog opens, where you can define under File type, whether you want
to use the old Excel format (*.xls up to Office 2003) or the new Excel format (*.xlsx as of Office
2007). Assign a file name and confirm with Save to generate the Excel file. For the above example,
the resulting Excel table looks as follows (see fig.). Please note that you can edit the Excel file, but
you cannot reimport the updated content of the Excel file in the IQ Software. There are other
functions available for this purpose in the IQ Software, which are beyond the scope of a training for
beginners. If you want to, you can learn them later in the IQ-software for advanced users.
17.3 Output as HTML file

Alternatively to the Excel export, you can select the export format HTML Document (*.htm) in
the File menu under Export. Assign a file name and confirm with Save to generate the HTML file.
An HTML file and a folder are generated, which contains various image files (e.g. for hot-click
icons). If you change the storage location of your HTML file, you should always move the related
folder as well. Anyone can open the generated HTML file in an internet browser by double-clicking
on it.

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18 Statistical analyses
The IQ Software provides various statistical analyses to be able to analyze the data of one or several
FMEAs. They are used to compactly represent huge data amounts in resulting figures and/or
graphical representations. The following chapters will at first describe the general procedure for
statistical analysis and then explain the respective analyses in detail.
In general, the analyses are subdivided into the upper section containing the graphic and the lower
section containing the result list.
You can copy a diagram, e.g. for a presentation, to the clipboard by opening the context menu in
the graphic section and executing the command Copy to clipboard.
The content of the result list cannot be edited. If changes are necessary, we recommend to
synchronize into a suitable editor in the lower workspace and to make the modifications there.
18.1 Definition of specifications for the analysis

Open the statistical analyses by calling up the Statistics management in the Administration
menu. The Statistics management (see fig.) opens, in which you define, which data from the fme
file are to be analyzed how.

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The following table explains the individual parameters in this dialog:
Parameter Description
Analysis scope The Analysis scope defines, whether available structures (Analysis of
structures) or available forms (Analysis of forms) in your fme file
are to be analyzed. The following differences exist between the two scopes
of analyses:
1. How often is a cause counted in the analysis?

Many statistical analyses determine the number of causes. If a cause is
connected to two or more failures in the failure net (see fig.), different
numbers for this cause are the result, depending on the sort of analysis.
In the example, the cause F5 is available only once in the structure list. In the
FMEA form in contrast, a row is generated for each failure and the causes
and effects are listed for each failure. That is why the cause F5 is listed twice
(with failure F2 and with failure F3) in the form.
In the analysis of structures, the structure list and the failure net are the
basis for counting the causes. The cause F5 is counted only once.
In the analysis of forms, the FMEA form is the basis for counting the causes.
It lists the cause F5 twice and accordingly F5 is counted twice.
2. Extent of analyzed data

The analysis of structures includes all data of the related structure in the
analysis. Therefore, it provides a holistic analysis of the data.
When creating a form, you define yourself, whether to integrate all parts of
the structure or only sub-structures in the form. The form therefore does not
necessarily comprise the complete structure. The analysis of a form deals
only with those data that are included in the respective form.
From the point of view of the APIS trainer team, the analysis of structures
is the "clean" analysis. Most commonly used in the real world by our
customers is the analysis of forms.
Analysis type The Analysis type determines the type of analysis (e.g. Pareto analysis).
The following chapters will explain the different types in detail.

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Parameter Description
Analysis scheme In the section Analysis schema, you open a dialog with the Edit button, in which
you define the analysis settings, specifying in particular the data base to be
used for analysis (e.g. which revision state). The available settings vary
depending on the type of analysis. The settings will be explained directly in
the chapters concerning the respective type of analysis.
Filter If necessary, you can apply a filter to your result in the Filtering section and
thus limit your analysis further. The system filters are shown in the drop-down
list, if you click on the black arrow pointing downwards.
Data selection If you selected Analysis of structures in the dialog above, then this section
contains the content of the Project Management of your current fme
file. Select the structure(s) with the mouse (if necessary, multiple selection
with the Ctrl key pressed), for which the analysis is to be executed.
If you selected Analysis of forms in the dialog above, then this section
contains the content of the FMEA Forms Management of your current
structure. Select the form(s) with the mouse (if necessary, multiple selection
with the Ctrl key pressed), for which the analysis is to be executed.
18.2 Pareto analysis
18.2.1 General description
The “Pareto principle” says that the most critical 20 percent of all causes account for 80 percent of
the total risk. The concentration on these critical causes may lead to a risk reduction of up to 80
percent and accordingly provides the greatest potential for improvement.
The Pareto analysis in the IQ Software determines the risk level of each cause based on the specified
analysis settings for the risk parameter to be applied (e.g. RPN) and the selected revision state (e.g.
last completed state) to be used. Thus, e.g. the RPN of the last completed state is determined for
each cause.
The values thus determined then form the database according to which the causes in the diagram
are listed. The order of the listing is descending from left to right.
Furthermore, the IQ Software calculates the number of critical causes comprising 20 percent of the
total, based on the number of causes. If there are e.g. 100 causes, then 20 of them are critical. The
IQ Software then colors the bars of the causes in red, starting at the beginning, until the critical
number is reached. In the example, these are the first 20 causes. If further causes with the same
risk level (e.g. the same RPN value) follow the last colored cause, these causes are colored red as
well. It may therefore happen that from 100 causes e.g. 25 causes are colored red.
The primary y-axis (on the left) shows the risk parameter (e.g. RPN) and the x-axis the causes. The
height of the bars represents the risk value of each cause according to the basis of analysis (e.g.
RPN value). On the right, there is another, secondary y-axis showing the cumulative share of the
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risk contributed by the causes by means of the black summation graph. The total risk results from
the summation of the relative shares of the individual causes contributing risk.
In the following example (see fig.), altogether 12 causes are available, which were sorted in
descending order based on the RPN of the respectively last completed state. The calculation of the
critical causes (red bars) results in the value 2.4 (20 % of 12 causes), which is rounded down to 2.
The dashed arrow in the figure, starting at the cumulative summation graph on the right y-axis,
shows the risk share of the critical causes (red), i.e. approx. 33 percent. According to the Pareto
principle however, these critical causes should amount to 80 percent of the total risk. In line with
that, the first 7 causes should be actually regarded as critical as shown by the dotted arrow in the
figure. As cause 8 has the same RPN value as cause 7, it is critical, too. In the example, the first 8
causes must therefore be regarded as critical. However, you cannot see that at first sight in the
Pareto analysis. In summary, we can state that the Pareto analysis based on the number of causes
often leads to "blurred" results. As of IQ version 6.5, an alternative analysis called Pareto compact
was introduced, which is described in the following chapter.
In general, the Pareto analysis divides into the upper section containing the graphic and the lower
section containing the result list. Clicking with the mouse on one of the diagram bars synchronizes
to the related cause in the result list and shows the associated context information such as e.g. the
risk share in %. The following table shows an extract of the information in the result list.
Cause RPN value Share of total risk in %
1 800 16.74
2 800 16.74
3 600 12.36
4 480 9.88
5 480 9.88
6 480 9.88
7 320 6.59
8 320 6.59
9 240 4.94

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Cause RPN value Share of total risk in %
10 240 4.94
11 72 1.48
12 24 0.49
18.2.2 Define analysis settings for pareto analysis
In the Statistics management, the button Edit opens a dialog to define various settings for the Pareto
analysis. The basic ones are described in the following by means of the different tabs.
The tabs Column widths and Colors are available only via the display options of an already
performed analysis.
18.2.2.1 Pareto analysis: Tab "Settings"
The settings on this tab you need to define, as they are the fundamental basis of the analysis.
Option Description
Data basis Here you define the revision state to be taken as the basis of the analysis.
From a methodical point of view, the “Initial state” or the “Last completed state”
can be recommended.
Factors By default, the factors S, O, and D are selected. That means the RPN is taken
as the basis of the analysis shown on the y-axis. As an alternative, you can
respectively tick and define any combination of the three factors or a single
factor. If you select S and O, the product of both defines the y-axis. Since IQ
version 6.5, you can alternatively take the so-called RMR value as the basis
of analysis (please see chapter RMR matrix: Define overall color and
ranking (as of page 116) for further information).
Causes This option is available only for the Pareto analysis analyzing forms. Here you
decide which causes are considered in the analysis and listed in the column
Cause of the result list.

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18.2.2.2 Pareto analysis: Tab "Axes"
The settings on this tab are optional and can be ignored by IQ beginners.
Option Description
Limitation of If the number of causes is high, it may be reasonable to limit the causes shown
X-axis on the x-axis. Please consider that the specified number of causes is then
taken as the basis to color the bars in red.
Limitation of If the risk values (e.g. RPN) of the causes show great differences, it may be
Y-axis reasonable to cap the risk level shown on the y-axis. The lower risk values
are thus better visible in the diagram. The “capped” bars are marked with an
arrow pointing upwards in the graphic.
Label every nth If the number of causes is high, it may be reasonable to label only every nth
column cause on the x-axis. Her you define the step width of the labeling. The first
and the last cause are labeled anyway.
18.2.2.3 Pareto analysis: Tab "Graphic"
If necessary, you can define numerous options for the representation of the graphic.
Option Description
Analysis style The Frequency distribution merely shows the ascending sorting of the causes
as well as their risk portions. The most critical causes are not colored.
In case of Pareto, the most critical causes are in addition colored red.
The ABC representation is an alternative to Pareto and is based on a threefold

division of the causes into classes of the same width on the x-axis, each class
being colored differently.
Graphic type If needed, you can show horizontal and vertical gridlines for a better
readability of the axis values. The additional option is available to show the
specific values at the bars and the summation graph. The summation graph
again represents the cumulative risk portion of the causes.
Critical risk Here you define the percentage of causes to be colored as critical based on
portion the number of causes. According to Pareto, this is 20 percent by default.
Critical risk Here you define the percentage numbers for the causes listed in the classes
portions ABC A and B. By default, this is 33% and 66% respectively.

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18.2.2.4 Pareto analysis: Tab "Format"
If necessary, you can assign names deviating from the standard names for Title, Subtitle, and
Secondary value axis (secondary y-axis) on this tab. It is recommended to enable the option
Display chart title, so that title and subtitle are shown above the diagram. The subtitle is in
particular important for the correct interpretation of the chart. In the Statistic Editor, you can
also enable this option via the View menu and the command Display diagram title.
18.2.2.5 Pareto analysis: Tab "Colors"
You can define other than the standard colors (red, blue) to be shown in the diagram. Please
consider the effect in black and white printouts though. The standard colors ensure good contrasting.
18.2.2.6 Pareto analysis: Tabs "Column widths" and "Result list"
The options on these tabs are self-explanatory and affect the representation of the result list.
On the tab Result list, you define which effect(s) are listed in the column Effects of the result list.
This selection, however, does not affect the analysis with regard to the applied Smax, i.e. the IQ
Software on principle determines the respective maximum S rating for all effects (including the
hidden ones) and applies it for the analysis.
18.3 Pareto compact
As shown in the chapter Pareto analysis (as of page 272), the Pareto analysis based on the number
of causes does not always result in the causes colored red really accounting for 80 percent of the
total risk (see fig.). In the example, they only account for approx. 33 percent.
Therefore, a second Pareto analysis called Pareto compact is available in the IQ Software (as of IQ
version 6.5). The diagram is identically structured, but a different logic applies to the coloring of
critical causes. The IQ Software knows the risk portions of all the listed causes. In case of Pareto
compact, these risk portions add up until 80 percent of the total risk is reached. The causes
determined that way are colored red. If further causes with the same risk level (e.g. the same RPN
value) follow the last colored cause, then these causes are colored red as well. That is why the red
colored causes sometimes result in over 80 percent of the total risk.

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For our example, the Pareto compact analysis then looks as follows (see fig.).
Compared to the standard Pareto analysis, the diagram does not contain the cumulative summation
graph and the secondary y-axis anymore, as this information is implicitly given by the corresponding
causes being colored in red.
According to the Pareto principle, a default value of 80% is set for the critical risk portion. To change
this value, proceed as follows:
 Open the entry Statistics management in the Administration menu.
 In the Statistics management, select the type Pareto compact from the pull-down menu.
 Then click on the button Edit in the section Analysis scheme and switch to the tab Graphic.
 In the input field Critical overall risk proportion, specify a percentage (see fig.).
18.3.2 Define analysis settings for pareto compact
In the Statistics management, the Edit button opens a dialog, in which you can make various settings
for the Pareto compact analysis. Except for a few, the options on the different tabs are the same as
those of the standard Pareto analysis. If required, please refer to the chapter Define analysis
settings for pareto analysis (as of page 274) for further information.

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18.4 Difference analysis
The difference analysis shows the stepwise risk optimization alongside the existing revision states
for each cause. The x-axis shows the causes and the y-axis the risk value (e.g. RPN). By default,
the risks of the revision states are compared by means of the RPN. You can change that though.
The figure shows the example of a difference analysis, in which the respectively available revision
states of a cause are compared to each other by means of their RPN values. Normally, the risk
should decline through the revision states down to an acceptable residual risk. Clicking with the
mouse on a diagram bar synchronizes with the related cause and its context information in the result
list. A legend is located to the right of the diagram, which explains the colors assigned to the different
revision states. The number of bars available for a cause results from the number of revision states
available for this cause. The causes 3 and 4 have e.g. only one state, i.e. the initial state. Cause 11
in contrast has three revision states.
18.4.2 Define analysis settings for difference analysis
In the Statistics dialog, the button Edit opens a dialog, where you can define various settings for the
difference analysis. The basic ones are described in the following by means of the different tabs.
performed analysis.
18.4.2.1 Difference analysis: Tab "Settings"
Option Description
Data basis To define which revision states are compared to each other. You can choose
between three options. If you do not select the option All revision states, you
focus on specific revision states (e.g. Initial and last revision state) and hide
the other revision states in the analysis. However, a plus sign in brackets is
displayed with the respective cause on the x-axis to indicate that further
revision states are available for this cause.

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Option Description
Factors By default, the factors S, O, and D are selected. That means that the RPN
forms the basis of the analysis and is shown on the y-axis. As an alternative,
you can respectively tick and define any combination of the three factors or a
single factor. If you select S and O, the product of both is used for the y-axis.
Since IQ version 6.5, you can alternatively take the so-called RMR value as
the basis of analysis (please see chapter RMR matrix: Define overall color
and ranking (as of page 116) for detailed information).
Causes This option is available only for the difference analysis based on the analysis
of forms. You define, which cause(s) are considered in the analysis and listed
in the in the column Cause of the result list.
18.4.2.2 Difference analysis: Tab "Sorting"
On this tab, you define the criterion by which the causes are listed on the x-axis.
Option Description
Old value The causes are sorted in descending order on the x-axis, based on the risk
(before) indicated by the first one of the revision states selected to be compared.
New value The causes are sorted in descending order on the x-axis, based on the risk
(after) indicated by the last one of the revision states selected to be compared.
Last completed The causes are sorted in descending order on the x-axis, based on the risk
state indicated by the last completed revision state of the revision states that are
considered in the analysis.
Difference The causes are sorted in descending order on the x-axis, based on the risk
before/after difference (improvement potential) between the different revision states
selected to be compared.
18.4.2.3 Difference analysis: Tab "Axes"
Option Description
Limitation of If the number of causes is high, it may be reasonable to limit the causes shown
X-axis on the x-axis. As a result, only an extract of the underlying diagram is
displayed.
Limitation of If the risk values (e.g. RPN) of the causes show great differences, it may be
Y-axis reasonable to cap the risk level shown on the y-axis. The lower risk values
are thus better visible in the diagram. The “capped” bars are marked with an
arrow pointing upwards.
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Option Description
Y-axis: If necessary, you can apply logarithmic scaling to the risks shown on the y-
logarithmic scale axis.
Label every nth If the number of causes is high, it may be reasonable to label only every nth
column cause on the x-axis. Her you define the step width of the labeling. The first
and the last cause are labeled anyway.
18.4.2.4 Difference analysis: Tab "Graphic"
Option Description
Graphic type Here you can choose to represent the bar diagram in 2D or in 3D.
Graphic If needed, you can show horizontal and vertical gridlines for better readability
of the axis values. The additional option is available to show the specific
values at the bars.
18.4.2.5 Difference analysis: Tab "Format"
If necessary, you can assign names deviating from the standard names for Title and Subtitle on this
tab. We recommend enabling the option Display chart title, so that title and subtitle are
shown above the diagram. The subtitle is in particular important for the correct interpretation of the
diagram. If the Statistic Editor as active, you can also enable this option via the View menu
and the command Display diagram title.
18.4.2.6 Difference analysis: Tab "Colors"
You can define other than the standard colors to be used in the diagram. Please consider the effect
in black and white printouts though. The standard colors ensure good contrasting. We recommend
using the automatically calculated standard colors, as this ensures the high-contrast representation
of the different bars for each cause.
18.4.2.7 Difference analysis: Tabs "Column widths" and "Result list"
On the tab Result list, you define which effect(s) are listed in the column Effects of the result list.
This selection, however, does not affect the analysis with regard to the applied Smax, i.e. the IQ

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18.5 Frequency analysis
The frequency analysis shows the number of causes, which are contained in defined risk areas
(classes). The x-axis shows the risk classes and the y-axis the frequency. The RPN is the default
risk value. You can change that though.
The figure shows an example of a frequency analysis based on the RPN of the last completed state,
with the empty classes being hidden. Clicking with the mouse on a diagram bar synchronizes with
the result list to the related causes and their context information.
18.5.2 Define analysis settings for frequency analysis
In the Statistics management, the button Edit opens a dialog to define various settings for the
frequency analysis. The basic ones are explained in the following by means of the different tabs.
performed analysis.
18.5.2.1 Frequency analysis: Tab "Settings"
Option Description
Data basis To define which revision state(s) are to analyze, various options are available.
The option “Last completed/last revision state” is very helpful, with the last
revision state being a still open revision state.
Factors By default, the factors S, O, and D are selected. That means that the RPN is
used as the basis of analysis for the risk classes on the x-axis. As an
alternative, you can respectively tick and define any combination of the three
factors or a single factor. If you select S and O, the products of both are used
as class limits (upper, lower) for the risk classes on the x-axis.
Causes This option is available only for the frequency analysis based on an analysis
of forms. Here you define, which cause(s) are considered in the analysis and
listed in the in the column Cause of the result list.

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18.5.2.2 Frequency analysis: Tab "Categories"
Option Description
Use categories If you activate this option, the defined categories from the Categories section
below are applied.
Class size = 1 With this option, you analyze how often a specific risk value occurs, i.e. how
often does e.g. the RPN value 100 occur.
Hide empty The x-axis shows only those categories, which contain at least one cause.
classes
Categories The IQ Software initially includes the standard categories. Select a category
to assign other start and end values in the edit lines. You can furthermore
create or delete categories with the buttons Add and Remove. The Default button
provides you with the standard categories again.
18.5.2.3 Frequency analysis: Tab "Axes"
Option Description
Limitation of It is possible to represent only the categories between a lower risk limit and
X-axis an upper risk limit. Categories above or below the limits are hidden. Enter
these limits here by means of the Min and Max values.
Limitation of The y-axis can be capped as well. The “capped” bars are marked with an
Y-axis arrow pointing upwards.
Y-axis: If necessary, you can apply logarithmic scaling to the frequency shown on the
logarithmic scale y-axis.
Label only data If you do not hide the empty classes, it may be reasonable to label only the
points in use categories filled with content on the x-axis.
18.5.2.4 Frequency analysis: Tab "Graphic"
Option Description
Graphic type Here you can choose to represent the bar diagram in 2D or in 3D.
Graphic If needed, you can show horizontal and vertical gridlines for better readability
of the axis values. The additional option is available to show the specific
values at the bars.

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18.5.2.5 Frequency analysis: Tab "Format"
tab. We recommend enabling the option Display chart title, so that the title and the subtitle
are shown above the diagram. The subtitle is in particular important for the correct interpretation of
the diagram. If the Statistic Editor is active, you can also enable this option via the View
menu and the command Display diagram title.
18.5.2.6 Frequency analysis: Tab "Colors"
On this tab, you can define the colors of the bars for each revision state shown in the diagram.
Please consider the effect in black and white printouts though. The standard colors ensure good
contrasting. We recommend using the pre-set colors, as this ensures the high-contrast
representation of the different bars for each category.
18.5.2.7 Frequency analysis: Tabs "Column widths" and "Result list"
On the tab Result list you can define, which effect(s) are listed in the column Effects of the result
list. This selection, however, does not affect the analysis with regard to the applied Smax, i.e. the IQ
18.6 Risk matrix
According to VDA, the S rating on the x-axis and the O rating on the y-axis define the risk matrix. It
therefore represents any possible combination of S and O ratings and determines the number of
causes related to each combination. The various combinations of S and O ratings serve to classify
the associated risk and are colored in red, yellow, or green.
If a cause is within the red range, then the risk must be reduced (need for action), whereas within
the yellow range action is merely recommended. Within the green range, optimization is usually not
required anymore (acceptable risk). In the IQ Software, a fourth color (grey) is available to classify
causes even lower than green regarding their risk. You do not have to use it though. Before the
matrix is applied, a company-specific definition should be established, which classifies each S/O
combination as red, yellow, or green (and grey, if necessary).
The risk matrix comes from the field of medical technology and is an alternative to the risk evaluation
by means of the RPN. It says that a higher probability of occurrence is tolerated in case of a lower
extent of damage, i.e. its focus clearly is on the prevention of failures, whereas the probability of
detection is ignored.
The figure shows an example of a risk matrix analyses according to VDA and based on the last
completed state. The numerical value in a colored matrix field is the number of causes with exactly
this combination of evaluations. The right section contains a legend adding up the number of causes

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per color. Clicking on a matrix field with numerical value synchronizes in the result list to the related
causes and their context information.
18.6.2 Define analysis settings for risk matrix
In the Statistics management, the button Edit opens a dialog to define the various settings for the risk
matrix. The basic ones are described in the following by means of the different tabs.
The tab Column widths is available only via the display options of an already performed analysis.
18.6.2.1 Risk matrix: Tab "Settings"
Option Description
Data basis Here you define which revision state to analyze. Various options are available.
The option “Last completed state” is very helpful, whereas the option “Last
revision state” may still include open actions.
Evaluation Here you define the factors represented in the matrix. Besides “S/O”, as
parameters X/Y recommended by VDA, “D/O” or “S/D” are also possible.
Causes This option is available only for the risk matrix based on the analysis of forms.
You define, which cause(s) are considered in the analysis and listed in the in
the column Cause of the result list.
In the category Risk matrices of the Data Manager, you define the colors for the matrices S/O,
S/D, D/O, and RMR in the so-called standard set (see chapter Administration of risk matrices (as
of page 114)). It also contains the option to create several different sets to define different color
specifications for different matrices. This exceeds the scope of training for beginners though. If you
want to, you can later learn that in the IQ-software for advanced users. By default, the color
specifications of the so-called standard set are applied to the Risk matrix analysis. If you define

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several sets in the Data Manager, you can switch to another set by pressing the
button Select risk matrix set, selecting the required set and confirming with OK. Thereupon, the IQ Software
will apply the color specifications of the selected set to the respective matrix in the Risk matrix
analysis.
18.6.2.2 Risk matrix: Tab "Format"
tab. We recommend enabling the option Display chart title, so that title and subtitle are
shown above the diagram. The subtitle is in particular important for the correct interpretation of the
diagram. If the Statistic Editor is active, you can also enable this option via the View menu
and the command Display diagram title.
18.6.2.3 Risk matrix: Tabs "Column widths" and "Result list"
On the tab Result list you can define, which effect(s) are listed in the column Effects of the result
list. This selection, however, does not affect the analysis with regard to the applied Smax, i.e. the IQ
hidden ones) and applies it for the analysis

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19 Modeling the process flow
A Process Flow Diagram represents the time flow and the interactions of the various work steps in
the manufacturing process. The process FMEA then analyzes the risks for each work step.
The following chapters describe systematically how to create a Process Flow Diagram and the
editing options for the diagram.
19.1 Create a Process Flow Diagram
19.1.1 Interrelation between structure tree and Process Flow Diagram
For a Process Flow Diagram, select the required system elements (process steps) from the structure
tree to be modeled in the diagram. Upon the creation of a flow diagram, there is usually no process
structure available yet (no process FMEA). That is why you create a process structure with two levels
at first, which includes the required process steps on the second level (see fig.).
All the process steps required for the diagram should be available as system elements in the
structure tree. It is furthermore possible to create new process steps (system elements) in the flow
diagram. They are automatically integrated in the structure. The order of the process steps in the
diagram is irrespective of the order in the structure tree. However, deleting a process step in the
structure will also delete the process step in the flow diagram. The other way round, if you delete a
process step in the flow diagram, it is deleted in the flow diagram only.
If you have already defined product and/or process characteristics in the structure, you can define
in the Document settings of the Tools menu, on which basis these are to be applied to the table
section of the Process Flow Diagram (see fig.).

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To do so, enable one of the following two options in the category Control Plan:
Control Plan/Process Flow Diagram: Display of process characteristics...
is based on characteristic/function net

The IQ Software lists all product characteristics anchored at the system elements for which a
Process Flow Diagram is created in the column Product characteristic. Then the software looks to
the function net, whether or not process characteristics are connected on the next deeper function
net level to these product characteristics. If yes, the related process characteristics for each product
characteristic are listed in the column Process characteristic. If a process characteristic is not
connected to a product characteristic, then the process characteristic is not listed!

The IQ Software lists all product characteristics anchored at the system elements for which a
Process Flow Diagram is created in the column Product characteristic. The software then goes to
the respective system elements on the next deeper level in the structure tree and lists all available
process characteristics anchored there in the column Process characteristic. The logic/information
potentially available via the function nets is ignored.
The default setting is is based on the structure. The Process Flow Diagram thus lists the product
characteristics found with the process steps and the process characteristics found on the 4M-level
for each process step, as far as they are already available (see fig.). It is furthermore possible to
create new characteristics in the flow diagram. They are automatically integrated in the structure.
However, a dummy system element called System element for causes is created on the third
structure tree level for process characteristics newly created in the flow diagram (see fig.). You
should later move this process characteristic from the dummy system element to a suitable system
element on the 4M-level (e.g. Injection molding machine) and delete the dummy.
Please keep in mind that deleting a characteristic in the structure or in the flow diagram will also
delete it in the respectively other editor!
Dummy system element for process characteristic

newly created in Flow Diagram

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19.1.2 Create Process Flow Diagram in structure tree
The following basic principle applies to the creation of Process Flow Diagrams: Select the system
elements in the structure tree, which are to be modeled as process steps in the diagram. In a
"complete" process structure, i.e. including the 4M-level, these are usually the system
elements on the next to last structure tree level.
Renaming the process steps and/or characteristics has a consistent effect according to the
type/instance concept.
To create a flow diagram, select the required system elements (multiple selection with the mouse
and the Ctrl key pressed) from the structure tree and then select the -> Process Flow Diagram
from the context menu. Thereupon, the editor Process Flow Diagram opens in the lower
workspace and the flow diagram with the selected system elements is created. Proceed in the same
manner to create further flow diagrams. The so-called Process Flow Management (menu
Administration | Process Flow Management) contains an overview of the available flow
diagrams in the structure. For detailed information on the management, please refer to the following
chapter Process Flow Management: Create and administrate flow diagrams (as of page 289).
An example for better understanding. The sample structure tree looks as follows (see fig.).
To create a process flow diagram for all work steps of the process Production of ball pen, select the
system elements representing the different process steps (see fig.) and execute the context menu
command given above.
After acknowledging an intermediate query, a dialog is displayed for the name of the diagram (see
fig.). The suggested name is initially the name of the first system element (in the example Injection
molding) in your diagram. You can change it as you like (e.g. to Process flow for production of ball
pen). Then confirm with OK. Unambiguous names should be assigned to the diagrams, so that the
differentiation between the various flow diagrams in the Process Flow Management is easy. All
system elements included in the diagram get the hot-click icon for the Process Flow Diagram.
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A process FMEA usually examines only value-adding work steps and no test steps (e.g. Incoming
inspection, Final inspection). A Process Flow Diagram in contrast usually comprises both. You
should therefore create the test steps on the work step level in the structure tree, before you create
a flow diagram. When you create the flow diagram, select the required test steps (in the example
Incoming inspection, Final inspection) and the required work steps (see fig.).
With the help of the hot-click icons for the FMEA form and the Process Flow Diagram you can
recognize that the process FMEA contains only the value-adding work steps and the flow diagram
additionally the test steps.
19.1.3 Process Flow Management: Create and administrate flow diagrams
As described in the chapter above, you can create several Process Flow Diagrams for a given
structure tree. The so-called Process Flow Management serves to administrate the different Process
Flow Diagrams.
19.1.3.1 Open Process Flow Management
Open the Process Flow Management by selecting the command Process Flow Management
from the Administration menu. The management shows all Process Flow Diagrams available in
the current structure. In front of each flow diagram, the number of system elements included in the
diagram is shown in brackets. You can furthermore unfold its content by clicking on the plus sign
in front of each flow diagram (see fig.). When unfolded, the system elements integrated in the flow
diagram are shown. Clicking on the minus sign reduces the content again.
Various editing options are provided to administrate the flow diagrams, which will be described
systematically in the following chapters.
19.1.3.2 Change the name of a Process Flow Diagram
You can change the name of a Process Flow Diagram (e.g. from Injection molding to Process flow
for production of ball pen) by selecting the flow diagram and then pressing the button Properties. Define
the new name in the properties dialog and confirm with OK.

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19.1.3.3 Create a new Process Flow Diagram
Alternatively to creating a Process Flow Diagram in the structure tree, you can also create flow
diagrams directly in the Process Flow Management. To do so, click on the button New on the
right. A selection dialog opens, which shows the content of the structure tree in a hierarchical list.
Tick the required system elements (work steps and, if applicable, test steps) to select them. To create
a flow diagram for the entire manufacturing process of the ball pen, you would have to tick the system
elements as shown in the figure.
After confirming with OK, the flow diagram is initially given the name of the first system element (in
the example Injection molding). This name is not reasonable and should be changed to e.g. Process
flow for production of ball pen. To do so, select the flow diagram and press the button Properties on the
bottom right. Define the new name in the properties dialog and confirm with OK.
19.1.3.4 Delete a Process Flow Diagram
To delete a process flow diagram, select the required flow diagram and then press the button Remove
on the right. Please note that the content of the table header (master data) is irretrievably lost, when
you delete a Process Flow Diagram.
19.1.3.5 Extent/reduce content of Process Flow Diagram
You can retroactively extend or reduce the content (system elements) of an available Process Flow
Diagram. To do so, select then flow diagram and then click on the button Select on the right. A selection
dialog opens, which shows the content of the structure tree in a hierarchical list. All the "ticked"
system elements form the current content of the Process Flow Diagram. Tick further system
elements to extend the content or untick system elements to reduce the content.
19.1.3.6 Open or switch to another Process Flow Diagram
The Process Flow Management shows the flow diagrams available in the current structure. To
open a flow diagram, select the required flow diagram and then click on the button Open on the right.
This flow diagram is opened in the editor Process Flow Diagram.
If a flow diagram 1 is already open in the editor and you want to switch to flow diagram 2, then again
open the Process Flow Management, select flow diagram 2 and click on the button Open.
Alternatively and with the editor Process Flow Diagram being active, use the first drop-down
menu in the third toolbar, to switch to another than the displayed flow diagram (see fig.).

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Click on the black arrow on the right to open the drop-down list showing the flow diagrams of the
current structure. The flow diagram with the prefix ">" is the currently active flow diagram. Use the
mouse to select the required Process Flow Diagram.
19.1.3.7 Sorting of Process Flow Diagrams
If several flow diagrams are available in the management, you can sort them By name or By creation
date. To do so, select the flow diagram, click on the button Sort on the right, and select the sorting
criterion.
19.1.3.8 Sorting of system elements in a Process Flow Diagram
If you work with a group flow diagram (more than one system element included), you can change
the order of the system elements by means of sorting By name, By number, By item code, or By
creation date. To do so, at first unfold the group flow diagram by clicking on the plus sign . Then
select one of its system elements, click on the button Sort on the right, and select the sorting criterion.
This sorting defines the order of the system elements (process steps) in the Process Flow Diagram.
You should therefore execute the sorting first and then model your process flow. Otherwise, a lot of
rework will be required to model the correct flow.
For the sorting criterion By number, the system element’s position number in the structure tree is
used. You may have defined with which number to start at the root element via the (optional) field
Number when you created the structure. If you assigned item codes to the relevant system elements,
you can also sort by them via the sorting criterion By item code.
19.1.3.9 Versioning of a Process Flow Diagram
A Process Flow Diagram is a "living document" updated repeatedly over time for different reasons
(e.g. process changes). Therefore, different versions of the flow diagram exist. If you want to archive
the older versions of a flow diagram, you can create a so-called Process Flow Diagram version in
the IQ Software. To do so, highlight the required Process Flow Diagram and then click on the Create
version button on the bottom left. A dialog shows, where it is recommended to define a version add-
on before or after the flow diagram name (e.g. Process Flow Chart for Production of Ballpoint
pen_V1_20150408). After you confirm with OK, the version is created. To prevent overloading the
Process Flow Management, the versions are hidden in the default settings. To show them, you need
to enable the option Show versions at the bottom by ticking. The version is then shown below the
related flow diagram (see fig.). A version "freezes" the current data status of your flow diagram.
To open a version, select it in the Process Flow Management and click on the Open button on the
right. A version always opens in the read-only mode, i.e. the editing commands are disabled. But
you can filter, synchronize, or conduct statistical analyses in the version.
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Please note that the versions of a flow diagram are sorted in descending order. The last, i.e. most
recent, version of the flow diagram therefore stands in the first position (see fig.).
A version is always a one-to-one copy of the flow diagram and thus doubles the data volume with
regard to the flow diagram. The Process Flow Diagram version comprises the entire content of the
flow diagram. A structure version in contrast always comprises the entire data set of this structure
(including FMEA form, Process Flow Diagram, etc.).
delete it by highlighting the version and clicking on the Delete button on the right.
19.2 The Process Flow Diagram Editor
19.2.1 Purpose
The editor Process Flow Diagram serves to model the different steps (including e.g. test steps)
of the manufacturing process according to the time flow.
19.2.2 Open Process Flow Diagram Editor

There are two options to open the editor Process Flow Diagram, which are described in the
following.
19.2.2.1 Open Process Flow Diagram Editor via menu
You can switch from the currently active editor (e.g. Structure Editor) to the editor Process
Flow Diagram by selecting the command Process Flow Diagram from the Editors menu.
The Process Flow Diagram opens. If there is no flow diagram available yet for the selected
object, a query is displayed, whether you want to create a flow diagram for the object. You can
usually close the query by pressing Abort. Then you open the required flow diagram in the editor. To
do so, select the command Process Flow Management from the Administration menu. In
the management, select the required flow diagram and click on the button Open on the right. Proceed
in a similar manner to open another flow diagram in the editor.
The Personal Desktop shows a navigation bar for quick access to the basic editors on the left side
of the screen. As an alternative to changing the editor via the menu, you can click on the respective
icon for the editor Process Flow Diagram.
19.2.2.2 Open Process Flow Diagram Editor via hot-click icon
If flow diagrams are already available in the current structure, the included system elements show
the hot-click icon for the Process Flow Diagram. Double-clicking on the icon will open the editor
Process Flow Diagram with the relevant flow diagram in the lower workspace.

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19.2.3 Make-up: Symbol palette, table header, diagram and table section
The following figure shows the general make-up of the editor Process Flow Diagram. The
individual sections will be explained separately afterwards.
Table header with master data
Diagram section Table section
Symbol
palette
19.2.3.1 Symbol palette
The symbol palette on the left side has two functions. On the one hand, it is a legend explaining the
type of a process/work step (e.g. type Fabrication). On the other hand, it is a selection box for the
application of the different symbols, so that you can model the flow according to your own
requirements. Its content is managed in the category Symbol palettes of the Data Manager (see
chapter Administration of palettes (classification, process flow diagram) (as of page 110).
19.2.3.2 Table header with master data
In the table header of the Process Flow Diagram, you collect the master data of the modeled process.
The fields Created and Modified are filled in automatically and contain the data of the creation of the
diagram and the date of its last revision respectively. The revision date is updated as soon as you
modify the diagram. Both dates can be changed manually at any time. You can fill in the other fields
manually by clicking with the mouse in the respective field and entering the required text. The context
menu of the field Revised by contains the item Persons to open the list of persons created in
category Teams and Persons of the Data Manager. Tick the required person(s) and apply them
by pressing OK. Thus, you do not have to enter the person(s) again.

By default, the table header shows the APIS logo on the top left. Double-click on the logo to open
Logo file name
Open button. Besides the Process Flow Diagram, there are other tables in the IQ Software (e.g. FMEA
form, Deadlines) showing the logo in the header as well. Changing the logo in one table (e.g. Process
Flow Diagram) similarly applies to all the other tables.

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The logo is a document setting and therefore applies to the current fme file only. Usually, you
want to use your company logo in all fme files though. That is why you should write the standard
logo in the template file (normal.fmt) and thus specify it as the standard for all new fme files.
To do so, select the command Update template from the Tools menu. Then select the option
Document settings and confirm with OK.
Change field name

The make-up of the table header is a QS 9000 recommendation. If necessary, you can change the
label of a field (e.g. from Revision level to Revision number). To do so, highlight the respective field
and select the command Column/entry label from the context menu. In the dialog, assign the
new name and confirm with OK. The label of the field is changed.
If the changed labels represent a standard to you, you can write this standard in the template file
(normal.fmt) and thus (automatically) apply it to all new fme files. To do so, open the Tools
confirm with OK. For the changed labels to be actually applied, the display option Use user-
defined labels (category Options | Miscellaneous) of the editor Process Flow Diagram must
be activated. This option is active by default. If it is not active, the standard labels are applied and
the changes ignored.
Hide table header

If you do not need the table header, you can hide it. To do so, open the display options (menu View)
of the Process Flow Diagram and disable the option Header data in the section Show additional
information of the Options category.
19.2.3.3 Diagram section
The diagram section contains symbols for the various work steps. Later on, these are connected
with lines to represent the time flow and, if applicable, further interactions.
For a clearer arrangement of the diagram, we recommend the following modifications:
 Hide the reference column: Place the mouse cursor on the grey column header of a reference
column and select the command Hide column from the context menu. Thus, the name of the
system element is not displayed anymore next to each symbol.
 Enable numbering: For you to interpret the flow diagram correctly even without the reference
column, you should open the display options via the View menu and then enable the option
Numbering in the Symbol column section of the category Diagram (see fig.).

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 Adjust width of symbol column: In order to enhance the reading of the numbering in the flow
diagram despite the connecting lines, you should adjust the width of the symbol column to the
value 2.5. To do so, open the display options via the View menu and switch to the category
Column widths. Then select the entry Symbol on top and enter the new value in the bottom field
for the column width. Finally confirm with OK.
The table section provides you with a legend for the process steps by means of numbering the
symbols (see fig.). Letting you know that e.g. the symbol 1.1 corresponds to Process step 1.
19.2.3.4 Table section
In the respective columns, the table section lists the context information from the structure tree,
which is already available for the process steps (system elements). These are the name of the
process step (corresponds to name of the system element), the number of the system element from
the structure tree, associated product and/or process characteristics as well as the classification of
these characteristics as far as they are yet defined. If you enter the information directly in the table,
it is saved accordingly in the structure.
In practice, often only the contents of the columns Part/Process number and Process
element/Operation description are relevant for the correct interpretation of the flow diagram. You can
therefore hide the other columns for clarity reasons, as the case may be.
19.2.4 Process Flow Diagram Editor: Recommended display options
options, interesting in particular for IQ beginners. The meaning of some important options will be
explained in addition to it.
based on practical experience. They are automatically set to "active", when the software is installed.
It is thus not necessarily required to deal with the display options in the beginning. Please note that
these standard display options are integrated only as of service pack 50 of version 6.5.

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Category: Options
The standard display options (active options) as shown in the figure are usually sufficient. If
necessary, you can also show other additional information, such as e.g. the machine(s) which is/are
assigned to the process step in the Control Plan.

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The basic hot-click icons needed to work in the Process Flow Diagram are those for Notes, User-
defined attributes, Bookmark, and, if applicable, Variant-specific values.

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Category: Diagram
If you have hidden the reference column, as recommended above, you should enable the option
Numbering for the Symbol column.

You can change the width of any column. To do so, select the required column in the upper part and
enter the required width in the field Width in centimeters at the bottom. If you enter the value zero,
then this column is hidden.
19.3 Edit content of Process Flow Diagram

The following chapters describe the basic options for modeling the process flow.
We recommend in general that you first finally arrange all the required process steps and, if
applicable, the required “free” symbols (e.g. for o.k., n.o.k.) in the diagram section and only then
draw the connecting lines between the symbols. You should avoid moving symbols already
connected to other symbols retroactively, as the connecting lines are no automatic connectors, i.e.
the connecting lines do not move along when symbols are moved. The result would be that the
connecting lines are interrupted and you would need to adjust them again.
19.3.1 New rows and columns or delete rows and columns
After the Process Flow Diagram is created, the diagram section has three pairs of columns for
Symbol/Reference and as many rows as system elements (process steps) are listed in the table
section. If there is not enough space in the diagram section to model parallel and/or sequential cycles
of the integrated process steps, you can insert any number of new columns and/or rows. To do so,
highlight the respective field in the diagram section and select the command Column from the
context menu and in the following menu Insert column or select the command Row and then
Insert row. A new column always inserts to the right of the column you highlighted. A new row
always inserts below the row you highlighted. Alternatively, you can use the icon for a new
column and the icon for a new row from the upper toolbar.

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The other way around, the context menu also contains the commands Column | Delete column
as well as Row | Delete row(s) in order to reduce the diagram section.
If rows or columns with content are deleted, a corresponding information is displayed. The deletion
has no influence on the content of the structure though.
19.3.2 Assign another symbol
In the flow diagram, a symbol is assigned to each process step. This symbol indicates the type of
the process step (e.g. fabrication). After the creation of the diagram, initially the fabrication symbol
is assigned to all process steps. Double-clicking on the symbol of the required process step in the
diagram section opens a dialog in which you can change the symbol and thus the type (see fig.). If
you do not want to assign a symbol for the selected process step, select the first (“empty”) entry in
the dialog. Another possibility to change the symbol is to drag & drop the required new symbol from
the symbol palette on the left onto the symbol to be changed in the diagram section.
19.3.3 Include free symbols in diagram
The Process Flow Diagram may also contain so-called free symbols, not assigned to any process
step. You model e.g. also test steps in the flow diagram and you represent the sequence in case of
a successful test and the sequence in case of an unsuccessful test. In this regard, we recommend
creating symbols for a successful test, an unsuccessful test, rework, and rejection in the Data
Manager section Symbol Palettes | Palette for Process Flow Diagram (see fig.).
To include a free symbol in the flow diagram, drag & drop it from the symbol palette on the left to the
required empty symbol field in the diagram section. To delete a symbol, highlight it in the diagram
section and execute the context menu command Delete or press the Del key.
In the example (see fig.), two new rows were inserted after Test step 1 and then the free symbols
for o.k., n.o.k., and for Discard were integrated by means of dragging & dropping. Chapter Connect
symbols with lines (as of page 300) describes how to draw the connecting lines.

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Please note that the free symbols do not get an entry in the column Process element/Operation
description. They are explained only by the related information in the symbol palette.
19.3.4 Arrange symbols
Before you connect the symbols in the diagram section with lines, you should arrange them finally
as required. To do so, drag & drop the respective symbols in the diagram section from the original
symbol field to the required symbol field. The related table information also moves.
19.3.5 Remove process steps from diagram
If necessary, you can also remove certain process steps from the diagram. To do so, select the
corresponding symbol in the diagram section or the process step to delete in the table section and
execute the context menu command Delete or press the Del key. The deletion of process steps in
the flow diagram does not have any influence on the content of the structure.
19.3.6 Connect symbols with lines
The chronological sequence of the process flow is modeled by connecting lines between the symbols
of the process steps and, if applicable, the free symbols. By default, these lines are arrows. Connect
two symbols by selecting the start symbol, all fields of the connecting path, and the end symbol with
the Ctrl key pressed. Then, execute the context menu command Connect. The order of the
selection determines the direction of the connecting arrow (see fig.). Alternatively, use the icon
from the upper toolbar after you selected the connecting path.

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The following is an example of a flow diagram (see fig.).
A little trick was used for the connection between Test step 1 (start symbol) and Printing (end
symbol). The following fields were selected in order to create the connecting path (see fig.).
As a result, the o.k. symbol is apparently assigned to the connecting line between the two steps. The
connection between Test step 1 and Rejection was established accordingly.
You can also model feedback loops (see fig.). For this, the correct order of selecting the fields is
decisive for the connection. In the example, the product must be reworked if the test was
unsuccessful and is then returned to the first work step and finally the test is made again.

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As already mentioned above, the connecting lines are no automatic connectors, i.e. they do not
move along when a symbol is moved. Moving e.g. symbol 1.2 one row down leads to the following
result (see fig.). The interrupted lines must be deleted and new connections must be drawn.
Therefore, we recommend first to arrange the symbols in their final order and only then to draw the
connecting lines. Later on, you should avoid moving of symbols, if possible.
19.3.7 Remove connecting lines from diagram
To delete a connecting line, select – similarly to the creation procedure – the start symbol, all fields
of the connecting path and the end symbol with the Ctrl key pressed and execute the context menu
command Disconnect. Alternatively, use the icon from the upper toolbar to disconnect the
symbols after you selected the corresponding path.

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19.3.8 Change type of connecting line
Double-clicking in a field with a connecting line opens the dialog Edit symbol/connection, in which
you can define the line style and the line width. Double-clicking on the end symbol of a connection
provides you with the option to click on the arrowheads in the preview window on the right and thus
design the arrowhead and the end of line accordingly (with or without arrowhead).
You can also change the line style and the line width for the entire connection. To do so, select the
connecting path by means of multiple selection and then execute the command Line style from
the context menu (see fig.). Change the line style and/or the line width in the dialog.
19.3.9 Define product/process characteristics
In the right part of the table section, you can define the related characteristics for the different process
steps in the columns Product characteristic and Process characteristic. To do so, select the field of
the respective process step in the column Product characteristic or in the column Process
characteristic and execute the command Product characteristic or Process
characteristic from the context menu. The corresponding input collector opens to define the
required characteristics. The characteristics newly created in the Process Flow Diagram are also
applied to the structure. The IQ software creates a dummy system element called System element
for causes for newly created process characteristics on the third structure tree level (see fig.). Later
on, you should move this process characteristic from the dummy element to a suitable system
element on the 4M-level (e.g. Injection molding machine) and delete the dummy.

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Please keep in mind that deleting a characteristic in the structure or in the flow diagram will also
delete the characteristic in the respectively other area!
Dummy system element for process characteristic

newly created in Flow Diagram
19.3.10 Identification of special characteristics (classification)
The classification field of the C column to the right of each product characteristic and each process
characteristic provides you with the option to identify a characteristic as special. To assign a
classification, double-click in the classification field of the required characteristic and select the
required classification from the opening dialog (see fig.). The content of the selection list you define
in the category Palettes of the Data Manager (see chapter Administration of palettes
(classification, process flow diagram) (as of page 110)). To apply the classification, confirm with
OK.

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In the example, the classification CC was assigned to the product characteristic length. The
classification is also applied to the structure (see fig.)

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20 Control Plan
A Control Plan contains both, the product characteristics produced in the respective process step
and the process characteristics significantly influencing the production of these product
characteristics during the respective step. It serves to monitor the compliance with important
specifications of these characteristics, which may affect quality and customer requirements. For this
purpose, inspections are provided for the characteristics. The control method describes how to
handle the inspection results (e.g. record in inspection chart). The reaction plan defines the required
behavior, if the inspection results deviate from the specifications (e.g. reject batch, resort to last good
part).
Generally, the Control Plan is created based on the results of the process FMEA. The following
chapters describe systematically how to create and edit the Control Plan.
20.1 Create a Control Plan
20.1.1 Interrelation between structure tree and Control Plan
In general, a process FMEA (process structure), serving as the basis for the Control Plan, is already
available when a Control Plan is created. A Control Plan lists the product and/or process
characteristics for each work step. If available, the specification and/or classification of the
characteristics are applied to the corresponding columns of the Control Plan. Thus, you can apply
the following information from a process FMEA to the Control Plan (see fig.):
 System elements (process steps and, if applicable, test steps)
 Related product characteristics of the process/test steps
 Related process characteristics of the process/test steps
 If applicable, the specification of product/process characteristics
 If applicable, the classification of product/process characteristics
The other columns of the Control Plan you have to fill in by yourself.

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When a Control Plan is created, the IQ Software only searches for the object types product
characteristic and process characteristic. Functions and failures do not exist in the Control Plan.
That is why the figure above does not show e.g. the functions homogenous structure or surface.
To save rework in the Control Plan, we recommend creating all information on the process step
level needed (later on) for the Control Plan as product characteristics and all information on the 4M-
level needed (later on) as process characteristics already when creating the process FMEA.
For a Control Plan, select the system elements (process steps and, if applicable, test steps) in the
structure tree, for the characteristics of which you want to define inspections in the Control Plan. The
process/test steps required for the Control Plan must therefore be available as system elements in
the structure tree. You can furthermore create new process steps (system elements) in the Control
Plan. They are automatically integrated in the structure. The order of the work steps in the Control
Plan is irrespective of the order in the structure tree. However, deleting a work step in the structure
will also delete it in the Control Plan. The other way round, i.e. we you delete a work step in the
Control Plan, it will be deleted only in the Control Plan, but still be part of the structure.
If you have product and/or process characteristics already available in the structure, you can define
via the Document settings in the Tools menu the logic of how these are applied to the columns
Product characteristic and Process characteristic of the Control Plan (see fig.).

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To do so, enable one of the following two options in the category Control Plan:
Control Plan/Process Flow Diagram: Display of process characteristics...
is based on characteristic/function net

The IQ Software lists all product characteristics anchored at the system element for which a Control
Plan is created in the column Product characteristic. Then the software looks in the function net,
whether or not process characteristics are connected to these product characteristics on the next
deeper function net level. If yes, the related process characteristics of each product characteristic
are listed in the column Process characteristic. If there is no functional connection between a product
and necessary process characteristics, then the process characteristics are not listed.

The IQ Software lists all product characteristics anchored at the system element for which a Control
Plan is created in the column Product characteristics. The software then goes to the superordinate
system elements on the next deeper structure tree level and lists the available process
characteristics in the column Process characteristics. The logics of the function nets are ignored.
The default setting is is based on structure. The Control Plan thus lists the product characteristics
form the process step level and the process characteristics form the 4M-level for each process step,
as far as they are available (see fig.). It is furthermore possible to create new characteristics in the
Control Plan. They are automatically integrated in the structure. A dummy system element called
System element for causes is created on the third structure tree level for process characteristics
newly created in the Control Plan (see fig.). You should later move this process characteristic from
the dummy element to a suitable system element on the 4M-level (e.g. Injection molding machine)
and delete the dummy. Please keep in mind that deleting a characteristic in the structure or in the
Control Plan will also delete the characteristic in the respectively other area.
Dummy system element for newly

created process characteristic in
Control Plan

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As describe later, you define an inspection for each characteristic. An inspection consists of the
inspection equipment (e.g. plug gauge), the scope of inspection (e.g. 5 items), the inspection interval
(e.g. at the beginning of each shift) as well as the control method (e.g. record in inspection chart)
and the reaction plan (e.g. reject batch). After having defined all the information in the Control Plan,
the IQ Software automatically saves the inspection in the structure with the corresponding
characteristic (see fig.).
All control methods are given the icon and all reaction plans the icon .
20.1.2 Create a Control Plan in structure tree
The following basic principle applies to the creation of Control Plans: Select those system elements
in the structure tree, which are to be modeled as process/test steps in the Control Plan and
for the characteristics of which you want to define inspections. In a "complete" process
structure, i.e. including the 4M-level, these are usually the system elements on the next to
last structure tree level.
Depending on how many system elements (process steps) are part of the Control Plan, single
Control Plans (only one system element) and group Control Plans (at least two system elements)
are distinguished. A system element may be part of several Control Plans. Renaming the
process/test steps and/or characteristics has a consistent effect according to the type/instance
concept. This also applies to a change of specifications and/or classifications of a characteristic.
To create a Control Plan, select the required system elements (multiple selection with the mouse
and the Ctrl key pressed) in the structure tree and then select -> Control Plan from the context
menu. Thereupon, the editor Control Plan with the required Control Plan opens in the lower
workspace and the Control Plan is created. Proceed in the same manner to create further Control
Plans. The so-called Control Plan Management (menu Administration | Control Plan
Management) contains an overview of the available Control Plans in the structure. For detailed
information on the management, please refer to the following chapter Control Plan Management:
Create and administrate Control Plans (as of page 311).

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An example for the process Production of Ballpoint pen for better understanding. To create a Control
Plan for the entire production process, select all the system elements representing work steps (see
fig.) and execute the context menu command -> Control Plan.
After acknowledging an intermediate query, a dialog to edit the name of the Control Plan shows up
(see fig.). The suggested name is initially the name of the first system element (in the example
Injection molding) in your Control Plan. You can change it as you like (e.g. to Control Plan for
Production of ball pen) and confirm it with OK. Unambiguous names should be assigned to the Control
Plans, so that the differentiation between the various Control Plans in the Control Plan
Management is easy. All system elements selected for the creation of the Control Plan are given
the hot-click icon for the Control Plan. Double-clicking on the hot-click icon will open the available
Control Plan in the lower workspace.
A process FMEA usually examines only value-adding work steps and no test steps (e.g. incoming
goods inspection, leak test). A Control Plan in contrast usually comprises both. You should therefore
create the test steps on the work step level in the structure tree, before you create a Control Plan.
When you create Control Plan, select the required test steps (in the example Incoming goods
inspection, Final inspection) and the required work steps (see fig.).

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You can recognize with the help of the hot-click icons for the FMEA form and the Control Plan
that the process FMEA contains only the value-adding work steps and the Control Plan additionally
the test steps.
20.1.3 Control Plan Management: Create and administrate Control Plans
As described in the chapter above, you can create several Control Plans in a structure tree. The so-
called Control Plan Management serves to administrate the different Control Plans.
20.1.3.1 Open Control Plan Management
Open the Control Plan Management by selecting the command Control Plan Management from
the Administration menu. The management contains all Control Plans available in the current
structure. In front of each Control Plan, the number of system elements contained in the Control Plan
is shown in brackets. You can furthermore unfold its content by clicking on the plus sign in front of
each Control Plan (see fig.). When unfolded, the system elements integrated in the Control Plan are
shown. Clicking on the minus sign reduces the content again.
Various editing options are provided to administrate the Control Plans, which will be described
systematically in the following chapters.
20.1.3.2 Change name of Control Plan
You can change the name of a Control Plan (e.g. from Injection molding to Control Plan for
Production of Ballpoint pen) by selecting the Control Plan and then pressing the button Properties.
Define the new name in the properties dialog and confirm with OK.

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20.1.3.3 Create new Control Plan
Instead of creating a Control Plan in the structure tree, you can also create control plans directly in
the Control Plan Management. To do so, click on the button New on the right. A selection dialog
opens, which shows the content of the structure tree in a hierarchical list. Tick the required system
elements (process and, if applicable, test steps) to select them. To create a Control Plan for the
entire production process, you would have to tick the system elements as shown in the figure.
After you confirm with OK, the Control Plan is initially given the name of the first system element
(in the example Injection molding). This name is not reasonable and should be changed to e.g.
Control Plan for Production of Ballpoint pen. To do so, select the Control Plan and press the button
Properties on the bottom right. Define the new name in the properties dialog and confirm it with OK.
20.1.3.4 Delete a Control Plan
To delete a Control Plan, select the required Control Plan and then press the button Remove on the
right. Please note that the content of the table header (master data) and the related cover of the
Control Plan are irretrievably lost, when you delete a Control Plan.
20.1.3.5 Extend/reduce content of Control Plan
You can retroactively extend or reduce the content (system elements) of an already available Control
Plan. To do so, select the Control Plan and click on the button Select on the right. A selection dialog
opens, which shows the content of the structure tree in a hierarchical list. All the "ticked" system
elements form the current content of the Control Plan. Tick further system elements to extend the
content and untick system elements to reduce the content.
20.1.3.6 Open a Control Plan or switch to another Control Plan
The Control Plan Management shows the Control Plans available in the current structure. To
open a Control Plan, select the required Control Plan and click on the button Open on the right. This
Control Plan then opens in the Control Plan Editor. If a Control Plan 1 is already open and
you want to switch to Control Plan 2, you need to open the Control Plan Management, select
Control Plan 2 and click on the button Open to open it.

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With the Control Plan Editor being active, you can alternatively use the first drop-down menu
in the third toolbar to switch to another than the displayed Control Plan (see fig.).
Click on the black arrow on the right to open the drop-down list showing the Control Plans of the
current structure. The Control Plan with the prefix ">" is the currently active Control Plan. Use the
mouse to select the required Control Plan.
20.1.3.7 Sorting of Control Plans
If several Control Plans are available in the management, you can sort them By name, By number,
or By creation date. To do so, select the Control Plan, click on the button Sort on the right, and select
the desired sorting criterion.
For the sorting criterion By number, the number of the first system element is used for each Control
Plan. The number of the system element results from its position in the structure tree. When you
created the structure, you may have defined the number with which to start at the root element in
the (optional) field Number.
20.1.3.8 Sorting of system elements in a Control Plan
If you work with a group Control Plan, you can change the order of the system elements by means
of sorting By name, By number, By item code, or By creation date. To do so, at first unfold the group
Control Plan by clicking on the plus sign . Then, select one of its system elements, click on the
button Sort on the right, and select the sorting criterion. This sorting also defines the order of the
system elements (process, if applicable, test steps) in the Control Plan.
For the sorting criterion By number, the number which results from the system element’s position
in the structure tree is used. When you created the structure, you may have defined with which
number to start at the root element in the (optional) field Number. If you assigned item codes to your
system elements, they are taken as the basis for the sorting criterion By item code.
20.1.3.9 Versioning of a Control Plan
A Control Plan is a "living document" updated repeatedly over time for different reasons (e.g. process
changes). Therefore, different versions of the Control Plan exist. If you want to archive the older
versions of a Control Plan, you can create a so-called Control Plan version in the IQ Software. To
do so, highlight the required Control Plan and then click on the Create version button on the bottom left.
A dialog shows, where it is recommended to define a version add-on before or after the Control Plan
name (e.g. Control Plan for Production of Ballpoint pen_V1_20140801). After you confirm with OK,
the version is created. To prevent overloading the Control Plan Management, the versions are
hidden in the default settings. To show them, you need to enable the option Show versions at the
bottom by ticking. The version is then shown below the related Control Plan (see fig.). A version
"freezes" the current data status of your Control Plan.

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To open a version, select it in the Control Plan Management and click on the Open button on the right.
A version always opens in the read-only mode, i.e. the editing commands are disabled. But you
Please note that the versions of a Control Plan are sorted in descending order. The last, i.e. most
recent, version of the Control Plan therefore stands in the first position (see fig.).
A version is always a one-to-one copy of the Control Plan and thus doubles the data volume with
regard to the Control Plan. The Control Plan version comprises the entire content of the Control Plan
and, if available, the related cover. A structure version in contrast always comprises the entire data
set of this structure (including FMEA form, Control Plan, etc.).
delete it by highlighting the version and clicking on the Delete button on the right.
20.2 The Control Plan Editor
20.2.1 Purpose
The Control Plan Editor in principle serves to define inspections for all the necessary
characteristics of a process or a test step.
20.2.2 Open Control Plan Editor

There are two options provided to open the Control Plan Editor described in the following.
20.2.2.1 Open Control Plan via menu
You can switch from the currently active editor (e.g. Structure Editor) to the Control Plan
Editor by selecting the command Control Plan from the Editors menu. The Control Plan
Editor opens. If there is no Control Plan available yet for the selected object, a query is displayed,
asking if you want to create a new Control Plan for the object. You can usually close the query by
pressing Abort. You then need to load the required Control Plan in the Control Plan Editor. To
do so, select the command Control Plan Management from the Administration menu. In
the management, select the required Control Plan and click on the button Open on the right. Proceed
in a similar manner if you want to switch to another Control Plan.
The Personal Desktop shows a navigation bar for quick access to the basic editors on the left side
of the screen. As an alternative to changing the editor via the menu, you can also use the
corresponding icon to load the Control Plan Editor to your active workspace.

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20.2.2.2 Open Control Plan Editor via hot-click icon
If a Control Plan is already available in the current structure, the system elements included in the
Control Plan show the hot-click icon for the Control Plan. Double-clicking on the icon will open the
Control Plan Editor with the relevant Control Plan in the lower workspace.
20.2.3 Set-up: Header, table section

The following figure shows the make-up of the Control Plan Editor. The individual sections
will be explained systematically in the following.
Table header with master data
Table section
20.2.3.1 Table header with master data
In the table header of the Control Plan, you collect the master data of the examined process. The
fields Created and Modified are filled in automatically and contain the data of its creation and the
date of its last revision. The revision date is updated as soon as you modify the Control Plan. Both
dates can be changed manually at any time. You can fill in the other fields manually by clicking with
the mouse in the respective field and entering the required text. The context menu of the fields Key
contact/Phone and Core team contains the item Persons to open the list of persons created in the
category Teams and Persons of the Data Manager. Tick the required person(s) and apply them
to the different fields by pressing OK. Thus, you do not have to enter the person(s) again.

By default, the table header shows the APIS logo on the top left. Double-click on the logo to open
Logo file name
Open button. Besides the Control Plan, there are other tables in the IQ Software (e.g. FMEA form,
Deadlines) showing the logo in the header as well. Changing the logo in one table (e.g. Control Plan)
also applies it to all the other tables.
The logo is a document setting and therefore applies to the current fme file only. Usually, you
want to use your company logo in all fme files though. That is why you should write the standard
logo in the template file (normal.fmt) and thus specify it as the standard for all new fme files.
To do so, select the command Update template from the Tools menu. Then, select the option
Document settings and confirm it with OK.
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Change field name
The structure of the table header is a QS 9000 recommendation. If necessary, you can change the
label of a field (e.g. from Part number to Type number). To do so, highlight the respective field and
select the command Column/entry label from the context menu. In the dialog, assign the new
name and confirm it with OK. The name of the field in the table header has been changed.
If the changed field names represent a standard to you, you can write this standard in the template
file (normal.fmt) and thus (automatically) apply it to all new fme files. To do so, open the Tools
confirm it with OK. For the changed labels to be actually applied, the option Use user-defined
labels in the display options (category Options | Miscellaneous) of the Control Plan Editor
must be activated. This option is active by default. If it is not active, the standard names are applied
and the changes ignored.
Hide table header

If you do not need the table header, you can hide it. To do so, open the display options (menu View)
of the Control Plan and disable the option Header data in the Show additional information section
of the category Options.
20.2.3.2 Table section
The table section lists the available context information from the process/test steps (system
elements) of the structure tree in the respective columns. These are the number of the process step
(corresponds to the system elements position in the structure tree), the name of process step
(corresponds to the name of the system element), the associated Product and/or Process
characteristics as well as the possibly available Specification and Classification of these
characteristics. If you enter the information directly in the table, it is saved accordingly in the
structure. The other information, such as e.g. Machine and Inspection equipment, is created directly
in the Control Plan (see chapter Edit content of Control Plan (as of page 318)).
20.2.4 Control Plan Editor: Recommended display options
options interesting in particular for IQ beginners. In addition, the meaning of some important options
will be explained.
based on practical experience. They are automatically set to "active" upon installation of the
software. It is thus not necessarily required in the beginning to deal with the display options. Please
note that these standard display options are integrated only as of service pack 50 of version 6.5.

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Category: Options
The shown standard display options (active options) are usually sufficient.

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The basic hot-click icons needed to work in the Control Plan are those for Notes, User-defined
attributes, Bookmark, and, if applicable, Variant-specific values.

You can change the width of any column. To do so, select the required column in the upper part and
enter the required width in the field Width in centimeters at the bottom. If you enter a value of zero,
then this column is hidden.
20.3 Edit content of Control Plan

The following chapters describe the basic operations to edit a Control Plan.
20.3.1 Create and select machines
Define the machine(s) needed for the process step in the column Machine, device … of the Control
Plan. To do so, double-click in the respective field of the required process step. The list of machines
from the Data Manager opens for selection. Tick one or more machines and confirm with OK. As a
result, these are listed in the Control Plan for the corresponding process step (see fig.).

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To change the list of machines in the Data Manager, please refer to the chapter Administration of
machines (as of page 118).
20.3.2 Define product/process characteristics
If the process structure does not provide all the required characteristics for the Control Plan, you can
also create them directly at the respective process step in the Control Plan. To do so, select the
respective process step in the column Process element/Operation description and execute the
command Product characteristics or Process characteristics from the context menu.
The corresponding input collector opens, where you define the required characteristics. The newly
created characteristics are located in the columns Product characteristic and/or Process
characteristic of the Control Plan. Characteristics newly created in the Control Plan are also
applied to the structure. The IQ Software creates a dummy system element called System element
for causes for newly created process characteristics on the third structure level (see fig.). Later on,
you should move this process characteristic from the dummy element to a suitable system element
on the 4M-level (e.g. Injection molding machine) in the structure tree and delete the dummy. Please
keep in mind that deleting a characteristic in the structure or in the Control Plan will also delete the
characteristic in the respectively other area.
Dummy system element for newly

created process characteristic in
Control Plan

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20.3.3 Assign classification
If the required classification of the characteristics was not done already in the structure, you can also
assign it in the Control Plan. To do so, double-click in the field of the required characteristic in the
column Classification. The Palette for classification administered in the Data Manager
category Palettes opens, where you select the required symbol and confirm it with OK. As a result,
the corresponding characteristic has the assigned classification (see fig.).
Only the symbols previously defined in the palette section of the Data Manager are available to
assign the classification. To change the symbol palette in the Data Manager, please refer to the
chapter Administration of palettes (classification, process flow diagram) (as of page 110).
20.3.4 Assign specification
Double-clicking in the field of the column Specification opens the dialog to assign the specification
to the corresponding characteristic. Therein, you define the Value, i.e. operator and number/text, the
Unit and, if necessary, the Tolerance (see fig.). Finally, confirm with OK.
Value or text
Select operator in Button provides ± symbol in

drop-down menu the field "Tolerance"
As a result, the corresponding characteristic has the assigned specification (see fig.). The
specifications added in the Control Plan are applied to the characteristics in the structure as well.
20.3.5 Create and select inspection equipment
Define the inspection equipment needed to inspect the respective characteristic in the column
Inspection equipment of the Control Plan. To do so, double-click in the field of the required work step
in the column Inspection equipment. The list of inspection equipment created in the Data Manager
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opens for selection. Tick the required inspection equipment and confirm with OK. As a result, it is
listed accordingly in the Control Plan with the corresponding characteristic (see fig.).
To change the list of inspection equipment in the Data Manager, please refer to the chapter
Administration of inspection equipment (as of page 118).
20.3.6 Define sample size and sample frequency
Next to the inspection equipment, you also need to define the sample size (e.g. 5 items) and the
sample frequency (e.g. at shift start) of the inspection. All three information taken together form a
so-called Test sample for the IQ Software. There are various options available to assign this
information. Two basic ways are explained in more detail in the following.
A very efficient way is to enter the sample size together with the sample frequency in the respective
fields at the bottom of the properties dialog of the corresponding characteristic (tab Test sample)
after you ticked the required inspection equipment (see fig.). The fields at the bottom become active
only after the inspection equipment was selected. If you do it this way, you define the entries for the
three columns Inspection equipment, Size, and Frequency in one dialog only.
A second way to assign size and frequency is to enter both directly in the corresponding table fields.

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Please keep in mind that the sample size and the sample frequency of specific inspection
equipment always apply in the context of a certain characteristic only, i.e. you can assign other
values for size and frequency to the same inspection equipment for another characteristic.
If you need several inspections for a characteristic, you create a second, third, etc. inspection by
selecting the respective characteristic in the Control Plan and executing the command New from the
context menu. In the following, second context menu you select the command Test sample. A
dialog opens, in which you tick another inspection equipment and define the related sample size and
sample frequency in the lower section. The result is shown in the figure.
20.3.7 Create control method and reaction plan
To assign a control method and a reaction plan to a certain test sample, you can enter both directly
in the corresponding table fields of the columns Control method and Reaction plan. However, this
creates a new entry in the corresponding type catalogs for control methods and reaction plans every
time you do so. It is therefore recommended to use the corresponding input collectors and to check,
whether the entry needed is already available, before you type it in a second, third, etc. time. To
open the respective input collector, select the field of the required characteristic in the column Control
method or in the column Reaction plan and then select Control methods or Reaction plans
from the context menu. The respective input collector opens. Here you define the control method(s)
or reaction plan(s) and apply them to the Control Plan (see fig.).
20.3.8 Define responsibility
If you want to define responsible persons in the Control Plan, IQ version 6.5 and higher provide you
with two options: Usually, only one of them is used. At first, only Show responsibility (Test sample)
is activated by default. In order to choose or change the desired variant, select the command
Display Options from menu View with activated Control Plan Editor. In category Options,
activate desired or deactivate undesired display options (see fig.). If you do not need responsibilities
at all in the Control Plan, deactivate both options.

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Disable at least one option
It was a user request to be able to define a responsible person for the actual test sample. If you do
so, the control method and the reaction plan then are not assigned with responsibilities (related
option deactivated). That is why, since version 6.5, the Control Plan includes a new column called
Responsible to the right of the column Inspection equipment, if the option Show responsibility
(Test sample) is activated. Double-click in the respective field of the column Responsible. The
list of persons from the Data Manager displays for selection. As you would not use specific persons
to be responsible in the Control Plan, you should activate the view Symbolic names via radio button
in the person’s dialog. You determine the contents of this selection list in the Data Manager’s section
Teams and Persons (see chapter Create/edit a symbolic responsible (as of page 104)).Now
you tick a group of persons and confirm with OK. As a result, this group of persons is shown in the
Control Plan as the responsible for the corresponding test sample (see fig.).
Other users in contrast want to define the responsibility directly with the control methods and reaction
plans. For this purpose, the option Show responsibility (Control method, Reaction
plan) must be activated. If this option is activated, the fields for the control method and the reaction
plan contain the entry Responsible?. Double-click on the entry to open the list of persons from the
Data Manager. As you would not use specific persons to be responsible in the Control Plan, you
should activate the view Symbolic names via radio button in the person’s dialog. You determine the
contents of this selection list in the Data Manager’s section Teams and Persons (see chapter

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Create/edit a symbolic responsible (as of page 104)). Now you tick a group of persons and confirm
with OK. As a result, this group of persons is listed in the Control Plan as the responsible person for
the corresponding control method or the corresponding reaction plan (see fig.). Assign the
responsibility in a similar manner to the other control methods and reaction plans. The test sample
itself is not assigned with a responsible person in this case (related option deactivated) and the
column Responsible is hidden.
20.4 Control Plan cover sheet

Optionally, you can also create a so-called Control Plan cover sheet for each Control Plan. A cover
is in general a brief summary of the essential contents of your Control Plan.
To create a cover sheet, open the required Control Plan in the Control Plan Editor and then
select the command Forms/Reports from the Tools menu. In the following menu select the
command Control Plan cover sheet. Later on, use the same procedure to open an existing
cover sheet for a Control Plan, as the covers have no separate management. Depending on the
individual case, you open either a blank cover or a cover with content.
20.4.1 Cover header
The cover has a header on top (see fig.), in which you maintain the Control Plan Number, the number
of Control Plan Pages (e.g. number of pdf pages), and the Edition no. (version number of your
Control Plan). To do so, select the respective box and enter the text. If you did not already do so in
the Control Plan header, you can insert another image for the logo of you cover header by double-
clicking on the logo. The Document settings open with the section Company logo being active.
Here, you select the option Import logo from file and click on the button Logo file name to select
the required image file.
To hide the header data, select the command Display options from the View menu and untick
the option Header data in the Show additional information section of the category Options.
20.4.2 Distribution list
Three boxes are shown on the left side of the cover (see fig.). Here you define the following context
information for your Control Plan:

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 Distributor: Define, which departments/sections have access to the Control Plan for
inspection
 Original file at: Name the person or department, where the original Control Plan is kept
 Workgroup: Usually, list all team members who compiled the Control Plan
To make an entry, you can select the respective box and enter the text. Alternatively, you can also
access the list of persons from the category Teams und Persons of the Data Manager by
highlighting the box and selecting the command Persons from the context menu. The respective
list of persons opens allowing you to tick the required persons. Finally, confirm with OK.
If necessary, you can change the name of the different fields by highlighting a box and selecting the
command Column/entry label from the context menu.
20.4.3 Main input field
The (large) main input field is located on the right side of the cover and starts with the following
header data:
 Type/Model/Fabrication/Lot: The IQ Software automatically applies the name of the

structure to this field. You can optionally change the name though. Changing the name here
does not affect the name of the structure.
 Product: The IQ Software automatically applies the name of the Control Plan to this field.
Changing this name will change the name of the Control Plan as well.

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 Item no.: Displays the item code of the first system element of the current Control Plan.
Changing the item code here does not change the item code of the system element, but is valid
only for the Control Plan and the Control Plan cover sheet.
 Customer(s): To record the customer’s name(s)
The following section below is the field for the brief summary of your Control Plan. Select the field
and enter the text. To insert line breaks, press the shortcut Shift + Enter. You can also format
the entered text retroactively. To do so, highlight the required text and select the command Text
properties or the command Paragraph properties from the context menu.
To save scrolling in case of very long texts, you can create a continuation page by executing the
context menu command Add following page. Any number of following pages is possible. If more
than one following page is available, the number of following pages is indicated at the bottom of the
input field. You can browse pages by means of the blue arrows in the toolbar on top.
20.4.4 Signature bar
In some companies, the Control Plan is valid only after a certain group of people has checked and
signed the Control Plan. That is why the so-called signature row exists at the end of the cover sheet
(see fig.).
Select the respective field and enter your text. If necessary, you can change the name of the fields
by highlighting the respective field and selecting the command Column/entry label from the
context menu. If you need more signature boxes, select the command Display options from the
View menu and enable the option Use extended signature row in the section Miscellaneous.
Thereupon, a further signature row is displayed (see fig.).

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Einschränkung der Gewährleistung

Should a slide or presentation be illegible or an explanation incomprehensible, please approach your

We wish you success and optimal results in this tutorial.

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Name and Definition

FMEA: Failure Mode and Effects Analysis

• identification of risks in products or processes at an early

• evaluation and prioritization of identified risks

• definition of actions for the reduction or elimination of risks

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6 © 2017 APIS Informationstechnologien GmbH | IQ Software: Basic Knowledge

History and Documentation

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Cost reduction through implementation

© APIS Informationstechnologien GmbH 4

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Objectives and benefits of the FMEA

• reduction of costs to eliminate failures at a late stage

• protection of the company image

• discharge from product liability

• promotion of communication within the company and with

• creation of a knowledge base for products and processes

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Prerequisites for an effective implementation

• development of a strategy for implementing FMEA in your company:

• preparation of documents necessary for setting up FMEA:

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Prerequisites for an effective implementation

• integration of the FMEA in the project schedule

• set-up of an FMEA team

• definition of the analysis scope

• preparation of required documentation for creating FMEA

• organization of the FMEA sessions

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System the concept failures

Process the concept failures

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Team of the Product FMEA

Core team: Team of experts:

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Team of the Process FMEA

Core team: Team of experts:

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Definition of the Scope

Criteria for FMEA execution

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The five step approach of VDA

Structural Analysis Creation of a tree structure

Recording of existing know-how

Implementation of new actions

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- Creation of a tree structure

1st step: Structural Analysis

Single Component Design

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Example Product FMEA: System FMEA

Vehicle control unit Interface