Add Activities to Another Employee's Schedule

Add an Activity

1. Open the Organization Manager.

2. Expand the Organization Unit and Learners heading to view the individual employees.
3. Select an employee.

4. Select Supervision/ Edit Schedule from the main menu.

The Occupational Development Schedule for the Learner appears.

2. Click Add Activity.

The Activities dialog appears.

3. Enter a name for the Activity.
4. (optional) Enter a Start Date and End Date for the Activity (use the to call up a Calendar dialog to select dates).

If you do not specify a date, the Activity will default to the current date.

5. (optional) Enter a priority for the Activity.

You may select from Low, Normal or High.  The default value is Normal.

6. (optional) Click next to the Learning field to associate this Activity with a specific Process Set, Process or Task in TRACCESS.

The Select Learning Linked to Activity dialog appears.

7. Expand the desired object, select it, and click OK.

Please Note:  The only object type that you are not able to link to is a Sub Process.

8. (optional) Enter a note that pertains to the Activity.
9. Click Add.

The new Activity will appear in the Occupational Development Schedule.

Add a Milestone to an Activity

1. Select the previously-created Activity.

The Activity name will change to blue font, and the entire bar will be outlined in black line.

2. Click Add Milestone.

The Milestones dialog appears.

3. Enter a name for the milestone.

If you do not change the name, it will remain Milestone.  If you select an icon that indicates a particular state (i.e., Arrange By, Completed, Confirmed, Deadline, Scheduled, Target), these words will be reflected when you mouse over the milestone.

4. Select a state for the milestone.

The states of Arrange By, Completed, Confirmed, Deadline, Scheduled and Target have already been included.  If there is a particular state that you would like to add, Miscellaneous 1 through 14 are available.  Your System Owner can use the Export/ Import Translations function to change the name of one of the Miscellaneous states to something more applicable.

5. Enter a Start Date for the Milestone (use the to call up a Calendar dialog to select dates).

If the Milestone is a date range, check the corresponding checkbox, and indicate the End Date.  Click next to the color square to select another color to represent the date range.

If you do not specify a date, the milestone will default to the current date.

6. Click OK.

The new Milestone will appear in the Occupational Development Schedule.

Add an Email Milestone to an Activity

1. Select the previously-created Activity.

The Activity name will change to blue font, and the entire bar will be outlined in black line.

2. Click Add Email Milestone.

The Email Milestones dialog appears.

3. Enter a name for the Email Milestone.

If you do not change the name, it will remain Milestone, however it will be distinguishable from the other Milestones in that it is represented by an envelope icon.

4. Select a date for the email to be delivered.

By default, the To field is populated with your name.  In order for this functionality to work properly, your employee account had to be configured to include your email address.  To test this, you may wish to create an email milestone - dated today - and send yourself a test message.  If this message does not arrive, contact your supervisor.

5. Enter the Subject of the email milestone.
6. Enter the Message text.

An email milestone can serve as a reminder of an upcoming date.

7. Click OK.

The new Email Milestone will appear in the Occupational Development Schedule.