An Overview of Task Types

Tasks

Introduction

PeopleSafe is designed to make sure good safety communication happens.Tasks are one of the key components to this.
Tasks are created in PeopleSafe either automatically by the software or by people. They are notified via email. If serious, also via text. This way when something needs doing the right people know about it. A record is kept in PeopleSafe and until the work or training or gear check etc is done and the task completed, that task won't go away. Allocating Tasks keeps you accountable ( this use to be called corrective actions).  It is important to understand that there are different types of tasks and knowing how to tell them apart is crucial to avoid becoming confused or frustrated by the tasks created for you.  

Contents

  1. What are tasks?
  2. Task Types
  3. Task Fields

What are Tasks?

Task, is the name given in PeopleSafe to an action; something that needs doing. A task is made up of some key components. Some are automatically created because of another action that has taken place in PeopleSafe. For example when a story is told, a Story Review task is automatically created. This is PeopleSafe generated. To learn more see Article : Automatic Alerts and Notifications sent from PeopleSafe.  Or a person has specifically created a task. For example when a story is reviewed and tasks are added by the person completing the review. This is user generated. 

Task Types

Tasks are broken up into Task Types. In describing each task type, the description also includes who can create them, what triggers them and who can complete them.

Meeting Task

This is a user generated task. Only users with PeopleSafe Coordinator or Manage Users security clearance can create tasks and assign them to other users. All security clearances can complete meeting tasks they have been assigned. Users with Manage Users security clearance can only edit tasks they have created, however they can add notes to all tasks they have visibility of.

Action Task

This is a user generated task. Only users with PeopleSafe Coordinator or Manage Users security clearance can create tasks and assign it to other user/s or Job. All security clearances can complete action tasks they have been assigned. Users with Manage Users security clearance can only edit tasks they have created, however can add notes to all tasks they have visibility of in their PeopleSafe login.

Maintenance Task

This is a user generated task. Only users with PeopleSafe Coordinator or Manage Users security clearance can create tasks and assign them to other user/s or Job. All security clearances can complete maintenance tasks they have been assigned. Users with Manage Users security clearance can only edit tasks they have created, however they can add notes to all tasks they have visibility of in their PeopleSafe login.

Plan Task 

This is a user generated task. Only users with PeopleSafe Coordinator or Manage Users security clearance can create tasks and assign it to other user/s or Job. All security clearances can complete Plan tasks they have been assigned. Users with Manage Users security clearance can only edit tasks they have created, however they can add notes to all tasks they have visibility of in their PeopleSafe login.

Review Task - *aka* Story needs to be reviewed

This is a PeopleSafe generated task created when a person has told a story. This task is given to users with PeopleSafe Coordinator and Manage Users security clearance.

ACC45 Follow up Task

This is a PeopleSafe generated task when an ACC number is added to the injury form during a story review. This task is given to users with PeopleSafe Coordinator and Manage Users security clearance.

Certification Task - *aka* Gear needs a check or a certification

This is a PeopleSafe generated task for gear checks and certifications. The task will be automatically generated when the checks assigned to a gear type are due to expire or have never been done. This task is given to users with PeopleSafe Coordinator security clearance but can be completed by those with Manage Users security clearance if a Coordinator reassigns the task.

Story Anywhere Task - *aka* PeopleSafe TXT-in

This is a user generated task created when a user sends a TXT into PeopleSafe. Any user with their mobile phone number listed in their profile can TXT an alert into PeopleSafe to create a Story Anywhere task. This task is given to users with PeopleSafe Coordinator and Manage Users security clearance.

Hazard Review Task - *aka* Risk needs reviewing

This is a PeopleSafe generated task that's created when a Risk needs reviewing. PeopleSafe will create this task when either a new risk is added or the risk was highlighted in a story review. This task is given to users with PeopleSafe Coordinator security clearance.

Control Task - *aka* Safety Plan needs to be created

This is a PeopleSafe generated task that's created when a Safety Plan is required to manage a Risk. A Risk will trigger the creation of this task when the risk is identified as significant, the likelihood of injury is certain or the injury is described as serious. This task is given to users with a specific PeopleSafe Job as the designated reviewer or users with PeopleSafe Coordinator security clearance.

Control Review Task - *aka* Safety Plan needs reviewing

This is a PeopleSafe generated task that's created when a Safety Plan is due for renewal. This task is given to users with a specific PeopleSafe Job as the designated reviewer or users with PeopleSafe Coordinator security clearance.

Completion Task - *aka* Training Needed

This is a PeopleSafe generated task created when a user has training needed. A task is triggered when a training record is due to expire or the training has never been done (and is a requirement of a Job the user has). This task is given to users with PeopleSafe Coordinator and Manage Users* security clearance.

Task Fields

For a user creating a new Task in PeopleSafe below is an explanation of the fields. 

Description

Give your task a name or a short description so you can easily see what the task is about.
If you are the creator of the task you have full access to edit the description. If the task have been assigned to you by a PeopleSafe Coordinator or your Manager User then you do not have the ability to edit the description.

Type

This is where you choose the type of task. We've made four general categories that make it easier to run reports: Meeting, Plan, Action or Maintenance.

Due

Choose a date that your task is due by. Then when assigning tasks your people know exactly when the task needs to be completed by

Give to these People

This is where you choose who the task gets given to. If you don't put anyone's name the task will automatically assign it to the person who created the task. The option to assign the task to specific people isn't currently in the task creator at the end of a Story Review.

Give to everyone in this Job

A great option for when a task needs to be completed or seen by lots of people i.e. when the entire Health and Safety Committee need to be alerted to a MEETING coming up. The option to assign the task to specific job/s isn't currently in the task creator at the end of a Story Review.

Task is finished when

Choose whether the task needs to be completed by everyone you give it to or just one person. An example of this is a MAINTENANCE task may need to be seen by everyone on the Maintenance team but the task it complete when one person finishes the job. Or an ACTION task that requires everyone assigned to it to complete a specific action like reading last month's meeting minutes.

Once done it repeats every

This is where tasks get really helpful. If your task is a monthly meeting then you can set the task to repeat each month. Once the task has been completed PeopleSafe will automatically send out the task for next months meeting.

Notes

Notes is a great place to put all the details about the task like the location, important numbers, just any extra information that may be helpful.

Attachments

Upload pictures, documents, small movie files, anything that the person given the task might need to complete it.


Common Questions 

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