Troubleshooting
How to Perform Certain Tasks
SDABITS UPDATING INITIATIVES
Initiaitves that will remain open need to be updated for the additional required fields in the new application http://SDABITS/ .
Note that the Navigation menu at the left has been expanded to inlcude Districts, Departments and Offices for filtering. Intiative Status filtering has been moved down to the second section. Please verify that:
- The first checkbox under Bus Initiatives is set to ALL and the others are cleared
- The second radio button under the second white dividing line is set to CURRENT
Locate the initiative to be updated in the navigation list to the right and select the EDIT button. If the button says VIEW , you do not have access to edit that initiative.
Required fields are marked with a red asterisk * .
At the top are the first new required fields that need to updated – BI Level and Support . This information is based upon the approved Strategic Business Plan. Please choose only 1 BI Level. The BI Level also determines the available list for the initiative Owner field that will be filled out later.
District – Select District if the initiative supports both Districts and is published in both Strategic Business Plans (i.e. Leadership Program)
Department/Office – Select Department/Office if the initiative supports one of the operating Districts or a support Department/Office.
Section/Group – Select Section/Group if the initiative supports a Section/Group within one of the operating Districts or a support Department/Office.
Depending on the BI Level chosen, the associated Support field(s) must be completed. Support is based on the District(s) the initiative serves, not who is working on the initiative (i.e. Policy & Planning staff working an initiative for the SASD District. Who is working on the initiative is identified by the Lead and BI Editor(s)).
Below are some examples:
The following item is not a required field but has expanded functionality. It is Business Initiative Editors under Team doing the work.
Business Initiative Editors can update most of the data within an initative and therefore should be a limited list. It defaults to the initiative Lead and the Lead’s Manager ( this is the Timsheet Supervisor listed in Employee system ). Further down on the screen, other individuals can be set as Milestone Lead’s and that will give them the ability to update only that specific milestone.
Click on Expand to display the list of Editors and update if necessary. Type in the person’s last name and then select them from the list and click the Add button.
Under Approval/Notification is the required field Owner .
The list of owners is determined by the BI Level selected earlier. The Owner is the person who can approve changes to the Anticapted Completion Date (located at the bottom of the screen) and if the Initiative (not Milestone) is changed from Current Business to Cancelled.
Click the arrow at the right of the Owner drop down and select the appropriate person.
Milestones that are not set to the Code (status) Completed will need to be updated for the new required fields.
Lead Responsibility is a drop down list of Business Initiative users (not all staff). New users can be added as necessary by a District BI Admin (Reg San = Randy MacKay/Anna Nikolaou, SASD = Sunny Kenner) or IT Development staff. The Lead Responsibility will be the person responsible for updating In Progress and On Hold Milestones for the monthly update. Other staff working on the Milestone can be identifed in the Desc text box.
Click the arrow to the right of the Lead Responsibility drop down and select the appropriate person. Do this for each Milestone as needed.
At the bottom of the screen is the last required field, Anticpated Completion Date. This is the estimated date all Milestones will be done and the initiaitive will be completed. The format is month and year.
Click the arrow at the right of the Month and Year drop downs and select the appropriate date.
Click the Save and Continue button at the top of the screen once you are done. This will verify all necessary updates have been done. If there are any issues, they will be listed in red at the top of the screen below the buttons. Please make any necessary changes and click Save and Continue until there are no issues listed at the top of the screen and then click Save and Close
SDABITS ADDING NEW INITIATIVES
Adding new intitiatives is similar to updating an existing initiaitve. The differnce is when required fields become active. Added initiatives are set with the Initiative Status as NEW and only require 3 fields to be completed. Once the Initiative Status is changed to CURRENT BUSINESS, all required fields need to be satisified and after the first save , updates to Problem, Overview, Objectives, Milestones, and Anticpated Completion Date will require approval .
Make sure new intiatives are accurately setup before changing the Initiative Status to Current Business to minimize approval requirements for things like typos.
To add an initiative, either select the Add Init button at the top of the initiative list screen or Save and New from an existing initiative/edit screen.
This will open the Add initiative form. The 3 required fields under the Initiative status NEW are:
- This first Support drop down – this is required to populate the Goal list
- The Goal drop down
- The Name/Title of the initiative
Once the required fields are completed, Save and Continue or Save and Close can be pressed. If you press Save and Close , when you want to update the initiative, you will have to change the radio button from CURRENT to NEW on the left hand menu of the navigation list. (New and Pilot will not appear as options until initiatives are saved with those statuses)
Conitinue to fill in the necssary initiative information and remember to save frequently. Once the initaitive has been filled out accurately, the last step is to change the Initiative Status to CURRENT BUSINESS. Changing the initiative status is only available on the Edit screen (not the Add screen) so Initiatives must be saved and closed at least once before the status can be changed. REMEMBER, once saved as Current Business, approval fields will become active.
Some SASD Ops initiatives that are not in the Strategic Business Plan may need to be set to PILOT instead of CURRENT BUSINESS. PILOT has all of the required fields but does not have all of the approval requirements.