The task manager process is intended to provide users of the system with a series of reminders by way of an outstanding tasks to-do list which can be accessed through all of the main forms on the Kestrel system. It is currently only available via Vehicle Purchasing, Maintenance Control, Terminations and the Agreement Review forms.
On initially accessing the task manager the list is vehicle based although a filter facility enables viewing of tasks to be filtered in a number of ways (including user ID).
The grid is sorted so that the most pressing tasks are shown at the top of the list. The most urgent in the sense of time not priority. This display is sorted such that the most urgent or due task will be displayed at the top of the list; items that are not yet due are displayed next; completed tasks, if they are to be shown, are displayed last in the grid.
Although form output is the main requirement the task list may be reported on and a printed or e-mailed list of tasks could be generated for each user and e-mailed each day. All users are allowed access to the function. As long as the type of task is allowed to be reasonably user definable the scope of the task list could be quite wide.
Control of the function resides in the Fleet Management Module and it is in here that the task records are initially set-up via the Task Codes form.
There are several ways to create task entries which are as follows:
The Task Manager form is accessed via Fleet System Management / Fleet Agreement Review and selection of Task Manager from the Admin menu. However, as mentioned above it may also be accessed via the following forms:
This form is constituted of four elements, which are as follows:
In addition to displaying the form name the Title Bar provides a number of useful buttons.
The content of the Task Manager menu bar is as follows:
New
Displays the Task Details (Create Mode) form so that a new task may be created.
Exit
Exits the current form and returns to the form from which Task Manager is initially called.
Reset Filter
Initialises the selection criteria that has been entered into the Filter Group Box which has the effect of displaying ALL tasks.
Apply Filter
Used after entering selection criteria into the Filter Group Box which subsequently has the effect of only displaying those tasks that meet the selection criteria.
Provides online access to a context sensitive Help form.
The content of the Task Manager toolbar is as follows:
Exits the current form and returns to the form from which Task Manager is initially called.
Displays the Task Details (Create Mode) form so that a new task may be created.
Initialises the selection criteria that has been entered into the Filter Group Box which has the effect of displaying ALL tasks.
Used after entering selection criteria into the Filter Group Box which subsequently has the effect of only displaying those tasks that meet the selection criteria.
Provides online access to a context sensitive Help form.
The Task Manager Dialogue Box contains the following data:
Filter Group Box
When creating/editing a task within the Task Details form there is an area for defining if a follow-up action is required and, if so, who should carry out that task. This field enables a filter on any tasks that contain a specific follow-up User id via the ellipsis button.
Note: Follow-up User may also be defined as a default against a task within the Task Codes set-up table.
When a task is created in the Task Details form the Other Tab contains a number of system populated (and non-editable) fields. One of these is the Created By field which records who initially created the task. This field enables a filter on any tasks that contain a specific Created By userid via the ellipsis button.
The task may be for a specific vehicle. A filter for tasks concerning a particular vehicle registration number can be invoked. The registration may be keyed directly or the Fleet Global Search facility may be invoked by selection of the ellipsis button immediately to the right of this field.
As stated within the Overview the Task Manager form may be displayed in a number of modules following the selection of a vehicle registration number. The follow-up action to a task can be set-up to be carried out in a specific module for example, Maintenance Control. This may be defined within the Task Details form itself or as a default against a task within the Task Codes set-up table. Selection of the ellipsis button enables a filter on tasks with follow-up actions specific to a particular module area.
When creating/editing a task within the Task Details form there is an area for defining if a follow-up action is required and, if so, by what date that task should be carried out. This field enables a filter on any tasks that contain a specific follow-up Date via the ellipsis button. A task can be defined as having a follow-up time by defining the number of days/hours/minutes within the Task Codes set-up table (so it is not always determined by entering a specific date).
A filter may be carried out on a specific task code for example, CALLHIRE (Arrange Short Term Rental Vehicle). Selection of the ellipsis button displays all of the currently available tasks held within the Task Codes set-up table in Miscellaneous Options.
Within the Task Details form a task status may be set for example, I (In Progress). One of these statuses enables the task to be flagged as X (Complete). Completed Tasks are not displayed within the Task Grid as a default. Selection of this checkbox denotes that the system is to display Complete as well as Outstanding task records.
Within the Task Details form a task may be deleted by selection of the
icon (or the Delete option from the File menu). Deleted tasks are not displayed within the Task Grid as a default. Selection of this checkbox denotes that the system is to display Deleted as well as Outstanding task records.
Tip: A deleted record is not in fact deleted but merely archived away from the current task records; as such it may even be undeleted.
A Legend displays the colour and associated status for tasks manager records in the Task Grid below. The following colour/status combinations are applicable:
- Blue Item is escalated
- Red Item is overdue
- Green Item is not due
- Black Item is complete
- Grey Item is deleted
This grid displays the following data for one (or more) task record:
A given task may be for a specific vehicle and as such the registration number is displayed.
The task code as set-up within the Task Codes table in Miscellaneous Options.
Displays a free-format meaningful textual description associated with the Task Code for example, Receive Accident Report Form from Driver.
When creating/editing a task within the Task Details form there is an area for defining if a follow-up action is required and, if so, who should carry out that task.
Note: Follow-up User may also be defined as a default against a task within the Task Codes set-up table.
As stated within the Overview the Task Manager form may be displayed in a number of modules following the selection of a vehicle registration number. The follow-up action to a task can be set-up to be carried out in a specific module for example, Maintenance Control. This may be defined within the Task Details form itself or as a default against a task within the Task Codes set-up table.
When creating/editing a task within the Task Details form there is an area for defining if a follow-up action is required and, if so, by what date that task should be carried out. A task can be defined as having a follow-up time by defining the number of days/hours/minutes within the Task Codes set-up table (so it is not always determined by entering a specific date).
When creating/editing a task within the Task Details form there is an area for defining if a follow-up action is required and, if so, by what date and Time that task should be carried out. A task can be defined as having a follow-up time by defining the number of days/hours/minutes within the Task Codes set-up table.
A tick in this column denotes that this task has been escalated via the Status field in the Details Tab.
A single-left-click of the mouse on any row within the Task Grid displays the Task Details form so that details of an existing task may be edited.
Note: Deleted and Complete tasks cannot be edited. The Status field of a Complete task is however editable; this enables the task to be re-opened and it then becomes editable. A Deleted task may also be undeleted and it is then also editable.