Action Plan Observer

The action plan observer functionality allows you to designate a third party "observer" to track the progress of action plans via notification emails, searches, reports, and the action item list. This feature enables you to assign and report on users who are in charge of monitoring the completion of the action plan but are responsible for updating, reviewing, or completing the action plan.

The action plan observer has the ability to perform the following functions, depending on the users' given roles and permissions:

• Receive copies of notification emails to the owner/reviewer
• Execute Core Searches to review action plan information
• Receive tasks assigned to them related to the action plan
• Navigate to the action plan directly from email, search results or system navigation
• Ability to update the action plan (if configured to do so).

The Action Plan Observer field is not displayed by default. The Administrators can configure the Action Plan Observer field to be displayed.

Note: Client who may not want to adopt the Action Plan Observer field can skip this topic.

This field is added to the defined action plan forms and searches. For more information, see Configure the Governance Portal to use the Action Plan Observer. Some points to remember pertaining to the Action Plan Observer role:

• A user or a user group can be assigned as the Action Plan Observer. You can also choose to keep no user as the Action Plan Observer.
• Both users or user groups assigned as Action Plan Observers should receive notifications.
• Users or user groups assigned as Action Plan Observer will receive permissions from the Action Plan Notification role.
• The Page Permissions will be updated to provide permissions for the Action Plan Observer role. For more information, See Manage Page Permissions.
• Action Plan Observers will be included on the following notifications:
  • Action Plan Create/Update/Delete.
  • Action Plan Due Date
  • Action Plan Reminder
  • Ad-Hoc Notifications

    

For more information on how to manage notifications, see Notification Management.

• The Observer name will be added in the email body automatically in the form of a new line item. The label of the new line item will depend on the name of the Observer field in the c-Form field in the Governance Portal.
• The Observer name line item will not be visible if there is no Observer assigned to the action plan. This will prevent clients who are not using this field from seeing it in their notifications.
• The Observer E-mail ID will be included in the Notified list automatically.
• Only one notification will be sent if a user has been assigned more than one roles. For instance, a user will receive only one notification mail if the user is holding both the Reviewer and Action Plan Observer roles.

  Note: The notification email to Action Plan Observer should make it clear that they are not responsible for resolving or reviewing the action plan; they are simply being notified.

• The Action Plan Observer field can be mass updated. It has been added in the RCM Content Utility under the Tab and Field Description spreadsheet.

Note: You must configure your Governance Portal application to enable the Action Plan Observer functionality. For more information, see Configure the Governance Portal to use the Action Plan Observer or contact RTS Technical Support.