Streamlining CPM: Archiving past activities while keeping current activities in the completed stage

[DikshaSharma]

Context: In our recent project, we encountered a unique business requirement from a customer. They wanted to ensure that past completed or cancelled activities were archived or moved to historical data, while current year completed activities remained on the Kanban board for continuous performance management. This approach allows for a clear distinction between historical activities captured and current ongoing activities, ensuring that the team can focus on current priorities without losing track of historical data

Limitation: Currently, the system clears all completed or cancelled activities, both present and past, once a meeting is captured. Additionally, saving the meeting takes a snapshot of its contents, capturing the activity status at that time along with your discussion topics. This snapshot is then added to the Meeting History archive. Moreover, the saved meeting is a snapshot that can’t be edited

Current Process: The system currently has a default setting where activities with completed or cancelled status are cleared when a meeting is saved. This action takes a snapshot of the meeting's contents, capturing the activity status at that time along with your discussion topics. However, this results in all meetings in the cancelled or completed state, both past and present, being moved into Meeting History

Solution & Steps: To address this issue, we customized the system by creating an additional Activity status label named 'Historical Data' in the Continuous Performance Management Configuration. We then unchecked the default configuration and checked the box for the newly introduced status under 'Clear after capturing meeting,' and saved the configuration.

Benefits: By implementing this solution, you can keep your current activities in a complete state while moving all past activities to the ‘Historical Data’ stage. These can then be further moved to Meeting History. This will make the CPM activity Kanban board more streamlined and organized.

Note: This solution is recommended for templates where the Achievement Tab on the performance form is not enabled. If the template is configured with the Achievement Tab in the performance form, selecting 'Prompt Achievement Creation' for the Complete Status will remove the achievements from the Performance Form.

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