Defining Tasks

OPTIONAL FEATURE - Contact your RizePoint representative to enable/disable this option.

The TASKS tab of the Program profile allows administrators to define specific tasks that must be completed in order to comply with the program. Note that each Task Type requires an associated permission. For example, to create a GENERAL task, you must have the PROGRAM TASK GENERAL TYPE permission.  For a list of Program Compliance permissions, see Creating a Role and Assigning Permissions. See also Program Administration.

To add a new task:

1. Go to Programs > View Programs to display the Programs List page.
2. Locate the program and click on the program name to select it. (You may need to click the SHOW ALL PROGRAMS button to view the program you're looking for.)
   
   
3. Click on the TASKS tab. A list of all currently defined tasks is displayed. Note that only task types to which you have access appear in the list.
   
   
4. Click the NEW button.
   
   

The following task types may be available, depending on your permissions: Task, Form, Verification Audit, and Certification. Note that if your program requires Payment tasks, contact RizePoint to enable this option. For setup instructions, see Preparing to Use Payments on your Site.

• TASK - This is a general task, such as something you might find on a To Do list.
• FORM - This task type requires a location to conduct a self-audit (or survey) to ensure it has complied with all parts of the program.
• VERIFICATION AUDIT - This task type requires a third-party auditor to conduct an audit on the location to verify that program requirements have been met. See Verifying Compliance.
• PAYMENT (optional) - This type of task involves a payment.

• CERTIFICATION - This task type allows an administrator to set a reminder for completion of a task or tasks that have non-standard, flexible, recurring due dates. This task type requires that proof of completion (e.g. a certificate, written documentation, etc.) be uploaded to the RizePoint system before the task can be marked complete.  See Certifying Compliance.

To define the task:

1. Select the TASK TYPE, then click the NEXT button.
   

   Only the task types to which you have access are listed. If you only have access to a single Task Type, this step is bypassed. (The task type will be automatically selected, and you'll advance immediately to the next screen.)

   If the task's due date is non-standard, flexible and recurring, consider setting up a certification task type. For more information, see Certifying Compliance.

2. Enter the name and description of the task. You may also provide notes, which may include special instructions on how to complete the task. Notes are optional.
   
   
3. Specify the DUE DATE for this task. Note that you may either enter an exact date, or you may specify the due date relative to the launch of the program (number of specified units after the program is launched).
   
   • To enter a Due Date, click the calendar icon beside the Due Date field, then select a date on the calendar.
     
     
     
     -- OR --
   • To enter a relative due date, enter the number of units after the launch when the task is to be completed, then select the units from the droplist.
     
     

     Note that once the program has been launched, this relative date will be replaced with the actual date when the task is due. (For example, if you specify 10 days, and the program is launched on October 10, then October 20 will appear in the Due Date field. If the program is launched on October 15, then October 25 will appear in the Due Date field.)

4. The ADDITIONAL INFORMATION section of the page contains the following fields:
   • REQUIRES ATTACHMENT - This field indicates whether or not an attachment is required. If this box is checked, a task may not be marked complete unless a file has been attached.
   • DISPLAY ORDER - You may indicate the order in which this task should appear in the task list. Note that if more than one task is assigned the same display order, the tasks appear in the order in which they were created.
5. If this task is to be repeated, check the REPEATS checkbox, then specify how often the task should be repeated and the units. For example, if this program is to be repeated twice every year, then enter 2 in the REPEAT CYCLE field, and select YEARS from the Units droplist.
6. If the task type is PAYMENT, an additional field is provided. Enter the amount of the fee in the field provided. Enter a numeric value only into this field. For example, if the default currency for this program is U.S. Dollars and the fee is $300, enter 300 or 300.00. Do not precede the dollar amount with a dollar sign or use any symbol other than a decimal point.
   
   
7. Click SAVE.
8. Click RETURN to return to the Tasks list.

To add documentation to the task:

If you want to provide supplemental documentation for the specific task you're creating, you may add it to the FILES tab of the Task profile. The maximum file size allowed is 10 MB. Note that you may add files at a program level and at a task level.

1. On the Task profile page, click the FILES tab.
   
   
2. Click the NEW button.
   
   
3. Provide a name and optional description for the file.
   
   
4. Locate the documentation, then click the SAVE & RETURN button. The file is added to the FILES page of the task.

To delete a file from a task, check the box beside the file(s) you want to delete, then click the DELETE button.

To specify an audit form and type to be used with a self-audit or verification audit task:

If the task type is FORM (or self-audit) or VERIFICATION AUDIT, then the task requires an audit. You must specify which audit form to use for each required audit. The form must already exist in the system. If you haven't created the form yet, do that now and then return to the AUDIT FORM tab and add the form. In addition, you'll need to specify the audit type of the audit. Remember that the auditor conducting the audit must have access to both the audit form and the audit type specified here.

You may add multiple audit forms. If you have multiple versions of an audit form, you may want to include all versions of the form. However, if multiple audit forms have been specified, you must designate the default form. The default form is always the form that is used at the time the COMPLETE FORM button is clicked. For example, if Form Xv1 is the only audit form specified at the time Location A clicks the COMPLETE FORM button, then that form opens in the audit window, because it is the default form. If, in the meantime, you create a new version, Form Xv2, and replace Form Xv1 with Form Xv2, then Location A will not be able to mark the task as complete. The COMPLETE TASK button won't be available because the form used is no longer in the list. As long as Form Xv1 remains in the list, though, then it may be marked complete. A task cannot be marked complete if the audit form does not appear in this list.

1. Select the task to open the task profile page.
   
   
2. Click the AUDIT TYPE tab, then click the ADD button.
   
   
3. Select the type of audit, then click SAVE to save the type and return to the task profile page. Note that only one audit type may be specified.
   
4. On the task profile page, click the AUDIT FORM tab.
   
   
5. Click the ADD button. A list of all available audit forms is displayed. Note that only forms with the audit type specified appear in the list.
   
   
6. Select the form.
   
   
7. Click the SAVE button.

When the task owner clicks the COMPLETE TASK button, this audit form will automatically open in the audit window.

CONFIGURING THE TASKS LIST TO INCLUDE ADDITIONAL INFORMATION

Delegated Task Owners

A location's Primary Contact is, by default, the owner of all tasks assigned to that location. However, that Primary Contact may designate responsibility for any task to a Secondary Contact of the location. The ALL TASKS list can be edited to include columns to display the DELEGATED OWNER LAST NAME and DELEGATED OWNER FIRST NAME. If you feel that locations in your system will be delegating tasks often, you may want to configure the ALL TASKS list to display this information so that the name of the person responsible for each task is readily available. (Note that if the ALL TASKS list is configured to display the delegated task owner's name, but the field is blank, then the Primary Contact is the person responsible for the completing the task.) See Editing Tables and Grids.

Program Name

The ALL TASKS list may include tasks from more than one program. Adding a PROGRAM NAME column to the ALL TASKS grid allows users to easily determine which program a task belongs to. Editing Tables and Grids

ASSIGNING ROLES TO TASKS

By assigning roles to tasks, you can create tasks that will only be accessible by certain users based on their Role permissions.

To assign a role to a task:

1. Go to Programs > View Programs.
   
   The Program List displays.
   
   
   
2. Click the program link for which you wish to access the tasks.
   
   The Program screen displays.
   
   
   
3. From the tab list, select TASKS.
   
   
   
   The Task grid displays.
   
4. Click on the task to which you want to assign a role.
   
   The Task screen displays.
   
   
   
5. From the tab list, select ROLES.
   
   
   
   The Role grid displays.
   
   
   
6. Click ADD.
7. From the Roles grid, select the role(s) you want associated with this task, then click SAVE.
   
   The Roles screen for the task is updated with the assigned roles.
   
   

ref: Programs