Updating release activities

The Tasks tab displays the tasks that are required to complete the activity. You can use task groups to manage an activity with many tasks, each having its own schedule, task assignee, and plan. For simpler activities, tasks are optional. Tasks are created and modified within the activity and are stored separately within the Tasks form.

A single activity can have an unlimited number of tasks. After a task is assigned to a support group or an individual, the assignee receives notifications to perform the various task activities when the activity reaches the Assigned status.

The task dates are also displayed on the Dates tab. Tasks, like activities, go through many status transitions as they progress. The status in which a task is created depends upon the status of the parent activity.

Your assigned tasks and task groups are listed in the Tasks and Task Groups table on the Activity form. Tasks are prefixed with TAS and task groups with TGR. You can also view tasks and task groups related to an activity from within the Tasks tab of the Activity form.

Adding task groups and tasks to activities follow the same steps as change requests. For more information, see Task-implementation-for-Change-Management.

To add work information to a release activity

Modify the activity with work history entries that you create during its life cycle to document the activities that are performed or information that is gathered. Use the Work Info tab to add work information regarding tasks performed on the current activity. For example, you can track an activity's progress by recording the steps that you took to implement it in the work history, or you can attach a detailed training plan as part of your overall release strategy.

As you track and supervise an activity, move it from one status to another, for example, from Assigned to In Progress. The activity should follow the stages in the recommended life cycle. If you have simple activities or activities that are already underway, you might see that the status is set to Pending or some other status. Also, categorize the work information about the activity (for example, General Information).

1. On the Release Management console, select the activity from the Change Requests and Activities table, and click View.
   The activity is displayed in the Activity form.
2. Make the appropriate changes.
3. Click the Work Info tab and perform the following steps:
   1. From the Work Info Type list, select the type of work information you want to add.
   2. From the Source list, select the source of this information. 
      Information sources can include, for example, email, system assignment, or the Web.
   3. Enter the details of your work information record in the Summary and Details fields.
   4. To add an attachment to the record, right-click in the attachment table and select Add from the menu that is displayed, or for browsers, click the Add button.

   5. From the Locked list, select Yes or No to lock the log.

      Warning

      If you select Yes, you cannot modify the work log after you save it.

   6. From the View Access list, select one of the following options:
      • If you want only users within your organization to see the entry, select Internal.
      • If you want everyone with access to the system to see the entry, including requesters, select Public.
4. When you finish updating the record, click Save. 
   The Save operation adds your entry to the work log history. If your user ID does not have permission to modify the record, the Save button is disabled. In this case, click the Add to Work Info History button to save the work info entry.
5. To see a report of the activities that you performed against this activity, click Report.

6. To display all the entries for work information history, click View.

   Important

   When you return to the Release Management console, refresh the Change Requests and Activities table to display all the modified records.

7. Click Save.

To add financial information to a release activity

Optionally, you use the Financials tab to enter the budget and actual costs for the activity.

1. Open the activity.

2. Click the Financials tab.

   

3. In the Budget Cost area, click Add to include an estimated cost for the activity.
   This field is read-only. You typically enter this information at the Planning stage of a release.
4. In the Costs dialog box, enter the relevant information in the following required fields:
   • Cost Center Code—The code name for the business unit or organization within the company that is charged for servicing the activity. The default cost center is the business unit to which release coordinator belongs, but you can modify it.
     When you select the cost center code, the Company and Cost Center Name fields display the values attached to the cost center code.
   • Cost Category—The category, which is automatically filled according to the application you are working in.
   • Related Cost—The currency rate selected from the list. Your administrator sets the available currencies.
5. Save your changes in the Costs dialog box.
6. On the Financials tab, click View to modify the budget costs.
   For information about using other fields on this dialog box, see Adding-and-modifying-costs.
7. In the Actual Cost area, click Add to include the final cost for the activity.
8. Click Save.