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Task Basics

Overview

Tasks define individual steps within a budget process that must be performed by users.

Each task is assigned to a specific budget process.

Tasks serve two purposes in the system:

  1. Define a specific step within the budget process by specifying:
  2. action;
  3. responsible user;
  4. deadlines.
  5. Define the exact set of data the user works with during that step (task subject).

Task Types

The system supports the following task types.

Task Type Description
Data Entry Task for entering data within the task subject. Primarily used for manually entered data, but may also include calculated data. When used with calculated data, the task acts as a review task.
Review Task for reviewing data within the task subject. Typically used as an intermediate review step before final approval. Can also be used for fully calculated forms to confirm recalculation after all data entry activities are completed.
Approval Task used for final approval of a budget form.
Reallocation Approval Task used to approve cost reallocations initiated by the Finance Department.

Data Entry Tasks

Data Entry tasks are used to fill in data within the assigned task subject.

By completing a Data Entry task, the user confirms that:

  • all required data within the task subject has been entered;
  • the entered data is correct.

After a Data Entry task is completed:

  • data within the task subject becomes locked for editing;
  • only users with dedicated permissions can continue modifying the data.

Review Tasks

Review tasks are used to validate data within the task subject.

They are typically used:

  • as an intermediate review step before final approval;
  • for calculated forms to confirm that recalculation has been completed after all data entry activities are finished.

By completing a Review task, the user confirms that the data within the task subject is correct.

Approval Tasks

Approval tasks are used for final approval of a budget form.

By completing an Approval task, the user confirms that the data within the task subject is approved.

Reallocation Approval Tasks

Reallocation Approval tasks are used to approve cost reallocations initiated by the Finance Department.

[!NOTE] Reallocation Approval tasks cannot be created manually.

These tasks can only be created from the Reallocation document.

For information about working with Reallocation documents, refer to the documentation section dedicated to Reallocations.