Assure follow-up of Action plan
Action Plan Progress Steps
During the execution, an action plan takes different states. Passage from one state to another is submitted to the approval of several org-units associated to business roles.
For more information on action plan execution, see Bottom-up action plan workflow and Top-down action plan workflow.Action plan progress is specified at periodic dates by the action plan responsible user. For more details, see Specifying action plan progress rate.
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
Reports are offered to follow up expected and effective progression of one or more action plans. See Action Plan Reports.
The action plan progress rate can be specified if the action plan is in the status "In progress", that is it has been validated by the “Approver”.
To indicate progress rate of an action plan:
1. Open the properties of the action plan and expand the Action Plan Progress section.
2. In the Progress Update section, click New.
The Progress Update creation page appears.
3. Specify the Name of the progress rate.
4. Specify the Progress Update Percentage and add a percentage Comment, if required.
5. Verify the Progress Date.
6. Select the Progress Evaluation.
• “Late”
• “In time”
7. Specify the Progress Forecasted End Date.
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8. In the progress rate creation page, click OK.
The progress rate appears in the list.
Using steering calendars
A steering calendar enables performing recurring actions at predefined due dates. It can be used for example for sending recurrent reminders to the person responsible for an action plan so that they can indicate progress of this element. A steering Calendar can also be used to automatically trigger assessment Assessment Sessions at regular intervals. 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 Characteristics property page of the Steering Date.
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 Scheduling properties page of the steering date.You can specify:
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.