Fortschrittsmeldungen/en

Progress reports record how far a measure has been implemented at a given point in time. expert and professional users can request progress reports for measures, while those responsible for the measure enter crucial information about the implementation process. Under “Measures → Progress Reports,” you can see all progress reports that exist in the current analysis period of the active management system.

Overview of progress reports

In the left area at "Folder", you can filter progress reports by status.

All - All progress reports of the current analysis period. The results are not restricted.

Requested - All progress reports that have been currently requested. In this status, HITGuard will send an e-mail to the responsible users, informing them that they should provide information about the current progress of the measure.

Reported - All progress reports that have already been requested and already responded to by the respective responsible parties. They are waiting to be reviewed. The last reported progress in percent is also shown here.

Accepted - All progress reports that have been requested, answered and also already accepted.

It is possible that you will find several entries for one measure in this list. This is due to the fact that several progress reports can be requested for a measure in the current analysis period. You can recognize this by columns such as "Requested", which usually contain different dates.

What are progress reports?

Progress reports are messages from implementers that log the current implementation status of a measure.

Sequence

1. Progress report is requested.
2. Responsible person is informed.
3. Responsible person now has two options:
   • Complete and send by self.
   • Delegate to person in charge:

   1. delegated user is informed.

   2. delegated user fills in the message and returns it.

   3. Responsible user checks the progress report and

   • returns it to the requester.
   • In addition, a revision may be requested by the delegated user.

4. Progress report has been answered.
5. Requester checks it and
   • accepts it
   • or requests revision.

Connection with the analysis period

In a management system, measures are implemented by those users who are responsible for the measures. Within an analysis period, those responsible will achive some results in implementing the measure.

Within an analysis period, expert or professional users ask the users who are responsible for the measures to submit progress reports for their measures. Alternatively, those responsible for the measures proactively submit a progress report themselves.

You can close the old analysis period and create a successor period, only after all of these progress reports have been processed. This means that the progress reports have been submitted by the responsible users and accepted by an expert or professional user. The progress reports are then no longer in the statuses “requested” or “answered”. You can find more information about statuses further down this page.

If not all progress reports are submitted on time, expert users can intervene in the progress report themselves.

Analysis periods with progress reports allow you to track the progress of measures in the dashboard by comparing analysis periods. You can, for example, use the KPI "Measure progress".

Request progress reports

Click on the "Request" button and you will be redirected to a screen where you can see all organizational units of the management system with all open or suspended measures of the current analysis period. Suspended measures are marked with a symbol (yellow warning triangle). For "Suspended" measures, no progress can be indicated in the progress report.

Here you can request a progress report for tasks for which no progress reports have yet been requested. To do this, select the date by which you want to receive the progress report. For each measure for which you would like to receive a progress report, check the box and then click on the "Request" button. An overview of the requested progress reports will then open.

The request notifies those responsible for the measures that progress reports on the respective measures are required from you.

When a progress report is requested, the users responsible for the measure are notified that they are required to submit a progress report. All responsible users are notified at the same time, and any of them can edit the progress report. Each responsible user can return the progress report.

Request progress reports

When requesting progress reports, the measures can be grouped by organizational units or by responsibility.

Progress reports by organizational units/responsibles

Reply to progress reports

If progress reports are requested, they must be answered and returned.

How to reply to progress reports is described in "My tasks → Measures".

Status of progress reports

Requested

• When a progress report is first requested, it is in the "Requested" status.

• A progress report is also in this status if it has been returned by a user from the "Delegated" status or a new return is requested by an expert or professional from the "Answered" status.

• In this status, HITGUard contacts the responsible users via e-mail, asking them to respond to the progress report. In order to edit the progress report, the users can follow the link in the e-mail or go to "My tasks → Measures".

• From this status, each of the responsible users can answer or delegate the progress report, setting it to the state "Answered" or "Delegated". It can also be requested again by experts of the management system on the page Measures → Progress reports in the folder "Requested". This does not change its state but the responsible users will receive the e-mail request again.

Request progress reports again

If you request a response again as an expert or professional, you can overwrite the previously response deadline and replace it with a new date. If you do not enter a new response date, HITGuard will retain the originally set date.

Delegated

• If one of the the responsible users delegates the progress report to another user, it will be set to the status "Delegated".

• This will notify that user via e-mail and prompt for a response.

• In this status, delegated users can find the progress report under “My Tasks → Measures.” The responsible users can also still view it, and any of them can continue to edit or respond to it.

• The progress report is returned to the status “Requested” when the user to whom it was delegated returns it to the responsible users. The responsible users are automatically notified via email. The user to whom it was delegated no longer has access to the progress report.

• If one of the responsible users clicks on"send back progress report", the progress report will be set to the status "answered".

• In the overview in "Measures → Progress reports" and in the subfolder "Requested, Experts and Professionals can see to whom a measure has been delegated.

Answered

• All responsible users can edit and approve the progress report at the same time. If any of them does so, the progress report is set to “Answered” status.

• Now the measure responsibles cannot edit the progress report anymore, they can only read it.

• In the Measures dashboard, Experts and Professionals now see that a progress request has been responded to.

• In this status, Experts and Professionals will see an orange marker in the “Answered” status folder. The number on the marker indicates the number of measures that need to be reviewed.

• Expert and professional users can now klick "Request feedback again", to set the progress report back into the status "Requested". They can also set it to "Accepted" by clicking the "Accept"-Button

Accepted.

• This status can only be achieved when an Expert or Professional accepts the progress report in the "Answered" status.

• The responsible person is informed by e-mail that the response has been accepted.

• In this status, the progress report can only be viewed, not edited. (Exception see below)

Intervening in progress reports

By clicking onthe "Edit progress report" button, expert users can intervene in the workflow of a prgress report. Professional users cannot do this.

This may be necessary if:

• a progress report is to be closed because a response was not received by the deadline.
• a progress report is to be closed because no agreement was reached and you are now deciding how the measure should be evaluated.
• the progress report has already been accepted, but you now want to add to it again.
• the progress report is to be recalled because it was sent out by mistake.
• etc.

Important: Only experts can edit progress reports, if this proves necessary. They can do so even after the progress report was accepted.

Requested/Delegated

If progress reports are still being processed by the responsible users, experts and professionals can still delete them by clicking on the "Recall"-Button. The progress report is then deleted.

Experts and professionals can already create comments for the responsible users or for the report. Normal comments are not included in reports.

Expert users can also open the "authorized editing mode" and edit the fields that are normally reserved for the responsible users. However, this intervention will be documented and reported in the progress report.

Edit requested progress report

Answered

Answered progress reports can be accepted or requested again. If experts or professionals decide to request a response again, they can note in the comment what the responsible users should change or add.

Edit answered progress report

Accepted

Accepted progress reports can, if necessary, be edited or supplemented by experts afterwards, for example, to add evidence. This will be documented and reported in the progress report.

For more information, see "Current Measures → Progress_reports.

Edit accepted progress report