Action Item Manager 6.0 - Enterprise Edition

Based on a simple task list that can be grouped, filtered and sorted by any number of fields, it now also sports an interactive Gantt Chart. The latter allows to visually (re)schedule tasks - either individually or as a group of tasks, simply by moving or resizing a task or a summary task via drag & drop. Version 6 supports managing multiple concurrent projects, planning resources across all projects, scheduling and rescheduling tasks, tracking progress, and keeping time and expense reports. It also promotes team collaboration by sharing files and keeping each other in the loop. The system is web-based technology which runs on Intranets and Extranets alike.

1. Action Item List. In the center of the system is a list of action items. Each item has a name, an optional description, and a deadline. Additional fields describe category, status, client, and project.
2. Assignments. Once an item is described it can be assigned to anyone in your team. The assignment can be accompanied with additional instructions. While assigned, the assignee is the temporary owner of the action item, which amongst other things allows him to then forward the assignment to the next person. Assignments and instructions are logged for review.
3. Item Manager. The originator of an action item remains manager of the item, and even while the item is assigned to someone else, the manager can update or add more information. The item manager can also forward this responsibility and make someone else item manager.
4. Time Reports. The item manager and all assignees over the lifetime of an action item can record time against the action item. Time reports can be accompanied by progress description and the information is logged for review.
5. File Attachments. Action items can have files attached, often collected while the items travel from on person to the next. This is a great feature, if documents get revised as part of the activity. Files don't get deleted or overwritten, new versions are added as item owners and managers make them available. Files can be accompanied by descriptive information and both are logged for review and download.
6. Grouping, Filtering, and Sorting. The action item list can be grouped and / or filtered by any of the following: team, item type, manager, assignee, completion status, status, client, project, custom fields, and importance. The filtered and grouped action list can then be sorted within the groups by any column. The combination of these methods allow for very flexible views of your data, e.g. you could say: For client X, show me grouped by project, all items where John is assigned, sorted by item importance.
7. Custom Fields. We have provided for 4 custom fields, which can be labeled for your own purposes. For example, in an Agile software development team, you may want to use "Release", "Iteration", and "User Story" as categories. It would allow you to organize your requirements, use cases, development tasks, test cases, bugs and issues, etc. nicely underneath any such custom hierarchy. Other examples would include "branch location", "approval status", "type of work", etc. For classic Project Management you could use "Client" "Project" "Phase" and "Deliverable".
8. Global Change. If you need to make the same changes to more than one item, you can select multiple items, and edit them in one operation.
9. Dashboards and Summary Views. The Dashboard shows a pie chart with one slice per category group. If the Item List is grouped by Priority, as in our screen shot, the pie chart shows the amount proportions between Critical, High Importance, Medium Importance, and Low Importance action items. If the Item List is not grouped, the default Dashboard shows a Health Chart, categorized by Items Due Today, Items Past Due, Items Closed, Items in Progress (assigned), and Items Unassigned. summary views include Files across all items, Weekly Deadline Calendar, Time, and Expenses. Charts and summaries are interactive, meaning you can click on an item or a segment in a pie chart to further filter the item list.
10. Group Performance and Capacity Charts. For any group in a grouped list, you can now track actual performance against original budget, both on expenses as well as hours of work. In addition, AIM 5.0 can produce on-the-fly capacity charts, which e.g. can help determine how much additional work can be assigned to an individual or a group of people.
11. Interactive Gantt Chart. This chart shows a timeline of your tasks organized and grouped the same way as your task list. Group headers in the list become Summary Tasks in your Gantt. The chart is interactive in that it allows you to reschedule one or more tasks visually, that is by draging items with your mouse.
12. Reporting. We provide 3 standard reports for exporting action items, time reports, and expenses into Microsoft Excel. The report generated will use the same filters as you see on screen. A fourth report exports full item details, including change log, assignment history, and the last version of the extra-long item description into a printable HTML format. This last report can be used on individually selected items.
13. Daily Digest. Managers and assigned task owners receive a daily email digest of all items coming due. This includes overdue items, items due that day, and items whose deadline is approaching soon.
14. Groups, Teams and Permissions. By default every user can only view action items he/she is either manager of or is assigned to. Action Item Manager provides for additional permissions that will allow users of definable user teams to do more, such as view all items, edit all items, view time reports and expenses. You can use Groups for additional, departmental separation of teams and users. Only the System Administrator can access across Groups, all other users remain within their Group.

Example scenarios for using Action Item Manager 6.0

1. Software development. Assume you have a team of developers working from home, but working together on a new software product. The team lead can assign various action items to the different team members, they in turn submit their progress, time spent, and the actual source code files needed for the next build. User permissions can be set in a way that team members can see each others progress reports which is a good indication for when you can expect a needed component.
2. Bug tracking. Trouble ticketing. Bug reports often go back and forth between the people involved, either to describe the symptoms in more detail, to get additional opinions, or to submit files that help reproduce the problem. Action Item Manager is a great tool for this, as it allows to keep related information together and additionally track and keep record of what was going on and how much time was spent.
3. Office Management. Every business no matter how small has tons of mini-projects. Whether its the daily routines, or exceptional projects such as moving locations, remodeling the office, dealing with contractors etc. Lot's of items to track and with a tool like Action Item Manager easy to share with co-workers. You could be fishing in Montana, for all we know, but you could still see what's going on in the office.
4. Freelance coordination. Assume you have a team of graphic designers and copy writers that mostly work from remote. Whenever you get a new job from your clients, you can turn around and delegate the work instantaneously. You can track progress, coordinate dependencies, and run instant reports for customer billing or paying your vendors. Everything stays nicely organized.