Ad Hoc Action Item

Ad Hoc Action Item Examples:

1. An employee needs to be reminded to complete a housekeeping inspection.
   • An administrator can create an ad hoc action item such as "Complete Maintenance shop housekeeping inspection" and assign it to the employee.
   • The assignee will receive the checklist, created using the built-in form designer, on their desktop to complete. 
   • The employee can enter sub action items to document any deficiencies discovered during the inspection.
   • If this needs to be completed once a quarter, enter a recurrence period of 3 months, and the employee will be assigned this action item automatically on a selected date every quarter, with a due date for that quarter.

1. If the employee needs to complete a one-off vehicle inspection outside of Frontline.
   • An administrator can create the ad hoc action item without a form and assign it to the employee.
   • When creating the action item the administrator can select "Require Attachment" if they need the employee to upload the results of the inspection to Frontline.
   • The employee can upload the results to Frontline from their desktop without any additional permissions/access granted.

How to Create an Ad Hoc Action Item

1. Navigate to ACT > Action Items > In Process
2. Select New
3. Enter the Title of the action item.
4. Select Category
5. Select a Ref Code
6. The Description, Implementation Steps, Priority, Risk Ranking, Classification, Verifier, Supervisor, and Estimated Cost optional fields can be used to further describe the action item. Enter a data for these fields, if necessary.
7. Select the Division and Account the action item is taking place in. 
8. The Days to Complete field is leveraged to automatically calculate a due date by adding the Number of Days to Complete + the Date assigned. The default is 15 but can be changed per action item. 
   1. An example for why this is used is: It allows users to create a monthly recurring action item today, but not have the recurrence start until the following month. With the equation above, the site will not assign out a task that is already overdue. 
9. Select the Require Attachment checkbox to require the assignee to add an attachment to the action item before they are able to complete their task.
10. Select the Recurring Action Item checkbox if this item need this to be assigned on a regular period in either months or days. 
11. The "Do not assign next action item until current one is complete" checkbox when checked will not continuously assign out action items to user(s) until the current recurrence is complete. 
12. Enter the Assigned To.
13. Enter a Verifier to have the action item verified after it has been completed by the assigned person. To select a verifier, enter the first few letters of the desired person's name and select the "..." button next to the field then double click on the name of the person from the populated list.
14. Enter the assignee's Supervisor, if desired.
    1. If the assignee has a supervisor assigned to them in the system, the field will auto-populate with their supervisor. Unlike a verifier, the supervisor will not receive any tasks for the action item, rather they will only receive email notifications about it.
15. Select Save.