Task Delegation Process from Creating Reporting

Creating tasks for delegation

When the head of purchasing department decides to delegate tasks he can create task group"Delegated tasks" in VIP Task Manager. In this group the following sub-groups could be added:

In these five sub-groups the department head can specify delegated tasks to his subordinate and in the task attribute "Notes" the details of the tasks could be added. For example, lets watch the group "1.Check status of the suppliers" (see the screenshot). There are several tasks inside:

1. Find out current not shipped and shipped purchase orders
2. Count deadlines and learn when not shipped POs are ready for dispatching
3. Inquire method of transportation
4. Transport urgent orders by airplane and normal orders by sea

In the task "1.Find out current not shipped and shipped purchase orders" the department head input a short description in which the employee could find path to all purchase orders for June. Also the department head can add attachment (file or link) to the task that leads to some documents and folders stored on PC or in the web. As you can see on the screenshot the task notes could be formatted: you can change color, font size, make list marks and other. Use button "Preview mode" at the toolbar to display task notes in Task Tree view.

Assigning tasks and setting permissions

When the tasks are created the department head can assign them to the employee. Tasks could be assigned to the resources that added in company database. For example, resource "Employee" was added in the database and now the department head should assign the delegated tasks to this resource. He can choose all the tasks and check point on resource "Employee" in the Resource assignment panel. Once this is done VIP Task Manager automatically sends notifications to the employee.

If there is a need the department head should set permissions in order the employee could view, create, edit and delete tasks. In "Permissions "panel the department head must set all values "Allow". When the employee enters the database under his login, he will see new groups and delegated tasks inside. If there were several employees assigned to the delegated tasks then it would be convenient to use roles. Usually roles are applied for a number of resources and if they have the same tasks assigned.

Reporting delegated tasks

In VIP Task Manager each task can have a supervisor. It means that the program will send notification to the supervisor and he can watch the task performance without being assigned to this task. For example, the head of the purchasing department John Adams was appointed supervisor so he should receive notification within the application as well as by email. Though the tasks were delegated and assigned to the employee only, the head still can control and monitor tasks.

Reporting takes an important place when tasks are delegated. The management of company always needs to know if delegation of powers was successful and what the results are. VIP Task Manager allows building reports in RTF or HTML formats. For example, let see the task "2.The form of reports" in the group "Appointing supervisor and reporting delegated tasks". This task has the following notes:

1. Employee must build weekly reports in HTML format.
2. end the reports by email to the head of purchasing department.
3. Print out the report and show it to the company director.

So the employee builds weekly report, sends it by email to the department head and gives printed copy to the company director. VIP Task Manager brings the following advantages when reporting:

• generating reports in text
• export task view to MS Excel
• sending tasks by email
• building charts