The Tasks feature of Activ allows you to create and manage Tasks for yourself or others, with details including a description of the Task, the due date, and any relevant links to other objects within Activ. When integrated into your workflow, the module can be useful as a way of recording, scheduling, and tracking ongoing projects and important jobs on-site or in the office, or of prompting your staff to complete specific actions such as reviewing or creating a document, applying a certain fix or improvement to a process or piece of equipment (etc), or checking the accuracy of an item within another part of your system.
Many of Activ’s modules include the facility to assign context-relevant actions to specific individuals (e.g. assigning an Investigator to an Incident Log or setting a Next Reviewer for a file), and these module-specific actions are separate to the Tasks feature. However, the Tasks module can be used to facilitate these and other activities within Activ, and in many cases it is possible to link Tasks directly to the items that are contained within other modules (e.g. to an individual Improvement Log, Legal Requirement, or file). These Tasks can assist you in managing these items by helping you to identify key actions and assign them to the appropriate individuals.
Within the Tasks module itself, Activ provides you with three options when you are creating new Tasks:
- create a (one-off) Task and assign it to one person
- create identical (one-off) Tasks for multiple people in one batch
- create a repeating Task according to a schedule and assign the Task to one person
In addition, if your package includes the ISO Certification Manager then your system will include a set of automatically generated ISO Certification Tasks that have been designed to help you prepare for your surveillance and certification audits. See the ISO Certification Manager User Guide for a full guide to this feature.
When a Task is created, its status shows as ‘open’. When the Task is completed, the Task’s owner marks is as ‘completed’. There is also an option to cancel a Task.
There are options to receive immediate e-mail alerts and regular reminders about Tasks you create and those assigned to you by others. These are configured in My Details – Notifications. See Tasks Alerts and Reminders.
*****
The Tasks module has three tabs:
Register tab – all Tasks are listed here. The key properties of each Task is displayed within its listing, giving you quick oversight of activity. Click on an individual Task to access it, or set up a new Task here using the Add button.
Schedules tab – if you have a Task that you want to repeat regularly, you can efficiently set up a repeating Task schedule. You specify the Task and its frequency and Activ automatically generates the schedule of Tasks over a 2-year horizon. The Schedules tab is the gateway to repeating Tasks, displaying the list of all repeating Task schedules in your system. Use the search fields at the top of the page to filter the repeating Task schedules displayed. For each repeating Task schedule, its key properties are displayed, giving you quick oversight of your programme. Click on an individual repeating Task schedule to access it, or set up a new repeating Task here using the Add Schedule button.
Settings tab – this tab allows you to configure the Task Priorities and Task Types options available in drop-down menus, so that the Tasks module meets the exact needs of your particular organisation.
