Over the course of evidence collection, unforeseen challenges may arise that prevent a smooth workflow. Action Plans are a strategic feature designed to document and resolve these failures efficiently. They facilitate clear communication and accountability between the reviewer or author and the assignee, ensuring issues are addressed promptly and effectively. Through a structured series of steps, action plans guide teams towards resolving failures and resuming normal operations.
NOTE: Looking for a shortcut to action plans? You can choose to bypass a period instead. The bypass feature essentially serves as a shorthand action plan.
Create an Action Plan
Action plans are created after a failed period review. This option is in the dropdown menu to the right of the action button.
Steps to Implement Action Plans
1. Plan Assignment
- Objective: Define the context and assign responsibility.
- Action: The reviewer identifies the reason for the period's failure. They assign an individual (author) responsible for creating a resolution plan and set an expected date for the plan's submission.
2. Plan Submission
- Objective: Outline the problem and the resolution strategy.
- Action: The action plan author submits a plan that explains the root cause of the problem and delineates the corrective actions and timeline for resolution.
Accept or Reject
- Objective: Confirm the adequacy of the plan submission.
- Action: The reviewer, typically the person who initiated the action plan, reviews and approves or rejects the submitted plan. Comments may be included as necessary, but must be included if the plan is rejected. A threaded conversation can continue until the plan submission is accepted.
4. Plan Completion
- Objective: Execute and conclude the resolution process.
- Action: The plan author indicates the resolution steps have been completed and that the evidence template can return to normal operation.
Accept or Reject
- Objective: Finalize and verify the resolution process's completion.
- Action: The reviewer assesses the action plan's completion, either accepting it as complete or continuing a dialog if further action is needed.
Once a plan a the plan completion step is accepted, the relevant period is changed from Failed to Approved. The color of the folder will turn to blue and the icon will contain a circle-i indicating that there was some conflict resolution associated with the period.
By following these steps, teams can ensure that any disruptions in the evidence collection process are systematically addressed, fostering an environment of continuous improvement and operational excellence.