Case Management - Tasks tab - HxGN EAM - 12.1.1 - Feature Briefs - Hexagon

On the Tasks tab of the Case Management screen, you can define all case related activities that must to be performed to complete the case. The tab shows all tasks of the case, whether they came from the selected Service Code of the case, the deep dive selection made on the case, or they were simply added manually. This tab has the following important attributes:

1. Description - Short description of the case task.

2. Sequence - Every task must have a sequence number assigned. Sequence does not have to be unique and can be changed anytime required.

3. Step - Step allows you to sequence tasks that all have the same Sequence. Like a sub-sequence. Step does not have to be entered, does not have to be unique and can be changed anytime required.

4. Note - You can add a note to better describe the task or explain the purpose.

5. Priority - System Codes entity ‘JBPR’.

6. Task Plan for Checklist - The only purpose for this lookup is to attach a checklist to the task. On the Task Plan screen make sure you select Case Management Checklist. Only task plans where this checkbox is selected will appear on the list here.

7. Estimated Costs - Enter the cost estimate for the task.

8. Calculated Costs - Displays the current cost total of the follow-up work order associated to this task. If Calculated Costs Refresh Required is selected the value in this field is inaccurate. Click the Refresh Cost Data button to get the current actual costs.

9. From Service Code - If checked this task originated from the service code entered on the Case Management screen. Therefore, it was copied as part of the template. If unselected the task was manually created on this tab.

   The following Case Task tracking fields are important:

10. Responsible Role - System Codes entity ‘JOBR’. You can assign the task to a group of people that share the same role. Use this if you do not know yet who will be responsible, but you already know the type of employee that you will need.

11. Responsible - Employee responsible for the task.

12. Responsible Name - Name of the person responsible for the task. Defaults from Responsible, but can be overwritten. This could also be a person from outside the company.

13. Responsible E-mail - E-mail address of the person responsible for the task. Defaults from Responsible, but can be overwritten. This could also be a person from outside the company.

14. Assigned To Role - System Codes entity ‘JOBR’. You can assign the task to a group of people that share the same role. Use this if you do not know yet who will be assigned, but you already know the type of employee that you will need.

15. Assigned To - Employee assigned to the task.

16. Assigned To Name - Name of the person assigned to the task. Defaults from Assigned To, but can be overwritten. This could also be a person from outside the company.

17. Assigned To E-mail - E-mail address of the person assigned to the task. Defaults from Assigned To, but can be overwritten. This could also be a person from outside the company.

18. Planned Duration - Enter the minutes, hours, days, weeks, months or years a task will take to complete.

19. Sched. Start Date - The date and time that work on the task should commence. If the organization of the case has a Calendar Group associated and this group has a Calendar Period that is flagged as Internal Office Hours then the system will verify that you picked a valid working time. Similar to the case header.

20. Sched. End Date - Sched. End Date is automatically set and is equal to the Sched. Start Date plus the Planned Duration. Note that if Organization Option ‘CASECASC’ is active and Start Date is entered this field will be Start Date plus the Planned Duration.

21. Req. Start Date - The date and time that work on the task is requested to start. Adheres to the same rules for office hours as the Sched. Start Date.

22. Req. End Date - The date and time that work on the task is requested to end. Adheres to the same rules for office hours as the Sched. Start Date.

23. Firm Dates - Tasks can be moved in time automatically based on their duration and the sequence in which they need to be executed. We will talk more about that capability in the section on the organization option that controls cascading task dates. For now it is important to understand that Firm Dates, when selected, will prevent the task from being moved to another scheduled date automatically. Changing the task to another scheduled start must be done manually.

24. Ready to Start - Indicates that the task can be started. The system will automatically set this when the user completes the last task of the previous Sequence. But manual override is always allowed.

25. Started - Indicates that the task was started. This can be set manually at any time.

26. Start Date - Enter the date the task was started.

27. Completed - Indicates that the task was completed. This can be set manually at any time.

28. Percent Complete - A percentage indicates how close the task is to completion. Must be manually set.

29. Date Completed - Enter the date the task was completed.

30. Notify Complete - Flag that can be set to trigger alerts. See "Case Task Completed" on the Alert Management screen.

31. Notify Ready to Start - Flag that can be set to trigger alerts. See "Case Task Ready To Start" on the Alert Management screen.

    There is also an alert that informs the user of overdue tasks, i.e. tasks that are not started yet, but should have been. See "Case Task Overdue Start" on the Alert Management screen.

    Case Tasks can also be used to initiate follow-up work orders. The fields available on the Task tab for this purpose are similar to those on the Case Management screen itself.

32. Buttons:

    Add/Edit Comments - This button brings up the comments popup to maintain comments for the task.

    Add/Edit Documents - This button brings up the documents popup to maintain documents for the task.

    Create Follow-up WO - This button will create the follow-up work order. See above for more details on how the system will create the follow-up work order.

    Refresh Cost Data - This button will refresh Total Calculated Costs.

    Translate Task - This button will bring up a popup window on which the entered task Description can be translated. If WO Description is blank, the task Description maybe used for the creation of the follow-up work order. In that case, it is best to do this before you click Create Follow-up WO.

    Translate WO Description - This button will bring up a popup window on which the entered WO Description can be translated. If the WO Description is used to create the follow-up work order it is best to do this before you click Create Follow-up WO.