Managing Action Plans
An Action plan can be set up, for example, for improvement of a Customer Journey.
An action plan comprises a series of actions, its objective being to reduce risks and events that have a negative impact on company activities.Creating Action Plans
To create an action plan from a Customer Journey, see Creating Action Plans.
Characterizing Action Plans
For more information on action plans properties, see Supplementing Action Plan Information.Action Plan Progress Steps
For more information on action plan steps, see Action Plan Progress Steps.Creating the action plan
When the action plan is created, it is in "To submit" state.
By default, the action plan creator is the action plan Owner. Having specified the characteristics of a new action plan, the creator can:
• Propose the action plan.
In this case, the user defined as "Approver" receives a notification mail, and the new action plan appears with status "To Begin" in his/her tasks list.
Preparing the action plan
The action plan "Responsible" user can Validate or Cancel the action plan.
• Validate: the action plan, which then takes status "In Progress". Actions can then be created.
• Cancel: the action plan which takes status "Canceled".
Executing the action plan
Having executed actions relating to the action plan, the "Owner" can:
• Terminate the action plan which takes status "Closed". To do this, all action plan actions must be terminated.
The "Approver" user is notified of the action plan termination request.
Closing the action plan
After having consulted action plan follow-up reports, the "Approver" user can Close and then Reopen the action plan.
• Close: the action plan, which retains "Closed" status and disappears from the task lists of creator, approver and owner.
• Reopen: additional actions can then be created. The action plan again takes status "In Progress".
Action Plan Progress Follow-Up
Action plan progress is specified at periodic dates by the action plan responsible user. For more details, see Specifying action plan progress rate.
HOPEX Business Process Analysis offers the opportunity to regularly remind the action plan responsible user that he must update the progress of his action plan using a steering calendar. So that a reminder e-mail can be automatically sent to the action plan responsible user, you can connect a Steering Calendar to the action plan. For more details, see Using steering calendars.
Specifying action plan progress rate
For more details, see Specifying action plan progress rate.The action plan progress rate can be specified if the action plan is in the status "In progress", that is it has been validated.
To indicate progress of an action plan:
1. Open the properties of the action plan and expand the Action Plan Progress section.
2. In the Progress Rate table, click New.
The Progress Rate creation page appears.
3. Specify the Name of the progress rate.
4. Specify the Updated Progress Percentage and add a percentage Comment, if required.
5. Verify the Progress Date.
6. Specify the Progress Assessment:
• Delayed
• On Time
7. In the progress rate properties page, click OK.
The progress rate appears in the list.
The Last Progress Percentage and Last Progress Percentage Comment fields are updated.
Using steering calendars
For more details, see Using a steering calendar.Creating a steering calendar
You can connect a Steering Calendar to the action plan so that the action plan responsible user can indicate a progress percentage at dates defined in this calendar. A message is sent to the user on these dates.
For more details on managing steering calendars, see the technical article HOPEX Power Studio - Steering calendar.To create a steering calendar for an action plan:
1. Open the properties of an action plan.
2. In the Characteristics section, click the arrow at the right of the Steering Calendar field.
3. Select Create a steering calendar.
The steering calendar creation page appears.
4. Specify the Name of the steering calendar.
5. In the Steering Calendar Type field, leave the default value "Action Plan".
6. In the Scheduler Configuration field, leave the default value "Steering Calendar - Configuration scheduler".
7. In the Reminder field, leave the default value "Steering Calendar - Emailing SchedulerJob".
8. Click OK.
You must then create Steering Dates.
Creating steering dates
A steering date is a date defined in a steering calendar on which a reminder will be sent to the person responsible for an element. This can be an initial date, reminder date or final due date. To create a steering date for an existing steering calendar:
1. Open the properties of the steering calendar that interests you.
2. In the Steering Date section, click New.
The new steering date appears in the list.
To define steering date characteristics:
1. Open the steering date properties dialog box and select the Characteristics tab.
2. Specify the Name of the date, to enable its reuse in another steering calendar if required.
3. Specify the Date Type.
• "Initial" - to signify start of an action plan
• "Remind" - to remind the responsible user of progress rate update
• "Last" - to signify close of an action plan
4. Specify messages that will be addressed as notification and as E_mail.
You must then plan the dates of actions execution.
To schedule a steering date:
Open the steering date properties dialog box and select the Scheduling tab.You must define the Start date (absolute ou Relative) and the Recurrence Type.
The start hour is defined in UTC format.• The Start date may be specified by Start date (absolute) or by Relative Date.
The Relative Date is defined related to the Effective Begin Date of the action plan.• The Recurrence Type defines the frequency at which reminders are sent: daily, weekly, monthly, once only.
For details on scheduler configuration, see "Scheduling" chapter in the HOPEX Power Studio - Steering calendar technical article