Improvement Items items can be closed off at the first stage of the workflow by an approval officer, if no further action is required.
However, the approval officer can also decide that additional work is required and can assign an Improvement tasks to an action officer. This is covered in the article, How to manage an improvement task (see 'Assign task to a staff member').
In this particular article we will discuss reviewing and approving all actions taken on an improvement task and then closing off the improvement item.
Approving a completed improvement item
Once all the required actions have been completed on an improvement item, the task is sent to the approval officer for final review before closing. The task type will be 'Approval'.
Review the instructions and select from the task options and complete required fields
To open, click on the title of the improvement item.
Approving an improvement item.
- When you open the improvement item, the form will open at the task options screen.
- Select the appropriate task options and complete the required fields
- Select 'Save'
The approval officer has the option to approve the actions already taken and close, assign further additional actions, or approve and create a related item, such as an audit.
Note: To view the details of the improvement item, scroll up to the 'Improvement details form'. An approving officer, can adjust the settings in the details form to ensure the viewing permissions set are appropriate, the related work area and meeting to monitor the task are correct and all other fields have been filled out correctly.
Task options explained
Approve actions and close off
Select if you are satisfied with the work done. (Click on See actions taken to review the work done)
After saving the item will move to the Closed tab.
Assign additional action
Select if you require further work done on this task.
After saving, the task will be sent to the assigned action officer.
- Reason for additional action
- Instructions for additional action
- Action officer
- Due date for additional action
The task will be sent to the assigned action officer to complete.
Approve actions and schedule a future audit for improvement
Select if you want to approve and close the item and schedule a future audit for improvement
After saving the item will move to the closed tab and a new scheduled audit will be created linked to the improvement.
Closing off an Improvement item
It is important to note, closing off an improvement item closes the record, so it is important to ensure all the details in the improvement details form are correct and any actions taken have been recorded accurately. So before any actions that will close the task are saved, the approval officer should have a final review of the repair item and all actions taken, as outlined in the steps above.
If you select 'Approve actions and close off', the improvement item is closed off and cannot be changed.
If the approval officer has requested additional action, the item will be passed on to the assigned action officer to complete. Once they have completed the actions and the approval officer is satisfied with all actions, taken, they can approve and close. Once the item is closed, it cannot be changed
Approving actions and scheduling a future audit for improvement also closes the repair item and the record cannot be changed.