To compose a functional task:

1. click the create functional task button on the functional task window
2. a “create functional task window opens with a text box into which a task description can be entered (type or paste).
3. click the “next” button, and a dynamic evaluation check sheet opens with a series of yes/no questions to answer in order to determine whether or not the task warrants regular evaluation.
4. Answer each question as it appears by clicking the appropriate radio button.
5. When a new question does not appear and the “done” button is highlighted, click the “done” button.
6. if the task does not warrant regular evaluation, a text box so stating will flash.
7. if the task does warrant regular evaluation, an evaluation process framework window will open and you are asked to indicate which of 5 types of evaluation will be used to measure effectiveness on the task.
8. click on the name of each type in turn to open a short description of that type in the open text box
9. after reviewing the alternatives, check the desired box to the left of the type name and fill in the year in which the first evaluation will be undertaken
10. click the “done” button

[Once the functional task is created, continue on to define its properties and operational budget, following the screens that appear behind respective “properties” and “budget” buttons. Periodically—perhaps annually—return to evaluate the task by following screens behind the “evaluate functional task” menu.]

To modify a functional task:

1. Highlight the task you wish to modify on the functional task window.

2. Click the “modify/view functional task” button on the functional task window.

3. After the edit window opens, enter any changes into the text box.

4. Click the “modify” button to save the changes

5. A confirmation window opens, asking if you want to continue. Respond “yes” or “no” by checking the appropriate button..

6. Return to the functional task menu.

More about functional tasks:

Functional tasks of a unit deserving itemization here include all regularly or periodically scheduled activities that are routinely and repeatedly performed in the unit and that are unique and primary obligations of the unit. (It is important that unit leaders, their supervisor, and their staff are all agreed and knowledgeable about what are the functional tasks of the unit and that this agreement is validated by appropriate comments on record in the Strategic Planner.)

Functional tasks would not include minor or ancillary activity incidental or necessary to accomplish the unit’s functional tasks. Consequently, if the task is performed in many units, it is likely not a primary functional task for most of them, but rather a supportive incidental or ancillary activity.

Thus, for example, processing bi-weekly time sheets is certainly a necessary activity in many organizational units across campus where hourly individuals are employed. Processing the time sheets is a functional task for the payroll department where it is a main responsibility but should be considered an ancillary activity for the College of Business—whose mission and functional tasks relate to providing a certain range of educational experiences for students.

Similarly, answering the phone or buying office supplies are clearly activities engaged in virtually every office and department. But, these tasks would be functional tasks only for a campus receptionist or the campus purchasing department, respectively. They would be ancillary activity in other units.

Once a functional task is labeled, its importance should be rationalized carefully by linking it, as appropriate, to university agendas, processes, and initiatives in the same way that planning objectives will be linked. The linkages are affected by sub-windows opened by tabs available under the “Functional Task Properties” window.

Subsequently, in evaluating a unit’s performance and effectiveness, primary attention should be placed on tracking the relatively few major functional tasks assigned to the unit. Since these are the reasons for which the unit exists (and these should relate directly to the unit’s mission statement), these functional tasks should be monitored with comprehensive assessment processes approved by the unit leader’s supervisor.