Projects Actions Items are tasks that need to be performed internally. Action Items set the workflow and policy within your company. If carefully thought through, you can create efficiencies within your company previously impossible to do.
You can think of an Action Item like an internal email that has a predetermined subject and checklist that needs to be completed before submitting, is time stamped, cannot be deleted or lost, keeps track of turnaround time, employee cost and can be customized by your e-manageONE administrator..
As an example you can have Project Action Items within the e-manage|ONE software are crucial tasks designed for internal execution. These Action Items establish workflows and policies within your organization, potentially leading to unprecedented operational efficiencies.
Imagine an Action Item as an internal email equipped with a predefined subject and checklist. Completion of this checklist is mandatory before submission. Each Action Item is time-stamped, ensuring its integrity, and cannot be deleted or misplaced. It diligently tracks turnaround times and employee costs while remaining customizable under the supervision of your e-manageONE administrator.
Consider a scenario where an Action Item (AI) is created to Process an Order. When the Action Item to Process an Oder this particular AI is selected, a list of Prerequisites is displayed. All prerequisites must be checked before you can submit the AI. You can create a note for the person responsible for processing the order and you can attach a document(s) to the AI if necessary.A few important things that happen as a result of set of prerequisites appears. Completion of all prerequisites is obligatory before submitting the AI. Furthermore, notes for the designated order processor can be added, along with any necessary document attachments.
Here are key outcomes resulting from Action Items (AI's):
Establishment of Workflow and Policy
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People do not have to remember to do things and puts some accountability in place
: Action Items set the foundation for your workflow and policy framework.
Automated Task Reminders and Accountability: Individuals are relieved from the burden of remembering tasks, and the system enforces accountability.
Persistent and Unalterable: AI's cannot be deleted, modified,
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or
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neglected. They
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persist until completion or rejection.
AI Alerts for Enhanced Communication: AI Alerts can be
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configured to
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notify Sales
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personnel once an AI is Completed or Rejected.
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These alerts remain until acknowledged.
Historical Reference and Tracking: All AI's are
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retained as historical records, accessible to anyone at any time.
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Dynamic Project Status Updates: Opening and completing an AI triggers changes in project statuses. For instance, initiating an AI to Process an Order
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switches the project status
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to "Processing Order
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," while completing the AI
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advances the
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status
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to "Ordered."
Timestamps and Cost Monitoring: AI's are
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timestamped, facilitating turnaround time monitoring and internal cost tracking per AI.
Efficiency through Automated Module Access: AI's can even be
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configured to
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automatically open
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Submitting An Action Item
Action Items can only be sent on projects. From any grid you can right click > Actions > Submit Action Item Request(s) to pull up the following window. There should be a list or “Pre-Requisites” which is just a checklist reminder of items of information to supply to the Receiving User or Group in order to efficiently and accurately complete the request.
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From within a project you can quickly access your Actions toolbar and select “New Action Item”.
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If you do not see the Action Item Request in the list, it is possible your Admin did not assign that Project Type to that Action Item in the Administrator Application.
Checking Out an Action Item
As with submitting an AI, there are requirements for completing AI's. You can have Completion Task(s) which is a checklist of items to remind you of what you need to do to accurately and efficiently complete the Action Item. You can also set a Percent Complete and Expected Completion Date. You should enter a Completion Note or Delay Reason to track your progress. This area can also be used to “claim” the AI if you are apart of a larger group to show clearly who is handling the request (Suggestion: Type in your initials and date). All of this information will update in the Salesperson’s “Open Actions”. All Open Actions for a Salesperson are listed in their Open Action Items so they can see the status of their AI's submitted whether or not they were the user who submitted the AI. Note when opening an Action Item it should automatically open the applicable Project module/window if your Admin has setup properly.
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Modifying / Adding / Removing Action Items
Located in the Administrator > Tools > Project Action Items Configuration
General Settings
Action Item: Name of the Action Item
Un-check "In Use" to deactivate an AI
All Users Can Submit This Action Item: If this is not checked then the Sales Rep on the Project cannot submit this AI (typically this will be checked on ALL AI's)
Alert Salesperson(s) When Completed: When the AI is completed or rejected you can tell it to alert the sales rep (also typically checked on ALL AI's)
Opens This Window: You can tell e-manage what Module or window you want it to open when an AI is opened
On Check-Out Changes Project to this Status: When the receiving user opens an AI or "checks out" the AI you can assign the status you want it to change to
To add / remove / modify the Project Status list open the Administrator > Tools > Corporate Division Configuration > Drop Down List Setup > Project Statuses
On Completion Changes Project to this Status: When the receiving user completes the AI you can assign the status you want it to change to
To add / remove / modify the Project Status list open the Administrator > Tools > Corporate Division Configuration > Drop Down List Setup > Project Statuses
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Assignments
Choose Responsible Groups: This is where you can assign the appropriate group(s) to an AI (who is going to receive the AI)
To adjust Group Names or users assigned to groups open the Administrator > Tools > User Groups Configuration
Choose Project Type Availability: You can assign specific Project Types to each AI
To adjust Project Types open the Administrator > Tools > Corporate Division Configuration > Drop Down List Setup > Project Types
Pre-Requisites: List of items / reminders of what information, documents, etc. to provide when submitting an AI
To adjust the Pre-Requisites list open the Administrator > Tools > Corporate Division Configuration > Drop Down List Setup > Action Item Pre-Requisites
Completion Tasks: List of items / reminders of what information to remember when completing an AI
To adjust the Completion Tasks list open the Administrator > Tools > Corporate Division Configuration > Drop Down List Setup > Action Item Completion Tasks
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Assign a Survey to Project Type
Setting up a survey (list of questions to make an assessment) and assigning to a Project Type can be a powerful tool to ensure nothing falls through the cracks. To do so open the e-manageONE Administrator application > Select Tools > Project Action Item Configuration > Highlight the Action Item > Select the Assignments tab on the right panel > Apply check box for applicable survey.
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Example of a Basic / Standard AI List with Pre-Req's & Completion Tasks
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Action Item
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Pre-Requisites
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Completion Tasks
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Request Drawings
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Attach Background Drawing
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Attached Drawing to Project Docs (If Applicable)
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Attached SIF / XML (If Applicable)
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Request Revision to Drawing
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Attach / Note Requested Revisions
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Attached Drawing to Project Docs (If Applicable)
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Attached SIF / XML (If Applicable)
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Create Quote / Proposal
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All Finishes / Options Selected
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Attached Quote to Project Docs
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Note Bill To / Install Address
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Request Labor Quote
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Site Details Attached / Noted
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Request Revision to Labor Quote
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Attach / Note Requested Revisions
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Review Quote/Send to Customer
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Collect Deposit
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Note Quote Number
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Process Order
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Note Quote Number
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Job Book Date / Order Book Date
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Note Customer PO or Contact Name
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Req Install Date
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Attached Cust PO or Signed Quote
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Req Ship Date
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Note Approx. Install Date
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Order Name: Quote Number / Description
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Special PO Instr. Noted (Furn Only)
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Customer PO OR Contact Name Keyed
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Note if Order is Drop Ship (Furn Only)
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Attached Install Note to Project (If Applicable)
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Generate Vendor PO(s)
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Copied / Pasted Original Note from Order AI
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Attached Vendor PO(s) to Project Docs
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Emailed and/or Processed Vendor PO(s)
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Review/Enter Acknowledgements
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Attached Ack(s) to Project Docs
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Note Final Ack Ship Date (In Comp Note of AI)
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Request Installation Drawings
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Note Quote Number
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Attached Install Drawings to Project Docs
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Receive Product
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Note Vendor Name and PO #
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Note Ack Ship Date
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Schedule for Delivery/Installation
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Note Quote Number
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Note Scheduled Date (In Comp Note of AI)
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Note Req/Approx Install Date
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Install Drawings Completed / Attached
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Generate Client Billing
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Note Quote Number
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Saved Cust Inv to Project Docs
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Note Email to Send Cus Inv To (If Applicable)
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Mark Order as Complete
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Attached Cust PO or Signed Quote
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Schedule Commissions
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Note Quote Number
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Mark Project as Complete
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specific modules, streamlining administrative tasks and reducing the time spent on project searches and module access.
By comprehending and harnessing the power of Action Items in e-manage|ONE software, your organization can achieve systematic order, enhanced accountability, and streamlined processes that lead to improved overall efficiency.