Maintaining a signoff register of your tasks

Who authorized this document? Who said testing was complete on this feature? Can you answer these questions about your project?

To ensure that processes are followed it is important to have people sign off on each step of the process. This ensures that no step of the process is missed, and that the person responsible for each step treats it with the proper importance.

The traditional paper sign off sheet has a few problems. Firstly it can be lost or damaged, destroying your records of an important process. Secondly it is cumbersome and difficult to execute with multiple people, particularly if they are not in the same physical location. Lastly, if a step fails and previous steps need to be repeated, you need to start a new sign off sheet.

Using project management software like TaskTrakz with a strong custom task workflow and a task status history can address these problems. The tasks custom workflow acts as the process, with the task required to move through a set of steps to be completed. The task status history acts as the sign off sheet, recording the person who moved the task through each step of the workflow.

Using TaskTrakz to maintain your sign offs in this manner eliminates the risk that the sheet of paper can be lost. In addition, people located anywhere in the world can easily work together on the tasks thanks to customizable dashboards showing the tasks in the step that they are responsible for. Lastly, if a step fails and previous steps need to be repeated, both the original sign offs and the new sign offs are tracked in the order they occur.

A software feature development example

This is the task status history for a software development feature:

The history of status changes for a TaskTrakz task

Simply by examining this history, you can see the task had the following process:

  1. The feature was originally created by John Smith (the team leader).
  2. Charlie Bloggs moved it to implementation when he started working on the task.
  3. Once Charlie had completed the feature he submitted it for testing.
  4. Jane Citizen (the test manager) tested the feature. Something was wrong with the feature and she sent it back to implementation.
  5. Charlie fixed the issue identified by Jane and resubmitted the feature for testing.
  6. This time the feature passed testing, and Jane moved it in to the code review stage.
  7. John, the team leader, reviewed the code. He was satisfied, so he moved the feature into the completed state.

The three sign offs you can see from this history are:

  1. The developer who signed off on the implementation was Charlie Bloggs
  2. The tester who signed off that the tests had been executed and had passed was Jane Citizen
  3. The manager who signed off that the code was of appropriate quality through code review was John Smith

In addition you can see the length of time each stage of the workflow took. This length of time information may be valuable in identifying bottlenecks and areas for improvement in your process.

TaskTrakz custom workflow and task status history automatically maintains sign off registers for all of your tasks. Get your 14 day free trial of TaskTrakz here.