Previously, the Adaptive Insights Process Tracker was only available for Adaptive Consolidation customers. But as part of the 2014.1 release of the Adaptive BI & CPM Suite, the Process Tracker is now also available for use within Adaptive Planning, meaning customers can now leverage Process Tracker capabilities during budgeting and forecasting processes. So what exactly is the Process Tracker, and how can you use within your business?
What is Process Tracker?
Process Tracker is a new task management feature that allows individuals to assign tasks to themselves or other users and track their progress as part of a larger integrated process. Administrators can track the progress of tasks through to completion.
Process Tracker will increase accountability, involvement, and collaboration across all your processes.
The task based approach to managing your plan will eliminate the need to manage the process using a schedule documented in a spreadsheet or MS Project Plan.
Process Tracker groups Tasks into a Process, which is a set of tasks required to reach an outcome. Tasks can be copied from one process to another, avoiding the need to re-create the same tasks for each recurring process such as monthly financial forecasts.
How to get started using Process Tracker?
We recommend using Process Tracker as soon as you possibly can in order to benefit from the ability to manage a process to closure. However, if you are in the middle of a forecast or budget as at the time of release it would be sensible to wait until your current plan is complete and get it set up for the next one. To get started, complete the following steps:
1. Ask each user to upload a photo or avatar. This is done in the settings section found in the top right hand corner of any screen as shown below. 2. Create a new process for the next plan that you are creating. For example, if these tasks will result in the creation of the Q1 2014 forecast create a process called “Q1 2014 Forecast”. This is performed by selecting Create Process from the pick list as indicated below found in the top right hand corner of any “Processes” form.
3. You then create tasks under the new process. Most organisations have a documented schedule that is followed for each budget and forecast. Take each task from this schedule and create an equivalent task in Process Tracker. There are 3 types of tasks that can be created. You must select the version first for both Level and Sheet workflow tasks.
A. Standard Task – tasks that are not linked to any other component or action in Adaptive Planning. They are typically tasks such as “review plan xyz”, “create version”, “upload actuals”, or “communicate with users”. Standard tasks are assigned directly to individual users and can be updated y that user.
B. Level Workflow Task – tasks that are linked to a level in workflow. They are typically tasks such as “complete the forecast for Sales North”. They are not assigned directly to an individual as the workflow feature and the entity structure controls who can complete this task. When the level workflow task is completed in workflow, this task is automatically completed in process tracker.
C. Sheet Workflow Task – as per level workflow tasks, these tasks are linked to the assumptions sheets referenced in the workflow feature as shown in the diagram below. When the assumptions sheet is updated as per the workflow feature, this task is automatically completed.
4. When creating the next process that requires the same tasks (or similar) simply ‘Add tasks from existing Process’ and select the relevant process from the pick list indicated below.
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GK Horizons provide agile and affordable budgeting & forecasting, financial consolidation and business intelligence solutions for mid size companies to large enterprise, across a variety of industry types. Follow Matthew Grove and GK Horizons on Twitter for more cloud technology information and updates.