Plan, assign tasks and duplicate measures

Assign the implementation manager

1. Access the measure detail screen and open the Implementation manager tab.
2. Select the position and search for the name of the responsible person.
3. Click Save.

Tip

• You can fill in Implementation position and Implementation manager, or just Implementation manager.
• If you select a position, the person configured for it in the Organisation module will appear automatically.
• If there are several employees in the same position, you can choose the appropriate one.

Reassign the manager

You have two options:

From any “Measures” tab:

1. Enter the parent record detail screen.
2. In the Measures tab, select the records and open Operations > Reassign manager.

From the “Measures” list screen in the “Risks” module:

1. Go to Risks > Measures and select the records.
2. Open Operations > Reassign manager.

In both cases:

3. Check Reassign to me, Change position or Change employee and select the new manager.
4. Click Accept.

Caution

• The manager is not changed if the measure has an implementation status of Closed or Cancelled.
• If the new manager does not have user permissions to manage measures, a notification will appear.

Assign and manage observers on a measure

Assign observers

1. Go to Risks > Measures and enter the record.
2. Open the Observers tab and click Link.
3. Select the workers and click Accept.
4. Save the changes.

Change observers in bulk

1. Go to Risks > Measures and select the records with assigned observers.
2. Open Operations > Reassign observer.
3. Select the observers to change, search for the new one and click Accept.

Remove observers in bulk

1. Select the records and open Operations > Remove observers in bulk.
2. Select the observers and click Accept.

How to plan the implementation of measures

For measures to appear in the Preventive activity planning and Preventive activity monitoring reports, it is necessary to indicate a Planned end date.

1. Access the measure detail screen.
2. Open the Planning tab and fill in:
   • Start date: date the measure was recorded.
   • Due date: maximum recommended date to close the measure. If associated with a risk factor, it is automatically filled in based on the risk assessment and start date.
   • Planned end date: expected closing date. It is recommended to be on or before the due date.
   • Completion date: actual closing date.

Consequences of closing the measure

• The completion date is filled with the current day in the measure and its tasks (respecting tasks already closed).
• The associated risk factor, non-conformity, opportunity or objective moves to Pending closure (if the measure is the only or last one to close).
• The change is notified to the managers.
• If the verification workflow is active, the status changes to Pending effectiveness verification.

Caution

If the approval workflow is active, you cannot close the measure until its approval status is Approved.

Reschedule the dates of a measure

1. Go to Risks > Measures and select the records.
2. Open Operations > Change dates.
3. Check the Change date… box that applies, select the desired date and click Accept.
4. (Optional) To make the planned end date match the due date, check Change planned end date and Copy due date to planned end date.

Note

• The approval or rejection date only changes in measures with an active approval workflow and implementation status Not started.
• The effectiveness verification date only changes in measures with an active workflow and status Closed.
• The planned end date is cleared if it was filled in.
• Changes are notified to the managers.

Create recurring measures

Useful for recurring actions (for example, emergency drills).

1. Access the measure detail screen.
2. Check Recurring measure.
3. In the Planning tab, indicate the Generation frequency and the Interval (days, months, years).
4. Click Save.

Tip

For example, to generate a measure annually, set frequency to 1 and interval to Years.

Note

Once the new recurring measure is created, it does not update if the previous measure is modified.

Manage and associate tasks to a measure

1. Access the measure record and ensure Measure that DOES NOT generate tasks is unchecked.
2. Open the Tasks tab and click New or Edit.
3. Fill in the necessary fields in the task detail screen.
4. Click Save.

Note

• If Measure that DOES NOT generate tasks is unchecked, a task with the same title as the measure is automatically created when the measure is created. The task inherits the title, start date, due date and scope.
• Added tasks share the measure’s scope.
• The task start date cannot be later than the measure’s due date.
• Each task can have different managers.

Manage progress

1. Access the task record and go to the % Completion field.
2. Select a percentage from the dropdown.

Caution

When filling in the Completion date of the task, changing the status to Closed or setting the % completion to 100%:

• The completion date is filled with the current day in the measure and its tasks.
• The task status changes to Closed and the % to 100%.
• The measure changes to Pending verification (if the task is the only or last one to close).
• The change is notified to the managers.

Tip

If a measure has no tasks, its progress will be 100% when it is Closed.

How to copy a measure

1. Go to Risks > Measures and select the record.
2. Click Duplicate.
3. Modify and fill in the information for the new measure.

Caution

• It is not possible to duplicate multiple records at once.
• By default, all associated information is duplicated (including the associated task if Measure that DOES NOT generate tasks is not checked).
• The new duplicated measure will not be associated with any risk factor.