Activity plans

Activity plans explained in Ones Sentense

• Action plans are customizable checklists used for planning, automated tracking, reminders, and confirming various activities.

Activity Plans: Automate, Streamline, Track, and Confirm Your Business Tasks

Activity plans is tools designed to help you automated reminders, schedule and verify the completion of various recurring and one-time tasks. These include regular equipment maintenance, safety inspections, employee training programs, or mandatory health screenings. They are also useful for managing new employee onboarding or offboarding. 

• Activity plans are customizable checklists that help ensure nothing is overlooked.
• You set up activity plans specifically for each type of record or asset.
• You must have access to activity plans enabled for your user role.
• You schedule tasks by specific dates.
• You receive a notification for the task on its scheduled date 
• You then confirm their completion. 

With activity plans, you can therefore

• Make a list of WHAT needs to be done
• Plan WHEN it should be done and how often - one-off, repeatedly or irregularly
• Plan WHO is to do it
• Confirm the execution of the planned activity and attach documentation as a proof (for example, protocol, audit report, confirmation)

Examples of Activity Plans Use Cases:

• Maintenance plans for machines and equipment
• Vehicle Fleet Maintenance Plans
• Periodic Inspection Plan 
• Repair schedule
• Employee onboarding task list
• Employee training plans
• Health inspection plans
• Employee offboarding plan

1. Setting up an Activity Plan

1. Open the record where you want to set up the activity plan 
2. Click on the "Activity Plans" tab (to see it, you must have permissions enabled for your role)
3. Click the "Add Activity" button
4. Name the activity to be performed (e.g., Annual Service). Enter this into the "Activity Name" field.
5. Select the recurrence frequency (recurring, irregular, or one-time) 
6. Select which items the activity applies to 
7. Assign the activity to a group (optional)
8. Save

Activity recurrence options:

• Recurring - you can set a regular interval for the activity (e.g., monthly, yearly, etc.)
• One-time - the activity does not repeat; you simply confirm it by the specified date
• Irregular - the activity can repeat at an irregular interval

Which items the activity applies to:

• For all items - means that the maintenance plan will be created for all items in that record (e.g., for all equipment)
• Only for... - means that the maintenance plan will be created only for this specific machine or device 
• For...  - means that the maintenance plan will be created for all equipment of a specific type

2. Scheduling Your Tasks

• For each task or item, you need to set a specific date when the task should be completed.
• Entering a date will start the task.

How to Schedule Tasks

1. Open the specific item you want to schedule a date for.
2. For the task, click the "Schedule" button.
3. Name the task to be performed (e.g., "Annual Service"). Enter this into the "Task Name" field.
4. Choose how often it repeats (regular, irregular, or one-time).
5. Select which items the task applies to.
6. Save.

3. Confirming Completed Activities nad Tasks

Aptien will automatically notify you when an activity is due, and you then confirm its completion.

What You Confirm

• The completion date of the activity (the date the activity was performed). This can be different from the date the confirmation was entered.
• In the comments, describe what was done in text.
• You can also add an attachment, typically as proof of the completed activity (e.g., a training attendance certificate, medical certificate, maintenance report, calibration certificate, and similar).
• If the situation requires it (for example, confirming attendance for multiple people at a training), you can also confirm the activity in bulk.
• You can find an overview of plans to complete in the Reports tab. 

History of confirmed activities

Activity plans record a complete history of activities performed (for example, toner replacement). This gives you an overview of when and who did what.

Where Can you Find Planned Activities?

• For each item (e.g., a device or piece of equipment), you'll find a list of planned activities on its 'Activity Plans' tab.
• On the 'Dashboard', you can enable the 'Activity Plans' card to see all activities you have access to.
• An overview of all activities you have access to can also be found in the reports section. 

How to Enable and Set up Activity Plans

• Don't see activity plans in your dashboard?
• This could be because they haven't been enabled for your user role or you don't have the necessary permissions.
• See how to do it.