How Do You Configure WRICEF In KTERN.AI?

How Do You Configure WRICEF In KTern.AI?


To effectively govern WRICEF development, it's essential to understand the process of creating and maintaining these components within KTern.  

I. Transformation Hub - Backlog

  1. WRICEF Creation as Backlog 

    To effectively govern the WRICEF development process in     KTern, you should first configure the WRICEF objects that need to be managed in KTern using the KTern Backlogs.  
    1. To configure these objects, click on the sidebar > Expand the Transformation Hub menu > click on Backlog.  

    2. You will now see the Backlog window. Refer to the image below. 



    3. Create a new Backlog by clicking on the "+" icon.  

    4. After the drawer opens, fill in the required details.


         
    5. For adding the reference click on 'i' button and click on  "Update".

    6. Add the reference by clicking on the References tab. i.e. Finance, MM, etc., This is necessary to track module-wise progress in the dashboard.
          

    7. Click the Submit button to create the backlog.

    8. Similarly, create all the WRICEF objects that need to be monitored as backlogs in KTern.

    9. Now, you will be able to view all the created WRICEF (Workflow, Reports, Interfaces, Conversions, Enhancements, and Forms) objects under the "User Story" tab. Refer the image.
          

  2. WRICEF Update/Delete

  1. To edit, update, or add additional information for a specific WRICEF object, simply click on the "i" icon.  



  2. This action will open a drawer where you can modify various aspects of the object, such as its title, description, participants, business owner, and more.  

  3. Additionally, you can include references by clicking on the "References" tab within the side panel of the drawer.  



  4. Furthermore, you have the option to engage in discussions, attach files, and include wiki notes by accessing the corresponding tabs available in the drawer. 

  5. After making the necessary updates to the fields, click on the "Submit" button to apply the changes and update the information accordingly. 
      
  6. If you wish to delete a WRICEF object, simply locate the "Delete" option within the drawer interface and click on it. This action will remove the WRICEF and its configurations. 



II. Clone and Create
  1. Workbook - Introduction

    The KTERN workbook functions as a spreadsheet-like view, resembling Excel, where all tasks are meticulously organized within their respective phases, work packages, and status categories. Its primary purpose is to facilitate seamless task management, allowing users to efficiently add, assign, and update task statuses.



    1. In certain scenarios, especially when dealing with module-specific tasks or process intricacies, a need arises to plan tasks across multiple practice areas (Finance, MM, PM, etc.) or within various process steps. This granular level of planning is crucial for effective project execution.

    2. Rather than laboriously adding tasks one by one, KTERN’s Clone and Create feature comes to the rescue.

    3. By leveraging this functionality, users can swiftly replicate and adapt tasks, significantly reducing the time and effort required for comprehensive planning. 

  2. Divide WRICEF Tasks by utilizing Clone & Create

    The main use of “clone and create” is to create process activities by linking the project plan and Backlog (WRICEF) / GSI. This helps with a reduction in time consumption on creating tasks with redundant names under each phase. This allows you to create tasks with unique names, rather than duplicating the tasks with the same set of names, under different phases.

    1. In the Project Hub, you should get into the Clone and Create page. Here, you must follow three major steps to create the process activities namely:

      1.  Create Simulation Template 

      2. Select Items 

      3. Create the Updated Simulated Items 

    2. Create the Updated Simulated Items 

      1. Click on the username present in the top right corner. Get into Project settings. 



      2. On clicking the “Create a New Template” a new screen will be appearing towards the bottom part. 



      3. Name the template and add the format of the items to be created.  



      4. Under rules, KTern allows you to choose certain rules that can be applied during the creation of items. The user needs to choose the value as link item A or link item B to which the user wants to apply the above rule. 

      5. Please refer to the sample template named "WRICEF Implementation" for a detailed breakdown and understanding. You can give any descriptive name that aligns with your project context.  

      6. Within the "Create Item" text box, specify the naming format and indicate which linked item should be referenced. For example, "WRICEF Implementation @Link-Item A - @Link-Item B" denotes a WRICEF Implementation Purchase Order Workflow - Finance. 



      7. Conditional rules dictate actions based on selections. For instance, selecting "Assign owners based on owners of Link-Item B" ensures that the owners of Link-Item B are assigned to the newly created items.

      8. Similarly, other rules such as "Assign dates based on parent dates of @Link-ItemA" and "Assign parent Items based on @Link-Item A" streamline the process further by automatically assigning dates and parent items based on specified parameters.

      9. You have the flexibility to create your own templates in a customized manner, tailoring them to meet your specific project requirements and workflows. 

    3. We will cover the steps "Select Items" and "Create the Updated Simulated Items" in the upcoming section titled "Divide WRICEF Tasks by utilizing Clone & Create." This section will provide detailed guidance on how to proceed with these actions using the Clone & Create feature effectively. 

  3. Subdividing Tasks into Granular Levels with Clone & Create (Day-wise)

    Now that we have the Clone & Create (C&C) template prepared, along with the high-level project plan and configured WRICEF development objects in KTERN, we can proceed to subdivide these tasks into a granular level. This involves breaking down the project plan into more detailed tasks corresponding to each WRICEF object.     
       

    1. Select Items 



      1. In the "Select Items" section, you will find two divisions for selecting link item A and B. Follow the numbered sequence in the image provided below. Begin by clicking on "Link Item A (1)."  

      2. From the dropdown menu, select "Project Plan (2)" and then choose "Task L2 (3)" from the second dropdown. In our case, we are subdividing the task "WRICEF Development (4)," but this may vary based on the task you are targeting.  

      3. Select the checkbox by search for the specific task or expand the options to locate it. Once identified, select the task by checking the checkbox and then click on the right arrow (5) to proceed. This completes the selection for work item A. 

      4. Next, proceed to select work item B by clicking on "Work Item B (6)."



      5. Similarly, in the first dropdown menu, keep the value as "Backlog (7)" since this is where our WRICEF Objects are configured.  

      6. Then, in the second dropdown menu, select "User story (8)." Here, you can choose the work items you want to subdivide (9).  

      7. After selecting the desired work items, click on the right arrow (10). The items displayed on the right side represent the final selection of work item B. 

    2. Create the Updated Simulated Items 

      1. Now, in the third step, scroll down slightly and locate the section where you can select the template created in the first step.  

      2. In our case, it is titled "WRICEF Implementation." You have the option to preview the template by clicking on the rocket icon. Once you've reviewed it, click on the template to select it. This will ensure that the selected template is applied. 



      3. Under the "Update the Simulated Items" section, you can preview the tasks that are about to be created. Take note of how these tasks are generated according to our configured template.  

      4. As per the rules defined during the template creation, you'll observe that tasks are created with Parent Name/Owner/Planned From/Planned To dates based on the work items A or B.  

      5. If any details are missing or require modification, you have the option to use the "Quick Fill"[13] feature to fill in the necessary information.  

      6. Once you have verified everything in the preview pane, click on "Submit"[16] to initiate the creation of the tasks. You’ll get the toaster message saying, “Simulated Items created successfully”, this ensures that the tasks are generated accurately and in alignment with the specified parameters. 

    3. Indeed, this example provides a glimpse into the efficient task subdivision process facilitated by Clone and Create. It demonstrates how tasks can be subdivided swiftly and accurately using predefined templates and rules. By leveraging this functionality, you can create hundreds and thousands of tasks within a matter of minutes, significantly accelerating project planning and execution. This scalability and efficiency empower project teams to manage complex projects with ease, ensuring timely delivery and optimal resource utilization. 

  4. Cloned & Created Tasks in Workbook

    1. In the workbook, tasks created using Clone & Create are identifiable by a counter icon located on top of the tasks. Refer to the image below for visual guidance. 



    2. By clicking on this icon, you can view all the tasks created using Clone & Create in the workbook view.  



    3. Here, you can observe that we have created two tasks, both of which belong to the Realize phase. This is indicated by separate tags associated with each task. By clicking on each tag, you can view the tasks that were created using Clone & Create within the Realize phase.  

  5. Cloned & Created Tasks in Board 

    1. You can also see the cloned and created tasks in Boards by clicking on Transformation Hub > Boards.



    2. On this page, click on the C&C Boards tag. 

  6. Tracking overdue WRICEF development tasks

    1. In the workbook, clone and create task drawer, if you click on the 'overdue' tag, the overdue tasks will be filtered out. Here, you can monitor overdue items.




    2. In the Boards View, you can also see overdue items by clicking on the overdue tag. 



III. WRICEF Development Tracker Dashboard (TBD)  You can effectively manage all aspects of WRICEF development through detailed KPIs and statistics using the WRICEF Development Tracker dashboard. To access this dashboard, you can navigate by creating a portfolio for your desired project. The WRICEF Development Tracker dashboard covers several key performance indicators (KPIs), including: 
  1. Overall Stacked Bar Chart - Priority Wise Status Breakdown (TBD): This chart provides an overview of the status breakdown based on priority, allowing you to visualize the distribution of tasks across different priority levels.

  2. Overall Stacked Bar Chart - Type Wise Status Breakdown (TBD): This chart offers insights into the status breakdown categorized by WRICEF types, enabling you to understand the distribution of tasks based on their nature. 

  3. GSI Based Table (TBD): This table displays columns such as GSI Title, Total number of WRICEF, Parent column WRICEF Type, and Child columns representing the status. It provides a comprehensive overview of WRICEF development based on the GSI (Global Service Instance).

  4. Resource Based Table (TBD): This table includes columns such as Name, Total number of WRICEF Parent Column, Planned vs. Actuals, and Module. Additionally, the table utilizes color highlighting to indicate discrepancies between planned and actual values. This resource-centric view allows for effective resource allocation and management.
By leveraging these KPIs and statistics provided by the WRICEF Development Tracker dashboard, project managers and stakeholders can gain valuable insights into the progress and performance of WRICEF development activities. This enables informed decision-making and enhances overall project governance and efficiency. 

Note: For any support/queries reach out to supporthub@ktern.com 

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