Automation Phase and Status

Automation Ideas

An idea shared via employee-driven or CoE-driven path needs to go through sequential steps for an idea to become an automation live in production. During this journey, the Program Manager, the submitter, and collaborators, as well as the users following the idea, can track, and report its status to the various stakeholders so that appropriate decisions can be made.

Note:

The following users can update the phase and status of an idea as mentioned below:

• System Admins and Program Managers can update the phase and status for any idea.
• The user assigned with the Project Manager role in that idea can update it during the Implementation phases.
• Any custom role that has been assigned with the permission Update the Phase and Status of any idea.

Phases entail certain activities in order to have a robust and qualitative pipeline. Changes in phases or statuses are notified to the appropriate users so that they can take action and ensure ideas move forward through the life cycle.

Phases

Please find below a table containing the phases available for an automation idea as well as the trigger and a short description for each of them.

Phase Name	Trigger Type	Description
Idea	Automatic	The details of an idea are saved by the user.
Assessment	Automatic	When an automation idea in Idea - Awaiting review is approved. This phase is completed by the Process Owner who understands the task or process in detail. An idea is shared through the CoE-driven path by an authorized user.
Qualification	Automatic	When the Process Owners clicks Submit Assessment in the edit mode of the automation profile the phase is updated to Qualification.
Analysis	Manually	The Project Manager updates it from the Automation Profile - About page.
Solution Design	Manually	The Project Manager updates it from the Automation Profile - About page.
Development	Manually	The Project Manager updates it from the Automation Profile - About page.
Testing	Manually	The Project Manager updates it from the Automation Profile - About page.
Live	Manually	The Project Manager updates it from the Automation Profile - About page.

Statuses

Various Statuses can be associated with each Phase enabling enhanced granular tracking.

Please find below a list of the Statuses available for each Phase and the description of the trigger action.

Idea Phase

Status	Trigger
Awaiting Review	The user clicks Share idea in the Review screen of the shared an idea journey. The Automation Profile Page is created at this point.
Duplicate	The Idea Approver clicks Mark as duplicate for an idea. This status marks it as being a duplicate of another idea.
Rejected	The Idea Approver clicks Reject for an idea. A reason for the rejection needs to be selected. The below options are available: Inadequate for idea Requires edits Contains dummy information Other
Archived	Updated when: The Idea Approver clicks Archive for an idea.

Note: The above Status updates can also be performed by the Program Manager or by a custom role that has been assigned with the permission "Update the Phase and Status of any idea".

Assessment

Status	Trigger
Awaiting Review	An idea is shared through the CoE-driven idea flow by an authorized user.
Not Started	This is set when the Idea Approver approves the automation.
In Progress	The Process Owner clicks Save in the edit mode of the automation profile page.
On Hold	The Program Manager edits the Status to On Hold from the edit mode of the automation profile page - Phase Status dropdown, for an idea in the Assessment phase.
Postponed	The Program Manager edits the Status to Postponed from the edit mode of the automation profile page - Phase Status dropdown, for an idea in the Assessment phase.
Rejected	The Program Manager edits the Status to Rejected from the edit mode of the automation profile page - Phase Status dropdown, for an idea in the Assessment phase.
Archived	The Program Manager or System Admin clicks Archive in the the edit mode of the automation profile page. This is applicable for ideas in the Assessment phase - status Awaiting Review, Not started, In progress, On Hold.

Qualification

Status	Trigger
Awaiting Review	The Process Owner clicks Submit Assessment from the edit mode of the automation profile page This is applicable if the Submitter did not choose the Major change expected option for any of the first 2 questions from the Detailed information section.
On Hold	The Program Manager or System Admin selects a batch of ideas that are in Qualification with Awaiting review or Approved status and moves them to Qualification with On hold status by clicking Put on hold. This is applicable to ideas for which the Board decided to revisit at a later date. This can be easily done in the Decision Pipeline view.
Approved	The Program Manager or System Admin selects a batch of ideas that are in Qualification with the Awaiting review or On hold status and moves them to Qualification with Approved status by clicking Approve. This is applicable to ideas for which the Board decided to move towards implementation. This can be easily done in the Decision Pipeline view.
Rejected	The Program Manager or System Admin selects a batch of ideas that are in Qualification with Awaiting review, On Hold or Approved status, and moves them to Qualification with the status Rejected by clicking Reject. This is applicable to ideas for which the Board decided to stop the process. This can be easily done in the Decision Pipeline view.
Archived	The Program Manager or System Admin clicks the Archive button from the edit mode of the automation profile page. This is applicable for ideas in the Assessment phase - status Awaiting Review, On Hold, Approved, or Rejected. This can be easily done in the Decision Pipeline view.

Analysis, Solution Design, Development, Testing

Status	Trigger
Not Started	Manually updated by the Project Manager in order to mark that the automation development is not started.
In Progress	Manually updated by the Project Manager in order to mark that the automation development is evolving as expected.
Cancelled	Manually updated by the Project Manager in order to mark that the automation development is canceled.
On Hold	Manually updated by the Project Manager in order to mark that the automation development is put on hold.
At-Risk	Manually updated by the Project Manager in order to mark that the automation development time frame may be delayed.
Delayed	Manually updated by the Project Manager in order to mark that the automation development time frame is delayed.
Completed	Manually updated by the Project Manager in order to mark that the automation development is completed.
Archived	The Program Manager or System Admin clicks the Archive button from the edit mode of the automation profile page. This is applicable to ideas in any of the above-mentioned phases, and status.

Live

Status	Trigger
Ready for Production	Manually updated by the Project Manager in order to mark that the automation development is done and it is ready for the last updates before being published.
Hypercare	Manually updated by the Project Manager in order to mark that the functionality of the automation is being monitored before being published. If some details need attention, troubleshooting and issue fixes are applied.
In Production	Manually updated by the Project Manager in order to mark that the automation is published.
On Hold	Manually updated by the Project Manager in order to mark that the automation requires additional input or resolution from a third party.
Archived	The Program Manager or System Admin clicks the Archive button from the edit mode of the automation profile page. This is applicable to ideas in any of the above-mentioned phases, and status.

Citizen Developer Automations

The automation shared by a citizen developer needs to go through sequential steps from submission to becoming Ready to Use. During this journey, the Citizen Developer submitter, the Business and Technical Reviewers, collaborators, as well as the users following the automation, can track, and report its status to the various stakeholders so that appropriate decisions can be made.

Phases entail certain activities in order to have a robust and qualitative pipeline. Changes in phases or statuses are notified to the appropriate users so that they can take action and ensure automation moves forward through the life cycle.

Phase	Description
Business Review	This Phase enables the Business Reviewers to push forward automations created by the Citizen Developer Self User and select which automations are worth being endorsed for a Technical Review.
Technical Review	This Phase enables the Technical Reviewers to push forward automations by identifying any code quality issues and seeing it to the Development phase, if the case.
Development	This Phase enables the Citizen Developer Power User to select which automations they want to work on and complete the development.
Live	This Phase enables the Technical Reviewers to approve automations for wider use.

Statuses

Various Statuses can be associated with each Phase enabling enhanced granular tracking. Also, certain actions can only be performed when the automation is in a particular Phase and with a certain status in order to ensure the quality of the automation pipeline.

Please find below a list of the Statuses available for each Phase and the description of the trigger action.

Business Review Phase

Status	Trigger
Awaiting Review	The user clicks Share in the automation submission form. The Automation Profile is created at this point.
On Hold	The Business Reviewer selects the action Put on Hold from the Automation Pipeline table or from the Automation Profile - About page.
Rejected	The Business Reviewer selects the action Reject from the Automation Pipeline table or from the Automation Profile - About page.
Approved	The Business Reviewer selects the action Approve from the Automation Pipeline table or from the Automation Profile - About page.
Archived	The Business Reviewer selects the Archive button from the edit mode of the automation profile page.

Technical Review Phase

Status	Trigger
Awaiting Review	The Business Reviewer selects the action Move to Technical Review from the Automation Pipeline table or from the Automation Profile - About page.
On Hold	The Technical Reviewer selects the action Put on Hold from the Automation Pipeline table or from the Automation Profile - About page.
Rework Required	The Technical Reviewer selects the action Rework Required from the Automation Pipeline table or from the Automation Profile - About page.
Archive	The Technical Reviewer selects the Archive button from the edit mode of the automation profile page.

Development Phase

Status	Trigger
Not Started	The Program Manager approves the automation for Citizen Development Power User Work by selecting the action "Approve for Citizen Developer" work from the Automation Pipeline table or from the Automation Profile - About page.
In Progress	The Citizen Developer Power User selects the action Start Development from the Automation Pipeline table or from the Automation Profile - About page.

Live Phase

Status	Trigger
In Production	The Technical Reviewer selects the action Approve from the Automation Pipeline table or from the Automation Profile - About page.
Archived	The Program Manager clicks the Archive button from the Automation Pipeline table or from the Automation Profile - About page. This is applicable to automations in any of the above-mentioned phases, and status.