Viewing Logistical Tasks

This topic provides an overview of the logistical task flow and discusses how to view task checklists.

Page Name

Definition Name

Usage

Manage Services Work Order Page

SPF_WORDER_ROSTER

Add and maintain work orders.

View Task Checklist Page

SPF_WO_TASK_CHKLST

View logistical tasks.

View Task Detail Page

SPF_WO_VIEW_TASKDT

View details of your logistical task.

View Task Checklist Page

Logistical tasks are administrative tasks that need to be executed and approved before a work order is released. Logistical tasks include both preapproval and postapproval executions. Preapproval tasks must be completed before the work order is approved. For example, a preapproval logistical task might include assigning a new badge or ordering a new laptop. Postapproval tasks, on the other hand, must be completed before a work order is released to a service provider. For example, postapproval logistical tasks might include scheduling orientation or setting up the service provider email account.

Here is the basic flow of logistical tasks:

  1. Create a service work order.

  2. View the logistical task checklist.

    After preapproval tasks are complete, select the Execution Complete check box.

  3. Submit the work order for approval.

    After an open work order is submitted for approval, the system automatically checks for all preapproval logistical tasks that are assigned to that work order. You must complete all preapproval tasks before submitting the work order for approval.

  4. Release the work order to the service provider.

    After the work order is released to the service provider, the system automatically checks for all postapproval logistical tasks that are assigned to that work order. You must complete all mandatory postapproval tasks before releasing the work order. Automatic postapproval tasks will be marked as completed.

    After the work order is released to the service provider, the service provider can use it to log time and expense.

    Note: If you have implemented eligible service provider functionality, the system monitors for eligible service providers and provides warnings about providers who are not eligible to fill a work order before the work order is released.

  5. (Optional) Terminate the work order.

    After the termination process is initiated, notification is sent for any termination logistical tasks associated with the work order. The termination can not be completed until the termination tasks are marked completed.

Use the View Task Checklist page (SPF_WO_TASK_CHKLST) to view logistical tasks.

Navigation:

Click the View Logistical Task List button on the Manage Services Work Order page.

This example illustrates the fields and controls on the View Task Checklist page. You can find definitions for the fields and controls later on this page.

 View Task Checklist page

Field or Control

Description

Task Description

Click to access the View Task Details page, where you can view the task details associated with the work order.

Group Name

The system displays the task group to which the task has been assigned.

Assigned-To

Displays the requester or approver to whom the task has been assigned.

Approval Type

Displays at what point in the work order approval process that a task is performed. Values include Pre-Approval, Post-Approval, Off-board, and Terminate.

Task Status

Displays the status of the task. If your system is enabled to send work order tasks to Microsoft Outlook, then the statuses for this field are the same as those in Microsoft Outlook. When the status of a task is changed in Outlook, the status in this field is updated to match. You can also change the status manually in this field and the status is synchronized in Outlook. This field appears on the page regardless of whether your system is enabled to send tasks to Outlook. Field values include:

  • Completed: Indicates that the task is complete. When you select this value and save the page, the system selects the Execution Complete check box to indicate the completion of the task. The system also updates this field to Completed and selects the Execution Complete check box when the status is updated to Completed in Outlook.

  • Deferred: Indicates that the task is deferred. The value can be changed on this page or in Microsoft Outlook.

  • In Progress: Indicates that the task is in progress. The value can be changed on this page or in Microsoft Outlook.

  • Not Started: Indicates that the task has not been started. This is the default value.

  • Waiting on someone else: Indicates that the task is waiting for another user for input. The value can be changed on this page or in Microsoft Outlook.

Expected Task Completion Date

Displays when the task is expected to be completed.

Notify

Select to send an email message to the person to whom the task is assigned.

Notify Date

The system displays the date that the notification email was sent to the person to whom the task is assigned.

Deleted in Outlook

Indicates whether a task has been deleted in Microsoft Outlook. If the check box is selected, the task has been deleted. This is a display-only check box. As a Services Procurement user, you cannot delete a task, whereas a task can be deleted in Microsoft Outlook. If a task is deleted in Outlook, it is not sent back to Outlook. However, you can still carry out the task in Services Procurement. This field is hidden if your system is not enabled to share tasks with Outlook.

Execution Complete

Select when the logistical task is complete. If the task is completed in Microsoft Outlook, this check box is automatically selected.

Task Completion Date

The system displays the date that the logistical task was performed.

Execution Type

The system displays Mandatory, Automatic, or Optional.