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Create an Action Plan

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Objective

To create an action plan from the project's Action Plans tool.

Background

The Action Plans tool helps ensure that your unique company and project-specific requirements are clearly defined, centralised and organised. Action plans created in Procore are reviewed for approval by key project stakeholders before being performed. Once an action plan is performed, it is reviewed again (along with any related records provided as evidence) after completion to confirm that the set standard of quality was met.

Things to Consider

  • Required User Permissions:
    • To create an action plan:
      • 'Admin' level permissions on the project's Action Plans tool.
        OR
      • 'Read Only' or 'Standard' level permissions on the project's Action Plans tool with the 'Create and Edit Action Plan' granular permission enabled on your permissions template.
  • Additional information:
    • Action plans can be marked as 'Private' and only visible to certain users. See Who can see private action plans?
    • When published, the status of an action plan is automatically set to 'In Progress'.
    • Required Assignees can only be removed while creating or editing an action plan.
    • Optional assignees can be removed while performing or editing an action plan.
    • An item's due date can be modified or removed by a user with 'Admin' level permissions to the Action Plans tool while performing the action plan.
    • To add references, you must have permissions to view the item(s) in the respective tool(s).
    • To see references and to add requested records, users performing an action plan must have permissions to view the item(s) in the respective tool(s).
    • To be added as the Plan Manager, the user must have 'Admin' level permissions on the project's Action Plans tool.
    • To be added as an Action Plan Approver, the user must have 'Standard' level permissions or higher on the project's Action Plans tool.
    • To be added as a Completed Action Plan Receiver, the user must have 'Standard' level permissions or higher on the project's Action Plans tool.

Prerequisites

 Tip
To help you get started, you can use Procore's pre-populated action plan templates. 

Steps

Add General Information

  1. Navigate to the project's Action Plans tool.
  2. To create the action plan from a template, click Create and click the template name.
    Note: Action plan templates that are in 'Edit' mode cannot be selected.
    OR
    To create an action plan without a template, click Create and click Create New Plan.
  3. Complete the following under 'General Information'.
    • Enter a Name for the action plan.
    • Select the Plan Manager who is the user responsible for overseeing all stages of the action plan throughout its cycle.
    • Select a Type from the list.
      • If the type is not listed, click +Create Type. See Create Action Plan Types.
        Note: You must have 'Admin' level permissions on the Company level Admin tool to perform this action.
    • Select a Location from the list.
      • If the location is not listed, click +Create Location. See Add Locations to a Project.
        Note: You must have 'Admin' level permissions on the Company level Admin tool to perform this action.
    • Mark the Private checkbox to make the action plan visibile to only certain people. See Who can see private action plans?
    • Enter a Description for the action plan.
    • Click Add Approvers and select one or more users from the list.
    • Click Completed Action Plan Receivers and select one or more users from the list.
  4. Click Create & Add Sections.

Add Sections and Items

  1. Enter a name for the first section.
  2. Complete the following for the first item within the first section:
    • Under 'Title', enter a name for the item.
    • Enter any 'Acceptance' Criteria for the item.
    • Click Add References to add files to the action plan for reference. 
      1. Mark the checkboxes for the files you want to add or attach one or more files from your computer.
        Notes:
        • The action plan will always reference the latest version of a specification.
        • Action Plans always references the latest version of uploaded drawings. 
      2. Click Save. 
    • Select a Due Date for the item.
    • Click Edit Assignees to assign responsible parties to the item and to designate whose signatures are requested. 
      1. Under 'Blocking Functionality', select whether the item needs a signature before other items can be done. See
        What is 'Blocking Functionality' in an action plan?
      2. Select the Assignee drop-down menu (an entity or a specific person).
      3. Select the Verification Method the assignee should use to verify the item's completion. See Create Action Plan Verification Methods.
        • If the verification method is not listed in the drop-down menu, click +Create New Verification Method.
          Note: You must have 'Admin' level permissions on the Company level Admin tool to perform this action.
        • Enter a name for the verification method. 
        • Click Create.
        • Click Save.
      4. Click Add Assignee to add additional responsible parties.
      5. Click Save.
    • Click Add Records to request one or more records to be included as part of the item's completion.
      • Click Inspections, Correspondence, or Forms and mark one more checkboxes next to the template or type you want to request.
        Note: 'Read Only' level permissions or higher on the corresponding Project level tool is required to request records for that tool.
      • Click Submittals, Meetings, Observations, Attachments (including Documents), or Photos and mark the checkbox to request that record.
      • Click Save after selecting the requested records for the item.
    • Enter Notes for the item.
  3. Click Add Item to add a new item within the section.
  4. Click Add Section to add a new section.
  5. Continue adding sections and items as necessary.
  6. When you are finished adding sections and items, click Save Draft to save it as a draft, or click Publish if you're ready for the action plan to be approved to be performed.
     Note
    Clicking Publish shifts the action plan into 'View' mode where it can be approved and performed.