Kavi Help CenterKavi® Status Tracker Help
| Chapter 8. Kavi Status Tracker Setup | ||
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Part I. Kavi Status Tracker Concepts and How-To Documents | 
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Table of Contents
Here are general instructions that Super Admins can follow when configuring Kavi Status Tracker. This document describes the overall setup process and provides links to detailed Concepts and How To documents that can be consulted for more information on each component. As explained in Requirements and Initial Preparation, the requirements phase is easiest if you work from the top down, beginning with the top-level Project Types then drilling down to identify how the various Project Type components need to be configured. When you begin the actual Setup Process, you'll work in reverse, configuring the components first, then assembling the Project Types last.
Back to topTo begin, detailed requirements are needed to define the kinds of projects the organization wants to track, the states or stages that each type of project goes through during its lifecycle and the activities that occur during project development. Ideally, the requirements identify custom project data fields and activity data fields that need to be added. Kavi provides a requirements worksheet to customers, and if you have a completed copy of the worksheet, you may skip to Setup Process in the second half of this document.
If you haven't completed the worksheet or have questions about it, read whatever. This section describes basic data preparation and includes pointers to Concepts documents that explain the different components of the Kavi Status Tracker, such as Project States, data fields and Activity Types, and how these are assembled to build robust Project Types.
The requirements should be comprehensive, but it isn't necessary to cover every possible contingency before setup, since Project Types and components can be added later. On the other hand, you want to make sure that all the basic components are in place so that your activities can be tracked and reported on from day one.
Begin at the top by identifying which Project Types your organization wants to track, then drill down into the components of each Project Type, as described in the following sections. Project Types are project-tracking templates that include Project States, Activity Types and data fields. Kavi Status Tracker comes with three default Project Types as examples: 'Standards', 'Technical Report' and 'Revise Operating Procedures'. The set of Project Types used on your website may bear little resemblance to the defaults, but the defaults can serve as examples.
See the Concepts document Project Types and Project Tracking for more information.
Project States are an ordered series of states assigned to a project sequentially as the project passes from one phase to another, or crosses a significant threshold, during its lifecycle (e.g., 'Proposal', 'In Development', 'At Ballot', 'Approved', etc.). The list of Project States is displayed when a Project Type is added so that the Super Admin can select which Project States will be available for projects of that type.
See the Concepts document Managing Project States for more information on identifying and configuring Project States.
If the Submissions module is enabled on your website, the ANSI BSR-9 Submission form will be added automatically. Your organization may wish to have additional submission forms built to suit, such as a form to submit the finished document for publication. Consult Kavi or a Kavi-authorized channel partner for more information.
An Activity Type is a template used when scheduling or recording a project activity. When a user adds an activity to a project schedule, the user selects the activity and the activity data fields associated with this Activity Type are automatically installed.
See the Concepts document Configuring Activity Types for more information, including tips for keeping the list of Activity Types comprehensive yet streamlined.
Activity Types are associated with activity data fields so that the relevant information can be collected about each of the activities your organization tracks. The default Activity Data Fields are automatically associated with each Activity Type and are adequate for most purposes, but some of your organization's activities may require additional fields.
Kinds of Activity Data Fields
The Default Activity Data Fields are automatically assigned to every Activity Type.
For any Activity Type that needs an extra field, list that field in parentheses after the Activity Type. A data field can be used by more than one Activity Type.
Are there fields that should be included in displays of the project that have not yet been identified? Add these to the list.
Project Data Fields store information about a project, rather than its activities. There are only a few default Project Data Fields, so most project data fields on your site will be custom.
Kinds of Project Data Fields
General project metadata that is entered when the project is added such as title, description, etc.
Relationships between groups stored in the Kavi® Groups database and individual users stored in the Kavi® Members database and projects are established through data lookup fields. The default examples are 'Project Editor', which is used to select an individual from Kavi Members; and 'Owning Group' and 'Consensus Body', which is used to select a group (or groups) from Kavi Groups. These relationships can be used to confer administrative access on Project Recorders.
Data collected as the project progresses, such as a link to a ballot results report that is stored in Kavi Groups.
Data that is added after the document has been approved by the organization. These data fields commonly include information about submissions or publication.
Data fields that are needed for one or more project displays.
Users who are granted administrative access to a project can edit project state, other project data and manage project activities. The Status Tracker Admin has administrative access to all the organization's projects, but other kinds of users can be assigned as 'Project Managers' if desired. Project Recorders have administrative access to a specific project only. Access is configured through the Configure Status Tracker tool.
'Project Managers' may belong to a specific group that is associated with the project through Kavi Groups. Usually this is either the 'Owning Group' or the 'Consensus Body'. If administrative access is granted through a group's relationship to a project, the 'Group Chair' and 'Document Manager' (i.e., any group member with document management privileges) will have administrative access to the project.
An individual who has a relationship with the project, such as the 'Project Editor', may also be designated as a 'Project Manager'.
Decide whether 'Project Managers' should be allowed to delete a project or not.
For more information, see the Concepts document Access Control.
Kavi Status Tracker can be configured to display default and custom reports in the Members Area by selecting the reports in the Member Accessible Reports tool. Status Tracker Super Admins may add custom reports through the Report Builder tool or your organization may want displays that can't be generated through the Report Builder and need to be created by custom engineers.
Identify the audiences that the organization wants to see displays of its projects. This may include groups associated with the project, the organization's membership and the general public. Now determine what kinds of information should be presented to each of these audiences.
Determine which of these needs can be served through the default project and activity data reports, which can be served by building custom reports in the Kavi Report Builder and which must be custom engineered.
Perform these steps in order.
Any additional fields must be added by Kavi or an authorized channel partner before site setup begins because these fields are needed to configure Activity Types and Project Types, and can be used when setting Project Recorder access.
For more information, see the preceding sections Identify Activity Data Fields and Identify Project Data Fields.
Kavi or a Kavi-authorized channel partner can enable the submissions module and add any built-to-suit submissions you want on your website.
Set global configuration options and configure access through the Configure Kavi Status Tracker tool. For more information, see the instructions for the Configure Kavi Status Tracker tool.
For more information, see the preceding section Specify Administrative Access Rules or the Concepts document Access Control.
Click the Project States link on the Super Admin menu and use the Add a Project State tool to add the global list of Project States in the same order as those on the list.
For more information, see the preceding section Identify Project States or the Concepts document Managing Project States.
Click the Activity Types link on the Super Admin menu and use the Add an Activity Type tool to add the global list of Activity Types in the same order as those on the list. The default activity data fields are added for every Activity Type. Select from the custom activity data fields as needed.
For more information, see the preceding section Identify Activity Types or the Concepts document Configuring Activity Types.
Now you are ready to add Project Types. Click the Project Types link on the Super Admin menu and use the Add a Project Type tool to add Project Types. For each Project Type, select the Project States that apply. The default project data fields are added for every Project Type. Select from the custom project data fields as needed. Activity Types are selected as a separate step through the Edit Associated Activity Types tool.
For more information, see the Concepts document Project Type Configuration and Use.
The Kavi Report Builder tool is the easiest way to generate views. Custom reports can be crafted for display to audiences with different levels of access from groups closely associated with the project to the general membership to the public.
All that a Kavi Status Super Admin has to do to make a Kavi Report Builder report available in the Members Area is select it from the list presented in the Member Accessible Reports tool. The Super Admin can also configure custom reports if desired.
Additional views can be created by adding a Status Tracker tab in the Group Home area or built-to-suit displays for the public, etc.
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| Chapter 7. Project Type Configuration and Use |  |
Part II. Kavi Status Tracker Member Tools |