S101/S102 Worklist

Purposes:

This screen allows the MIMS user to obtain a list of work tasks.

Prerequisites:

1. All Internal MEP users have access to a work list.

2. Only Team Leads and higher can assign tasks to MEP Unit members.

Hints

· Work tasks can be assigned to an individual username or to a unit work bucket.

· Only active tasks are listed.

· Work tasks are always File related (either to MEP or Provisional).

· If a work task does not have a “Done” button available, the MIMS user must perform a task on the file to complete.

· Miscellaneous Tasks that are assigned to a specific user cannot be assigned to another user.

Procedure:

1. ‘Filter By’ defaults to the users’ name.

2. Select from the ‘Filter By’ drop down list.

3. Select a time period from the drop down list or a file number (both cannot be selected).

4. Click ‘Apply’ to populate the task area of the screen.

5. Click on blue hyper-link file number associated with the task to be worked on. The File will open to the applicable panel to complete the task.

6. If the work task is a manual procedure (review file, archive, retrieve file etc.) the ‘Done’ button would be clicked after the work task has been completed.

Assign to Self – All MEP Staff

NOTE: Assignments are from any work list except users’ own.

1. Check box under the ‘Assign’ column.

2. Click ‘Assign To Self’.

3. All work tasks checked will appear on users’ work list.

4. The work tasks will continue to display on the work list that the task was taken off of with the users’ name appearing under the ‘Assignment’ column.

Assign Back – All MEP Staff

NOTE: Assignments are on the users’ own work list.

1. Check box under the ‘Assign’ column.

2. Click ‘Assign Back’.

3. All work tasks checked will disappear on users’ work list.

4. The work tasks will display on the original work list without the users’ name appearing under the ‘Assignment’ column.

Assign To – Only Team Leads or Higher

NOTE: Assignments are from any work list except users’ own.

1. Check box under the ‘Assign’ column.

2. Select ‘Role’ or ‘User’.

3. Click ‘Assign To’.

4. The work list will display with the users’ name appearing under the ‘Assignment’ column.

5. All work tasks checked will appear on users’ work list

Screen Label		Description/Instructions
Search/Filter
	Filter By:	Defaults to MIMS User Name. The drop list is populated with the user’s user id and all roles the requesting user is related to.
Time Period		Most Overdue (Max 250). Default setting. - The 250 tasks that have been overdue (past their ‘Due Date’) for the longest period of time Most Overdue Unassigned (Max 250) - The 250 tasks that have been overdue (past their ‘Due Date’) for the longest period of time that remain unassigned. Most Recent Overdue (Max 250) – The 250 tasks that have been overdue (past their due date) for the least amount of time. Most Recent Overdue Unassigned (Max 250) – The 250 tasks that have been overdue (past their ‘Due Date’) for the least amount of time that remain unassigned. Not Yet Overdue – Tasks that have a ‘Create Date’ of today and a ‘Due Date’ set to a future date dependant on priority level. Overdue Only – All tasks that have past their ‘Due Date’. Overdue + 14 days – All tasks that have reached their overdue date + those that will reach their due date in the next 14 days. Overdue + 30 days – All tasks that have reached their overdue date + those that will reach their due date in the next 30 days. All – All tasks associated with the worklist.
		Click to apply the selected filer criteria and refresh screen.
	Task Assignment
		Tasks can be assigned back to the work list they came from by clicking the Assign Back Button. ‘Assign’ checkboxes must be checked. This button is not available for Miscellaneous Tasks that are assigned to a specific user.
		.The ‘Assign to Self’ button will be available on all of the ROLE work lists. When boxes under the ‘Assign’ column are checked and the ‘Assign to Self’ button is clicked, each task checked will be assigned to users’ id.
Tasks
	Created Date	Date Task was originally created. Date displays in YYYY-MM-DD format where Y = Year, M = Month and D = Date.
	Due Date	Date the task is due to be completed. Sorted by the oldest due date first. Date displays in YYYY-MM-DD format where Y = Year, M = Month and D = Date.
	Priority	Displays task priority. H = High (2 days); M = Medium (14 days); L = Low (30days).
	Assignment	Displays the MIMS user or role that has been assigned the task.
	Task	Displays the type of task.
Description		Displays a description and details of the task.
Link		When link (MEP account number) is clicked on, another screen is open to work on task, or a pdf file to print. The Work List screen remains open maximized in the background.
		Click button if task has been completed.
Assign		Check Box only available to Team Leads or higher to assign tasks.

Screen Visible to Team Leads and Higher

Screen Label		Description/Instructions
	Task Assignment	Displayed only to Team Leads or Higher
	Role	Selection list populated with all active roles the current user is related to.
	User	Selection list populated with users assigned to the role selected (displayed).
		Team leads have the ability to assign tasks to specific users from any Role work list. When boxes under the ‘Assign’ column are checked and the ‘Assign To’ button is clicked, each task checked will be assigned to users’ id. When doing an ‘Assign To’, either a user OR a role must be selected but NEVER both. The Role list will contain all roles EXCEPT the role currently displayed. The User list will be filtered to show only users assigned into the Role currently displayed.

Possible Error Messages/System Warnings:

ID	Error Message Description	Action
161	Either a user or a role must be selected to perform Assign To, but not both.	Select a role or a user
162	At least one task selected for assignment is already assigned to another user. Please click the APPLY button to redisplay the work list.	Review the ‘assignment’ column to determine which task has already been assigned
168	At least one task selected for Assign Back has not been assigned to a user.	Review the ‘assignment’ column to determine which task has not already been assigned
169	At least one Assign checkbox must be checked to successfully assign a task.	Check an ‘assign’ box.
172	At lease one task selected is not currently assigned and cannot be assigned back.	Review the ‘assignment’ column to determine which task has not already been assigned
173	At least one task selected for assignment is already assigned to another user.	Review the ‘assignment’ column to determine which task has already been assigned.
189	The task you tried to mark as done could not be found. Possibly because somebody else had completed it before you. Please refresh your screen.	Refresh your screen.
205	Work task is assigned to someone else you cannot mark as done.	Review the ‘assignment’ column to determine who the task has already been assigned to
228	One of the records has been changed by another user. Please Click the APPLY button to redisplay the work list.	Refresh your screen.
533	There is no role to assign this task back to.	This task cannot be assigned back.

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