Task Control for bpm'online. User Manual

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1 Task Control for bpm'online User Manual

2 Index of Contents Task Control for bpm'online OVERVIEW 3 Installation 4 Activities form 6 Quick filters at the Activities section 8 Activities control 9 child tasks 12 Tasks for a group 14 Calendar for an employee 15 Performance discipline analytics 16 Gantt Chart for activities 18 Gantt chart for bpm'online overview 18 Installation 18 Gantt chart visualization settings 19 Linear representation setup 19 Hierarchical representation setup 21 Gantt chart scaling 22 Modification of deadlines 22 Filtering 23 Moving to the section s records from the chart 23 Change log 25 Usage 25 Settings 27 2

3 TASK CONTROL FOR BPM'ONLINE OVERVIEW Task Control improves the efficiency and ensures transparency of tasks execution intra-company. The solution is aimed at tasks structuring and ensuring its timely performance. Additionally the product s two new modules Gantt Chart and Change log for bpm online help to capture all changes, to analyze a certain employee s workload, to plan and allocate resources. Current performance discipline analytics allows a manager to observe an aggregate picture of employees efficiency and labor efforts. The product s features are: Activities form with indicator of current working stage; Recording of the expected result for a task; Task control; Hierarchical representation of tasks at the list; Group tasks; Task assignment for a functional role; Child tasks; Closed tasks displaying at the list and at the Child tasks tab; Calendar for all organizational structure elements; Performance discipline analytics; Gantt Chart for activities; Change log. For timely notification of users about new tasks and for reminders for the tasks with expiring deadline, a special application was designed Informer for Windows, which helps the performers to meet deadlines, as well as helps the manager to exercise control even with the browser closed. 3

4 INSTALLATION Important notice. Functionality of package installation through the application interface is carried out in bpm'online 7.11 version and above. Prior to installation you shall download archives of updated packages at ftp://ftp.samarasoft.ru/_products/task_control2/7.10/ Figure 1 Task Control FTP packages Important notice. While re-downloading package file, the browser adds a copy number to the end of file name. For example, Samarasoft.TaskControl(2).gz. Prior to package installation, we recommend to delete the added symbols and put the file name to the form: Samarasoft.TaskControl.gz For package installation, please go to the System Designer and choose [Installed applications]. Figure 1 Package installation At [Installed applications] page click at [ADD APPLICATION] button, then choose Install from file and specify path to the package archive, then complete setup. 4

5 Figure 2 Setup file selection Important notice. Package installation takes about 10 minutes. 5

6 ACTIVITIES FORM Activities form consists of several blocks. The page contains: 1) record s profile, 2) tool bar, 3) tab block, 4) progress bar. Figure 4 Activities page Record s profile (1) contains general information about an activity: Owner (name of a user responsible for the activity), Start and Due (date and hour of the activity s beginning and completion), Priority (priority of the activity, e.g. Medium ), Category (category of the activity, e.g. Meeting ), Reporter (a user who initiates new activity), Controller (a user who makes task acceptance), Close on child close (a defined value, closes activity when the child activities are closed), Show in calendar (a defined value, shows the activity in calendar), Subject (nature of the activity), Description (Description of the expected result upon completion of the activity), Result details (details concerning result of the completed activity). Tool bar (2) contains buttons for doing actions with the record: 1. You can Save data, Cancel changes or Close the page using the relevant buttons. 2. [ACTIONS] button allows to set up access rights and to subscribe for updates at the feed concerning the chosen record. 3. [Add related activity] button allows to add a related activity, for example, Call. 4. [Tags] button allows to assign tags for convenience of search and grouping of records. Tab block (3) consists of different tabs that display detailed information on the record: 1. [General information] tab contains base information on the activity: child activities, connections to other system objects, and reminders for Owner or Reporter. 2. [Participants] tab contains a list of contact persons involved in task/call execution. 3. [Attachments and notes] tab contains additional information on the task, as well as attachments and links to web resources concerning the activity. 6

7 4. [Feed] tab contains messages of [Feed] section, which are connected to the current activity. Progress bar (4) allows at any time to see the stage of the activity, as well as to move to other stage. This helps to focus on moving ahead with the case, and makes work simple and instinctive to the maximum. Depending on the stage chosen, indicator s color can be changed. For example, progress bar will be colored orange, if the owner will force activities (where the controller is specified) to Completed state. 7

8 QUICK FILTERS AT THE ACTIVITIES SECTION Using the following buttons: All (all tasks available to the user), To do (tasks that must be done), To control (tasks that should be controlled), you can quickly show tasks at the list in accordance with their status. It allows you to offload the list, as well as to see at once how many tasks are in a certain status. Figure 5 Activities section In order to see the closed activities, you should fill checkbox Show closed. Figure 6 Closed tasks displaying at the list 8

ACTIVITIES CONTROL Using control function, you will be able to improve quality of task performance by means of fixing an additional responsible person. For using the control function you should: 1.

9 ACTIVITIES CONTROL Using control function, you will be able to improve quality of task performance by means of fixing an additional responsible person. For using the control function you should: 1. Go to [ACTIVITIES] section and open the needed task 2. Specify at [Controller] field an employee, who will make task acceptance 3. After making all changes, click [SAVE] button Figure 7 Creation of activity with a controller Then an employee that received task with a controller shall carry out work on the assigned activity. Upon completion, he shall change the activity status to Completed and specify the result details. Due to the employee s actions, progress bar with activity status will be colored orange. Figure 8 Employee s completion of work on the activity 9

10 Then the Controller will examine the task execution for accuracy. If the task was done correctly, the Controller will complete it (by clicking at Confirm status button), and progress bar with activity status will be colored green, and the activity itself will be completed. Otherwise, he will write a comment and return the task to the Owner for rework ( Return to work button). Figure 9 Activity page at the Controller s, after the work completion by the Owner Figure 10 The Controller has confirmed the task completion 10

11 Figure 11 The task is returned to the work by the Controller 11

Click [General information] tab, then [Activities] tab, click at [+] button. 3.

12 CHILD TASKS With possibility to create child tasks, you can decompose large tasks, thereby improving quality and speed of their performance. To create a child task: 1. Move to [Activities] section and open the needed task. 2. Click [General information] tab, then [Activities] tab, click at [+] button. 3. In the mini-form opened fill the necessary options of the child task 4. After making all changes, click [SAVE] button Figure 12 [Activities] tab in [General information] Figure 13 Mini-form for creation of a child activity 12

Figure 14 Child activities at the tab If during creation of the activity Close on child close checkbox was filled, then upon completion of all child activities the parent activity would be completed

13 Figure 14 Child activities at the tab If during creation of the activity Close on child close checkbox was filled, then upon completion of all child activities the parent activity would be completed automatically. Also if the parent activity is cancelled, then all the child activities would be cancelled. Hierarchical displaying of tasks is available at the list. The example of hierarchical displaying is presented at Figure 15. Figure 15 Hierarchy of tasks at the list 13

In this regard, while creating activity you should select, for example, Sales department as an Owner, and

14 TASKS FOR A GROUP If it is not important for a manager who exactly will do the assigned task, the System allows to create activity for a group of persons. In this regard, while creating activity you should select, for example, Sales department as an Owner, and activity will be created for all employees of this department, and anyone will undertake it. Figure 16 Selection of a group while activity creation Figure 17 Created activity for a group 14

15 CALENDAR FOR AN EMPLOYEE The system gives opportunity to create separate calendars for employees and functional roles. You can create a timetable in a calendar (for an employee or a functional role) showing business hours, lunch break, public holidays and shortened working days. To add Calendar section, you should get in the System Designer and go to Workplace setup. You can add section both to a new workplace, and to already existing one. After that the section will be displayed at the workplace. Figure 18 Calendar section at Sales workplace To add a new calendar, click Add button. You should fill the following fields: Name, Time zone, User/group. The example of filling the calendar is presented at Figure 19. Figure 19 Example of Calendar setup 15

So, each employee can see his/her own statistics on the tasks: top 10 tasks with expiring deadline; top 10 overdue tasks; number of tasks in progress, completed, controlled, overdue (all statistics

16 PERFORMANCE DISCIPLINE ANALYTICS The package includes pre-configured analytics for activities. At MY STATISTICS tab you can see analytics for the current user (for the user, whose name is used to log on the system this time). So, each employee can see his/her own statistics on the tasks: top 10 tasks with expiring deadline; top 10 overdue tasks; number of tasks in progress, completed, controlled, overdue (all statistics for the current month); scale with number of tasks performed at the current day. Figure 20 MY STATISTICS tab in Analytics Figure 21 MY STATISTICS tab in Analytics At CONTROLLING THE EMPLOYEES PERFORMANCE DISCIPLINE tab a manager can see analytics on employees performance of tasks (total number of tasks, number of tasks in progress, number of overdue tasks, number of completed tasks). Also Tasks for the year are visually represented (total number of tasks, completed and overdue tasks); that allows analyzing organizational performance. 16

You can do it just at analytics page, by clicking at button. You should select Set up access rights from the dropdown list.

17 Figure 22 CONTROLLING THE EMPLOYEES PERFORMANCE DISCIPLINE tab in Analytics For CONTROLLING THE EMPLOYEES PERFORMANCE DISCIPLINE tab you should set up access rights, in order to give access rights to the manager only. You can do it just at analytics page, by clicking at button. You should select Set up access rights from the dropdown list. After that you should set up rights at Access rights settings page. Figure 23 Access rights settings at CONTROLLING THE EMPLOYEES PERFORMANCE DISCIPLINE tab in Analytics 17

18 GANTT CHART FOR ACTIVITIES GANTT CHART FOR BPM'ONLINE OVERVIEW Gantt chart is made for convenience of visual representation of section and record details data. With this tool, bpm online users could analyze graphically their project workload, as well as could plan and allocate resources. The module also gives clear and actual manager s workload, allows you to analyze duration of each sale process and other parameters that are graphically displayed on time scale. Gantt chart representation is useful during making up and correcting delivery and payment schedules inside an order record. In general, this product assists in convenient planning and resource allocation. The features are: Ability to display each section in form of Gantt chart using all fields data; Chart scaling; Ability to move to related records from the chart using mini-forms and links; Modification of tasks deadlines directly in the chart representation; Hierarchical representation of related documents; Chart representation according to the filtering configured. INSTALLATION Important notice. Functionality of package installation through the application interface is carried out in bpm'online 7.10 version and above. Prior to installation you shall download archives of updated packages at ftp://ftp.samarasoft.ru/_products/gantt/7.9/ Samarasoft.Gantt.gz archive with Gantt chart packages. Figure 28 Gantt chart FTP packages 18

19 Important notice. While re-downloading package file, the browser adds a copy number to the end of file name. For example, Samarasoft.Gantt(2).gz. Prior to package installation, we recommend to delete the added symbols and put the file name to the form: Samarasoft.Gantt.gz For package installation, please go to the System Designer and choose [Installed applications]. Figure 39 Package installation At [Installed applications] page click at [SELECT FILE] button, then specify path to the package archive, then complete setup. Figure 40 Setup file selection Important notice. Package installation takes about 10 minutes. GANTT CHART VISUALIZATION SETTINGS You can make settings for each section s visualization at Gantt chart. Linear representation setup This setting up can be made at [Gantt chart settings] lookup. To set up Gantt chart visualization, please, act as follows: 1. Open the System Designer by clicking button at the upper right corner of the application. 2. At [System setup] group click on [Lookups] link. 19

20 Figure 31 - Lookups [Gantt chart settings] 3. Add a new record to the lookup by clicking [Add setting up] button, and fill the following fields: [Section] name of a section, for which Gantt chart visualization is being set up; [Name column] name of a column, whose value would be displayed at the additional data list for Gantt chart s diagram. Both text field and informational field of the section s record page could be chosen; [Diagram column] name of a column, whose value would be displayed at the Gantt chart element. Both text field and informational field of the section s record page could be chosen; [Start date column] column of the section s record, which contains start date value; [Due date column] column of the section s record, which contains due date value. Figure 32 Example of Gantt chart visualization setup 20

Hierarchical representation setup Figure 33 - The result of Gantt chart visualization setup Hierarchical representation of Gantt chart is available for sections that have child records related to the

21 4. Move to the section, for which Gantt chart visualization was set up. Go to a new section representation by clicking button. At Figure 33 you can see the result of Gantt chart visualization setup at [Activities] section. Hierarchical representation setup Figure 33 - The result of Gantt chart visualization setup Hierarchical representation of Gantt chart is available for sections that have child records related to the same section. For hierarchical representation setup, please, act as follows: 1. Adjust Gantt chart (refer to Linear representation setup) and add the field value to the settings: 2. [Parent element column] name of a column, which connects parent and child records. Figure 34 Gantt chart setup for [Appeals] section 3. Go to the section s Gantt chart representation by clicking button. 21

Figure 35 Hierarchical representation of Gantt chart at [Activities] section GANTT CHART SCALING For convenience of scaling, the following control elements are situated at Gantt chart: Figure 36

for scrolling the section records over time: to the first record of the period, backward, forward, and to the last record of the period.

22 Figure 35 Hierarchical representation of Gantt chart at [Activities] section GANTT CHART SCALING For convenience of scaling, the following control elements are situated at Gantt chart: Figure 36 Elements of browsing and scaling at Gantt chart - elements for scrolling the records list at Gantt chart up and down; - element for return to the current date while browsing chart records; - elements for scrolling the section records over time: to the first record of the period, backward, forward, and to the last record of the period. - element for scrolling the records over time; - elements for scaling records over periods. MODIFICATION OF DEADLINES At Gantt chart representation you can change deadlines for the records displayed on a mesh. This action can be done in one of the following ways: 22

Figure 37 Filtering result at Gantt chart representation MOVING TO THE SECTION S RECORDS FROM THE CHART You can open editing page or mini-form of the section s record, as well as you can move to

23 by moving the chosen strap of the chart to the required time period (drag-and-drop); by moving edges of the Gantt chart strap on the mesh. Herewith, modifications of deadlines would be saved at the section record. FILTERING At Gantt chart you can set up all kind of filters available at the section, for which the representation is used. Figure 37 Filtering result at Gantt chart representation MOVING TO THE SECTION S RECORDS FROM THE CHART You can open editing page or mini-form of the section s record, as well as you can move to related records page directly from the chart representation. To open mini-form of the record, click Gantt chart feed that correlates to the section s record. From mini-form you can also move to other sections related record, for example, to [Accounts] section s record from Sales mini-form. Figure 38 Mini-form of [Sales] section s record Important notice. This function is available for records of sections, for which bpm online allows a record representation in the form of a mini-form. 23

24 In order to go to the record s editing page from Gantt chart representation, please, do one of the following: open mini-form and click at the record s name; click on the link at the left column of the chart. 24

CHANGE LOG Change log for bpm online is an auxiliary module that allows to capture and hold data on field changes in a user-friendly style, as well as to clean up this log, if necessary.

25 CHANGE LOG Change log for bpm online is an auxiliary module that allows to capture and hold data on field changes in a user-friendly style, as well as to clean up this log, if necessary. With this product, the full change history of the relevant fields (for example, Status, Owner, Amount ) will be saved at the form. It allows to identify a change creator quickly, as well as to analyze history of the System s work with records. USAGE To configure logging, you should go to the System Designer / Logging Figure 39 Logging location At the left side (vertical list) you can find the list of sections, and at the main block there is a list of fields being logged for the chosen object. 25

Log cleaning is performed by stages, i. e. logs are deleted batchwise, in order to prevent overload of the system.

26 Figure 40 Logging schema set up New schema button is designed to create a new logging schema (section + fields). With Actions button you can export to a file or do log cleaning, if authorized to perform the relevant operation. Log cleaning is performed by stages, i. e. logs are deleted batchwise, in order to prevent overload of the system. Figure 41 Log cleaning Change history is available at a specific section record ( History of changes tab is available only for objects with logging chart configured). At Change type column you can specify an action done to the object ( Updated, Inserted ). 26

27 Figure 42 Activity section logging SETTINGS Logging system is to be configured by the system users only, which are authorized to perform Access to Logging operation ( CanManageLogging code). To configure the rights, please, go to the System Designer / Operation permissions, select operation Figure 43 Access rights setup location 27

code) and deleting logs ( Can delete logging operation, CanDeleteLogging code).

28 Figure 44 Access rights setup and add/remove rights for users and groups of users. Figure 45 Access rights setup Also you can configure rights for browsing logs ( Can read logging operation, CanReadLogging code) and deleting logs ( Can delete logging operation, CanDeleteLogging code). Figure 46 Access rights setup To apply the changes, you should log off the system, then log on again. A user not having access rights for Logging section will receive the following message when trying to go to the section: 28

29 Figure 47 Message to a user with insufficient rights This product is provided as is, i.e. in its current condition. Technical support and maintenance of this solution are not performed by the developer. The user agrees to this condition automatically, using free access to this product. 29

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