Action Item Folders

Below are the guidelines for ALL Action items

List View

The ACT module menu is visible to users granted the ACT Administrator permissions with specific company, division, or account access.
The action items in process list view, lists all action items in the company, division or account which are in new (not assigned yet) or implementation (on user's Frontline Desktops) stages.
It displays the action item title, action item number, category, source of the action item, priority, status, date created, date assigned, due date and assigned to.
All event based, ad hoc action items, sub action items and MOC action items are listed.
Clicking on an action item title in this list displays the action item details.

Action Item Details

A user must be in Action Item Details to edit an action item. Users can create a new action item from either the list view or the Action Item Details.
The Details tab shows the details of the action item and a toolbar to help users maintain the action item.
Category: Select one from the available categories. Categories are configured by a company ACT administrator in Settings > Categories. This is a mandatory field, and is used to create a unique ad hoc action item number.
Form: This field is displayed only if there are any action item forms created in the same category as the one selected above. If displayed, a user may select a form. The form selected is displayed to the Implementer as a link on the action item completion window, and the Implementer must complete all the required fields.
Ref Code: Select from the drop-down box. Values shown are configured in Settings > Ref Codes This is also a mandatory field, and is used to create a unique ad hoc action item number.

If the Action Item is already created, the Ref code field will no longer be visible. Rather, it will be included in the Action Item Number.

Action Item Number: A unique number created automatically by appending first 4 characters of category, Ref Code, division ID, year action item created, and sequential number.
Ad hoc Action Item: This check box is checked automatically for ad hoc and MOC action items. Allows administrators to find all or a subset of ad hoc action items by using this field as filter criteria in sub-menu action items and reports.
Source: The source field provides a reference to the Event, MOC or the parent action item (for sub action items).

You can click "View Source" to pull up the Event or MOC Summary, or the Action Item History.

Days to Complete or Due Date: Days to complete has a default value of 15 days. It is used to calculate the due date of the action item by using a formula: Date Assigned + Days to Complete = Due Date.
- Administrators may also choose to enter a due date directly. If entered, it takes precedence over the calculated value.

Unlike an event action item, administrators can enter a specific due date for an ad hoc action item. The reason this is not allowed for event action items is that they depend on when the event workflow is started, when it is approved and/or when a previous action item is completed.

By allowing specific number of days to complete action items instead of fixed due dates, people assigned action items are not penalized if there is delay in approving an event or if a lower ordered action item is late.

Recurring Period (In months or days): Leave blank for one-time ad hoc action item. Enter desired numeric value in whole number for recurring action item.
Date Assigned: The default date assigned is the date created; i.e. the action item is assigned immediately. It is recommended to change this to a desired date, especially for recurring ad hoc action items.

Unlike an event action item, administrators can enter a specific date an ad hoc action item shows up on the assigned to person's system desktop. The reason this is not allowed for event action items is that they depend on when the event is approved, and also when the previous action item in series is completed.

Entering a preferred date assigned is useful for a recurring ad hoc action item not due in the near future. For example, an action item such as an annual environmental reporting, with recurring period as 12 months and due date of 12/31/2014 can be assigned on 12/1/2014. By inserting a specific future date assigned, administrators can avoid crowding assignee's desktop.

About In Process Action Items

The action item In Process folder is the only folder out of the three where an Administrator can create a new action item. This is where Administrators will go here to manage action items that are currently assigned, or going to be assigned in the future.

Buttons

New: The New button allows administrators to add a new ad hoc action item.
Void: The void button allows administrators to void an inbox action item. An action Item can be voided by the event originator, team leader, assigned by person or a power user. A reason must be provided, and the voided action item is moved to the voided action items folder.
Update: An action Item can be updated by the event originator, team leader, assigned by person or a power user using this button.
Delete: The delete button allows you to delete an action item. Administrators can only delete an action item in the new stage. For an event action item, it is same as deleting it using Events > Action Items.
Copy: The copy button allows administrators to copy an ad hoc action item and create a new ad hoc item in the same category. Administrators cannot copy an event, MOC or a sub action item.
Send Immediate E-mails: This link allows administrators to send immediate e-mails to the action item role players (assigned to, verifier, assigned by or responsible person) with a custom message which distributes new information about the action item or requests status of the assigned action item task.
History: The History button allows administrators to view the complete history of the selected action item in a chronological order. Each line of the history table shows date, action (such as progress, assigned to changes, due date changes, send for verification, transfer, void or complete), taken by, transfer to, attachment (if any), and comments.

Attachments tab

The attachments tab allows adding links to reference documents such as instructions, checklist, etc. to the selected ad hoc action item.
Save time adding multiple attachments by dragging and dropping or selecting multiple files.
These are displayed as Additional Information to the Implementer of the action item below.

About Completed Action Items

The Action Items > Completed menu item lists all the action items in your company, division or account which are completed. Administrators can view the details of a completed action item, but you cannot change any field.

About Voided Action Items

The Action Items > Voided menu item lists all action items in your company, division or account which have been voided.

Administrators can view the details of a voided action item but cannot change any field.
The copy and history buttons work the same as those on the in-process screen.
An action item can be voided one of these ways:
- An Approver can disapprove the source event during the Approval stage.
- The originator, team leader or a power user can administratively void the event or the MOC containing the action items.
- An inbox action item can be voided by an administrator using the Action Items > In-Process Void button.
Administrators can only resubmit a voided ad hoc action item.
Clicking Copy for the selected voided ad hoc action item will make a copy of it and move it to the in-process folder with a new action item number.

If an event is voided, the event is moved to the voided event folder. All attached action items are moved to the voided action items folder.