New Feature - Action Item Sign-Off Authority

UPDATE

At this time employees need direct access to the site where the action item is created in order to be added as the Sign-Off Authority. We are working on resolving this so that employees at or above the Action Item site can be designated as Sign-Off Authority.

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Why Action Item Sign-Off Authority?

Does your organizations following strict requirements to manage corrective and preventative actions? Do you need a process where creators of action items cannot close any that they have created themselves, regardless of who is assigned to them? Are you looking for a way to delegate authority to another employee who can approve or reject an action item that you create?

Now with Action Item Sign-Off Authority you prevent self-approval of action items by employees and designate an approver of corrective actions to ensure they are duly completed.

How to enable this feature?

This feature comes included with your eCompliance subscription. Reach out to our Support team or your Customer Success Manager to have it enabled in your account.

How does it work?

Sign Off Authority Field

Once enabled on your account, a new field will show when creating an action item called Sign off authority.

Here you can lookup an employee and assign them as the authority to approve or reject the action item once the assignee (Assign To) has completed it.

This field will be mandatory in order to create and save an action item, unless the creator has a specific permission allowing them to sign off the action item they created. (see below).

New Permissions

When the feature is enabled on your account, you will also see 2 new permissions for Action Items:

1. SignOff Own Action Items
2. SignOff Any Action Items

Employees as Sign Off Authority

Admins will need to designate employees who will be able to set the Sign Off Authority on an action item. You will also need to assign permissions to those acting as a Sign Off Authority so they can also view, edit and sign off action items. These 4 permissions are listed here:

• Create Action Item
• Change Any Action Item
• View All Action Items
• SignOff Any Action Items

Employees designated as the Sign off authority on an action item will also need the above 4 permissions to be able to view, edit and sign off action items.

Sign Off Own Action Items

Administrators can still allow some employees to sign off their own action items by enabled the Sign Off Own Action Items permission.

If the creator of the action item has Sign Off Own Action Items:

1. The Sign off authority field becomes optional
2. The creator can also sign off on Action Items they create
3. The creator can assign a Sign Off Authority to someone else.
4. The creator can assign an action item they have created to themselves and then click Create & Complete the action item.

If the creator of an action does not have Sign Off Own Action Items:

1. Sign Off Authority field is mandatory
2. The creator cannot sign off on an action item they have given sign off authority to someone else.
3. The creator cannot assign an action item they have created to themselves and assign Sign Off Authority to themselves.
4. The creator cannot assign an action item they have created to themselves and then click Create & Complete on the action item.
5. The creator can assign Sign Off Authority to someone else.
6. The creator can Delete, Terminate and Suspend & Edit the action item they have created.

Example Use Case

Here is an example of how this feature can be used to create action items, delegate authority to sign off and have assignees be managed by others in your organization.

Scenario: an HSE Manager visits a site at the organization to conduct an inspection, and finds a deficiency. The HSE Manager needs to ensure the Site Manager is accountable for ensuring the deficiency is remediated appropriately by a field level employee.

1. HSE Manager at Top Level Site completes an inspection at a Subsite and identifies a deficiency.
2. HSE Manager creates an action item and assigns it to the Subsite Manager and gives the Subsite Manager Sign Off Authority.
3. Subsite Manager delegates the action item to a Field Level Worker and maintains or delegates Sign Off Authority to another leader at their site.
4. Field Level Worker completes Action Item and submits for approval.
5. Site Manager or other employee with Sign Off Authority approves or rejects the action item.
6. HSE Manager (original creator) maintains the permission to delete, terminate, or suspend & edit the action item.

Action Items and My Stuff

This new feature will continue to expose action items in the My Stuff page for affected employees to address. Employees who have been assigned to an action item will continue to see that item in their My Stuff page. Employees with Sign Off Authority will now also see the action item in their My Stuff page too.