Knowledge Capture Interview & Handover Template (Interactive)

{ "Title": "Knowledge Capture Interview & Handover Template", "IntroductionHtml": "

Use this guided interview to capture practical, tacit operator knowledge and convert it into searchable, reviewable inputs for SOPs and training. Aim for concrete examples: numbered steps, triggers for workarounds, decision cues, and safety or quality checks.

• Estimated time: 15–35 minutes (shorter interviews are fine).
• If possible, record audio or video separately and paste links into the Media field — do not store sensitive data here.
• Ask the operator to demonstrate critical steps where practical. This form captures what to document; hands-on practice and validation remain essential.

Interviewer tips: encourage stories ("tell me about a time when…"), ask "what would you check first?", clarify numbers, and confirm local variations. Use plain language and avoid replacing practice with paperwork.

", "SubmitLabel": "Save Interview", "SuccessMessage": "Interview saved. If you requested an SOP draft, a librarian or designated reviewer will validate and create a draft within your team’s normal review window. You can return to edit this entry anytime.", "DataType": "knowledgeCaptureInterview", "SchemaVersion": "1.0", "Fields": [ { "Key": "interviewer", "FieldType": "text", "Label": "Interviewer name", "HelpText": "Your name so reviewers can follow up.", "Required": true }, { "Key": "interviewDate", "FieldType": "text", "Label": "Interview date", "HelpText": "YYYY-MM-DD or local format.", "Required": true }, { "Key": "operatorName", "FieldType": "text", "Label": "Operator / Subject name", "Required": true }, { "Key": "operatorRole", "FieldType": "text", "Label": "Operator role / job title", "Required": false }, { "Key": "processName", "FieldType": "text", "Label": "Process / procedure name", "HelpText": "Use the name people use on the floor (not just the formal doc title).", "Required": true }, { "Key": "processArea", "FieldType": "select", "Label": "Process area / department", "Options": [ { "Value": "production", "Label": "Production" }, { "Value": "maintenance", "Label": "Maintenance" }, { "Value": "quality", "Label": "Quality" }, { "Value": "shipping", "Label": "Shipping / Receiving" }, { "Value": "engineering", "Label": "Engineering" }, { "Value": "other", "Label": "Other" } ], "Required": true }, { "Key": "equipmentId", "FieldType": "text", "Label": "Equipment / Line ID (if applicable)", "HelpText": "Use plant asset identifiers where possible.", "Required": false }, { "Key": "cycleTime", "FieldType": "number", "Label": "Approx cycle / task time (minutes)", "Required": false }, { "Key": "skillLevel", "FieldType": "select", "Label": "Skill level required", "Options": [ { "Value": "basic", "Label": "Basic" }, { "Value": "intermediate", "Label": "Intermediate" }, { "Value": "advanced", "Label": "Advanced / specialist" } ] }, { "Key": "stepsList", "FieldType": "textarea", "Label": "Step-by-step procedure (paste numbered steps or write a concise list)", "HelpText": "Number each step. Include expected time and what to observe. Be concrete: 'Press green button, wait until light turns solid, set dial to 3.2'." }, { "Key": "criticalSteps", "FieldType": "textarea", "Label": "Critical steps or decision points", "HelpText": "Which steps most affect safety, quality, or throughput? What signs indicate a problem?" }, { "Key": "workarounds", "FieldType": "textarea", "Label": "Common workarounds and why they are used", "HelpText": "Describe triggers, typical fixes, and whether the workaround is approved or risky." }, { "Key": "decisionCues", "FieldType": "textarea", "Label": "Decision cues and heuristics (if-then rules)", "HelpText": "Short rules operators use to choose actions (e.g., 'If pressure > X then...')." }, { "Key": "toolsMaterials", "FieldType": "textarea", "Label": "Tools, materials, gauges and consumables used", "HelpText": "Include part numbers, typical settings, or calibration notes." }, { "Key": "qualityChecks", "FieldType": "textarea", "Label": "Quality checks and acceptance criteria", "HelpText": "What to measure or inspect and acceptable ranges or tolerances." }, { "Key": "safetyPPE", "FieldType": "textarea", "Label": "Safety steps and required PPE", "HelpText": "List PPE, lockout/tagout needs, and any environmental controls." }, { "Key": "risksMitigations", "FieldType": "textarea", "Label": "Known risks, common causes of failure, and mitigations", "HelpText": "Be frank—knowing failure modes helps design a safer SOP and training." }, { "Key": "localVariations", "FieldType": "textarea", "Label": "Local variations and exceptions (site-specific)", "HelpText": "When is this intentionally changed and why?" }, { "Key": "mediaLinks", "FieldType": "textarea", "Label": "Links to photos, videos, or audio recordings", "HelpText": "Paste URLs to plant drives or cloud storage. Do not paste confidential customer data." }, { "Key": "tags", "FieldType": "checkbox", "Label": "Quick tags (select all that apply)", "Options": [ { "Value": "sop", "Label": "SOP" }, { "Value": "training", "Label": "Training" }, { "Value": "tribal-knowledge", "Label": "Tribal knowledge" }, { "Value": "safety", "Label": "Safety" }, { "Value": "quality", "Label": "Quality" }, { "Value": "maintenance", "Label": "Maintenance" } ] }, { "Key": "otherTags", "FieldType": "text", "Label": "Other tags (comma-separated)", "Required": false }, { "Key": "approxImpact", "FieldType": "select", "Label": "Typical impact if this knowledge is lost", "Options": [ { "Value": "low", "Label": "Low (minor delays)" }, { "Value": "medium", "Label": "Medium (rework, moderate delays)" }, { "Value": "high", "Label": "High (safety issue or major downtime)" } ] }, { "Key": "requestSOPDraft", "FieldType": "yesno", "Label": "Request automatic draft SOP generation from these answers?", "HelpText": "If yes, a librarian or an AI-assisted tool (if enabled) can produce a draft for reviewer validation." }, { "Key": "draftSOP", "FieldType": "textarea", "Label": "Draft SOP (librarian / reviewer use)", "HelpText": "Reviewer or librarian can paste or edit the generated draft here. The field can store a working draft version." }, { "Key": "reviewer", "FieldType": "text", "Label": "Assigned reviewer", "HelpText": "Name of reviewer responsible for validating the draft." }, { "Key": "reviewStatus", "FieldType": "select", "Label": "Review status", "Options": [ { "Value": "pending", "Label": "Pending" }, { "Value": "in-review", "Label": "In review" }, { "Value": "approved", "Label": "Approved" }, { "Value": "needs-edit", "Label": "Needs edits" } ], "HelpText": "Use this to track handover progress." }, { "Key": "reviewComments", "FieldType": "textarea", "Label": "Reviewer comments and validation notes" }, { "Key": "reviewSignOff", "FieldType": "yesno", "Label": "Reviewer sign-off (I confirm the content is accurate)", "HelpText": "Final confirmation that content is accurate for SOP conversion." }, { "Key": "followUpActions", "FieldType": "textarea", "Label": "Recommended follow-up actions (training, trials, updates)", "HelpText": "Note suggested training sessions, shadowing, or test runs needed before publishing." }, { "Key": "consent", "FieldType": "yesno", "Label": "Operator consent to record and store these answers in the Knowledge Base", "HelpText": "Ensure local privacy and HR policies are followed.", "Required": true } ] }