Essential Task Manager™ features include:

• Compliance scenarios
• Regulatory requirements
• Internal policies
• Work areas

Auto-generated Tasks

• Set conditions under which new tasks are automatically created or email notifications are sent to individual(s).
• Monitor values of certain fields and trigger actions based on value matches of a specified condition, i.e. a user may want to monitor the expiration date of certain permits if the date comes within 90 days.
• Automatically create and assign a task to specific individuals or teams within the organization or outside the organization.
• Automatically monitor the value of a certain Time Dependent Variables (TDV) in a particular process unit if the TDV value comes within a certain range of its permitted value.
• Set to automatically generate an email notification to send to a team.

Task Assignments

Tasks are measurable activities that you can set up to describe how you will accomplish a specific requirement.

• Document required tasks and then assign and track the tasks for applicable requirements.
• Establish requirements that stem from regulations, permits or policies. Optionally link to full task regulations right down to the paragraph and section level.
• Associate tasks with equipment (scenario requirement tasks) or non-equipment related (rule requirement tasks).
• Establish and assign tasks "on the fly."
• Determine which rule requirements apply to your equipment and assign tasks accordingly. Bulk copy tasks to other entities or equipment for easy and efficient implementation.
• Refine the tasks, if necessary for the equipment, or add other tasks as required for the situation.
• Group applicable tasks into meaningful jobs or activities, called task assignments, and assign them to personnel at your facility.
• When task owners go on vacation or are assigned elsewhere, use the bulk update or temporary task assignment features to efficiently reassign the tasks to others.

Recurring Tasks and e-Mail Notifications

If an activity must be repeated at a regular interval for compliance, you can set up a schedule that the system uses to regenerate and reassign a new instance of the task assignment automatically once every interval. You can even set up rolling recurring tasks.

• Set up an e-mail reminder scheme and have the software send reminders about each new instance of the task assignment using your e-mail system. For example, you could set up a recurrence schedule that regenerates an assignment once a month and add a notification scheme that sends an e-mail reminder to the responsible employee each month before it is due and to the supervisor if it becomes overdue.
• Send e-mail messages in advance of a task’s due date, on the due date, after the due date, or on a fixed date. You can also set up multiple advanced/overdue notifications.
• Determine advance notice period and the overdue period for tasks.
• Set a task assignment’s status to "completed" or when the task state is changed to "closed", the software discontinues the automatic e-mail reminders.

Task Completion

Using the Compliance Manager module, your employees can learn about their assignments and document their progress in completing the assignments.

• Send e-mail messages to others at your facility to update them on progress or to alert them to required follow-up action items.
• Manage and monitor the task assignment system to verify compliance and to check for outstanding assignments, for information about necessary follow-up activities, to check that there are adequate resources to maintain compliance, or for other information.

Task Results

The Task List form and the Task Results form are available in a Web-based format.

• Use the Web Task Results form to track progress.
• Follow progress toward completing the task assignment.
• Change the task status
• Enter the percent complete, actual costs and time spent on the task assignment, dates you started and completed the task, comments, and follow-up information.

Task Costs

• Enter the estimated time and cost of performing the task.
• Track actual time and expense for completing task assignments per your organization policies.
• Document progress toward completing task assignments
• Create standard reports that provide costs by rule, citation, process unit and task group.

Permits

• Document important information regarding all your permits.
• Store permit number, effective date, applicable dates, addresses, ORC information, issuing agency information and notes.
• Capture and store various types of dates that are applicable to your permit including expiration, renewal, application due, submittal, accept, start-up, and modification dates.
• Set up permit requirement profiles for each permit that detail all of the requirements that must be followed to comply with each permit.
• Establish and route via e-mail to the appropriate individuals to assure compliance with permit requirements for tasks with specified recurrence criteria.