Centralise the management of all your actions, regardless of the business process, workflow rule, project or initiative they are linked to. Action Manager’s real-time views show you the status of all actions assigned to you, by you, or for your team or area of responsibility. Save time and reduce duplication of effort with our recurring action creation tools, automated reminders and action status reporting schedules.
View and Manage All Your Actions in one Place
iSystain’s Action Manager provides a central view to filter, progress, report and close out all actions, regardless of where in the system they were created or which module they are linked to.
The Action view lists your actions, with filters to simplify sorting, filtering and navigating to action.
Actions can be viewed calendar-style with overdue actions flagged, and can be saved to personal calendars.
Action Creation and Assignment
Action Manager works with two types of actions created in iSystain:
1) Workflow actions - system-generated actions to drive the completion of a business process relevant to the module. For example, workflow actions from events include the Investigation Step, Sign-off Step and Review Step. Actions for these are based on workflow rules and system role.
2) Corrective Actions - these actions are created by system users and typically require a task to be performed outside the system e.g., document a procedure, review signage in an intersection, investigate solar power options, etc.
Corrective Actions creation options
The iSystain design team has spent a lot of time talking to our clients and improving the options available for creating and assigning actions. Once an action is created, the system users are notified via email, and the action/s are added to their Action Manager page. The following is a summary of the options and scenarios for creating actions:
1) Single Action - the simplest option; create and assign a single action to one or more people to complete individually;
2) Multiple Actions - this is the most common scenario; assign multiple actions to a single or multiple persons to complete individually;
3) Recurring Actions - this option lets you create a recurring action schedule for the same action to be completed by one or multiple users at the same time each nominated period. Recurring action settings include start and end period, the frequency of occurrence and how long before each action is due should the action be created; and
4) Repeating Actions - a slight variation on the recurring action design, this option is based on creating the ‘next’ action only when the previous action has been completed. This is for users who don’t want a series of actions to be created all at once , that may never be completed once they become overdue.
Regardless of the action type and source, once an action is created, the system users are notified via email of their action/s and they’re added to their Action Manager page.
Actions are all stored in an Action Plan that is linked to the originating module and record e.g., incident, audit, compliance assessment, change request, risk assessment, etc.
There’s also an option to create your own Action Sources and track actions linked to that source (e.g., Monthly Meetings, Improvement Plans, Initiatives and Projects).
Action Progress Updates and Reminders
We understand how important it is to keep on top of the progress and status of actions. Some actions are short and sweet to complete. Others are longer projects, or more complex. Action Manager has a set of tools designed to prompt and capture progress updates from action owners. The Gantt-style display highlights when actions are due and if they are overdue.
Within the Action Plan, each action has a reminder option to ‘ping’ an actioner to update or complete their action. This is in addition to establishing your system-wide reminder and escalation rules.
When assigning or updating actions, there’s an option to attach files to the Action Plan or an individual action. This provides a great opportunity for audit trail, action context or guidance.
With the right access privileges, actions can be reassigned or rejected, with users prompted to add a reason. This is fully audit trailed in the Action history.
Action Viewing, Filtering and Drill Down
One of the excellent features of iSystain’s Action Manager is being able to view all of your workflow and corrective actions, regardless of the type or source in once place, and easily navigate to the page to progress, update, complete or sign off. For Managers and Power Users, these options extend to the actions of your team or system scope.
Again, we’re working closely with our clients on this feature, and we’re making it possible for especially hands-on Managers to filter, view and drill into their team’s actions ‘on screen’ without having to run reports.
Filtering options include scope, action status and module. Once results are displayed, each column can be further searched, sorted or filtered.
Our Organisation Position drill down options provide another visual quick filtering method.
Each action record displays the module it was created from (or the Action source), record IDs, associated entity or site (if relevant), searchable description, date last updated, due date, who assigned the action, and the actioner.
Clicking on the ‘eye’ icon will take you to the action source and system page for you to view the action, and if you are the action owner, progress it.
Automate Your Audit Corrective Action Plans
We’ve added options to insert valuable action guidance into your Audit Templates. For each audit requirement you can describe actions to address audit results that are not compliant, and set placeholder responsible roles and time periods to address the action. Once the audit is complete, the action information is converted to an action plan ready to be reviewed, refined and approved before sending to the responsible team members. Once created, all of the Actions are managed by Action Manager for status tracking, reporting and reminder features. Each action will also have a link to the originating audit.
Being able to manage actions across your team, division or business, related to specific issues, deliverables, or the broad scope, requires a combination of reporting capabilities. This is another area where we really focus on engaging with our clients to deliver the best options for this critical management function. Here’s a summary of the key options and functions:
My Reports (Report Designer) - At the heart of our reporting framework is the Report Designer. We use this to create the standard ‘out of the box’ reports. The Report Designer includes rich text fields for creating headings, data table based section builders where you can filter data by organisation focus, position hierarchy, module, status or a combination. Once you’re happy with your report structure it is saved in your report collection. You can add a schedule for yourself or your team to receive the report via email. They don’t even have to be system users. You can also share your report with other system users for them to use and modify for their needs.
Action Summary Reports - For more ad-hoc reporting, there’s a quick Action Reporting option similar to the Action viewing page, to filter action records and export to excel.
Template Technology Reports - The ultimate in reporting flexibility and formatting. Our iSystain Consultant will work with you to design how your report looks in Excel with graphs, formulas, tables, grids, filters and formatting just how you want it. We then reverse engineer the output using My Reports designer, upload your template and magic happens! Our clients love the unlimited flexibility this option provides and how much time it saves them combining the data integrity and scheduling options of iSystain with the formatting capabilities of Excel.
Benefits of Action Manager
Save time and effort with our multiple actioner and recurring action assignment tools.
Increase automation and action close out rates with action reminders, escalations and scheduled action status reports.
Reduce frustration by combining all your actions in one location.
Increase transparency with centralised viewing, navigation and reporting.
Increased visibility of action close status, completion performance with drill down into bottlenecks and issues.
Increase confidence with robust action status, progress updates and evidence audit trails.