Each maintenance task has a Frequency or Fixed Schedule that it needs to be completed. There are 2 options for setting this up when creating an instrument. This may only be done by administrators.
The compliance window for each task is defined by three parameters: Lead Time, Due Time, and Overdue Time, which determine when a task can be completed and still be considered compliant.
Frequency
Make a selection that describes how often the task must be completed ex. every 8 hours, daily, weekly.
Next you choose the Lead Time you want it to show as Ready and the time in which it would be Overdue. The time for the task shows as ready means, from the last time the task was entered, when it can be done and still be compliant.
Then select the Overdue. For example, if you have a 24 hour/Daily task with a Lead Time of 3 hours, Overdue after 5 hours, this means the task will be due 24 hours after the last time it was completed.
A frequency selection of Daily, Lead time 3 hrs, Overdue after 5 hrs will appear on your dashboard as Ready 3 hours prior to the last completed time and be considered Overdue 5 hours afterwards. This means there is an 8 hour window in which the task may be completed.
Fixed Schedule
You may also choose to set a Fixed Schedule for each task. This may be used when a task can be done at any point in a given window. For example, a daily task, that can be done at any point during the day. The task will show due at 00:00 and be done any time before 00:00 the following day. Fixed-frequency tasks are triggered at a set time each day, regardless of when the previous task was completed. For example, a task configured to trigger daily will create a new instance at the same time every day. Users have a 24-hour window to complete the task, starting from the trigger time. The date on which the task is completed determines when the checkmark appears in the daily reagents QC calendar. If completed before the deadline, the checkmark will reflect the actual completion date. If you require tasks to strictly adhere to a "must be done by end of day" rule, using a Fixed Schedule is recommended. This ensures tasks are triggered at a set time and marked overdue accordingly.
For instance, a 12-hour fixed frequency task has no lead time and a 12-hour overdue time, meaning it must be completed within 12 hours of its due time to remain compliant. Similarly, a 24-hour fixed schedule task becomes overdue 24 hours after its scheduled due time.
Clinical laboratories should use caution when selecting any time setting greater than 24 hours. There is potential for the frequency to allow a completion time greater than what is intended. For example, a monthly task, this task will trigger every 30 days from the first time it was completed and will remain on the dashboard for up to 30 days or until completed. If not completed within 30 days, it will become overdue.
In this example the task was completed the day it triggered (day 1). In 30 days the task triggers again. The task is then not completed for 29 days. The monthly task was completed 59 days apart.
Task Status and Frequencies
It is important to understand how the frequency, and (more specifically) the lead time, late time, and site "working hours" affects your task status throughout the maintenance/QC cycle. Here is a more detailed listing of each possible status and how it is affected by each.
The compliance window is defined by three key parameters: Lead Time (the period before the due time when the task can be completed and still be compliant), Due Time (the scheduled time when the task is expected to be completed), and Overdue Time (the period after the due time during which the task can still be completed without being marked as overdue).
Up-to-date: No action on the task is necessary at this time. The "lead time" (Due Date/time minus Lead time hours) has not yet been reached.
Due Now:The task has reached or exceeded the Due Date/time, but has not yet exceeded the "late time" hours specified in the frequency. For daily tasks, this means they will appear on the Dashboard immediately after midnight and must be completed by 11:59 PM of the same day to avoid being marked as overdue.
Example: If the task was due on a Monday and the late time specified on the frequency is 48 hours, the task will show as Due now until Wednesday, at which point it will be marked as Overdue status. For instance, a daily task will appear on the Dashboard after midnight and must be completed by 11:59 PM to avoid being marked overdue, regardless of the site's opening time.
NOTE: It should be noted that the the Due Date/time calculation WILL TAKE INTO ACCOUNT THE SITES BUSINESS SCHEDULE.
Example: If a task is due on a day where the lab is closed (i.e. a "Saturday") The task Due Date/Time will be adjusted to be the next scheduled business day (i.e. "Monday").
Overdue: The task is ready to be logged. This is determined by taking the calculated "Due Now" date/time of the task and subtracting the Lead Time hours from the frequency (Due Date/Time minus the Lead Time hours). If the task is not yet due, but past the calculated lead time, the task is marked as "Ready".
Ready: The task is ready to be logged. It is not yet Due, but has surpassed the lead time hours specified in the frequency. This is determined by taking the calculated "Due Now" date/time of the task and subtracting the lead time hours from the frequency that has been assigned (Due Now date/time minus Lead Time hours). If the task is not yet due, but past the lead time, the task will be shown as "Ready".
NOTE: The "Ready" and "Overdue" statuses will be calculated using the "Adjusted" Due Now date/time, for example:
A task with a 48 hour lead and late time has an upcoming task due. The next due date/time falls on a Saturday. The site is closed on Saturdays and has been configured as such in our system. Since the lab is closed, the system will automatically adjust the due date to be the next working business day (Monday). The "Ready" state will be seen on Saturday. The "Overdue" state will be seen on Wednesday, if the task is not performed.
Editing a Frequency
Frequency to Fixed Schedule: When your task is built with a frequency such as below
and you want to change it to a fixed schedule you would click the box beside of Fixed Schedule, make sure your start time is 00:00 and choose Repeats Every 24 Hours. (We recommend only using the Fixed Schedule with a start time of 00:00 every 24 Hours)
Note: When the frequency is changed from "Frequency" to "Fixed Schedule", the task will trigger the new frequency based on time of last completion.
Fixed Schedule to Frequency: When your task is built with a fixed schedule and you want to change it to a frequency, click on the check mark beside of Fixed Schedule to remove it then click on the arrow in the box beside of Frequency to open a list of frequencies available for you to choose your new frequency. If the frequency you need is not listed, notify support and we will get it added to your database.
Note: When the frequency is changed from "Fixed Schedule" to "Frequency", the task will trigger the new frequency based on time of last completion.
Unscheduled: This frequency is used for any tasks that are as needed or do not have a specific schedule. It is found in the list under Frequency. Unscheduled tasks are not automatically displayed on the Dashboard. Instead, they must be completed directly from the Instrument page. This ensures that these tasks are handled only when necessary and do not clutter the Dashboard with non-recurring tasks. Once completed, the system updates the task status accordingly.
Note: If the Unscheduled task has previously been completed and you change to a "Frequency" or a "Fixed Schedule" the task will trigger due based on the time of last completion. However, if the task has NOT previously been completed it will not automatically trigger. You will have to complete the task the first time after the frequency has been changed for it to trigger on the Dashboard.
Practical Examples for Clarity
Unscheduled Tasks: If a maintenance task is marked as unscheduled, it will not appear on the Dashboard. Users must navigate to the Instrument page to complete it.
Fixed-Frequency Tasks: A daily task triggered at a specific time will always create a new instance at that time, regardless of whether the previous day’s task was completed. Users should aim to complete the task within the 24-hour window to ensure proper tracking.
Daily Tasks: Daily tasks appear on the Dashboard after midnight and must be completed by 11:59 PM to avoid being marked overdue. This applies universally, regardless of the site's opening time.
Weekly Tasks: Weekly tasks due on Saturday with a 24-hour overdue window will be marked as overdue on Sunday when the window elapses. Adjusting the overdue window or using a Fixed Schedule can help prevent this.
Best Practices for Task Configuration: To ensure tasks are completed on time and compliance is maintained, review task frequencies, adjust compliance windows, monitor overdue tasks, and document non-compliance using the NC feature.