Action Management

Subscription access level

This section describes all operations that a Subscription access level user can perform with [Action Management]

What is Action Management Feature in Facts?

The Action Management feature in FACTS is a tool designed to efficiently organize and manage tasks within your organization. It allows users to create, track, and update action items digitally, ensuring that all tasks are properly monitored and completed. This feature streamlines task management by replacing traditional manual methods with a user-friendly digital platform, enhancing productivity and reducing errors. By providing data and analysis, the Action Management feature promotes collaboration among team members, including remote stakeholders. It integrates seamlessly with your dashboards, allowing for easy access and management of tasks directly from the shop floor. Overall, this feature supports continuous improvement efforts by facilitating effective task organization and execution within your operations.

What can you do in Action Management?

• Create Action List: In Action Management, you can create a structured action list by providing a name, description, and assigning an owner. This feature allows you to add tasks, assign priorities, designate team members, and track progress across different PDCA stages (Plan-Do-Check-Act). It ensures efficient task organization and real-time management.

• Add Action Item: You can add detailed action items to your lists, specifying information like name, state (Inbox, Plan, Do, etc.), priority, and execution timelines. Tasks can be assigned to team members, ensuring clarity in responsibility and smooth workflow tracking throughout the task’s lifecycle.

• Archived Action Item: Archived action items help store and manage completed or inactive tasks, preserving their details such as name, description, priority, and timelines. This feature allows teams to review past activities, retain records for future audits, and analyze performance data for continuous improvement.

• Create State: The state feature categorizes tasks based on their current stage in the PDCA cycle (Inbox, Plan, Do, etc.), enhancing task tracking. By creating specific states, you can monitor the progress of each task, ensuring clear visibility of where it stands in the workflow, thereby improving overall task management and completion rates.

Procedures

Create Action List

1. Navigate to the Action Management section.
2. Click the "+" symbol to create a new action list.
3. Enter a name for the action list in the Name field.
4. (Optional), provide a brief description of the action list in the Description field.
5. Assign an owner by selecting from the Owner dropdown menu or type the name of the owner.
6. Add relevant Tags for easier categorization, if needed.
7. Enable the Free form tags option.

note

All users can add new tags when creating or editing action items. The added tag will become part of the tags list for the entire action list.

8. Click Submit to finalize and create the action list.

Add Action Item

1. Navigate to the Action Management section.
2. Click on the Action List you created.
3. Click the "+" symbol to add a new action item.
4. Provide the task's name in the Name field.
5. Optionally, add relevant Tags for easier categorization.
6. Provide a detailed description of the task in the Description field.
7. Select the current task State from the dropdown menu (e.g., Inbox, Plan, Do, Check, Act) to indicate the task’s progress.
8. Set the Priority for the task (Low, Medium, High, Critical) to help prioritize action items.
9. Specify the Planned Date, Actual Start Date, and Actual End Date to manage the task’s timeline (Optional).
10. Assign the task to a team member by selecting an assignee from the Assignee dropdown menu.
11. Click Submit to finalize and add the action item to the list.
12. Repeate the process to create more Action Items.

Archived Action Item

1. Navigate to the Action Management section.
2. Click on the Action List containing the action item you wish to archive.
3. Find the action item from the list of Active Action Items.
4. Click on the three dots "(•••)" located to the right of the action item.
5. From the dropdown menu, select Archive.

Create State

1. Navigate to the Action Management section.
2. Click on the Action List you want to manage.
3. Click on the States tab.
4. Click the "+" symbol to add a new state.
5. Provide the State Name in the Name field.
6. Select the Category from the dropdown menu (Inbox, Plan, Do, Check, Act) to define the stage of the task.
7. Choose a Color to help visually distinguish the state.
8. Click Save to finalize the creation of the new state.

Edit/ Delete Action List

1. Navigate to the Action Management section.
2. Click on the three dots "(•••)" located to the right of the action list name you wish to Update or Delete.
3. Select Update Action List to üpdate or Delete Action List to delete.
4. Confirm your action.

View/ Update/ Delete Action Items

1. Navigate to the Action Management section.
2. Click on the Action List containing the action item.
3. Click on the three dots "(•••)" located to the right of the action item.
4. Select View or Update or Delete depending on the action you want to take.