How to Create and Manage Project-Process Activities Efficiently in KTern?

How to Create and Manage Project-Process Activities Efficiently in KTern?


  1. The main use of “clone and create” is to create process activities by linking the project plan and GSI.

  2. This helps with a reduction in time consumption on creating tasks with redundant names under each phase.

  3. This allows the user to create tasks with unique names, rather than duplicating the tasks with the same set of names, under different phases. It saves time and ensures that everything is included.

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

    1. Select Items

    2. Select Simulation Template

    3. Update Simulated Items

STEP 1: Create or Update a Process Activity Template in KTern's Project Settings

  1. After logging into KTern and launching your desired project, click on username avatar and select Project Settings.





  2. Go to the Templates section, which by default will land on the "Create a New Template" tab.

  3. Create a New Template:

    1. Inside the Create New Template tab, navigate to the "Tasks" tab.



    2. Under the Create Items field and Apply Conditional Rules field, input your required formulas. Ensure to append any necessary words before applying the formula for linking Item A and Item B. Proceed by clicking the "Create" button.



  4. Update the Template:

    1. To update the process activity name or formulas, click the Update button.



  5. Navigate to Clone & Create

    1. Once completed, expand the Transformation Hub by clicking on the hamburger icon and select Clone & Create.



    2. This structured approach ensures process activities are created systematically, reducing manual effort and saving valuable time.

STEP 2: Select Items
  1. Click Link Item A

    1. Choose “Project plan,” and map it with any of these work items as per the requirement: Phase, Work Package, Task L1, Task L2, Task L3, Task L4.



    2. This structured approach ensures that important phases and tasks are discussed and tracked in direct relation to project deliverables, without any loss of time.

    3. After choosing the work items, select the greater-than symbol (>) to move the chosen items into the selected items list on the right side.





    4. As shown in the image below, use the “Select All” icon to select or deselect all the work items.



    5. If only certain items need to be included, deselect the checkboxes of the work items that are not required.



    6. After deselecting the respective items in the selected list, you can remove the items by clicking the delete icon. If all items need to be removed, click the “Select All” icon and then press the delete icon, as illustrated in the image below.  The items will be deleted, as shown in the image below.





  2. Click Link Item B

    1. Choose “Global Scope Item,” which can be mapped to one of the following work items: Line of Business, Process Group, Scope Item, Scope Item Variant, or Process Step.


       
    2. Select the necessary process activities according to the steps outlined for selecting in Link Item A.

STEP 3: Select Simulation Template

  1. In the templates below, you can choose your required template or create a new one. Click the launch icon associated with the respective template to access the rule.



  2. Choosing the Available Template

    1. If you want to select the New Default Template, click the icon located near the launch icon, as shown in the image below.



STEP 4: Update Simulated Items

  1. After selecting the template, a list of tasks (where the project plan and process activities are cloned) will appear in the table.

  2. Use the "Quick Fill" feature to fill the following columns in a single click: Parent Name, Assign To, Planned From, Planned To.  Once the necessary fields are filled, the data is automatically applied to all the rows under the selected parent task. 





  3. The Quick Fill feature accelerates the process by populating common fields, ensuring consistency across tasks while reducing the number of clicks required. 



  4. To provide specific data to a particular set of line items, use the filter to isolate those line items.

  5. Once filtered, apply the "Quick Fill" feature to enter the desired data for the selected items. After updating, click "Select All" in the respective filter to display all the data again.





  6. Once the project-process activities are created, a pop-up message will appear saying, “Simulated Items saved successfully".



STEP 5: Boards

  1. Navigate to the Boards page by expanding the "Transformation Hub."



  2. The newly created project process activities will appear here, displaying the parent task you provided as the board name. You can search using the board name and inline edit the task statuses.





  3. For more information, refer to these two links related to boards: 

    1. How to Manage Process Activities Using Boards?

    2. How to Govern the Process Activities Using Workbook?