Note:
For the Emergency module, it is recommended that teams be established
using the Resource
Library form.
On the Contact and Personnel Team form, establish teams and assign individual team members to them. For each team, contact methods, including FAX and telephone numbers, can be specified. Individuals must be established on the Contacts and Personnel form before you can assign them to a team. Limit user access to a contact and personnel team record by associating it with an entity. If an entity is specified, the record will be available only to users with access to the entity.
The teams established on the Contact and Personnel Team form can be used by the Task Management function. For example, a team might be set up that includes the three shift workers who share responsibility for making sure a distillation column does not overflow each day. When tasks have been assigned to a team, the number of assigned tasks with a link to the Task List is provided. If you need to block a team from being assigned responsibility for any additional tasks, yet want to retain the team information, you can indicate that the team is not available for task assignments in the Notification Information section.
When you assign a task to a team, you can elect to send email notification about the task. Team members are then notified using the email address entered on the Contact and Personnel Team form for each member.
Select the Available for Case Management option to indicate the team can schedule compliance case meetings for the Incident Case Management function. Enter the meeting date and specify if it is active. Inactive meeting dates are not available for selection on the Case form.
In the Emergency module, teams can be established using the Contacts and Personnel Team form. However, the teams will not be available for emergency incidents unless a resource library record also exists for the team. The Add to Emergency Resource Library link opens the Resource Library form populated with the team name, team type, and entity. When the resource record is saved, the link will no longer appear on the Contacts and Personnel Team form.
For each team, equivalent entries in different languages can be defined. For example, a "Maintenance Crew" team in German, "Wartungs Mannschaft", could be specified. When localization has been implemented, the Culture setting assigned to a user determines which value is displayed in field lists on Essential forms. Enter the corresponding contact and personnel team names and associate each one with the appropriate language in the Language Dependent Contact and Personnel Teams section.
Tip: An existing contact and
personnel team record cannot be deleted when the team is part of a temporary task
reassignment.
For additional instruction on contact and personnel teams, click the following links or use the scroll bar to scan the page.
|
To enter contact and
personnel teams
Click Data
Entry > Validation > Contacts and Personnel Teams in
the Navigation Tree.
The Contact and Personnel Teams
list appears.
Click the New
button.
The Contact and Personnel Team
form is displayed.
Type a Team Name.
Select an Enterprise
Entity from the list to limit user access to the Contact and
Personnel Team record. When an entity is specified, the record will
be available only to users with access to the entity.
Tip: To remove an entity association for a team record,
select the entity, press the Tab
key to delete it from the Enterprise
Entity field, and then save the record.
Add information in the Notification Information, Team Personnel, Case Schedule Dates, and Language Dependent Contact and Personnel Teams sections.
Click the Save button on the form.
In the Notification Information section on the Contact and Personnel Teams form, enter information about how to contact a team by telephone or FAX. You can also identify a team as available/unavailable for task assignments, as well as available/unavailable for Incident Case Management.
To add notification information
Locate your team on the Contact and Personnel Teams list, click the team link to open the Contact and Personnel Team form, and expand the Notification Information section.
Type the telephone number for the team in the Phone Number field.
Enter the FAX number for the team in the Fax Number field.
Type a phone number that can be used to contact a member of the team at any time in the 24 Hour Phone field.
Click the Not Available for Task Assignments check box if the team is not available for task assignments.
Click the Available for Case Management check box if the team associated with Incident Case Management.
Click the Save button on the form.
In the Team Personnel section on the Contact and Personnel Team form, assign individuals to the team. Before beginning, be sure the teams members have been established using the Contacts and Personnel form.
To add team personnel
Locate your team on the Contact and Personnel Teams list, click the team link to open the Contact and Personnel Team form, and expand the Team Personnel section.
Click Add Contacts and Personnel.
Select a contact from the list.
If a team member is not listed, click the Ellipsis
button and add the individual.
Click OK.
The team member is displayed as a line item in the Team
Personnel section. Change existing information using the Edit button adjacent to the line
item.
Repeat steps 2 through 4 to add other team members.
Click the Save button on the form.
In the Case Schedule section on the Contact and Personnel Team form, assign incident case compliance meeting dates to the team and use the Active option to control the scheduling status. Inactive meeting dates are not available for selection on the Case form.
Note:
The Available for Case Management
check box in the Notification Information
section must be selected for the Case
Schedule section to appear.
To schedule incident case
meetings
Locate your team on the Contact and Personnel Teams list, click the team link to open the Contact and Personnel Team form, and expand the Case Schedule section.
Click Add Case Schedule Date and enter a meeting date in the Case Schedule Date field. The Calendar button is available to select the date.
Select the Active check box. Just the meeting dates flagged as Active are available for selection on the Case form.
Click OK.
The meeting date is displayed as a line item in the Case
Schedule section. Edit existing meeting information using the
buttons adjacent to the line items.
Repeat steps 2 through 4 to add other meeting dates.
Click the Save button on the form.
For each contact and personnel team name, equivalent entries in different languages can be defined. For example, a "Maintenance Crew" team in German, "Aufrechterhaltung Mannschaft", could be specified. When localization has been implemented, the Culture setting assigned to a user determines which value is displayed in field lists on Essential™ forms. Enter the corresponding contact and personnel team names and associate each one with the appropriate language in the Language Dependent Contact and Personnel Team section on the Contact and Personnel Team form.
To define language-dependencies
Locate your team on the Contact and Personnel Teams list, click the team link to open the Contact and Personnel Team form, and expand the Language Dependent Contact and Personnel Team section.
Click Add
Language Dependent Contact and Personnel Team and select a
Language from the list.
If the appropriate language is not listed, click the Ellipsis
button and add it.
Enter the Team
Name for the language selected and click OK.
The translation information is displayed as a line item in the Language Dependent Contact and Personnel
Team section. Edit existing translation information using the
buttons adjacent to the line item.
Repeat steps 2 and 3 to add other language translations.
Click the Save button on the form.
