Policy AO Guide on How to Respond to a Tasker

Table of Contents Important Items………………………………………………………………………….3 Open a Tasker………………………………………..………………………………....4 Review a Tasker………………………………………………………………………...5 Provide a Response in CATMS: Summary of Steps……………………………..…6 “Accept” Tasker & “Manage Assignments”………..………………………….……7-9 Assign a Tasker: Select Assignees .………………………………………………8 Assign a Tasker: Choose OPR and OCR(s)…………….……….…..……….….9 Respond to a Tasker……………………………………………………………....10-11 Respond to a Tasker: Upload Documents……………………………………….11 Complete a Tasker…………………………………………………………………12-14 Complete and Reopen a Tasker…………………………………………….14 Correspondence Flow……..…………………………………………………………..15 Check the Status of Your Tasker…………………………………………………16-17 Locate a Tasker (Using the Search Function) ……………………………………...18 Contact Information…………………………………………………………………….19

Important Items Access CATMS here: https://crm.osd.mil/CATMS1/ be sure to use Internet Explorer; select “DOD Email” certificate; and if you have an account and are unable to log in, please see the “AO Access and Interface-Navigation Guide.” Match step 1. with to match text with picture. The word team, which is found throughout these guides, refers to personnel grouped together because they have a common work mission. Everyone with a CATMS account in placed in a team. A DASD typically has several teams: a front office and several directorates. You create actions and respond to taskers off of those actions. Because actions cannot be assigned, you respond only to taskers. There is no Home button in CATMS. Home is the Action Dashboard (not shown in this guide) and the Tasker Dashboard (slide 16). 1

Open a Tasker There are 2 ways to open a tasker: 1 1a 1b 1c 2a 2b 2c Select “Tasker” from the “Dashboard” drop-down menu. Select “My Active Taskers” from the “Taskers” drop-down menu. The latter view will NOT show you taskers assigned to your team; only to you. You will choose taskers for which you or your team Role is OPR, OCR, or a variation thereof. Taskers for which your role is “Initiator” are ones that you have created; you will NOT respond to them. Select the “Task ID” number; Or From the automated email your team inbox receives, select the link next to YOUR or your TEAM name. The first link in the email is for the OPR; OCRs will find their names and the associated link towards the bottom of the email. If you are an OCR and select the link for the OPR (the first link), the tasker will open, but you will be UNABLE to “Accept” it. Subsequent emails associated with this tasker assignment will appear this way: 1 1a 1b 1c 2a 2b 2c

Review a Tasker To ensure you need to work on the tasker you’re assigned, review: “My Instructions.” They describe the tasker and what to with it. “Original Documents.” The initiator of the tasker puts background documents in the “Original Documents” library. If there’s a document to review that is not in “Original Documents,” select “Action ID” to check for it in the “Action Attachments” library. 2 3 1

Provide a Response in CATMS: Summary of Steps CATMS has three or four steps for providing a response to a tasker: Accept: You will always do this unless you “Reject.” Manage Assignments: If you need to task others, you will use this feature. Respond: If you do not need to task others, skip step 2 and go straight to this step. Otherwise, you will do this step after you’ve heard back from those you tasked in step 2. Complete: This tells the team that tasked that you’ve completed the tasker. The steps enumerated above are explained in words and pictures on the following slides.

“Accept” Tasker & “Manage Assignments” (1 of 3) To work on a tasker, you must Accept it. If you feel that you have no equities, you may reject the tasker by selecting Reject and providing a response. If additional coord is required, select Task Actions. Note: you may see all the options under Task Actions in the top row. Select “Manage Assignments” and follow process on the next two slides. 1 2 3

Assign a Tasker: Select Assignees (2 of 3) To add assignees: Select search icon. Dialogue box appears. Select Teams or Users. Type name of Team or User in search bar. If you don’t know a full name, type several letters and select the desired assignee from the list that appears. Check box. Select: “Add” for each team/user that you want to include in tasker. “OK.” Dialogue box disappears. 5 6 7 8 9a 9b

Assign a Tasker: Choose OPR and OCR(s) (3 of 3) To add assignees (continued): Choose Office of Coordinating Responsibility (OCR) or CC. Note: Office of Primary Responsibility (OPR) is NOT the same as “For Action” in SACCP. If the initiator tasks an OPR, s/he gives up control of the tasker to the OPR. Policy ExecSec recommends that until Policy is comfortable with CATMS, it assigns OCRs and CCs only. You may assign a lead even without the OPR feature by noting in the OCR “Instructions” block, e.g. SOLIC lead. Select “Send.” 10 11 12 13

Respond to a Tasker (1 of 2) The second step is to Respond to the tasker. Select My Response on the left navigation pane. Type in your response and select Save. Upload or modify documents. If you’re the OPR (lead), do this in Final Documents. If you’re an OCR (Office of Coordinating Responsibility), do this in Supporting Documents. If you’re the OPR, you may select Consolidated Responses on the left navigation pane to see whether the OCRs have completed the tasker. 1 2 3 4

Respond to a Tasker (2 of 2): Upload Documents Final Documents library. The OPR uses this library to make final edits to documents that have been reviewed by the OCRs. Only the initiator and the OPR can edit this library; Supporting Documents library. This library serves as a collaborative document workspace for all those assigned to work the tasker. The OPR and the OCRs can modify this library. Within the document libraries, users with permissions will see a “+ Add document” icon. To upload a document, select the “Add document” icon. A new window will appear. Select the “Browse” button and navigate to the desired file. When finished, select “OK”. 1 2 2 3 4 3

Complete a Tasker (1 of 3) The final step in responding to a tasker is Complete. Select the Save button in the top menu bar to save your changes. Once you’re ready to submit your response, select the Complete button to open the “Complete Tasker” dialog box (shown on the next slide). 1 2

Complete a Tasker (2 of 3) 1 2 3a 3b 3c 4 5 You can “Info Copy” a CATMS user or team by typing in a portion of the user/team name and then selecting the Search icon. Edit your response in the “Response” section. If you’re the OPR: you will see “Final Documents.” If you’re the OCR, you’ll see “Supporting Documents” but not “Final Documents” in this view. OPR: selects documents from “Supporting Documents” that you want to move to “Final Documents” by selecting the checkbox next to the desired documents. To check them all, select the checkbox next to the “Name” header. Select the right arrow button to move the selected documents to the Final Documents section on the right side. Spell Check is available. Select the OK button to Complete the tasker. 1 2 3a 3b 3c 4 5

Complete and Reopen a Tasker (3 of 3) Your Tasker status will now be “Completed” and the “My Response” area will no longer be editable. Select on the “x” to close the tasker window. If you wish to Reopen the tasker, you may find it in the “Taskers” menu under “All Inactive Taskers.” 2 1 3

Overview of Correspondence Flow for a Typical Tasker Flow has two main parts: Accept/Manage Assignments and Respond/Complete ESD/CMD initiates an action/tasker and Manages Assignments ( ) to Policy Exec. Policy ExecSec Accepts the tasker and Manages Assignments to the Policy ASD FO. This Accept/Manage Assignments process repeats for the DASD and Directorate FOs. The AO Accepts the tasker. If external coordination is required, s/he Manages Assignments ( ) to this component and waits for a response. Once the external component Completes its response ( ), the AO Responds in the “My Response” field, Saves, and Completes ( ). If no external coordination is required, the AO skips 3a and move directly to 3b. Directorate FO Responds in “My Response” field, Saves, and Completes. This Respond/Save/Complete process repeats for the DASD and ASD FOs and for Policy Exec Sec. ESD/CMD Closes the tasker. 1 2 3a 3b 4 5 Accept/Manage Assignments Respond/Complete

Check the Status of Your Tasker From your Home dashboard, you may quickly check the status of your tasker. Open tasker. If it’s closed, reopen by selecting the appropriate “TaskID.” Select “Tasker Status.” CATMS opens the view below, which the initiator, OPR, and OCRs can see. It shows the status of each component or individual’s progress on the tasker. This view shows the status of each component or individual’s progress on the tasker. Hover over for more information. 1 2 3

Check the Status of Your Tasker from Home view From your Home dashboard, you may quickly check the status of your tasker. Provides ID of parent action associated with tasker. Find your tasker: search for it (slide 18), or sort to find it using the “Assigned Date” header column. Select the white space in a tasker row. CATMS opens this view. NOTE: this view may show fewer assigners or assignees than the “Tasker Status” view on the previous page. Select “TASK ID” number to open a tasker. 1a 1b 2 3

Locate a Tasker (Using the Search Function) This search technique lessens the number of taskers in your view. Set the “Dashboard” drop-down menu to “Tasker” Use the dropdown menu to set the “Taskers” grid view to “My Active Taskers” Go to the search field Type *[characters of TaskID]*, e.g., *M500*; or Type *[word(s) in the Subject]*, e.g., *tasker to* NOTE: This view is now called My Active Taskers. 3a 1 2 3b Result 4

Contact Information If you have questions about CATMS, please consult your component administrators. If they are unable to help, contact Policy ExecSec: (703-571-9255) osd.pentagon.ousd-policy.list.execsec-correspondence-team@mail.mil.