Checking Out an Action Item

Owned by Stephanie Pepper (e-manage|ONE)
Last updated: Jun 13, 2024
3 min read

The “Checking Out” functionality allows you to open an AI without committing to its completion or rejection. This is particularly useful for reviewing or claiming an AI to enhance transparency throughout the organization, specifically within your department

image-20240613-203040.png

To facilitate effective usage, here are some best practices to consider when you double click on an Action Item in the “Actions To Perform” window:

  1. Claiming an AI with Transparency: Upon checking out an AI, it's recommended to assert your involvement clearly. One way to achieve this is by entering your initials and the date in the AI. This serves as a "claiming" mechanism, indicating who is responsible for the request. This practice not only enhances accountability but also streamlines collaboration within larger groups.

    Additionally or alternatively, to claim an AI, simply adjust the "Assign To" field in the Actions to Perform panel to your name. This action clearly indicates your responsibility for the request, enhancing accountability and streamlining collaboration within your department. You will ONLY see a list of Users in the Assign To field that have already been designated to that Action Item Group by your Admin.

  2. Managing Progress and Tracking: The checkout phase provides an opportunity to track your progress and keep others informed. Utilize the Completion Task(s) checklist to remind yourself of the necessary steps for accurate and efficient execution. Additionally, set a Percent Complete and Expected Completion Date to establish a timeline for the task. If there are any delays, entering a Completion Note or Delay Reason allows for transparent communication of setbacks.

  3. Visibility and Monitoring: All the information you input during the checkout process will be reflected in the Salesperson’s and/or Submitters "Open Actions" panel. This section provides an overview of your ongoing Action Items. This transparency ensures that the status and progress of submitted AI's are accessible and easily trackable. The “Open Actions” will clear automatically as the Action Item is completed or rejected by the receiver.

  4. Efficiency in Module Access: An essential aspect of the process is that opening an Action Item should seamlessly lead to the relevant Project module or window. If properly configured by your Administrator, this automation eliminates the need for manual navigation and ensures you're directed to the right place with ease.

By following these practices, checking out an Action Item becomes a strategic tool for managing responsibilities, fostering collaboration, and maintaining a clear overview of your ongoing tasks within the e-manage|ONE software.