Action Item Statuses

Managing Expectations With Transparent Processes

In order to streamline the process for all action items, we’ve created statuses and workflows for each type of action item. The goal of the status is for you to quickly understand where we’re at with the action item so there’s no question about what we’re doing and when. With different types of action items going through different statuses, it’s important to review per action item type the statuses that are utilized specifically for that type of action item. No action item goes through all the statuses outlined below, but knowing the definition of the status is an important way for you to keep in the loop on what’s going on as your action items transition from status to status.

PLEASE CLICK ON AN ACTION ITEM STATUS BELOW TO LEARN MORE

Last Minute Priority

Last Minute Priority action items create drop everything situations. This action item status may force other scheduled work to not be completed. This status is often triggered by a customer emergency and relies on the entire team to shuffle priorities to accommodate. Last Minute Priorities need to be discussed openly in Scrum as schedules may need to be adjusted, and work completed needs to be catalogued, reported accordingly and possibly invoiced to the customer.

Estimate Development

Action items with this status require an estimate to be created. They are being worked on by our sales team for prompt reply with detailed outlines.

Waiting On Customer

Action items with this status are unable to be scheduled, planned or executed until further information is provided. Our team will communicate exactly what’s needed, schedule reminders should we not hear back from you and will continue to reach out to you so we can proceed

Sidebar Needed

Action items with this status require internal team meetings to review the details being requested for planning purposes or to review what next steps are needed in order to properly complete the action item. All Sidebar Needed meeting details are recorded and added to the project/action item for reference.

Execution Planning – TEN

Action items with this status are being evaluated and assessed by our team. On Mondays, all action items with time estimated in them are scheduled so deliverables can be communicated to customers. Only action items that our team 100% understands can have time estimated into them, and any action item that requires further information must have the status updated to either Sidebar Needed or Waiting on Customer.

To Be Scheduled

Action items with this status require no further details or explanation. Once action items are scheduled, our team will provide communication in regards to the estimated completion date, the estimated internal quality assurance date and the estimated customer quality assurance date. Simply log into the software for real-time access to the details.

Strategy Needed

Action items with this status require time for planning, action item scheduling, objective building, sales evaluation and/or project management. Strategy Needed action items are used to track project planning time, management time, building and development. In this status, our team is reviewing specific requests and creating defined strategies for customer review. Expect detailed responses with time and/or pricing outlining the next steps.

Planned To Do/Non-Priority

Action items with this status are planned to be executed at a future date and are considered non-priority.

Dev QA – Alpha Testing

Action items with this status are assigned to a team lead developer for a full quality assurance check. In this check, our team is reviewing each element of the work that was completed and preparing to send it to you for review.

Code Review

Action items with this status have gone back to the development team for review. This can happen after QA or could be part of a multi-stage process for completing the action item. This status means that we’re reviewing our own work before it goes out to you.

UX QA

Action items with this status are being reviewed by a front end developer who is checking the user experience and the view of the platform, getting it ready for you to internally review.

UX Application

Action items with this status are being reviewed by our development team and adjustments are being made to the UX to better align the front end of the software for you.

Demo Configuration

Action items with this status are being configured on your demo platform for review. There are many configurations of our software and at this point we’re configuring the application specifically for your review.

Internal Demo QA

Action items with this status are being prepared for your review. Before any completed action item is presented to you for review, it’s imperative that it goes through an internal review and gets checked for accuracy, styling, functionality, detail, etc. This is not a quick check; this is a full review of the requirements, ensuring that we’ve delivered on what’s been promised and providing the proper review material for you to do your own review with.

Internal QA

Action items with this status are being reviewed by our team and being prepared for your feedback. These action items can go back to the development team or UX team depending on the outcome of the QA. We want to ensure we’ve executed to the best of our ability before sending you anything to review.

Customer QA – Beta Testing

Action items with this status are ready for you to review and provide feedback on. All Customer QA is provided by our team on demo links, sent with detailed communication that ensures the work is 100% completed before anything gets pushed live. We will only take the next steps once we’ve received your feedback and approval to do so.

QA Dev Needed

Action items with this status are a priority and must be reviewed by the team who completed the work ASAP. When customers review our action items and aren’t satisfied with the work completed or determine there are missing elements to the work completed, the status QA Dev Needed is assigned. In this status, a scope review is completed by our team, ensuring that the notes provided for review are in fact within the scope of the action item details originally presented. If so, the work is done immediately. If there are scope additions presented by the development or communications team, a new assessment will be completed and communication will be provided.

Live Configuration

Action items with this status have been approved by the customer to go live and are being configured on the live platform for your final approval.

Internal Live QA

Action items with this status have been approved by the customer to be pushed live. The next step is for our team to QA all functionality and get it ready for final review on the live platform.

Customer Live Communication

Action Items with this status are pushed live and are ready for our project management team to send to you for a final review before the action item is moved to Done.

Customer Live QA

Action items with this status have passed our QA process and are ready for your review on your live platform. Our team will send communication when this step is ready to be taken and will schedule a follow-up email for the next week until you provide approval. We do not want to archive action items until you’ve approved them as complete.

Accounting

Action items with this status are ready to be invoiced or waiting on payment before they move forward. Action items remain in Accounting until payment has been received.

On Hold

Action items with this status will not be executed by our team. All On Hold action items will be removed from the schedule and reviewed before continuing forward. Often these can’t be executed until other action items are completed first, are simply not a priority and will be scheduled at a later date, or we do not have enough information to move forward at this time.

Future Development

Action items with this status are waiting to be scheduled. Often they require other work to be completed before this work can be actioned, or are non-priority action items that will be scheduled when they become a priority.

Done

Action items with this status have been fully completed and are waiting to be archived by our team. They will be logged to the project for ongoing and future review.