Activity responsibility & QA setup in the Process Template

A process template is a set of activities and groups that can be assigned to deliverables in your project. Process Templates define the recurring processes of multiple deliverables and they can be set up in a very easy manner.

While creating your Process Template you have multiple options to choose from how to setup your activities: for each Activity, you may assign a Responsible Team, a Confirming Team and a QA Checklist.

While assigning a Responsible Team is a standard procedure that usually takes place for all activities, attaching a QA Checklist to an activity will ensure you that the list of items related to such activity have been reviewed. Additionally, assigning a Confirmation Team will make sure that a second party reviews progress as well as QA checklist answers reported by the Responsible Team.

Based on the above-mentioned options there are 4 basic setups available, from which you can choose for each of your activities:

  • Assign a Responsible Team but do not assign a Confirmation Team and do not attach any QA Checklist
  • Assign a Responsible Team and assign a Confirmation Team but do not attach any QA Checklist
  • Assign a Confirmation Team and attach a QA Checklist, but do not assign any Confirmation Team
  • Assign a Responsible Team, assign a Confirmation Team and attach a QA Checklist

Depending on the setup you choose for your Activities, different statuses will be available for them. Also, Activities which have a QA Checklist attached will lead to the user seeing those Checklists when reporting progress through the Today app.

Let’s now review each of the fourth cases in more detail.

 

Assign a Responsible Team but do not  assign a Confirmation Team and do not attach any QA Checklist

With this setting, the activity status will be reported by the Responsible Team without further quality assurance.

  • The status of the activity will only show the 3 stages reported by Responsible Team: “not started”, “work started”, “finished”.
  • The QA checklist will not pop up in the Today app.

 

Assign a Responsible Team and assign a Confirmation Team but do not attach any QA Checklist

This setting will request the Confirming Team to simply “Confirm” the status of the activity. Keep in mind that an activity could only be “Confirmed” after being marked as “Finished”.

  • The status of the activity will show the 4 stages: “not started”, “work started”, “finished” (reported by the Responsible Team) and “confirmed” (reported by the Confirming Team).
  • The QA checklist will not pop up in the Today app.

 

Assign a Confirmation Team and attach a QA Checklist, but do not assign any Confirmation Team

This setting will prompt the attached QA Checklist to the user reporting progress to the corresponding activity. However, the status of the activity and the related list of items will not be “confirmed” by the Confirming Team.

  • The status of the activity will only show the 3 stages reported by Responsible Team: “not started”, “work started”, “finished”.
  • The QA checklist for Responsible Team will pop up in the Today on “work started” and “finished”.

 

Assign a Responsible Team, assign a Confirmation Team and attach a QA Checklist

This setting will prompt the attached QA Checklist to the user reporting progress to the corresponding activity. Once that the checklist is filled out and submitted, an email notification will be sent out to the Confirming Team. This team will then “Confirm” the information reported by the Responsible team.

  • The status of the activity will show the 4 stages: “not started”, “work started”, “finished” (reported by the Responsible Team) and “confirmed” (reported by the Confirming Team).
  • The QA checklist for Responsible Team will pop up in Today on “work started” and “finished”.
  • The QA checklist for Confirming Team will pop up in Today on “confirmed”.
  • The Confirming Team will see all QA checklist answers of Responsible Team while on “confirming”.

 

 

 

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