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Configure Feedback Reports - Action Plan Items

Jason Williams

Action Plan Items

The NEW, EDIT, and DELETE columns are only visible to users with the appropriate permission.

  • ACTION PLAN ITEM - NEW - provides a column in which a user with the ACTION PLAN: CREATE permission may create an existing action plan for the associated question. This column is only visible to users with this permission.
  • ACTION PLAN ITEM - REQUIRE EXISTING ACTION PLANS TO BE FILLED IN BEFORE ALLOWING ADDITIONAL ACTION PLANS TO BE CREATED FOR A QUESTION - When this option is enabled, a defined plan of action must be completed before another action plan can be defined for that question. When this option is disabled, any number of action plans may be defined for a question, even though the first action plan has not yet been defined.
  • ACTION PLAN ITEM - EDIT - provides a column in which a user with the ACTION PLAN: EDIT permission may edit an existing action plan for the associated question. This column is only visible to users with this permission. NOTE: Users with the ACTION PLAN: EDIT permission are able to edit and modify action plans in Feedback Reports.
  • ACTION PLAN ITEM - DELETE - provides a column in which a user with the ACTION PLAN: DELETE permission may delete an existing action plan for the associated question. This column is only visible to users with this permission.
  • VIEW ROOT CAUSE - displays the root cause specified for the associated question.
  • REQUIRE ROOT CAUSE RESPONSE - requires an entry in the Root Cause field before saving an Action Plan. If a required field is left blank, and the user attempts to save the Action Plan, a message is displayed to notify the user that required fields must be populated before saving. Note that the VIEW ROOT CAUSE option, above, must also be enabled.
  • VIEW ACTION PLAN - displays the action plan specified for the associated question.
  • REQUIRE ACTION PLAN RESPONSE - requires an entry in the Action Plan field before the action plan can be saved. Attempting to save before defining a plan of action results in a message notifying the user that required fields must be populated before saving. Note that the VIEW ACTION PLAN option, above, must also be enabled.
  • VIEW PREVENTIVE ACTION PLAN - displays the preventive action plan specified for the associated question.
  • REQUIRE PREVENTIVE ACTION PLAN RESPONSE- requires an entry in the Preventive Action Plan field before the action plan can be saved. Attempting to save before defining a preventive plan of action results in a message notifying the user that required fields must be populated before saving. Note that the VIEW PREVENTIVE ACTION option, above, must also be enabled.
  • VIEW RESPONSIBLE PERSON - displays the name of the person responsible for completing the corrective action.
  • REQUIRE RESPONSIBLE PERSON RESPONSE - requires an entry in the Responsible Person field before the action plan can be saved. Attempting to save before specifying a person who is responsible for correcting the non-compliancy results in an error message. (Note that there is an optional feature that automatically provides a default responsible person for the action plan.) Note that the VIEW RESPONSIBLE PERSON option, above, must also be enabled.
  • VIEW DUE DATE - displays the Due Date field and allows a user with the ACTION PLAN: EDIT permission to specify the due date for completing the action plan for the associated question.
  • REQUIRE DUE DATE RESPONSE - requires the user to specify a due date for completing the specified plan of action before the action plan can be saved. Note that the VIEW DUE DATE option, above, must also be enabled.
  • VIEW COMPLETE DATE - displays the Complete Date field and allows a user with the ACTION PLAN: COMPLETION DATE permission to specify the date on which an action plan was completed for the associated question.
  • REQUIRE COMPLETE DATE RESPONSE - requires the user to specify a Complete Date before the action plan can be saved. Note that the VIEW COMPLETE DATE option, above, must also be enabled.
  • VIEW MODIFIED DATE/TIME OF "COMPLETE DATE" - When enabled, both the date selected as the Completed Date and the date and time on which the Completed Date was selected, are displayed. When disabled, only the selected Completed Date appears, regardless of when it was selected.
  • DISABLE ACTION PLAN COMPLETE DATE CLEAR BUTTON - When enabled, the DELETE (X) button beside the Complete Date field is removed.
  • DISABLE ACTION PLAN DUE DATE CLEAR BUTTON - When enabled, both the CALENDAR button and the DELETE (X) button beside the Due Date are removed and the specified Due Date cannot be changed.
  • DISPLAY ACTION PLAN TEXT & DUE DATE AS READ ONLY FOR CRITICAL QUESTIONS - When this option is enabled, the action plan text and due dates of questions designated as "critical" cannot be edited, even by users with the ACTION PLAN: EDIT permission. (The default Action Plan text specified will appear here as read-only, and cannot be changed.)
  • VIEW ACTION PLAN IMAGES - displays images that have been uploaded with an action plan.
  • DISABLE ACTION PLAN IMAGE UPLOAD SECTION - When enabled, images cannot be uploaded to the Action Plan.
  • SHOW A SEPARATE ACTION PLAN SECTION AFTER THE DETAILS - (This option is unrelated to the approval process.) When this option is enabled, an Action Plan Summary is displayed below the details section of the audit result.

  • ONLY SHOW ACTION PLAN ITEMS FOR NONCOMPLIANT ANSWERS - When this option is enabled, questions that received compliant and information answers are still included in the report, but no NEW button is available for defining an action plan. When this option is disabled, an action plan can be defined for any question, including those questions that received compliant and informational answers.
  • DISABLE ACTION PLAN HISTORICAL LOG - When enabled, changes can be made directly to the current action plan. When disabled, a list of previous edits, and who made them, is displayed. A new action plan can be specified, but without overwriting previous action plans.
  • APPROVAL: VIEW APPROVALS (REQUIRED FOR ALL OTHER APPROVAL OPTIONS TO WORK)- Selecting this option enables the approval process. Note that this option must be enabled in order for any of the following options to apply. If this option is not enabled, no approval process exists, regardless of the settings of the following action plan approval options. If this setting is disabled, all settings below it are irrelevant.
    • APPROVAL: VIEW INSTRUCTIONS - When this option is enabled, instructions appear below the audit information section at the top of the report. The instructions that are displayed are determined by the level of the user that is logged in. For example, if a Location-level user is logged in, then Location-level instructions, provided in the Location Level (bottom level) Instructions field, are displayed. If a Level 2 user is logged in, then Level 2 instructions, provided in the Level 2 Instructions field, are displayed.
    • APPROVAL: REQUIRE LOCATION TO ENTER AN ACTION PLAN FOR EVERY NON-COMPLIANT QUESTION - When this option is enabled, each non-compliant question must have an action plan defined before the location-level user can submit the results for approval. Note that an Action Plan is considered to exist if any of the Action Plan fields have been defined (Action Plan, Root Cause, Preventative Action, Due Date, Completion Date, or Responsible Person).
    • APPROVAL: EMAIL NOTIFY BUTTONS - Two options are available:
      • ONLY SHOW THE PREVIOUS AND NEXT BUTTONS - displays only the level above and below this level.
      • SHOW ALL BUTTONS - displays all levels, as determined by the setting in the Number of Approval Columns option.
    • APPROVAL: POSITION OF NOTIFY BUTTON - allows you to specify where to display the various notification buttons.
    • APPROVAL: PREVENTATIVE ACTION PLAN HEADER LABEL - This is the label that appears at the top of the Preventative Action Plan Header Label. Example: Prescribed Plan of Action, Action Plan.
    • APPROVAL: ROOT CAUSE ANALYSIS HEADER LABEL - This is the label that appears at the top of the root level cause column. Example: Cause of Problem, Root Cause.
    • APPROVAL: ACTION PLAN HEADER LABEL - This is the label that appears at the top of the Action Plan column. Examples: Corrective Action, Remedy, Action Plan.
    • APPROVAL: CHECK/UNCHECK ALL LABEL - At the top of each approval column, there is a checkbox that allows you to check or uncheck all approval checkboxes in that column. You can rename the label that appears with this checkbox. Example: Select/Deselect All, Select All/None. This label is displayed above the first category or report category in the body of the report. It appears when the Approval checkboxes are enabled (available for checking). Checking this box causes the entire column of checkboxes to be either checked or unchecked.
    • APPROVAL: NUMBER OF APPROVAL COLUMNS TO DISPLAY: This determines how many levels of approval to include, and provides an approval checkbox for each level. You may include up to 5 levels of approval.
    • APPROVAL: APPROVAL LEVEL 1-5 COLUMN LABELS - Allows you to specify the label that appears at the top of each column. Note that regardless of how many labels you enter here, only the number of columns specified appears in the report. For example, if you have specified to display three approval columns, then only three will appear, even though you may have also specified a label for all five columns. For example, you're using two levels of approval, you may want to use the labels Initial Approval and Final Approval.
    • APPROVAL: LOCATION LEVEL (BOTTOM LEVEL) FEEDBACK RULE - Select the feedback rule that triggers feedback to be sent to the person designated as the Location-level user. This is the person responsible for defining the corrective action plans.
    • APPROVAL: APPROVAL LEVEL 1-5 FEEDBACK RULE - Specify the feedback rule that is triggered when sending (submitting) the corrective action plan to another level (up or down). All feedback rules that have been defined appear in the droplist. Select the rule associated with the specific approval level. Remember to always use a feedback rule that has been specified as Manual Execution.
    • APPROVAL: LOCATION LEVEL (BOTTOM) EMAIL/NOTIFY BUTTON LABEL - If feedback has been specified, then clicking this button moves the action plan to the Level 1 in the approval process and sends feedback.
    • APPROVAL: APPROVAL LEVEL 1-5 EMAIL/NOTIFY BUTTON LABEL - If feedback has been specified, then clicking this button moves the action plan to the next level of approval and sends feedback.
    • APPROVAL: SAVE/SUBMIT BUTTON LABEL (WHEN NOT SENDING EMAIL) - Clicking this button moves the action plan to the next level of approval.
    • APPROVAL: LOCATION LEVEL (BOTTOM) - INSTRUCTION TEXT - These are the instructions provided to the location-level user for completing the action plan. (Also requires the View Instructions option.)
    • APPROVAL: APPROVAL LEVEL 1 thru 5 - INSTRUCTION TEXT - These are the instructions provided for each level of the approval process. (Also requires the View Instructions option.)
    • APPROVAL: APPROVALS - COMPLETE MESSAGE - After all approvals have been completed, this is the message that displays the next time the report is viewed.

    • APPROVAL: ALLOW LOCATION LEVEL APPROVAL/VERIFICATION, AFTER MANAGEMENT HAS APPROVED - This option allows the location-level user to verify (view) the Action Plan after it has gone through the entire approval process.
    • APPROVAL: LOCATION LEVEL APPROVAL/VERIFICATION - FEEDBACK RULE - Select the feedback rule that sends feedback to the location-level user to inform him/her that the approval action plan is ready to view/verify.
    • APPROVAL: LOCATION LEVEL APPROVAL/VERIFICATION - EMAIL/NOTIFY BUTTON LABEL - This is the label on the button that the location-level user clicks to "verify" the approved action plan.
    • APPROVAL: LOCATION LEVEL APPROVAL/VERIFICATION - INSTRUCTION TEXT - These are the instructions that are provided to the location-level user for verifying the approved action plan.
    • APPROVAL LEVEL 1-5 APPROVE/VERIFY AND CLOSE AUTHORITY - When this option is enabled, an intermediate approval-level user may "approve and close" the action plan, without needing to go to all approval levels above.
    • APPROVAL: APPROVE/VERIFY AND CLOSE AUTHORITY - BUTTON LABEL - This is the label that appears on the button that an intermediate approval-level user clicks to "approve and close" the action plan.
    • APPROVAL: SHOW ACTION PLAN APPROVAL DATES IN DETAIL - When enabled, the date and time the item was approved are displayed below the checkbox. If an item is unchecked, then checked again, the updated date and time are displayed.

 

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