Actions
An Action within Centrik can be created by anyone and assigned to anyone including oneself. It is a way of recording a task and recording a due date for that task. Actions can be viewed on the Home Page using the traffic light system.
Yellow = Open
Black = On Hold
Red = Overdue
Green = Completed
Dark Green – Closed
Actions can exist across the suite of Centrik modules. If an Action is created within the Handover Module or from the home page, then this is known as a Personal Action and not related to a specific Module.
Whoever created the action can assign the Action to someone, they then become the Action Owner. The Action Owner Can Reject the Action (and add a comment as to why they are Rejecting it) or further delegate the Action to another user. The Creator of an Action can set it as not Rejected or complete and close the Action themselves.
They are also able to change the Action Owner, the Delegated Action Owner can also Reject the Action.
Actions can be allocated to Roles and Departments as well as individuals
Action Phases
On Hold Actions - Actions that are created in the Hazards area within the Risk Module. They start off being in an ‘On Hold’ state and become open or overdue once released.
Pending Actions - Actions showing as Pending have an Action Open in the future, alongside a due date in the future. These are not open actions.
These actions appear as Green including within Dashboards. Once the actual date of the Action arrives, the Action becomes Open. Pending Actions can still be Completed by the Action Owner or the Delegated user. They can also be Closed by the Action Creator or Rejected by the Owner/Delegated User if required.
Open Actions - Actions showing as Open have not reached their due date.
Open Actions can still be Completed by the Action Owner or the Delegated user. They can also be Closed by the Action Creator or Rejected by the Owner/Delegated User.
Overdue Actions - Actions showing as Overdue have a due date that has passed. These appear as Red within Dashboards. Overdue Actions can still be Completed by the Action Owner or the Delegated user. They can also be Closed by the Action Creator or Rejected by the Owner/Delegated User.
Rejected Actions – Users can ‘reject’ an assigned action if they believe it has no relevance to them or their role. The action will remain in their name, but the Action Creator will be notified that the Action has been rejected and can then reassign if appropriate to do so. Rejected Actions show as Red within Dashboards.
Completed Actions - Completed Actions have been completed by the Action Creator, the Action owner, or the Delegated user. They can then only be closed by the Action Creator (After confirmation that the Action has indeed been completed). The Action Creator, Owner or Delegated User can also mark an Action as not Completed and go back to its previous state (Rejected, Pending, Open or Overdue). Completed Actions show as Green within Dashboards.
Closed Actions - Closed Actions are closed only by the Action Creator. Only the Action Creator has the ability to Reopen the Action and revert it back to its previous state (Rejected, Pending, Open or Overdue). Closed Actions show Green within Dashboards.
Creating an Action
There are numerous areas in Centrik where an Action can be added. By clicking on Add Action will redirect you to the Action Details Page:
1. Enter in the title for the action - This is a required field.
2. Action ID - This is Auto-generated depending on which Module the Action is created within. If it is a personal action it will start with the pre-fix PER
3. Within the status area you can input the action is open from or due on.
Action Open From - Here is an optional field where if a future date is entered the Action will become Pending.
Action Due On – The date that the action is due, If this date has passed then the action will show as red, if the date is in the future the action will be open and be yellow in colour.
Action Completed on - Once the Action has been marked as completed then the date of the Completion will be shown here.
4. Input the Action Owner - This is where the user can enter the name of the Owner of the Action, who will be responsible for this. It can also be a department if the system is setup as multi-departmental.
Action Assigned by - This will auto-populate once the Action Owner is entered, and it will be populated with the current logged in user.
5. Enter in a description of Action - The Description area is a free text field that will automatically get bigger if the text is larger than the actual text field.
Actions Taken – This area is used to describe what actions have happened in relation to this action being created. This is the area to place evidential items in that say or demonstrate how the action was completed. The Description is a free text field that will automatically get bigger if the text is larger than the actual text field.
Attachments - Can be added within this area, click on ‘Add Attachment’. This will redirect you to the Add Attachment Screen.
Once a Title and Comments have been added a file can be uploaded and once completed can be saved.
Comments - Clicking here will redirect to the Comments page where the Comment can be inputted and saved.
6. Clicking on the ‘Save’ button will create this action, depending on when it is due will dictate the state of this action, as in Open, Closed, Completed or Overdue
7. The action owner will be notified that there is a new outstanding action and be provided with a link directly to the action
Closing an Action
The action owner will be notified via email and within Centrik, upon opening the action they will see some additional buttons appear at the bottom of the page.
Reject - The action is rejected (a comment box accompanies this action that needs to be completed)
1. Clicking on the ‘Reject’ button will display a pop-up box where details can be entered as to why this action is being rejected
2. Enter in the reason for rejecting this action
3. Click on the ‘Reject’ button
The comments box will be automatically updated with the reason for the rejection and the action will change its status to Rejected.
Set Completed (Complete the Action) - The Action has been completed by the Action owner, or another delegated individual
1. Click on the ‘Edit’ button.
2. Complete the Actions Taken box to describe what actions have occurred in order to close out this action.
3. Click on the ‘Save’ button
4. Click on the ‘Set Completed’ button
5. Click on the pop-up acknowledgement ’OK’ button
6. The Action creator will be notified, they then have the option of clicking on the ‘Close’ button and closing this action or clicking on the ‘Set Not Completed’ button and reopening the action (providing a reason as to why this action has not been completed)
Delegate - The action owner can delegate this action to another Role, Department or individual. The action owner is still the responsible person for this action.
1. Click on the ‘Delegate’ button.
2. An additional field is created, enter in the name of the Role, department or individual to delegate this action to
3. Click on the ‘Save’ button.
The individual, department or role that has been delegated the action notified via email and via their personal dashboard in Centrik.
4. The same process of closing a action is followed by the delegated users
The action creator also has additional buttons available to them relating to this action.
Close – The close button is used to close this action.
Set Not Complete - The description of the action taken area is not sufficient for this action to be completed so it is set back to an open state (if still in date), or an overdue state (date has passed)
Send Reminder and Remind Delegate - Send Reminder will send out an email to the Owner reminding them of the Action. The Remind Delegate button, which if pressed, will send a reminder to the delegated user.
If an action has been previously closed a ‘Reopen’ button will be available, Reopen – Reopens the action.