About a Control Inventory Task
There are two types of Control Inventory tasks; one is a effectiveness measure and, one is a standard task. Because the nature of Control Inventory is about the effectiveness of a control, both these types of tasks may only be done by a single Actioned By Position.
The effectiveness measure Task in the Control Inventory record, as an example, could be used to verify that all the linked module record tasks have been completed. Then use this measure to set the Effectiveness of the Control.
A task is made of these main elements:
the details of the instruction or action required,
the schedule, including the frequency, Reminder Days and Due Date,
the Actioned by(s) Position(s),
The Escalation Position, unlike all other module task cannot be selected, instead it is defaulted to the owner of the Control Inventory record. Hence the Control Inventory owner will be notification of any Control Inventory tasks not being completed by the Due Date.
A Task is an instruction or action required to be completed by a specific date. The Task can only to be carried out by one position. The Task will either be required to be performed once (adhoc), or to be performed on a cyclic roll.
On the first reminder day, the task is generated into a Current Task. The Current Task contains the instructions and the Due Date, but is its only entity, separate from the Task (template) it was created from. The Current Task is generated to the Actioned By Position. The Actioned By Position will complete their own Current Tasks.
New Task Notifications
A new task notification will be sent on the Reminder Day date. If the task has a second reminder, a notification will be sent on this date. If the task is Critical, and the task is not completed on the Due Date by the Critical time, a notification will be sent on the Due Date at this time. If the task is not completed by the Due Date, a notification will be sent everyday the task is overdue until the task is complete.
Elements of a Control Inventory Task
Adding or Editing a Control Inventory Task reveals two tabs,
The Details tab
The Details tab contains the instruction or action required by this task.
The ‘New Task Details’ tab
The Details tab elements
1 Control Inventory number and TitleThe Control Inventory record to which the new task is being added.2 Information iconClick the icon to show information about the fields on this tab.3 Save iconAfter entering all required information on both tabs, click this icon to save this New Task.4 ‘Status’ selector fieldClick this field and select the Status of the Task Record Status). An Active task will be generated into a Current Task on the 1st reminder date for each Actioned By. An Inactive task will only roll over on the Due Date and no Current Task(s) will be generated.5 ‘Update Effectiveness’ optionTick this checkbox to set the Task as a effectiveness measure task. The effectiveness measures will appear on the generated task, when this checkbox is ticked.6 ‘An Attachment is mandatory for Task Completion’ optionTick this checkbox if you require the ‘Actioned By’ Position to upload an attachment in order to complete the generated task.7 ‘Task’ description fieldUse the Text Editor to detail the steps necessary to complete the Task. These details are emailed to the ‘Actioned By’ Position, and are also displayed in the My Summary | Current Tasks tab, when a Task is generated.8 Close iconClick this icon to close and not save this New Task.
The Schedule tab
The Schedule tab contains the schedule, the frequency, and the Actioned By.
The ‘New Task Schedule’ tab
The Schedule tab elements
9 ‘Date Calculation’ selectionNote: 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.
10 ‘Frequency’ selectionUse these fields to set how often the Task 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 Adhoc or Weekly will remove the Date Calculation selections.
11 ‘Next Due’ date pickerUse the Date/Time Selector to set the date on which the Task 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.
See ‘Task (Scheduled) date field’ in the Glossary for more information.
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.
12 Last working day of the period selectorSelect this checkbox to override the Next Due date to always be the last day of that month.13 ‘Reminder 1st’ fieldIs the number of days before the Task due date that the Task will be generated and the ‘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 the ‘Actioned By’ Current Tasks list. This is also the day the ‘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.
14 ‘Reminder 2nd’ fieldFor Tasks 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 the ‘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 Task.
15 Actioned ByThe Position that this task will be generated for on the 1st Reminder date.
Procedures Control Inventory Tasks
Add a Task
Add a task to cyclically schedule the effectiveness measure of the Control Inventory record, or add tasks to maintain the Control Inventory record. Tasks can be scheduled cyclic, or on a Adhoc one time basis. Maintenance action items that are aimed at a particular Module that require multiple Actioned Bys, must be created as tasks in that particular module, not here. Control Inventory is about deciding on the effectiveness of a control and it’s tasks should reflect this.
New Taskwindow displays. Enter the required fields on the Details tab tab. Click the the Schedule tab and enter the required fields. Click the Save icon 1 to save this new Task. (Or, click the Cancel icon 2 to stop adding the new Task.)
Note: If you paste content, please review Paste From Word
The new Task is displayed in the ‘Task’ list 1.
Note: If the task was created ‘Inactive’, use the status filter 2 to display the record.
Edit a Task
Note: If you paste content, please review Paste From Word Note: Whenever you change the Due Date, new current tasks will be generate on the new 1st reminder date to the Actioned By list, period.
A record saved confirming message will display.
Copy (Duplicate) a Task
Use the Task Copy functionality to duplicate an existing Task.
Copy Taskwindow displays. . Optionally, update the fields on the
Scheduletabs. Click the Save icon 2 to save the copy. (Or, click the Cancel icon 3 to abandon the copy.)
Note: If you paste content, please review Paste From Word
A confirming message will display and the copied record 1 will display in the Task list.
Transfer (Move) a Task
You can transfer a Task (and its associated history if it exists) to another Control Inventory to save time, or to restructure your data.
Note: Before transferring a Task, check that the ‘Actioned By’ Position(s) has at least ‘View’ Record Security Rights to the target Control Inventory. Otherwise, you will need to assign another ‘Actioned By’ Position who has these rights.
Transfer Taskwindow displays. Select the target Control Inventory from the ‘To’ 1 drop-down list.
A preview list of the existing Task for that Control Inventory is displayed. This allows you see all existing Tasks 1 to scan for duplicates. Click the Transfer icon 2 to complete the move. (Or, click the Cancel icon 3 to abandon the move.)
The transferred Task will no longer appear in this Task list. The target Control Inventory Task List contains the Task.
View Task Completion History
The ‘Show the Task Completion History’ icon only appears for those Task’s that have completed task(s).
Note: Only Positions allocated to a Security Group with ‘View’ or ‘Edit’ Record Security Rights can view the Task Completion History.
The ‘Task Completion History’ window displays. The most recent completed task history record is displayed. If the ‘Due Date/Actioned By’ 1 field appears, it indicates that more one task completion history record exists for this Task. Click the ‘Due Date/Actioned By’ dropdown 1 to select the other Completed Task History records. Also click the Comments tab and the Attachments tab 2 to see that information for this History Record. If you have the correct security access, further comments can be added and removed, and attachments can be added or removed. Click the Close icon 3when viewing is completed to close this window.
Update Task Completion History
Note: Only Positions that completed this task, or have been allocated to a Security Group with ‘Edit’ Record Security Rights can update a Completed Task History record.
Open the Task Completion History window. Click the ‘Update History’ 1 icon.
The ‘Update Task Completion History’ window displays. Enter a Reason 1 for the update in the Reason field. Change the ‘Actioned On’ 2 date if required. Click the Save 4 icon to Update. Click the Cancel 5 icon to cancel the Update and close this window. Saved Updates will appear on the Comments tab.
(Note:Depending on your system configuration, ‘Completed’ options may appear. Serious consideration needs to be given to ever changing this answer to ‘No’, as ‘No’ means this task will not ever be completed; it will be ‘Not Completed’.)
If required, Click the Comments tab. Click Add Comments 1 icon to add new comments.
Add New Commentwindow displays. Enter a new Comment 1. Click the Save 2 icon to save this comment. (Click the Cancel 3 to cancel the save and close this window.)
To edit a Comment, click the Edit icon 1.
Edit Commentwindow displays. Update the comment 1. Click the Click the Save 2 icon to save this comment.
To delete a Comment, Click the Delete 1 icon. Click
OKto confirm the delete.
If required, click the Attachments tab. Drop the attachment files, or use Browse. The file(s) will remain displayed in the field before disappearing and reappearing in the Attachments list.
Click the View 1 icon to view the attachment. Click the Delete 2 to delete the attachment.
Delete a Task
If the Task to be delete has task completion history that you would like to retain for audit or reporting purposes, it is recommend to instead change the Task’s Status to Inactive. Deleting a Task, along with it task completion history, is instant.
Completing a Control Inventory Current Task
My Current Tasks
To see which tasks have been generated for you to complete, from the main menu, click the My Summary option.
If the Current Tasks tab appears, you have Current tasks you are required to complete. If this tab does not appear, you do not.
Look for, or filter by, Type Control Inventory in the Current Tasks list.
As a Control Inventory task requires a comment, the pencil 1 icon complete option is the only complete option available.
Complete the task
Changing the Actioned On date
If you wish to change the Actioned On date from today to another date, select the new Actioned On 1 date.
Selecting an Effectiveness
If the task is an Effectiveness measurement task, the Effectiveness selector will appear. Select the Effectiveness as required.
Note: On completion of this task, this Effectiveness measure will be applied to the Control Inventory record to become it’s new Effectiveness rating.
Adding a Comment
To add a comment, click the Add Comment 1 icon.
The Add Comment window displays. Enter in your text 1, then click the Save 2 icon; or click the Cancel icon to stop adding a comment.
Adding an Attachment
To add an attachment, click the Attachments 1 tab. Drop file(s) in the Browse field, or click Browse 2 to locate and select the file(s) you wish to attach. Files can be also be attached one at a time. After a few seconds the files will re-appear into the File attachment list 3.
Completing the task
To complete the Current Task, click the Complete Task 1 icon.
If all required information is entered correctly, the task will complete and the window will close. If an error message appears, correct the error, then reattempt clicking the Complete Task 1 icon. Repeat until all errors no longer occur.