Calendar

User Story

I would like to track all the tasks assigned to me and close them on or before time

👥 What am I doing now ?

I would have to note down on all my tasks on paper and make sure I set a reminder on my phone to make sure I am reminded of this task and I do not miss out on closing this on given due date.

📖 App Capabilities

Have all the assigned Action items/Tasks in one page
Reminder and Alerts to make sure task owner is notified before due date and after due date is passed in case action item is not closed
Ability to verify completed Action items/Tasks

🤩 Niche Features

Ability to search Orphan Action Items and transfer them to new owners
Multiple Views to track action items on list screen or on a calendar view.

🚶‍♂️ Walkthroughs:

Basic Walkthrough

You can view your calendar by selecting one of the options, either select the Calendar shortcut on home page or click on the calendar icon on top pane.
System would not land you on to calendar list screen which will list out all the actions items assigned to you and could also show action items assigned to other (based on your permission)
Click on the Action Item Name link to open up the item, read through the action item details and scroll down to the Complete section and change status to “Complete” and fill action taken field and save the record.
You can change completion date before saving in case there is a need

Advanced Walkthrough

We would cover below topics in advanced walkthrough

Various screens of Calendar
Create Adhoc Action Items
Set up Alerts and Reminders for Action Item
Transferring Action Items

Exploring Various Screens of Calendar Module

List View : This the default screen you would land on when you access the module. It shall provide list of all the actions items for selected Location / Level based on your current user profile permissions (Self an Others action item)

Calendar View : This screen would show action items in a calendar.

Snapshot View : This screen gives you the counts of action items grouped in different dimensions.

Creating Adhoc Action Items

We can create actions items from Calendar module, to do this, from the list view tab, click on New button
Fill out the details such as Action Item title, Description, Due Date, Owner & Assigned by and Save it.

Setting Alert and/or Reminders for Action Items

Open up newly created or an existing Action Item, scroll down to Alerts & Reminders, expand it and click on Add.
Once you are in setup screen, select the type of notification you want to setup, Alert or Reminder
Fill out the first date of Notification and how frequently some one should get notified, then select who needs to be notified and save it.
Repeat all 3 Steps if you need to setup multiple alert/reminder patterns for same Action Item.

Transferring Action Items

System provides multiple ways to transfer action items from owner to other, you can select “Transfer” button on the list screen.
This would provide you 3 options
1. Selected Action Items : Action Items that you have selected to be transferred to different owner
2. All Filtered Action Items : All Action Items the list screen
3. Owner Based Transfer : All Action Items of a particular owner due for transfer to other owner.
Select the required option, fill out the new owner information and provide reason for transfer, then save it.
Read through the other available options before saving in case you need customized transfer. For Instance, you need not need to have new owner receiving alerts/reminders anymore.

🔩 Field Details and Configurability

Section	Field Order	Field Name	Description	Field Type	Configurability	Field Values
Source
	1	Source Id	This is Uniquely Generated ID which was generated for this CAPA Source	Text Box (Read Only)		Auto-populate
	2	Source Title	Source Title(Ex:Event Title for Event Mgmt)	Text Box (Read Only)		Auto-populate
Create
		Action Item ID	AutoGenerate			Auto-populate
	1	Action Item Title	Name of the Action Item	Text Box		500 Characters
	2	Action Item Type	Specifies whether the Action Item is Corrective / Preventive/Other	Drop Down		Corrective Action, Preventative Action
	3	Action Item Category	Calendar Category associated with the Action Item	Pick List
	4	Reference/Citation	Reference to other Information	Text Box		500 Characters
	5	Action Item Description	Description of the Action Item	Text Area		2000 Characters
	6	Module Reference	Reference to other module	Text Box (Read only)	Supports Show/ Hide	Auto-populate
	7	Action Item Priority	Priority associated with the Action Item	Drop Down		Low, Medium, High
	8	Action Item Due Date	Due date of an Action Item	Date Picker
	9	Owners	Owners associated with an Action Item	Pick List
	10	Department	Department associated with an Action Item	Pick List
	19	Notify Owners Immediately	Notify Owners Immediately associated with an Action Item	Check Box
	20	Assigned By	Person who assigns the action item	Pick List
	21	Verification Required	Whether Action Item required to verify before close	Check Box
	22	Verify User	Who will verify the Action Item	Pick List
Complete
	1	Action Item Status	Status of an Action Item	Drop Down		Open, Approve, Reject
	2	Action Taken	Action taken to complete/close	Text Area	Supports Mandatory/Non-Mandatory	2000 Characters
	3	Action Item Completed By	Person who closed or completed action item	Pick List
	4	Action Item Completed Date	Completed/Closed Date	Date Picker
	5	Due Date Extension	Specifies whether due date extension for an Action Item is needed or not	Check Box
	6	Requested Due Date Extension *	Specifies due date for extension	Date Picker
	7	Reason for Due Date Extension*	Specifies the reason for due date extension	Text Area		2000 Characters
	8	Due Date Extension Request Approved	Specifies the whether due date extension request is approved or not	Pick List
	9	Reason for not extending the Due Date	Specifies the reason for not extending due date	Date Picker		2000 Characters
Review/Verify
	1	Verification Status	Verification Workflow	Drop Down		Open, Closed, Rejected
	2	Verification Performed	Specifies whether action item is performed offsite/onsite	Drop Down
	3	Onsite When	Specifies whether the verification done at onsite is during/after audit	Drop Down
	4	Verification Comments	Verification comments if any	Text Area		2000 Characters
	5	Verified By *	Name of the person who verifies the action item	Pick List
	6	Verification Date *	Verification date of an Action Item	Date Picker
Cost					Supports Show/ Hide
	1	Capital Expenditure Involved	Specifies whether there is any capital expenditure involved or not	Radio Button
	2	Approximate Cost	Specifies the approximate cost associated with an action item	Text Box
	3	Estimated Budget	Specifies the budget associated with an action item	Text Box
	4	Actual Costs	Specifies the actual cost associated with an action item	Text Box

Alert & Reminder
	1	Type	Specifies whether Alert/Reminder	Drop Down		Alert, Reminder
	2	Notification	Specifies the different modes of sending notification.	Drop Down		Portal Only, Email Only, Email & Portal
	3	First Alert/ Reminder Date *	Time period after due date for which alert has to be send	Text Box/Drop Down		Days, Week, Month, Year, Quarter
	4	Notify Every *	Time Period until Action Item status changes to Closed After the first reminder until due date	Text Box/Drop Down		Days, Week, Month, Year, Quarter
	5	Include Owner(s) and Assigned By	Include Owner(s) and Assigned By to Notify User automatically	Check Box
	6	Notify Users	Notify the selected users	Pick list
	7	Notify Others	Notify users other than those present in the system	Text Box		500 Characters

Attachment					Supports Show/Hide