Whilst predominantly designed to capture Actions from meetings, the Tasks function in GVO can be used to record and report on Tasks set for Compliance items – assigned to an individual, groups of people or a Board. Examples might include annual declarations and statutory items such as KCSIE. You may wish to use this in conjunction with the Training and Compliance Records area of GVO where completion dates and certificates can be stored and reported.
Below are two examples of how this might be done...
- Action Tracking
A TASK can be created and a table of all the actions added to the 'Description' part of the task (this area allows formatted text and tables as well as links to documents in GVO and external websites).
The table can show the tasks and when Governors/Trustees have completed their actions they can 'Mark as Completed'.
Here is an example of this...
Compliance Tracking
A Task can be created relating to activities that are required to be completed (eg as an Induction Pack, or an Annual Compliance jobs list). the Training & Compliance area of GVO is best placed for recording the actual training/course completion (and any certificates) but tasks can be used to link to them (see below).
The Task 'Description Area' can contain instructions, links to internal GVO Documents, External Websites and Training Courses* or Board Records.
(*) Instructions to add a link to a Training Course
A Task may link to more than one item within the Training and Compliance, and/or other area of GVO. This allows you to create one Task, with several ‘jobs to do’.An example is shown below where one task has been created that has 'links' (using the link icon in the toolbar) pointing to various 'compliance' related activities that need to be completed. The person completing each activity will need to click on the link to record their completion of the item, with the date completed (and any certificate uploaded) within the Training and Compliance area. They will then also need to mark their completion of the Task within the Tasks area to confirm that they have completed this action (or all the actions).
The Tasks tool and the Training and Compliance area of GVO both have flexible reporting tools, to capture completions – with reporting at a User, Course/Task, and Board level.
If you need any advice or assistance please contact the GVO Support Desk on 01273 921066