The Tasks section of the application allows you to develop, edit and add duties, tasks and sub-tasks to any role. It also allows you to conduct KSA and DIF Analysis. This guide will help you navigate the Tasks page, perform essential tasks, and understand the various features available.

Navigating the Tasks Screen

The Tasks page provides the main functionality required to accurately define any job, role or collection of tasks, and ensures users maintain visibility of the role description. Once Duties, Tasks and Sub-tasks are added, they are shown in a hierarchical structure underneath the Role Description.
Tasks - Creating Duties

The Tasks Page - Creating Duties

Manual Duties, Tasks and Sub-tasks management

Duties can be added manually at any time by selecting the ➕ button.

Manually Adding Duties

After entering the Duty Title, click on the Save Changes button.

Manually Adding Duties

The duty will now appear in the list of duties within the role. Here it can be edited by clicking on the three dots or tasks added manually by clicking on the three dots and selecting the add task button.

Manually Adding Tasks and Sub-Tasks

The same process may be followed to create any number of manually entered duties and subordinate tasks and sub-tasks.
To delete duties, tasks or sub-tasks select the Edit button to open the Edit window and then select the Delete button for the required duty, task or sub-task. In addition to being able to delete or edit duties, tasks, and sub-tasks within the edit window users are also able to enter comments against all items and view corresponding SME comments to aid their workflow. Be aware that you cannot delete data that has a children, for example, you could not delete a duty if it has tasks.

<aside> <img src="https://prod-files-secure.s3.us-west-2.amazonaws.com/82f41714-c834-4d0a-aeb2-0c4405bc1a76/2028d6b6-8af5-4dbc-b315-eaf66002c058/agilexeicon.png" alt="https://prod-files-secure.s3.us-west-2.amazonaws.com/82f41714-c834-4d0a-aeb2-0c4405bc1a76/2028d6b6-8af5-4dbc-b315-eaf66002c058/agilexeicon.png" width="40px" /> Within Shadow the terms COMMENTS and NOTES have distinct, separate meanings. COMMENTS are intended to support internal processes and workflows and may include analyst reminders to themselves or exchanges with SMEs that do not need to recorded as part of an official documentation set. NOTES are intended to be a more formal record that can be applied to final documentation sets and are typically the record of a decision or process that must be captured.

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The Edit window additionally allows users to enter Notes against each duty, task or sub-task which may be selected to be shown in formal document outputs such as a Role Performance Statement.

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Generating Duties,Tasks and Sub-Tasks with AI

Shadow utilises a range of AI capabilities to support you in developing duties for a role that has been created and for which a role description has been created.
To use AI to generate duties, tasks or sub-tasks select the Duties, Tasks or Sub Tasks options in the Actions drop down menu. Options will become available as you progress through the SAT process.

Generating Duties, Tasks and Sub-Tasks using AI

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Generating Duties

Click on the Duties button to generate duties using the AI function. The Role Description paragraph and any existing duties assigned to the role will be displayed for review.
Select the Generate Duties button to have Shadow automatically generate a list of duties.

Generating Duties with AI

After a short delay, Shadow will display the new/additional duties it has generated for you to review. You are able to accept and add individual duties generated by Shadow to your role by clicking the ➕ next to each. Alternatively, if you wish to add all duties generated by Shadow select the “Add All’ option.

Reviewing and accepting generated duties

If one or more of the generated duties do not meet your requirements you can select the Regenerate option to task Shadow to provide additional/alternative options. Once satisfied with the list of duties, click on the Save and Close Button.
An individual added duty can also be removed by clicking the corresponding ➖ button or, if you wish to remove all, by clicking on the Remove All button. All duties, tasks and sub-tasks generated using the AI process can also be edited, deleted and manipulated in the same way as manually added items on the Tasks page.

Removing added duties

<aside> <img src="https://prod-files-secure.s3.us-west-2.amazonaws.com/82f41714-c834-4d0a-aeb2-0c4405bc1a76/2028d6b6-8af5-4dbc-b315-eaf66002c058/agilexeicon.png" alt="https://prod-files-secure.s3.us-west-2.amazonaws.com/82f41714-c834-4d0a-aeb2-0c4405bc1a76/2028d6b6-8af5-4dbc-b315-eaf66002c058/agilexeicon.png" width="40px" /> When using Shadow to regenerate new/additional duties, tasks or sub-tasks the application will evaluate the duties, tasks or sub-tasks previously accepted and attempt to avoid repetition or duplication in the regeneration process, and provide valid alternatives. Multiple runs of the regeneration process will make it more likely that duplication will occur in the answers provided by Shadow, as duty, task and sub-task combinations and grammatical variances become exhausted.

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Creating Tasks and Sub-tasks

Click on the Tasks or Sub-tasks button to add tasks/sub-tasks using the AI function, before using the check boxes to select which duties/tasks you wish to create subordinate items for.

Once the Generate button is pressed, Shadow will generate Tasks or Sub-tasks and will list those it has generated under the relevant ‘parent’. Generated items can be deleted by clicking on the minus button or amended by clicking on the task description and making manual edits.

Deleting Generated Tasks

If additional tasks or Sub-tasks are required for one or more ‘parents’, select the parent using the checkboxes and press the Generate button again. Shadow will then add additional Tasks or Sub-tasks to those for the parent that have not been previously been deleted. For example, if a user generated 3 tasks for Duty 1 and then, on review, deleted one of them before pressing regenerate, Shadow will add a new set of tasks under the parent item in addition to the 2 previously not deleted.
Once satisfied with the generated Tasks or Sub-tasks, click on the Save button.

<aside> <img src="https://prod-files-secure.s3.us-west-2.amazonaws.com/82f41714-c834-4d0a-aeb2-0c4405bc1a76/2028d6b6-8af5-4dbc-b315-eaf66002c058/agilexeicon.png" alt="https://prod-files-secure.s3.us-west-2.amazonaws.com/82f41714-c834-4d0a-aeb2-0c4405bc1a76/2028d6b6-8af5-4dbc-b315-eaf66002c058/agilexeicon.png" width="40px" /> When generating child items for a parent, such as a Duty, it is recommended that users do not attempt to generate items for more than 10 parents at a time. Instead, users should generate child items for a small number of parents, edit and save them as required, and then return to generate another batch of child items. This smaller batch approach minimises the risk of AI overload and reduces the likelihood of application errors due to database constraints or performance issues. By managing smaller batches, users can ensure more accurate and efficient processing, resulting in a smoother and more reliable experience.

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Conducting KSAC Analysis

A Knowledge, Skills, and Attitude Analysis is a systematic analysis of ‘Performance’ and/or ‘Standards’ in order to identify the necessary KSA required to perform a Role. Shadow also analyses the communications aspects required to perform the role, hence the term KSAC.
To conduct a KSAC analysis, in the Tasks screen, click on the Add KSAC Analysis button.

KSAC

Select the tasks that you wish to create KSAC for by clicking in the selection cell, you can create KSAC for all tasks at once should you wish to.
Once you have selected all of the tasks, scroll to the bottom of the page and click on the generate button.

Selecting Tasks to create KSAC

Shadow will now generate the KSAC for the tasks chosen and align then to each of the tasks. You can delete and edit KSAC elements as required.
To access each of the element of KSAC, use the tabs across the top of the KSAC cell.

Tabs to Access each of the KSAC Elements

You can access the KSAC Analysis by clicking on the KSAC icon next to the relevant tasks.
You can also add KSAC manually by clicking on the three dots associated with the relevant task.

Accessing the KSAC Menu

Adding Difficulty, Importance and Frequency (DIF) Values

To add DIF values to generated or added duties, tasks or sub-tasks click on the Actions menu at the bottom of the page and select the Open DIF option.

Open DIF

To enter DIF values simply click on the required duty, task or sub-task row and then choose the required DIF scores from the drop down menu. Once all 3 DIF values are entered a resultant Training Category will be displayed.

DIF 2.png

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