9.2. Execute the Action

Once the New Action form has been submitted, the assigned action item owner will receive a notification in their Pending Tasks prompting them to execute the action item.

*At this stage, if applicable, trainees will be notified of any trainings that have been assigned to them. For more information on the Training workflow, refer to the User Manual for the Training Application.

*Similarly, if applicable, the assigned action item owner(s) will be tasked with creating SCAR. For more information on the SCAR workflow, click here

The action item owner will also receive an email notification informing them of the assigned task.

Clicking on either the subject in Pending Tasks or the link in the email will direct the user to the Execute the Action form. In this form, users can manage the execution of a specific action.

*For guidance on common form functions, please refer to the dedicated section in the manual.

1. Status: This is single-select dropdown field that displays the list of statuses. It allows users to select the current status of the action item.
   • Statuses: Not Started, Has Started, In Progress, Completed, or Rejected.
     

     **Users are encouraged to consistently update the status of their action item to reflect their progress.

2. Accordions: The form includes several collapsible sections, known as accordions, which each serve a specific purpose.
   • Details of the Action
   • Additional Details
   • Enter Observations and/or Attach Evidence
     

     **The Enter Observations and/or Attach Evidence accordion is only included in this form if users confirm their acceptance of the action using the below radio button.

3. Do You Accept This Action: This is a radio button that allows users to select only one option from a set of mutually exclusive options. It is a mandatory field. Users can choose to either accept or reject the assigned action.
   • If Yes is selected, signifying acceptance, a new accordion called Enter Observations and/or Attach Evidence will appear in the form.
   • If No is selected, signifying rejection, the Action Refused button will automatically replace the Action Completed button.
     

     **To officially confirm their rejection of the action and remove the task assignment, users must submit the form (by clicking on the Action Refused button).

!By making a choice regarding the acceptance of the action item, users define the path they will follow and the sections of the form that they will engage with.

4. Request an Extension: This button allows users to request an extension for the action deadline.
   • If selected, it will reveal the extension request section, where users can input their requested new due date and provide a reason for the extension.
     
     • Send Request: This button allows users to send the extension request to the assigned manager of the action, as determined by the Action Completion Reviewer dropdown in the New Action form.
       • The assigned manager(s) will receive the Approve or Reject Extension Request form.
     • Cancel: This button allows users to cancel the extension request and hide the section.

   • Extension Request Status Tracking

     Action item owners can monitor the status of their extension requests. There are three possible states:
     
     

     • Extension Status: Pending indicates that the extension request is awaiting approval.
       
     • Extension Status: Approved indicates that the extension request has been approved.
       
     • Extension Status: Rejected indicates that the extension request has been rejected.
       

       !!Only one extension request is permitted per action item.

5. Action Completed: This is a checkbox that, when selected, allows users to mark the action item as completed.
   • If selected, the status of the action item will automatically change to Completed.
6. Action Completed: This button allows users to submit the completed action.
   • If selected, the assigned action item completion reviewer will be tasked with signing off on the action.
     

     !!Before selecting this button, users must ensure that the action item is marked as completed (by checking the above checkbox).

Note: If the action has been classified as an effectiveness check (in the New Action form), the following field will be accessible in the form:

• Effectiveness Check Duration: This is a single-select dropdown field that retrieves the list of predefined durations. It allows users to specify the duration of the effectiveness check.
  • Durations are created in the Duration section of Action Item Setting.