Project Action Items

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 an Action Item (AI) to Process an Order. When the Action Item to Process an Oder 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 Action Items (AI's): 

• Workflow and Policy is set

• People do not have to remember to do things and puts some accountability in place

• AI's cannot be deleted, changed or ignored. They will not go away until they are either Completed or Rejected.

• AI Alerts can be set to automatically notify Sales people when the AI is Completed or Rejected. The AI Alert will not go away until the sales person acknowledges it.

• All AI's are kept as history in the project to reference by anyone at any time.

• The status of a project can be set to change when an AI is opened and when an AI is completed. As an example, when the AI to Process an Order is opened the status of the project changes to Processing Order. When the AI is completed the project status changes to Ordered.

• AI's are time stamped by user to monitor your turnaround times. They also keep track of your internal cost per AI.

• AI's can be set to auto open a specific module to cut down on admin time spent searching for project and opening applicable module. 

Submitting An Action Item 

Action Items can only be sent on projects. Open the Project > Actions > Submit Action Item Request(s) to pull up the following window:

Open

Checking Out an Action Item 

As with submitting an AI, there are requirements for completing AI's. You can have Completion Task(s), you can set a Percent Complete and Expected Completion date and enter a Completion Note or Delay Reason. All Open Actions for a sales person 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.

Open

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 off then the Sales Rep on the Project cannot submit this AI (typically this will be checked off 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 off 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

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

Example of a Basic / Standard AI List with Pre-Req's & Completion Tasks