Task management interface that allows assignment of task to individuals and groups of users

Description

This requirement is central to collaboration processes in planning, consolidation and reporting. It requires that the product include a tool that allows tasks such as budget submission, report review, approvals and so be assigned to a specific person or a group of users (like department heads) and the tracking of those tasks.

Example Use Case

Scenario: Acme Corporation uses Google Sheets for managing its annual budget. Approximately 20 department heads must submit projected expenses for the year. Their due tasks are all on a separate spreadsheet with reminders and instructions sent via email. Emails are often ignored, and due dates pass without any sort of notification.

Solution: The business purchases a new CPM tool that includes task management. In the system, each task related to the budget, such as Input FY29 Expenses, would be assigned to a specific individual or group. This can be seen by all team members to be clear about responsibilities and transparent about what is due.

Considerations

This functionality becomes important when dealing with 15 or more users, specifically budget and forecast contributors. Most tools offer some sort of task tool, especially CPM vendors who focus on the mid-market and higher. This is due to the more distributed budgeting process, vs small businesses where finance usually handles the entire thing.

Look out for specific functionality, such creating a task hierarchy, email notifications, and tying specific actions to automatic task completion.

Questions to Ask a Vendor

• User Groups: Can we assign tasks to user groups, such as what was created in our security role settings? Or are the groups distinct?
• Task Assignment: Are we able to assign the task to a specific user and view their progress? If so, how does the system know that progress has been made?
• Task Completion: How does the user indicate that a task is complete? Does it require an extra step after submitting their budget?