NOTE: To edit Scheduled Tasks, you must have the Scheduled Tasks permissions granted to you.
The Scheduled Tasks feature in KPA Flex allows you to create and schedule tasks for groups of employees, an individual employee, or yourself, to complete an assignment through an Open Task, and track the completion performance of those tasks.
CREATING A NEW SCHEDULED TASK
To access this feature, navigate to the Control Panel > Scheduled Tasks
Here, you will be able to create a new Scheduled Task for a group of employees and see all completion details and history of those tasks.
To create a new task:
In the example below, the New Scheduled Task called Complete Weekly Observation Report:
SCHEDULING A TASK FOR YOURSELF
With the proper permissions, you can schedule a task for yourself, like a reminder to call a vendor about an invoice.
SCHEDULING A TASK FOR ANOTHER EMPLOYEE
With the proper permissions, you can schedule a one-off task for another employee, like assigning a Job Safety Analysis (JSA).
REVIEWING SCHEDULED TASKS
Once a task has been scheduled, either for the entire company, yourself, or as a one-off for another employee, you can review the performance of those tasks in the dashboard.
Begin by searching for the tasks you want to review.
Below, you will see a dashboard displaying performance results for the Scheduled Tasks that were searched.
The Scheduled Tasks tab will display the overall performance, along with a list of the individual tasks, a description of who the task is assigned to, the most recent schedule, the status, and the completion percentage. This data can be downloaded in an Excel spreadsheet or a PDF by clicking the appropriate icon.
The Employees tab will display performance by employee, listing all employees with a scheduled task, their individual status, completion percentage, total number of assigned tasks, and the names of any incomplete tasks. This data can be downloaded in either an Excel spreadsheet or a PDF by clicking the appropriate icon.
The Completions tab allows you to view all task completions, along with a Form Response, if a Form was attached to the task. This data can be downloaded in an Excel spreadsheet or a PDF by clicking the appropriate icon.
This data can also be shared using the Rules engine, click here for more information.
EDITING OR DELETING SCHEDULED TASKS
If you need to make any changes to an existing Scheduled Task, search for the tasks as described above, then click the EDIT box next to the desired task.
The switch allows you to deactivate a previously scheduled task, while still being able to view its past performance. This will cancel any current Open Tasks for employees and turn off future recurrences.
Once any changes are made to the task, click the UPDATE THIS TASK to save those changes.
Clicking the CANCEL button will cancel any changes to the task and return you to the dashboard.
If you would like to delete the task altogether, click DELETE. This will also delete all performance history for this task.