Progress reports

Experts and professionals can see all progress reports that exist in the current analysis period of the active management system under Measures → Progress reports. Progress reports for measures can be requested.

The progress messages can be filtered by status in the left area at "Folder".

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

Requested - All progress messages that have been currently requested.

Reported - All progress reports that have been requested and already responded to by the respective responsible parties. They are waiting to be reviewed.

Accepted - All progress messages 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 messages?

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

Sequence

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

2. person in charge fills in the message and returns it.
3. person in charge checks the progress report and
returns it to the requester.

In addition, a revision may be requested by the clerk.
Progress message has been answered.
Requester checks it and
- accepts it
- or requests revision.

Connection with the analysis period

In a management system, measures are identified, processed and implemented within an analysis period.

At the end of an analysis period, the person responsible for the management system asks the implementers of the measures to submit progress reports for their measures.

Only when all progress reports have been submitted and accepted, the analysis period can be transferred to the next one.

If not all progress reports are submitted on time, the person responsible can intervene in the progress report [[#ProgressReports|]] himself.

Analysis periods with progress messages allow you to track the progress of measures in the dashboard by comparing analysis periods.

Request progress messages

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 measures of the current analysis period. These can be in either "Open" or "Suspended" status. (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.

Reply to progress messages

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

How to reply to progress messages is described in "My Tasks → Action Status".

Status of progress messages

Requested

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

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

In this status, the responsible person is requested to reply via e-mail. To send the response, go to "My Tasks → Action Status".

From this status, the progress message can be answered or delegated, i.e. set to the status "Answered" or "Delegated".

Delegated

If the responsible person delegates the answering of the progress report to a clerk, it will be set to the status "Delegated".

This will notify the clerk via email and prompt for a response.

In this status, the person responsible can find the progress message for replying under "My tasks → Task status". The person responsible also continues to see them and can process or respond to them.

The progress report can be returned to the "Requested" status by returning a responsible person. (The responsible person is informed via e-mail)

The progress message can be set to "Answered" status by returning the responsible person.

Reported

If the progress message is returned by the responsible party, it is set to the status "Answered".

In the Actions dashboard, Experts and Professional now see that a progress note has been responded to.

In this status, the experts and professionals see the progress report under "Action → Progress reports".

Responsible persons can no longer edit the progress report in this status.

It can be set to the status "Requested" by experts or professionals by "Request feedback again" or to the status "Accepted" by "Accept".

Accepted.

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

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

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

Intervening progress messages

By clicking on a progress message, experts and professionals can intervene in the flow of a message.

This may be necessary if:

a progress note 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 message is to be recalled because it was sent out by mistake.
etc.

Important: Only experts can edit "accepted" progress messages after the fact, if necessary.

Requested/Delegated

If a progress report was unintentionally requested for a task, then this can be recalled by the responsible persons via this mask.

Comments can also be recorded for implementers or for progress reports. The normal comments are not included in reports.

However, they cannot be accepted at this point because the responsible party has not yet returned/completed their response.

Answered

Answered progress messages can be accepted or requested again. It can be noted to the responsible person in the comment field what needs to be changed or added.

Accepted

Accepted progress reports can, if necessary, be edited or supplemented by experts afterwards. For example, to add evidence.

For more information, see "Current Measures → Progress_reports.