Actions are a broad and well-known concept. Generally, the main purpose of an action is to maintain control and ensure that the necessary work is completed. Examining the most common usage of an action, we see that it often arises from a specific reason and is directed toward achieving a defined goal. Delving deeper, we frequently observe that the progress of an action is tracked for traceability.
Note: In Systems Engineering, actions share notable similarities with measures and activities. However, this document focuses solely on actions.
For more information on measures or activities, refer to the following:
- Measures
- Activities
- Work Packages
For now, let’s explore actions in more detail…
Basic actions on projects
The model on the left illustrates a basic setup using only properties.
All the essential information and metadata requirements of the action can be accommodated within these properties.
Source
To understand the context of an action, we often observe that a source is provided, or the action is derived from a source. This source typically influences or explains the title, description, reason, and/or type of the action.
In this setup, actions are managed centrally, independent of their source. This approach allows users to access a complete overview of all actions. By setting up use cases, Power Users can, for example, generate an overview specific to each source.
This method is particularly streamlined because the action itself maintains consistent metadata and outgoing relations, regardless of the situation or source.
Note: This model supports actions with both multiple incoming and multiple outgoing relations.
Tip: Users can create actions directly from source elements using the “Relatable elements view” functionality.
Ownership / Responsibility
It is very common for an action to be linked to its initiator. This ensures that all users can identify and contact the appropriate person if they have questions or need additional information.
Initiator
In most cases, an action can have only one initiator. Therefore, a single relationship is used from the Action towards Person.
Executor(s)
When an action is registered, it is common to select one or more executors. These individuals are typically responsible for carrying out the action.
This model demonstrates a multi-relation setup, allowing an action to be linked to one or more executors.
Progress control
Tracking the progress of actions is a very common practice. Clear insight into the progression of actions ensures stable control.
Status and deadline
The most common way to track progress is by assigning a status value and a deadline to actions. Deadlines are typically represented as a date set by the user.
The status of an action usually includes values such as Open, In Progress, and Finished. In some cases, more detailed statuses are used, such as:
- Open
- To Be Planned
- Planned
- In Progress 25%
- In Progress 50%
- In Progress 75%
- Finished
Tip: The status property is a good reason to explore the Lifecycle functionality within Relatics.
Notes
Actions often include textual notes to inform users about various details or updates related to the action. This allows users to access a complete audit trail.
Combining this approach with status and deadline information enhances traceability significantly.
To-dos
Actions are always carried out by a person, who typically has access to the project workspace.
We increasingly observe users utilizing the My to-do functionality in Relatics to quickly view their personal workload. Actions are a perfect example of suited for My to-dos.
For more information on setting up such to-do definitions, refer to:
- Highlight personal tasks with My to-dos
- Relatics 6.4 Release Webinar (includes a chapter on My to-dos)
