Actions – Task Creation
STEP 1: Click on the Tasks tab.
Business Rules
The Start and End date of the Task must be within the Action Start and End date or the system will not allow you to save the record.
The Responsible Officer is automatically set to the person logged in by default. For example, if you have logged in as Sally Johns, the responsible officer of the new task will automatically set to Sally Johns.
STEP 2: To add a new task, you must fill in the mandatory fields which include Task Name, Responsible Officer, Status, Percent Complete, and a Start and End date and click the Add button. Make sure the Start and End date of the Task is within the Action Start and End date or the system will not allow you to save the record.
Note: The Responsible Officer is automatically set to the person logged in by default. For example, if you have logged in as Sally Johns, the responsible officer of the new task will automatically set to Sally Johns.
Notes:
Setting the Status as ‘Not started’ or 'Ongoing' will automatically set the percentage to 0%.
Setting the Status as ‘Complete’ will automatically set the percentage complete to 100%. When the status is set to complete, completed date field will be enabled allowing you to enter the actual date of completion. This may be mandatory/optional depending on the configurations done by your Administrator.
You will not be able to modify the Percent Complete for ‘Not started’, ‘Ongoing’ or ‘Completed’ Statuses. However, an ‘IN PROGRESS’ or ‘DEFERRED’ status will show a % complete that is editable. This field may have a number added between 0 and 100 only.
STEP 3: When there is more than one task under an action, you can assign weightings to the tasks to determine the calculation for action completion. This allows the task % complete to automatically calculate the Action % complete, based on the weightings. The total Task weighting of one Action must add up to 100.
To include task weightings, click the task weighting link.
When Tasks have weightings, then the action % complete (which the tasks lie underneath) is calculated based on that particular task’s weighting and the task % complete. Therefore, the action % complete is non-editable as it is an automatic calculation.
However, if a user decides not to add task weightings (Then the weightings on all tasks within the action = 0), then the action status and % complete will be editable.
Hence, if a user adds weightings to tasks, the action progress status and percentage complete is greyed out. So it becomes dependent on task progress updates. If a user chooses not to add weightings to tasks (all tasks = 0 within the action), the action status and percentage complete can be updated at action level in the usual way i.e. not greyed out.
STEP 4: A popup window will be displayed and you can specify the weighting and click Save.
STEP 5: Click on the plus sign adjacent to the main task to add subtasks up to the level determined by your administrator (This can vary from a minimum of two to a maximum of ten).
You can view a graphical representation of Tasks under an Action and their duration by switching to the Gantt Chart View.