ACT Go Live Checklist

The steps below provide a generic guidance for going live with ACT following the administrator training. Please note that all steps below may not apply in your situation. Use the knowledge gained during the administrator training, along with your specific situation to formulate a plan for going live.

Please note that you do not need to be 100% complete on applicable items below before going live. ACT allows you to change a majority of the items without losing any current information. Quite often, simply diving in while the training is fresh in your minds and making sure that you are reasonably complete on steps below offers the most efficient implementation.

  1. Make sure that your ACT site has been set up a trusted site on all your user computers. Also, make sure that the e-mails from the site to your users are not blocked.
  2. Review the imported organization structure (company, division and account) data and make sure that it closely matches your mode of operation, management hierarchy and administration.
  3. Review the imported people data to make sure that everyone that needs to use the ACT module is in the system.
  4. Review to make sure that the people trained have the correct administrative permissions (ACT Permissions) for the live ACT site.
  5. Plan out a directory structure on your LAN to store ACT attachments (drawings, documents, etc.). Make sure that your users have correct access permissions to such files. You can also store and attach files from a SharePoint server or a document management system. There are also custom interfaces available to move files automatically from a user's local drive or a SharePoint server, and link them as attachments to ACT. Please contact your administrator or Frontline Data Solutions technical support for information on such interfaces.
  6. Create categories, such as safety, quality, environmental, general, MOC (used for MOC action items), etc. These apply to the entire company.
  7. Create Ref Codes.
  8. Create priorities.
  9. Create event forms for ACT events such as incidents, near-misses, corrective action reports, etc. We have placed some example forms in the event forms folder that you can copy and edit. You can use your existing paper or electronic forms as guide when designing new forms in the ACT module.
  10. Create or review e-mail configurations. These will apply to event-based, MOC, ad hoc or sub action items.
  11. Establish a small group of people that you would go live with. With you being the originator of a simple event, these people would play the roles of collaborators, approvers and implementers of action items. Train these people on how to complete their assigned ACT tasks, add an action item, and complete action items from the Frontline desktops when they receive e-mails about new tasks.
  12. Enter one or two simple events using a simple form such as corrective action report. Enter a couple of action items and assign to people in step 11.
  13. Take the simple event through completion. If all participants complete their assigned tasks, you should get the event back on your Frontline desktop to close-out. If the event is hung up at collaboration, approval or implementation stages (you can check this in the in process folder), use the send immediate e-mails feature on the event form view to contact these people. As you close-out the event, you can notify a few people using send event notice.
  14. As you develop more experience with the module, complete following tasks:
    1. Create action item forms for complex action items such as root cause analysis, and attach to selected event types.
    2. Create ad hoc action items and assign to people. These can be set up as recurring, and are useful for tracking safety or housekeeping inspections and environmental compliance tasks. As you develop more experience with recurring action items, consider attaching a few of these to action item forms and checklists. Checklists can guide users on completing all aspects of an inspection or audit, and also allow them to document deficiencies with sub action items.
    3. Create shortcuts for commonly-used event types and place them on people’s Frontline desktops. Train such people on how to report incidents using shortcuts, and how to track status. You can make the events reported using a certain shortcut to go immediately into collaboration by adding default collaborators to the form used for creating shortcut.
    4. Create additional event forms where parts of the forms (such as incident investigations or expert root cause analysis) are created as separate action item forms containing form trees, and assigned to different people.
    5. Use routes (pre-defined list of approvers) to speed up creating new events. You may also benefit by attaching events to equipment to track problem equipment events more consistently.
  15. Grant additional people ACT user permission. Train these people on how to create and track events and action items.
  16. ACT routine and summary notification e-mail frequency (e-mails other than the ones created in step 10 for action items) is already configured in the application based on our experience. Please contact us if you have a need to change this frequency.