The Schedule tab
The Schedule tab contains the schedule, the frequency, the Actioned By(s) and the Escalate Position.
Note: If custom fields have be configured for the Treatments, the tabs name will be named Schedule/Custom Fields.
The Treatments ‘Schedule’ tab
The Schedule tab elements
13 Date Calculation selection
Note: Date Calculation only available when Frequency Monthly is selected.Specific Date selected. Select the exact Date for the schedule to start. Selection Last working day of the period will, if the Next Due is not this date, change to the Next Due to this date, for that month, when Save is clicked.
Day of Week selected. Select the Week and the Day for the schedule to run on. Then select Next Due for the first date (month/year) this task will be scheduled. Clicking Save will adjust Next Due to match the selected Week and Day.
Working day selected. Select how many business working days into a month the schedule is to run on. Then select Next Due for the first date (month/year) this task will be scheduled. Clicking Save will adjust Next Due to match the Working day.
14 Frequency selection
Use these fields to set how often the Treatment should be performed (e.g. every 3 months). Your Interval options include Monthly, Weekly or Adhoc.Adhoc: The cycle number is ignored as it is a once off Task. Leave this as zeroWeekly: Type or select a number, e.g. ‘2’ for fortnightly.Monthly: Type or select a number, e.g. ‘3’ for quarterly, ‘12’ for annual.Note: Selecting Frequency ‘Adhoc’ or ‘Weekly’ will remove the Date Calculation selections.
15 Next Due date picker
Use the Date/Time Selector to set the date on which the Treatment must first be completed.(Scheduled) date fieldAfter saving the schedule, a (Scheduled) date is then displayed to the right of the ‘Next Due’ field. This field displays the actual date that the next Task will be due. Quite often, the ‘Next Due’ and ‘Scheduled’ dates will be the same, but when the ‘Next Due’ date falls on a non-business day (e.g. weekend or public holiday) the ‘Scheduled’ date is set to the preceding business day; making the task due slightly earlier.
Tip: If you leave the ‘Next Due’ field blank, the record will be created, but a Task will never be generated. This can be useful if your organisation is not yet ready to start the Task and wants to specify the ‘Next Due’ date at a later time.
16 Last working day of the period selector
Select this checkbox to override the Next Due date to always be the last day of that month.
17 ‘Reminder 1st’ field
Is the number of days before the Treatment due date that the Task will be generated and each ‘Actioned By’ Position notified. If the day the Task is be be generated falls on a non-business day, the task will instead be generated on the first prior business day. This is the day the task will appear in each ‘Actioned By’ Current Tasks list. This is also the day each ‘Actioned By’ position will receive a notification email containing the Task details and when the Task is Due.(Reminder Date) fieldAfter saving the schedule, a (Reminder Date) is then displayed to the right of the ‘Reminder 1st’ field. This field displays the actual date (business day) that the next Task will be generated.
18 ‘Reminder 2nd’ field
For Treatments with a long lead time (i.e. 1st Reminder is set to a high number of days), set a lower number of days in the ‘2nd Reminder’ field so that an additional email notification is sent to each ‘Actioned By’ Position before the due date. The same non-working day principle as 1st Reminder applies to this 2nd Reminder.
Tip: Set this field to zero if you don’t want a 2nd Reminder sent for this Treatment.
19 Task Responsibility position selector
Select the Position that is ultimately responsible for the Treatment. This Position selected for this role can be different from the Risk Owned By. This position is required to be a member of a Security Group that has at least View access to the owning Risk record.
20 Escalate To position selector
Select the Position who will receive a notification email if the Treatment becomes overdue.This Position receives ONE cc email: of the overdue email sent to any of the ‘Actioned By’ Position’s the day the Task becomes overdue (plus configured Escalation days).If the ‘Escalate To’ field is left blank then the value will automatically default to the ‘Escalate To’ Position defined in the Security Centre Position’s settings.If this Treatment Task Responsibility position should be receiving the overdue notification, select their position for this field also.
21 Actioned By
The list of Positions and Task Teams members that will each be generated a Current Task on the 1st Reminder date.
22 Click here to select Actioned By
Select one or more Positions in the Positions List to assign as ‘Actioned By’ Positions for the Treatment, then click Close to add those Positions to the ‘Actioned By’ field.
Tip: Instead of selecting multiple Positions in the list, consider using Task Teams. Task Teams are indicated by the (TT) symbol.
23 Custom Fields
Enter Custom Fields as required as they appear for you.
Note: If displayed, Custom Fields on your system will be different from this displayed example.