Action manager

Introduction

This article will help you get started using the Action Manager module in Antenor BMS. Action Manager aims to provide a simple way to distribute and monitor the progress of tasks, plans, and checklists between users of Antenor BMS.

The module will replace the action system. It will be a huge improvement in handling all types of actions needed to be done in your organization. One significant improvement is that you do not have to be in a document to create an action. You can create actions with checklists to ensure systematic follow-up.

By using Action Manager, you will be able to ensure a good workflow, and it will be easy to communicate, follow up and keep track of progress.

A brand new element in the Action Manager is «Plans». You may group your actions into several plans. Relevant plans may be:

  • Action plans
  • Strategies
  • Reorganizations
  • Improvement projects
  • Projects
  • QHSE annual plans
  • Onboarding new employees
 

The action manager will be integrated into all relevant modules in Antenor BMS.

1.0 Plans and Actions

1.1 In the Action Manager, you can create new plans and actions. The difference between a Plan and an Action is that a plan consists of several actions and will be presented as an index. e.g. A plan for onboarding a new employee is shown in the picture below. 

An Action is more useful in a single event. For instance, when giving an employee a task or providing a simple checklist. It can be part of a plan or a standalone action.

1.2 The image on the right is an example of how a plan for onboarding a new employee can look. Each row represents an Action that is a part of the planned onboarding process. 

It’s possible to add new actions to an existing plan. All users with access to the Actions module can collaborate and add further Actions to existing plans.

Click on the image to enlarge

1.3 On the top right-hand side of the index, you can start a new plan or a new action by clicking the buttons accordingly.  

2.0 The Actions Index

The Action Manager is found in the menu on the left-hand side. 
Click on the image to enlarge

2.1 The «Plans» tab

When you open the Index, you will, by default, open it in the plans tab. This tab gives you an overview of all plans made in your organization. To view a plan, you can select it from the Index. Once selected, you can see all the plan’s actions and add new ones.

Furthermore, In the Index, you can choose which columns you want to be displayed and how you want to filter the Index. Any changes to the Index made by filtering will only be visible to the user making the changes. 

To view a plan, you can select it from the Index

2.2 The My plans tab

The My Plans tab gives you an index containing all plans made for you. You can also view all the actions you have either created or are responsible for by selecting All my actions in the Index. 

Use the filter function to define your own view.

Once selected, you will be able to see an index containing the Actions and Action plans in your organization. If you only want to see the plans you have created, you can click the «My plans» tab on the top left-hand side of the Index.

2.3 The Admin tab

This tab is used for editing and creating new dropdown menus that can be used when creating new actions.

NB! Actions that need your attention can be found on the main dashboard.

3.0 Creating an Action

3.1 Description

Actions can be created as independent actions, part of a plan, or can be made directly inside a document (e.g. an NCR or Safety inspection). They will all work the same way.

The first tab consists of a short description of the action and includes a title, background, and suggestions for action and how to proceed.

You may also add attachments by uploading them from your computer or linking them to an internal document.

3.1 Checklist

The second tab contains the checklist. The checklist can be created and modified both by the action creator and the responsibility for the action. The action creator cannot change the checklist after it has been sent off.

You can also assign the action to a plan in this step. This field works as a type header field. Just type a name, and a relevant option will appear. A plan with the typed name will automatically be created if no relevant plans exist.

You can easily add new tasks to the checklist, you can also organize the checkpoints into sub-checkpoints. 

3.2 Deadline

In the third and final tab, you can tag the action to the relevant department, process, and type. This helps to find the action at a later stage.

You are also prompted to enter a due date and set an action responsible.  

You are at any point in the process able to save the action as a draft to be finished later.

Note: An action can only be deleted by the sender or by the superuser and can only be deleted as a «NEW» action-

4.0 Further processing an Action

4.1 Once an action has been sent, the recipient will receive a notification by mail. The recipient will also be able to view the action on the Dashboard. 

The recipient can choose to either Accept, reject or forward the Action. 

Forwarding the action will transfer the responsibility of the Action to another user. 

If you choose to reject the action, you will be prompted to write a Rejection message to the sender of the action.

4.2 If you accept the Action, you will be prompted to write what actions have been taken or if you have any comments to add. 

You can save the Action as a draft to complete it later or send it back to the original sender once the Action has been completed. 

The original creator of the Action will then be able to accept or reject the actions taken by the recipient. If the creator rejects the Action, they will be prompted to write a rejection message.

4.3 Once completed, the status of the Action will be changed to «Closed» in the index. 

5.0 Actions created from documents within modules

You are still able to Create an Action from within a document by clicking on the Actions button on the bottom left-hand side of the document.

If an action was created from a document, e.g. an NCR. In this example, you can see which document the action is created in within the deadline tab under Document Connected to.

In the Actions index, you can also see which document the action was created from under the document name, as seen below.

Click on the image to enlarge

6.0 Who can do what

6.1 By default, all users of ABMS will be able to create and process actions. If a user is not supposed to be able to create actions, the user can be removed from the actions access group by a super-user.

6.2 It is possible for the creator of a plan to remove actions that have been added to the plan by other users from within the index. A super-user can, in addition, delete actions made by other users. Please note that deleting actions is only possible while it is being processed. Closed actions can not be deleted but may be removed, as pictured below. 

6.3 The buttons for removing or deleting actions may be found in the second to last column.

Click on the image to enlarge

7.0 Action Manager – tutorial video

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