Managing all Project Activities

Objectives

After completing this lesson, you will be able to:

  • Describe how to create an actionable task list from SAP Activate roadmaps
  • Outline how Analytics in SAP Cloud ALM helps you to gain transparency in your project

Recommendations for the Management of all Activities During Build

As an HR IT Project Manager, Paula knows from her previous jobs that the use of multiple disconnected tools is one of many reasons why implementation projects fail. She remembers one of her last meetings with Alexander in which Alexander pointed out that there is no need to re-invent the wheel and that he recommends using SAP Cloud ALM Project Management. In that meeting, he has also explained the different phases of a project (such as Prepare, Explore, Realize, Deploy, Run) and has pointed out that these phases should not be mixed with the four steps from process perspective (Design, Build, Test, Deploy).

As there are many different tasks that need to be coordinated during the implementation project, Paula is concerned about how to successfully manage all of the project activities. Therefore, she meets Alexander again.

Manage All Build Activities

Alexander explains that the main tasks during the Build step are the setup of the system landscape and the work on the delta requirements that have been captured during the fit-to-standard workshop.

He points out that SAP ships project templates which are predefined sets of tasks that help customers such as Dreams without Limits accelerate their implementation. When Paula creates a project from a project template, the project acts as a container that helps in reporting and managing information. Paula can then define phases and milestones and, to use Agile methodology, she can create sprints that are aligned with the Realize phase of the project.

Next, Paula wants to know how she and her team should realize the requirement that they have collected during the fit-to-standard workshop.

Alexander points out that requirements can be broken down into user stories and tasks.

  • A user story is a user need that needs to be fulfilled to provide a business value. It may or may not have an associated requirement. Alexander recommends that, when the customer want to use Agile methodology, they create a sprint schedule and assign user stories to sprints. User stories should then be created in such a way that they can be finished in one sprint.
  • A task is an activity that is to be executed by a project member.

Alexander recommends that Paula reads the blog Creating User Stories and Sub-Tasks in SAP Cloud ALM to learn more about user stories.

Note

SAP Readiness Checks allow an existing SAP system to be analyzed for a specified scenario, which can then help to scope and plan the customer's projects. There are different types of SAP Readiness Checks, such as SAP Readiness Check for SAP S/4HANA Upgrades (SAP Note, requires SAP Universal ID) and SAP Readiness Check for SAP SuccessFactors Solutions (SAP Note, requires SAP Universal ID). Results from an SAP Readiness Check can be exported to a format that is understood by SAP Cloud ALM. These checks can be run by selecting Task SourceSAP Readiness Check. For more information on SAP Readiness Checks, see the corresponding Online Documentation on the Help Portal.

At the end of this meeting, Alexander hands over to his colleague Carl Consultant to support Dreams without Limits during their implementation project. During this project, Carl needs to work closely with Peter Process, the Business Process Expert from Dreams without Limits.

Creating an Actionable Task List

The next day, Paula meets Carl to discuss the concept of tasks. She asks Carl what exactly a task is in the context of SAP Cloud ALM.

The answer from Carl is quite simple:

Tasks Created from Scoping

Carl continues that SAP Cloud ALM preloads the task list with minimal setup tasks. These tasks appear as soon as the project is created. They carry instructions on how to perform the required steps and they may include navigation links to the appropriate application screens.

He explains that there are also manually created project tasks, as well as predefined template tasks from SAP Activate with predefined descriptions and, potentially, predefined accelerators. Tasks can be distributed to pre-delivered project roles, which makes it easy to filter for them based on team, person, or role assignment.

Hint

Based on the scoping, tasks dynamically appear or disappear. For every scope that is created, specific tasks are generated that help the customer in managing the scope lifecycle. These tasks can be found by selecting Task SourceScoping or selecting the created Scope.

In addition, tasks can be used to track approved requirements to completion.

Working with Tasks

But Paula wants to know more about how to work with tasks.

Carl explains that SAP Cloud ALM offers the Tasks tile which opens the task list. The purpose of the task list is to quickly see multiple tasks. The Filter functionality at the top allows you to narrow down the selection. The results can be viewed either as a list or in a Gantt chart. Both the filter options and the result list can be adapted according to the customer’s needs.

He continues that, although the task list is by default grouped by deliverable, Paula can group the task list by multiple dimensions, such as source, status, or priority.

In addition, the task list allows Paula to set values for key attributes (such as a change of the status of a task or the assignment of a deliverable – which is a grouping of tasks that together create an outcome). When a task has a predecessor, this is shown by an icon. The status of the predecessor task can be seen by clicking on the icon.

Note

Dependencies act as soft guidance and not hard constraints, which means that Paula can ignore dependencies and perform subsequent actions if project circumstances demand this.

Carl continues that Paula can navigate from the task list to task details. And she has easy access to analytical reports.

Paula interjects that the task list may become quite long and confusing and she asks how she can get a better overview of the upcoming tasks for example to prepare for meetings. Carl points out that the Tasks app offers a Cards view that provides a visual overview of all tasks (sorted by status) which provides a structuring help and a drag and drop status change.

Use Cases for Task Management in SAP Cloud ALM

Assigning the Task for Scheduling the Fit-to-Standard Workshop

Gain Transparency of Your Project

As HR Analyst, Anna wants to support Paula to get transparency of the implementation project at Dreams without Limits. Therefore, she is interested in the integrated analytics that SAP Cloud ALM Project Management offers as well. Together with Paula, she asks Carl for a meeting to discuss this topic. As Joana Junior is to assist Carl during the project, and as Joana will work together with Anna, Carl decides to invite Joana for this meeting as well.

Gain Transparency of Your Project

Carl points out that SAP Cloud ALM for implementation provides integrated analytics functionality to cover the different needs of end-users working with applications. This allows the following:

  • Paula, as project manager, can track the overall project progress and get an overview of the current project status.
  • All project members can distribute their work based on roles and to identify the next steps.
  • Tess, as test manager, can manage the test preparation and execution.

Joana continues that a good and meaningful dashboard is essential to make it easier for all project members to understand KPIs and their impact on implementation project.

  • The Overview Page offers an aggregated and organized view of all aspects of the project in one location. From here, Paula and Anna can analyze the real-time project execution data and, with that data, ensure a successful project execution. They can also drill down to critical KPIs and identify bottlenecks and blockers.
  • The Analytics app ensures traceability from processes, requirements, tasks, tests, down to the deployment to production. For example, Anna and Paula can use Requirements Traceability to ensure that all requirements are properly implemented, tested and ready for deployment. Or they can use Process Traceability to get insights into readiness from a process perspective.

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