In recent months, a number of changes and new features in the Task area have been released which were designed to make working with the MDM more efficient. The key points below at a glance:
Request for new device - two requests with one click.
When a user makes a request for a new device, a request for project approval is generated at the same time. While the request for new device is being edited by the VESCON MDM Team, the request for project approval will be assigned to the contact person of the associated structure node.
Please note: The request project approval can only be edited by Bosch AS or Daimler, if the request for a new device has been processed by VESCON. Prior to this, VESCON will perform a quality check of the request, according to the following criteria:
- Has a manufacturer been selected?
- Does the order number match the system used in the existing data?
- Is a data sheet available?
- Does the technical description provide sufficient information?
Should the data need to be revised, VESCON will send the request back to the sender. To resend the request to VESCON once it has been revised, simply use the "Send back to recipient" feature.
Only after VESCON has completed the request by marking it as "Done" will the status of the associated request approval be changed from "Waiting" to "In progress (Recipient)" and the OEM can issue approval for a device. If the request is rejected, all related records will be deleted from the MDM.
New task "Inquiry" - you simply cannot know everything after all.
The "Inquiry" task type makes further communication about an existing task in a parallel process possible. This is useful when a third party should not be directly involved in the primary process. By using the inquiry function, for example, it is possible to ask the device manufacturer whether an alternative device is available.
A general task, you cannot reject.
The "General task" task type is used to find information about new devices or deleting temporary records from parts lists, among other things. We removed the reject feature from this task type as it never involves a request. This type of task can thus only be finished.
The "Finished" status was removed but reading is still required.
Previously, workflow for rejected requests sent back to the sender for informational purposes, had to have the "Finished" status. We have removed this "Finished" status. Rejected requests are still sent back to the sender for informational purposes, but are no longer in the standard filter "Open tasks" when they have been "Read".
Communicating using tasks via protocols and recipients
With the release of MDM Version 2.1, VESCON has significantly expanded communication through tasks. The major change is that we have split the "In progress" status. This makes it clear whether the recipient or the sender is currently editing a task.
A blue icon next to the user name in the navigation menu is now available. It lets users send a task for editing back to the sender or resend it to the recipient. In the subsequent dialogue, comments on the next step can then be entered.
The recipient of a task can add more recipients who can edit the task (finish or reject it). Recipients of a task can delete their name from the list of recipients, provided additional recipients are entered in the list.
What you should know: All of these actions are documented in a protocol entry.
Task filter - keep track of everything.
A large number of requests and tasks are handled daily via the MDM. It is important to see all open tasks. The "Open tasks" standard filter makes this possible. This setting displays all tasks that are assigned to the user for completing or serves for information purposes.
Never work in the "All tasks" tab. Instead, always work in the specific task-type tabs (e.g. Project approval). There is where further information about the tasks can be found in the table.
- Edit the grid configuration settings so that you can see the information you need where you need it.
- If there are multiple recipients of a task and you have not edited this task, delete yourself as recipient of the task.
- Complete rejected tasks (which reason has been entered in the protocol?)
- Compete General tasks
Call up structure-related tasks - which tasks have been created by colleagues?
Another new feature is that now tasks can be accessed according to a structure node. To do so, go to the Tasks area and select the project structure in question in the "Structure-related" ribbon (do not forget to refresh!).
To access tasks related to a structure, the corresponding user must have the "Responsible Node Manager" (OEM) or "Responsible Supplier Manager" (supplier) permission.
Only requests of the type project approval will be displayed in the structured-related representation. Should a request have "Waiting" status, this means that the related process "Request for new device" has not yet been completed and the request can therefore not be processed.
Recommendations for completing a task - so that processes run more smoothly.
- Please pay attention to the quality of data for "Request for new device"! This will prevent multiple editing of data
- If you submit a request and have open tasks (task type New device or Project approval), you must first edit the open tasks to receive approval for your projects.
- OEM users should only reject a request for project approval if the device is not intended for use. For inquiries, poor data quality or other similar issues, please use the "Send back to sender" feature. When doing so, please note: Suppliers only have write rights to "their" temporary data. Active records cannot be edited by suppliers.