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Control over task fulfillment 1. General description 2. Task Manager's place in Trawers 3. Basic terms 4. Creating tasks 5. Working on tasks 6. Planning deadlines 7. Associating e-mails with tasks 1. General description Task manager is used for planning, registration and supervision of tasks. * It creates a paperless office and makes it possible to send, receive and record all necessary information. It can substitute meetings, phone calls, fax and e-mail communication. * It coordinates team and group workflow. * It allows users to assign tasks to other team members and delegate tasks from one person to another. * It facilitates control of task fulfillment, e.g. whether deadlines are kept and tasks are performed according to set priorities. * It includes a To-Do-List of activities, e.g. meetings with clients, service trips, work schedules in a daily, weekly and monthly view. Task Manager is a simple but fully functional equivalent to groupware, which is currently among the most popular types of business software. 2. Task Manager's place in Trawers o-<------ Notifications: | * received task o--------------o o--------o-----o * received e-mail o-o Customer | | Users | | | e-mails | | | | o-------o------o o--o-----o-----o | | o-<--------o | o--------------o | | | | o<-o Projects | | | | o--<----------+------o o--------------o | | | | | | | | | o--o--<---------------o | v | | | | | o-----o---o--o-o o----o----------o o--------o------o | | Tasks o-<-o Work time | | Deadlines | | | | | | | | | o--o-----------o o---------------o o---------------o | | o-o------o------o | E-mails | o---------------o 3. Basic terms Delegating tasks A task can be delegated to another user. The addressee of a task will receive it (see it displayed) upon starting the Contact Manager. The addressee can accept it, return it to the sender or skip it and review it later. Calendar The system displays days of month and subsequent weeks from the beginning of year. Using the calendar we can easily find the month, week or day for which we want to set deadlines. Customer file The file which contains basic information on customers. In Task Manager it is possible to access Customer Master from Receivables. Project Tasks are fulfilled according to a project. Each project can be split into many tasks. Deadline The period of time set for the execution of a task. The system notifies a user when a deadline is approaching. To-Do-List A record of dates of meetings, tasks to be executed and extra notes Message (note, information) A message sent to one user of all members of a team. Workflow The flow of activities. Tasks can be handed over by one person to another. This is expressed in addressee symbols: * From: (Who delegated the task ?) * To: (To whom ?) Task performer An employee or person from outside the company whom we can assign tasks. A task performer can: - be a member of a --> team, - be assigned functions - participate in fulfilling tasks within a --> project - have set --> deadlines Task A task to be performed by a user. It is identified by: * Date of execution. Date of execution is also a task's priority, since tasks with the earliest date show up higher on the list of To-Do tasks. * Name of task * To: - user who received the task * From: - user who delegated the task * Project to which the task belongs * Customer with whom the task is associated * Priority * Task status 4. Creating tasks The Task Manager depends on the creation of tasks. Tasks can be part of a project if together they comprise a uniform venture. They can also function independently. The content of a task can be edited and viewed from the point of view of a task performer, customer or project. The following information is needed for the registration of a new task. To: Automatically specified symbol of the user who is responsible for performing the task. From: Symbol of the user who delegated the task to the current task performer. Project A task can be associated with a project. Customer A task can be associated with a customer. Date Date of the task (deadline, date of execution, or any other date). The default value is the current date. Name Name or a short description of a task. It should be short but unambiguous and define the task clearly. It is best to provide a task description in the form of a request or a question, e.g. >Build a distribution network for ABC TVs<, >The printer LEMKA X does not print special characters. Why ?< 5. Reviewing tasks * View / Edit functions enable viewing a history of task execution and adding subsequent stages and events pertaining to the execution of a given task. * Delegate function is used for delegating a task from one user to another. The user will see the task that they received after they start up the program. They may accept the task or skip it and review later, or return it to its sender. * Sending a message to a task performer, team, or all. The operation makes it possible to send a message (recorded like a task) to a specified addressee. Upon entering the system, the addressee will see the message. The message will also be displayed at the sender's system. * Associating task with project/customer. * Task deletion. 6. Planning dates The Contact Manager enables creation of a calendar of activities. It can be a task performer's calendar, a customers calendar, or a calendar related to a particular project. 7. Associating e-mails with tasks Received e-mails can be associated with tasks. The program assigns a number to a task. This number can be automatically sent to the e-mail sender and they can use it as a reference number in any future correspondence.
www.tres.pl - Baza wiedzy Trawers ERP - Spis treści