AIM (Action Items Management) is a tool that allows users to create, assign, and manage action items. It provides centralized access for action items created in various other Sapienza systems. Users are assigned roles on action items including Creator, Owner, Actionee, Contributor, and Viewer which determine access and permissions. The status of action items can be Open, Closed, Completed, or Cancelled, and users receive email notifications based on their role and notification preferences.

1. Sapienza Proprietary Information 2013 www.sapienzaconsulting.com -
What is AIM?
 Action Items Management
 Create, assign and manage Action Items
 Provides centralized access for Action Items created in
– DCCM
– eNCTS
– eRISK
– eRID
– EEE
 Users are assigned Roles on Action Items
 Action Item is visible if you have at least one Role on it
– AIM Administrators see all Action Items

2. Sapienza Proprietary Information 2013 www.sapienzaconsulting.com -
Action status and
the AIM
process flow
Cancelled Complete
Action cancelled by
Creator/Owner
Action completed by
Actionee
Closed
Action closed by
Creator/Owner
Action re-opened by
Creator/Owner
Open
Action created
By Creator
Action re-opened
by user with
“Reopen Closed/
Cancelled Action”
privilege

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Action Item Roles
 Creator
– One user
– User who created it
 Owner
– One user
– Accountable for the action
– Is Creator unless changed
 Actionee
– One user
– (primary) Responsible for the action
 Contributor
− Multiple users
− Record individual progress
 Viewer
− Multiple users
− Read only access to action

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Action Item Roles – what can they do?
Role
Action
Creator Owner Actionee Contributor Viewer
Set ‘Status’ to “Completed” √ √ √
Set ‘Status’ to “Cancelled” √ √
Close or re-open Completed action √ √
Edit action metadata √ √
Set ‘% Complete’ √ √ √
Add response √ √ √ √
Open action & view action metadata √ √ √ √ √
Set role: Owner √
Set role: Actionee √ √
Set role: Contributor(s) √ √ √
Set role: Viewer(s) √ √ √
Send reminder √ √

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E-mailed notifications
Trigger Notification sent to
1. User is assigned Role
upon Action Item creation
The newly assigned user unless:
-Newly assigned user gets the Viewer Role
-“Notify Me when Action Item Created” in MyECLIPSE
is disabled
2. User is assigned Role when
Action Item is edited
3. Status of Action Item
is changed
Any user who clicked “Notify Me” on Action Item and selected
-“Status Updates Only”
-“Status Updates & Response Only”
-“Any Change”
4. A response is added
to Action Item
Any user who clicked “Notify Me” on Action Item and selected
-“Status Updates & Response Only”
-“Any Change”
5. Action Item metadata is
changed
Any user who clicked “Notify Me” on Action Item and selected
-“Any Change”
6. ‘Reminder’ button is
pressed in the action item
details screen
Actionee and Owner
7. Due date is passed All roles except Viewers every midnight
(frequency is configurable on server level)

6. Sapienza Proprietary Information 2013 www.sapienzaconsulting.com -
AIM Assignment
1. Create a new Action Item
a) Set your neighbour as the Actionee
b) Set the Training Group as Viewers
c) Click ‘Notify me’ and select ‘Any Change’
2. Check your e-mail or ‘My Actions’ > ‘Actionee’ to identify
Action Items you’ve been made the Actionee of
a) Add a response
b) Complete the Action Item
3. Check your e-mail or ‘My Actions’ > ‘Creator’ to identify
Action Items that have the status “Completed”
a) Close the Action Item

7. Sapienza Proprietary Information 2013 www.sapienzaconsulting.com -
AIM Assignment
1. Create a new Action Item
a) Set your neighbour as the Actionee
b) Set the Training Group as Viewers
c) Click ‘Notify me’ and select ‘Any Change’
2. Check your e-mail or ‘My Actions’ > ‘Actionee’ to identify
Action Items you’ve been made the Actionee of
a) Add a response
b) Complete the Action Item
3. Check your e-mail or ‘My Actions’ > ‘Creator’ to identify
Action Items that have the status “Completed”
a) Close the Action Item