Chapter 7. Using the Task Calendar
The Task Calendar generates a four-week look-ahead period at upcoming, scheduled tasks for the logged User, excluding daily tasks (which are reported on the Daily To-Do List, opened from the Login Screen). Each task scheduled within the four-week period will be identified in a text box under the date of its next scheduled due date (a weekly event only will appear once on the calendar).
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On the preceding illustration, the User “Your Name” has two scheduled tasks due on Monday, August 18, and one task due August 30. The two tasks due on August 18 may be weekly tasks; after these next occurrences are recorded as complete, the Task Calendar will show them due on Monday, August 25.
As discussed previously, the Login Screen dictates the information that will be presented on the Task Calendar. The Task Calendar returns only those tasks that are assigned to the logged User.
Adding and Assigning Scheduled Tasks
Tasks are assigned using the Task Description Form (a modified version of this form that can be used for daily tasks is opened from the Daily To-Do List form). Here is the Task Description Form and its required information:
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The essential data elements for task assignment include the schedule, which indicates the frequency with which the task must be performed; the next date due; and the assigned to User name. After recording the information on the left-hand side of the body of the Task Description form, select either the SAVE or SAVE/ADD button at the top of the right-hand side of the form to save the new task.
Completing Tasks and Updating the Calendar
The User “Your Name” has arrived at work on Monday, August 18, and wants to complete the assigned tasks on the calendar. Clicking on the task header under the date on the Task Calendar opens the Task Description form for that task. If (and only if) the task has been completed, “Your Name” will then record its completion by filling in the information in the “* RECORD TASK COMPLETION” box on the right-hand side of the form. Check the completed box; enter “Your Name” as completed by; and record the completion date (these are required fields). Then press the UPDATE AND SAVE AS COMPLETED RECORD! to update the dataset (VEM saves the record as completed in one dataset, and recalculates the due date for the incomplete record in another).
If the completed event was a one-time occurrence or marks the last time that this task needs to be performed, also place a check in the check to discontinue task box so that the task will not reappear on “Your Name’s” calendar.
If the deadline has passed for one or more scheduled tasks, the Overdue Alert pop-up screen will appear on top of the Task Calendar. The Overdue Alert must be closed by the User to proceed. Like the Task Calendar, listed events on the Overdue Alert can be recorded as complete by clicking on the task description text box to open the Task Description form, and entering the completion information.
VEM recalculates due dates based on cycles of set frequencies. Weekly events are timed to recur every seven (7) days; monthly events recur on a 30-day cycle; annual events recur on a 365-day cycle. In reality, “monthly” schedules may mean the same day every month; or the last day of every month; or 30 days after the last day of the preceding month; and so on. The set frequencies disregard the fact that months vary in length and ignore the effect of leap years (February can be particularly vexing).
The net result of this approach is that over time, scheduled dates for events that occur on a monthly or less frequent basis will begin to stray or deviate from the actual due date. In most cases, the scheduled date will precede the due date. Nevertheless, the User should note that the date on the Task Calendar is merely an approximation of the actual due date, and should plan to complete such tasks ahead of time.
If necessary, the User can open the Task Description form for a specific event and adjust the due date just by editing the next date due and saving the record. Note that the Task Calendar must be closed and reopened to display the revised due date.
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