Action Plans

Action Plans, also formerly known as Corrective Actions, is a task management capability that complements assessments, inspections, and findings. Action Plans create custom workflows by allowing you to create a set of tasks that can be assigned and tracked until completion. 

Creating an Action Plan Document

To create a new Action Plan document, navigate to the Document Library (Library>Documents) and click on the blue action button near the bottom right of the window, then select Create Action Plan Document.

In the next menu, under Document Name, title this newly created Action Plan document and then click Submit.

Now, you can create a list of tasks for this document. Under the Tasks tab of this document, click + Add New task.

Add a new task to this Action Plan document by filling out the details below.

1. Create the title of this new task.
2. Add a description for this new task
3. Determine if this task is a Validation Task.
4. Determine if the upon the completion of this task, the next task owner will be notified.
5. Determine if additional attachments are required in order to complete this task.
6. Determine if additional approval is required in order to complete this task.

When finished, click Apply to add this new task to the document. 

Once tasks have been added to the document, Fields can be added to individual tasks to further categorize data. Fields can be added by through the + Select Field(s) or + Create Field options.

• + Select Field(s): Add a pre-existing field(s) from the Field Library to this task. Multiple fields can be selected.
• + Create Field: Create a new field to be added to this task.

More information on Fields can be found here.

Fields can also be added and managed at the document level by navigating to the Fields tab of this document. Ease will initially provide Default and General fields for this document.

• + Select Field(s): Add a pre-existing field(s) from the Field Library to this document. Multiple fields can be selected.
• + Create Field: Create a new field to be added to this document.
• Default Fields: Check the box next to Required to require the filling out of the field before this document's completion. Click on the eye icon to hide/show this field in the document. 
• General Fields: Check the box next to Required to require the filling out of the field before this document's completion. Click on the pencil icon to edit the title and add items to this field if needed. Click on the eye icon to hide/show this field in the document.

Then, navigate to the Settings tab of this document. 

1. The document's status within the system. A draft becomes active once the document is submitted and approved if necessary. 
2. The document's total number of revisions. 
3. The date and time of this document's last modification. 
4. Use the toggle to hide/show this from the available documents.
5. Remove this document from the Document Library
6. Revise the name of this Action Plan document.  
7. Change this document's scope by selecting locations from the Org Tree.

Under the Approvers tab of this document, add document approvers that review a document before it can be activated by clicking on the blue action button near the bottom right of the window. 

A list of all eligible users will be prompted for selection. Only users with the CAR audit author role enabled will be shown. If more than one approver is selected, all approvers must approve before a document change can be activated. Check the boxes next to all desired users and then click Apply.

Next, navigate to the Revisions tab of this document to view all revisions of this document. 

Click on a revision to view a previous version of this document. To revert the document back to its previous version, click Revert near the bottom right of the revision preview.

Under the References tab of this document, add URLs or file references that relate to the document by clicking on the blue action button. 

When finished, head back to either the Tasks or Fields tabs and click Submit near the bottom right of the window to activate this Action Plan Document.

Accessing All Action Plan Documents

To view a list of all Action Plan Documents, navigate back to the Document Library under the Documents tab in Library. Find the Program column in the list view and click on the three-lined triangle next to it to filter for Action Plans only. 

Launching an Action Plan Document

Action Plans can be launched from the Dashboard tab in Home, the Action Plans tab in Findings, or the Open Findings list view. 

In Dashboard, click on the blue action button near the bottom right of the window, then select Start New Action Plan.

In the Action Plans tab in Findings, click on the blue action button to start a new Action Plan.

Alternatively, new Action Plans can be launched from the Open Findings tab in Findings. An action plan launched from an open finding ties the action plan to the specified finding. 

Navigate to Open Findings and select an open finding from the list view.

Click on the finding, then navigate to the Action Plans tab within the finding.

Click on the blue action button near the bottom right of the window, and select Start New Action Plan.

In the next menu, input all required information before launching this new Action Plan.

1. Select an Action Plan document from the dropdown menu provided. All active Action Plan documents will be shown. 
2. Title this Action Plan.
3. Summarize this Action Plan.
4. Select this Action Plan's site. 
5. From the dropdown menu provided, select this Action Plan's Owner(s). Only users with any of the following roles enabled will be shown: Action Plan Admin, AP Initiators, AP Champions, AP Team, CAR Site Admins, CAR Managers.
6. From the dropdown menu provided, select this Action Plan's Approver(s). Only users with any of the following roles enabled will be shown: Action Plan Admin, AP Champions, CAR Site Admins.
7. Select a due date for this Action Plan using the calendar provided. 

When finished, click Start to start this new Action Plan. 

Conducting an Action Plan

Once a new Action Plan has been launched, the Action Plan menu is divided into three tabs: Event, References, and History. 

The Event tab displays this Action Plan's Details and Tasks.

The Details section contains the Action Plan's Information, People, Fields, and Attachments. Use the downward arrow to expand each section.

Information: Here, view the information previously filled out before launching the Action Plan. The Action Plan's ID and status are also displayed. 

People: View this Action Plan's Initiator, Owner(s), and Approver(s).

Fields: The Fields shown here are the Custom, Default and General fields previously configured when creating an Action Plan document. If this Action Plan is tied to a specific finding, the Finding field will automatically be filled in.

Attachments: Add relevant file attachments to this Action Plan.

The Tasks section of the Event tab displays the Action Plan's predetermined list of tasks as previously configured when creating the Action Plan document. 

Fields selected for each Task will be shown. Sections asterisked in red are required. Once all required sections have been filled in, the Close button near the bottom right of the task will be prompted for selection. If a task requires additional approval, the approving party will need to grant approval before this task can be completed. 

In the References tab of this Action Plan, any references previously added to this Action Plan document will be shown. References cannot be added from within a launched Action Plan. To add references, navigate to the Action Plan document in the Document Library (Library>Documents) and click on the References tab. 

The History tab shows all actions taken within this Action Plan. Click on an entry to view its details. 

Accessing Action Plans and Action Plan Tasks

Accessible Action Plans and Action Plan tasks can be accessed by navigating to their corresponding tabs (Action Plans and Action Plan Tasks) in Findings. 

Action Plans: All accessible Action Plans will be shown in this list view. Click on the downward facing arrow to export this list as a CSV or XLSX file. Use the gear icon to configure the list view's table settings and rearrange (through dragging and dropping), add, or remove column filters, including fields.

Action Plan Tasks: All accessible Action Plan tasks will be shown here. Click on the downward facing arrow to export this list as a CSV or XLSX file. Use the gear icon to configure the list view's table settings and rearrange (through dragging and dropping), add, or remove column filters.