Task Management

User Story

User Story #1 : I would like to create a Tasks Calendar for my Safety Team

User Story #2 : As a HSE Head, I would like to create safety task calendar for my whole team

👥 What am I doing now ?

Currently, I would have to configure everything in a Google or Outlook Calendar, but there is no way for me to make sure if actions were taken on given due date and verified before closing.

📖 App Capabilities

Create a Library of standard tasks with a scheduler for repetitive tasks.
Define owners of tasks by Job Roles.
Creating a calendar for any facility in couple of clicks and assign owners and verifiers for actions.
Set Alerts and Reminders for tasks to make sure the deadlines are met.

🤩 Niche Features

Transferring of tasks from one owner to other with few clicks.
Imports feature to import tasks from spreadsheet for creating a library.

🚶‍♂️ Walkthroughs:

BASIC WALKTHROUGH

Once you are logged into the site, click on the Modules Icon from Menu

2. Select Task Manager

3. Select Manage Tasks

4. This screen has all the tasks are pushed from Corporate task library to the selected facility/location. So you can get into each of them update the due date and owner if necessary and enable this task.

User will get notified about this task.

5. New Tasks or Tasks specific to a particular location can be created with New Button in Manage Tasks Screen.

ADVANCED WALKTHROUGH

Importing Tasks to Task Library

In a situation where you already have your standard list of recurring task in a spreadsheet, it can be easily transferred to ProcessMAP’s Task Library. This transfer of tasks from spreadsheet involves 3 Steps

Download, Review and Upload

Download
1. Once you are logged in as system admin, click on Settings tab from the main menu and select Task Management
2. Click Action Item Library
3. Click on “Template to Import” button
4. This would download a spreadsheet on to your system. Save it and Open it.
Review & Copy
1. Review each of the tab of the spreadsheet.
2. Start with reviewing the 2nd Tab, which would give information about each column in the sheet.
3. Review the 3rd Tab, to understand how recurrence pattern can be defined for each task
4. Make sure Action Item Driver and Calendar Category of Tasks are available as Lookup in the system, if not, then create them
5. These can be created in Task Manager main window. Both lookups have same setup process.
6. Once the sheet is filled up, we can move to next step
Upload
1. Click on Import Button
2. Choose the filled out sheet and click upload
3. System would validate if there for errors, and display them in Error Logs section. Review it and make correction to datasheet and repeat UPLOAD step again.

🔩 Field Details and Configurability

Field Order	Field Name	Description	Field Type	Configuration Details	Configurability	Field Values	Mandatory for Saving(Y/N)
0	Task ID	Auto-generated Sequence ID for Task	Text Box (Read only)	No		Auto-populate	Yes
1	Action Item Name	Title for an action item	Text Box			500 Characters	Yes
2	Action Item Category	Calendar category is the categorization of the action item created at the corporate level but is assigned to individual location	Pick List			Calendar Category Look up	Yes
3	Action Item Drivers	Action item driver is the categorization of the tasks at the corporate level from which a task can be added to multiple locations	Pick List			Action Item Drivers Look up	Yes
4	Reference/Citation	Reference to other information	Text Box			500 Characters	No
5	Action Item Type	It is used by Module specific action items (Module CAPAs) to identify whether it is corrective or preventive action	Drop Down			Action Item Type Look up	No
6	Action Item Description	Short description for the action item taken	Text Area	Yes	Can be Mandatory/Non-Mandatory	2000 Characters	No
7	Module Reference	Reference to other module	Drop Down + Autocomplete search	Yes		App Builder None	No
8	Action Item Priority	Status of urgency/priority for an action item	Drop Down			Low, Medium, High	No
9	Recurrence	Captures the information about the task repetition	Drop Down			Yes, No	No
10	All Day/Any Time	Check box for specifying that task is not time constraint rather can be carried out at time	Check Box				No
11	Event Time	Captures the information about the time at which task is to be carried out	Drop Down			Grayed Out	Hours, Minutes, AM/PM and Time Zone drop downs
12	Action Item Due Date	Captures the information about due date of an action item	Date Picker				Yes
13	First Due Date	Specifies the first due date for completing the assigned task	Date Picker				Yes
14	Repeat Until	Specifies the dates till which task has to be repeated	Date Picker				Yes
15	Recurrence Pattern	Specifies the frequency for task repetition	Radio Button			Daily, weekly, Monthly, Yearly	Yes
16	Assigned To	Specifies whether assigned to group/role	Drop Down			Role, Group	Yes
17	Assigned By	Name of the person assigning the action item	Picklist			User Picklist	No
18	Primary Owners Role	Specifies the role of the primary owner of the action item	Drop Down				Yes
18	Primary Owners Group	Specifies the group of the primary owner of the action item	Drop Down				Yes
19	Distribute to Locations	Captures whether the action item is to be distributed at different locations or not	Text Area				No
20	Assign Locations	Lists whether locations are to be assigned manual or automatically	Drop Down			Automatic, Manual	No
21	Location(s)	Specifies the locations at which the action items have to be carried out	Pick List				No
22	Location Override	Tasks are added to location based on override status	Drop Down			Yes, No
23	Notify Owners Immediately	Captures whether owners are to be notified immediately after creation of an action item	Drop Down			Yes, No	No
24	Verification Required	Whether Action Item required to verify before close	Check Box
25	Estimated Budget	Estimated budget for an action item	Text Box and Drop Down			USD, CAD, INR	No
26	Memo
27	Approval Status	Specifies the status mode for an action item. In case of draft mode users can still make some changes	Drop Down			Draft, Approved	No
28	Enterprise Category List	List of location selected on Details Screen	Hierarchy List			Auto-populated	NA
29	Type	Captures whether the notification is an alert or a reminder	Drop Down			Alert, Reminder	No
30	Notification	Captures the way in which alert/reminder is notified to the users	Drop Down			Portal Only, Email Only, Email & Portal	No
31	First Alert Date/ First Reminder Date	Specifies the first date of the alert/reminder notification	Text Box and Drop Down			Days, Week, Month, Year, Quarter	Yes
32	Notify Every	Specifies the period for alert/reminder notification	Text Box and Drop Down			Days, Week, Month, Year, Quarter	Yes
33	Notify Users	Specifies the users who are to be notified	Pick List				Yes
34	Notify Others	Specify the people other than users who are to be notified	Text Area			500 Characters	No