The Action List screen is designed to enable users to record and manage a centralised list of actions securely within the People Inc. system. Each action can be related to a particular record in the database, or they can be independent. Actions can be viewed on screen or printed using reports. Actions can be prioritised, can be given deadlines and can be categorised. The status of an action enables users (and managers) to monitor progress, even keep detailed notes against each action. Actions can be allocated to particular users, and can be added by one user for another if required.
Types of Action
There are 2 types of actions: independent actions and linked actions. Independent actions are entered directly into the Action List screen and are not related to information in other areas of the system. Linked actions are each associated with a specific record elsewhere in the People Inc. database.
If an action is linked to a record in the database, the action can be seen when this record is being viewed. Furthermore, when users are looking at a linked action list record in the Action List screen itself, they can open the associated data-record by using a button on the Action List screen.
The Action List Screen
The Action List screen displays all the actions recorded in the database. Records are added and maintained in the same way as the other data screens (these records will be independent actions, i.e. not linked to records elsewhere in the system).
The Action List Screen
Double-clicking on an entry displays that entry in detail
An Action in Detail
To add an independent action, add a new record and complete the details on the Action List screen.
Using the Action List Screen
Users can apply filters to enable them to view selections of records (based on category, user, planned date, etc.). For example, the user may wish to display a list of their actions that are planned for the coming week. It is also possible to set a particular filter as the default filter for that user (as is the case with other data screens). Users can also search for a particular action using the filter/search panel on the Action List screen.
Running reports provides users with printed action-lists to work from. A number of standard reports are provided with the system. The user can add to these (or modify the existing reports). The reports can be run from the Action List screen itself.
If they wish, a user can set the Action List screen to auto-start when they log into People Inc. (applying a default filter that displays their actions for the coming week for example). To set the action list or in fact any other screen as the Auto start screen, go to the management console and right click on the Action List. Select All Tasks and then select Auto Start. Once this is done, the Action List screen will open each time that user opens People Inc.
Actions that are related to a record in the database can be viewed and managed from the data record itself. For example, it is possible to associate a number of actions with an individual employee record. This is done from the employee screen by first navigating to the appropriate employee record, and then selecting the Action List tab (at the top of the screen).
The Actions Associated with an Employee
Using this feature, it is possible to maintain a full history of events associated with individual employees. This list of events can be viewed on the screen, or printed using a report (from the report drop-down list on the employee screen).
Employee Action List Report
Actions can be automatically created in a screen using a trigger. For example, it is possible to configure the system to automatically add an action to remind the user to formally discuss the end of an employee’s probationary period (based on the end of probation date). This action will be associated with the employee record and will be listed in the actions for that on the Action List tab on the employee screen.
Actions created from this screen will automatically be associated with this employee. These actions will however, appear together with all the other actions held in the system in the main Action List screen. When viewing the actions from the main Action List screen, if an action is linked to a data record elsewhere in the system, by clicking on the Show Data button (last button on the bottom button bar), the user can view the data record to which the action is linked. This enables users to look up associated information before they complete the action (telephone number for example).
Actions can of course be linked to other data in the system. For example, actions can be linked to a course record, to a vacancy, to an individual absence entry (or medical, or disciplinary record). These actions are all accessible from the main action list, and from the individual data record, and (as with the employee example above) a link is maintained between the records so that the user can jump from the Action List entry to the linked data record.
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