Activities

Deep-dive topics are for primarily for system administrators to fully understand the intricacies of the product. They offer detailed insights and access to advanced settings that can be crucial for tailoring the system to meet evolving business requirements. However other product related roles can leverage this in-depth knowledge, to help optimise configurations, ensuring that the product delivers the best possible outcomes in line with the organisation's objectives.

Applicable modules: Supplier

Overview

Activities are used to track the completion of detailed tasks and have an option to record whether approval was required. As artefacts, they can be included in management plans or assigned individually to suppliers by a supplier manager.

Activities include the following elements:

  1. detailed instructions for the task
  2. options for the assigned owner to mark it as ‘complete’ or ‘not applicable’
  3. due dates
  4. the ability to add comments or attachments
  5. and an option to record if approval was required, and when (only when an activity is added individually).

Actioning Activities

Activities related to suppliers are designated for ‘supplier managers,’ as they are the only users with access to this section of a supplier record. When ‘supplier managers’ are assigned as activity owners, they will receive notifications via email and their home screen to-do list, based on the ‘Completion due date’ field.

Unactioned activities will display a status of ‘Not Started.’ These activities can be marked as either ‘Complete’ or ‘Not applicable.’ This can be done directly from the activities list view using the quick action buttons.

Alternatively, ‘Complete’ and ‘Not applicable’ actions are available when opening the detailed view of an activity.

Once an activity is actioned the Status of the activity will be updated with the action applied, and the ‘Completed date’ field will be time stamped.

If an activity is mistakenly marked, you can use the ‘reverse’ action button to correct it. This button will appear in the same spot as the original action. For example, if an action is marked as ‘Completed,’ the ‘reverse’ button will replace the ‘complete’ button. The same applies to actions marked as ‘not applicable.

Approval tracking

When a Supplier manager manually adds an activity (i.e., not through a management plan), an option will appear to indicate if approval is required for completing the activity. This option is located at the bottom of the new activity window, under ‘Advanced information

When ‘Approval required’ is set to ‘Yes’ during activity creation, supplier managers must take an additional step to complete the activity. Initially, the activity will start with the status ‘not started.’ After clicking the ‘Complete’ action, the status will change to ‘Pending Approval,’ and the ‘Complete’ button will become an ‘Approve’ button. Once ‘Approve’ is clicked, the status will change to ‘Completed.’

It’s important to note that this feature does not permit nominating an approver or sending an approval task. It simply allows a supplier manager to document that third-party approval was required for the activity. Any relevant details can be recorded in the “Activity Outcome” field.

Creating activity types

Administrators can create new activities for supplier managers to use through the Command Centre’s “Activities” navigation. Each activity must be linked to an “Activity type.” Additionally, activities can be further grouped by “Sub-types,” although this is optional.

To create a new activity type:

  1. Select the ‘Type’ tab in the “Activities’ section of Command Centre.
  2. Click the ‘+Activity Type’ Button.
  3. Give the activity type a name and list order.
  4. Click ‘Create’

To create a new Activity Sub-type:

  1. Select the ‘Sub Type’ tab in the “Activities’ section of Command Centre.
  2. Click the ‘+Activity sub type’ Button.
  3. Give the activity sub-type a name
  4. Choose the “Activity type’ this sub-type will be a child of
  5. Set the list order and click ‘Create’

Creating new Activities

Administrators can create new activities via the ‘Activities’ Command Centre navigation. When creating activities, two key considerations are essential: determining the Artefact group and aligning the activity type, as well as clearly conveying the necessary details in the instructions.

 

To create a new activity:

  1. Click on the ‘Templates’ tab at the top of the view.
  2. Click ‘+ Activity template’.

  1. Name the activity.
  2. Choose an existing artefact group that this activity will drive an outcome toward or click the ‘+’ button to the right to create a new artefact group without leaving this process.
  3. Select an activity type to align the activity with or click the ‘+’ button to the right to create a new activity type without leaving this process.
  4. Optionally, assign a sub-type if one exists.

  1. Optionally, fill in a description for other administrators to view (not user-viewable).
  2. Use the Text editor to create detailed instructions on how the activity should be completed.
  3. Click ‘Submit’.

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