Purpose:
Section titled “Purpose:”This work instruction will provide the steps needed to either add, modify, or delete a child priority to an existing company priority, or to add, modify and delete a task associated with the child priority.
Scope:
Section titled “Scope:”This WI applies to all priority owners tracking initiatives in the Align tracking tool.
Responsibility:
Section titled “Responsibility:”- Executives - responsible for ensuring the adherence to the WI and he use of the Align tool.
- Strategy Director - owner of all company initiatives and associated priorities, as well as the owner of the Align tool.
- Align Admins - responsible for the maintenance of the tool, managing users, and training on the use of the Align tool.
Completion Criteria:
Section titled “Completion Criteria:”A child priority and all associated tasks have been completed to meet the conditions of satisfaction of the priority.
Records:
Section titled “Records:”There are no records associated with this WI or the creation, modification, or deletion of a child priority or task.
Steps:
Section titled “Steps:”Preface: All priorities, child priorities, and tasks associated with the priority need approval from the Strategy Director.
All COMPANY PRIORITES are owned by the Strategy Director. No priority or child priority should be removed without the consent of an Align Administrator. Prioirities and tasks should be the output of a quarterly planning meetings, monthly update meetings, or the annual planning meeting.
To add a priority or task, open the Align tool and click on the “priorities” tab from the left navigation menu. All company priorities are marked as such with a yellow tag, “COMPANY PRIORITY”
Section titled “To add a priority or task, open the Align tool and click on the “priorities” tab from the left navigation menu. All company priorities are marked as such with a yellow tag, “COMPANY PRIORITY””Add a NEW child priority
Section titled “Add a NEW child priority”To add a NEW priority to an existing company priority (which will become a child priorty) click “Add Priority” OR An alternative is to open the parent priority and click on the ellipses to “Add Child Priority” and follow the same setup steps
- Priority Name - keep it simple
- Owner - select from the dropdown list
- Owner will be responsible for maintaining the accuracy of the child priority and all associated tasks
- Parent Priority - select from one of the existing company priorities
- Begin typing to locate the correct parent priority
- Annual Initiative - DO NOT USE
- Description - add details regarding the purpose of the priority, the desired outcome, as well as defining a successful completion
- Tags - do not use Admins will maintain tags
- Company Priority - do not click
- Visibility - leave default to Everyone
- Select a priority status
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KPI Driven - add a starting, current and target level.
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The target level will be calculated to 100% regardless of the value
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Select KPI calculator types from the KPI unit dropdown, or
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Rollup - should only be used if there will be a child within a child priority
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Try to avoid this type, or
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Task Driven - used where there is a list of tasks or milestones that need to be accomplished to remain on the priority timeline.
-Note: all measurement types will rollup to the parent and will change whenever a priority or task is added, deleted, or marked complete.
- Comments - add any additional comments regarding the progress or obstacles preventing completion
- Click save
Add a task to a child priority
Section titled “Add a task to a child priority”Open the child priority and select “Edit Priority” or “Add/Edit Tasks” from the ellipses and provide the following:
- Click “Add Task”
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Short Task Name - enter the name of the task beginning with the LAST task, the task that indicates the conditions of the priority have been satisfied, i.e., Users are trained
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Due Date - enter the due date (due date needs to be within the same quarter)
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Do not mark “Mak this a recurring task”
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Assigned to - use the dropdown to select the owner
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Do not click on “Assign o All Users” or “Assign to Admins”
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This is performed by the Admins
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Align to a Priority - check to be certain the correct prioirty was selected
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Sync Category - can be used to sync tasks to MS Planner
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Ask Admin for details on how to sync through Power Automate
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Visibility - the visibility on a company priority cannot be changed
Notes - add any notes to support the purpose of the tasks, crieria for marking it complete, etc.
- Click Save and continue the process to add all tasks or milestones needs to meet the completion criteria for the priority.
Edit a Task
Section titled “Edit a Task”To mark a task as complete, change the details, or remove a task:
- Following the steps above to add a task, a task can be edited by
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If task is complete, check the box
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If task needs to be edited, click the pencil icon and make edits following the steps listed above
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If task needs to be deleted, clcik the trashcan icon.
- Click Done Note: As a task is added or removed, the overall score of the child and the praent will change.
Process References:
Section titled “Process References:”- Create a relationship back to related process. Note: Please add KB relationships to core process, process, SOPs or other WIs on the right.