Tracking and Closing Tasks for Remediation
This article will go over closing loop on Action Plan Tasks, and completing those tasks once those deficiencies within organizational tasks have been mitigated.
Instructions
To close out and track tasks that are at your organization, you will first need to create those tasks for remediation. For assistance with creating tasks, please see this previous article.
First, the user will want to navigate to the tasks page within Circadian Risk. To do this, navigate to the platform navigation in the top left, select Action Plan, and under Action Plan, select Tasks
You will be brought to the Task Dashboard that will show all the tasks available for the organization. From here, you can select a specific task.
You will be navigated to the Task details page. From here, you can:
Review and update the task information, including title, description, and view any pertinent details from the deficiency.
View the “Activities” section, which include history tracking and the ability for relevant persons to provide updates, as well as add files/photos that are relevant to the task
Relevant files/photos include pictures of updates/progress on the task, or even quotes from a contractor or employee for particular work that will be done to complete the task.
Review and update the action plan details for the task, including adding a project, task action, cost, time estimate, quantity, due date, and even re-assigning the ticket to someone new if necessary.
The task can be updated an interacted with at any time with the above functions. The history tracker will log all the actions, and the “leave an update” section will allow for persons to leave a track record of the progress towards “completion of the task. However, the next main step in the process is below…
Although the skip option is available below, we strongly urge clients to do the re-assess, as the deficient response will be able to be updated. Skip will keep the answer where it’s at, most likely “deficient.”
Once the task deficiency has been completed, and the task is ready to be remediated, attention should be focused to the “Progress Status” under the action plan portion of the task. Select the “Not started” and it will open a drop down to update the task status to either “In progress” or “Completed. Once Completed is selected, it will open a question modal for the original deficient response from the assessment to be updated. The user will have two options:
Reassess: answer the questions associated with the deficiencies from the initial assessment where they were noted
Skip: Do not answer the questions associated with the deficiency. Simply close out the task
Once the “re-assess” button has been selected, click next. This will open a modal which gives the user the ability to update the deficient question’s response. If the user selects the “more” button, this will open up a portion where users can add a new description for what work was done, as well as add any supplemental materials (photos or files) that show the deficiency has been remediated.
Once the answer has been updated from deficient to compliant, the description has been updated, and then any supplemental files or photos have been added, the final step will be select the “Re-Assess” button.
There a few things now to know that the task has been remediated:
The circle graph on the task page will update accordingly to match the updated status of the task.
The risk dashboard’s dot for the location and scenario where that remediation took place will move up (points gained, risk reduction has happened because the deficiency has been remediated). This is the whole idea behind the task system - keep remediating tasks at the selected locations until the location dot on the dashboard hits the desired threshold level.
Once a re-assessment is performed the next time around for that location and the answers are imported, the latest answer provided through task remediation will be available to the person performing that assessment, with the newest description, attachments, and information!
From here, the process cycle continues year over year, and you’ll have a system that keeps track of the latest updates and information as they are remediated.
