Creating similar tasks groups
Summarize
Summary of Creating similar tasks groups
In Business Continuity Management (BCM) starting with release 9.0.x, the Similar tasks groups feature helps ServiceNow customers streamline event task management by grouping duplicate tasks from multiple activated plans for similar scenarios. This functionality reduces redundant efforts by designating one original task and placing duplicate tasks on hold, improving operational efficiency during complex events or exercises.
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Key Features
- Automatic Grouping: Tasks with similar recovery task references are automatically grouped, while tasks with internal dependencies or those triggering related plans cannot be grouped together.
- Task State Management: Within each group, the first task moved to the On hold state becomes the original task, transitioning to Open once other tasks are on hold. Duplicate tasks stay on hold and are not assigned until the original task is closed.
- Duplicate Task Handling: Duplicate tasks cannot be modified directly without unlinking from the group. Once the original task is completed and closed, duplicates are automatically marked as Closed duplicates.
- Reporting and Time Tracking: Only the original task’s state and time are included in reporting and total effort calculations for activated plans and assets; duplicate task times are excluded.
- Reusability: Users can save a set of selected tasks as a reusable group for future event exercises, simplifying setup of similar scenarios later.
- Flexibility: Tasks can be unlinked from groups or removed from event tasks to allow manual adjustments when needed.
Practical Benefits
- Eliminates redundant task execution by consolidating similar tasks across multiple plans.
- Improves clarity and control over event task statuses, ensuring only one original task is actively worked on while duplicates are managed efficiently.
- Enhances reporting accuracy by rolling up effort and status information from original tasks only.
- Supports reuse of task groups in future exercises, saving time in event preparation.
- Provides operational efficiency gains during complex BCM exercises or real events by reducing duplication and simplifying task management.
In BCM, when the same plan is activated multiple times, it can result in multiple redundant tasks. Starting with BCM release 9.0.x, the Similar tasks groups tab in events helps you to eliminate redundant tasks by grouping duplicate tasks from multiple plans for similar scenarios. This functionality streamlines event task management and reduces duplication of efforts.
Progression of original and duplicate tasks
The Similar tasks group functionality enables event users to group similar tasks from multiple plans aimed at resolving specific situations. The system automatically designates an original task within a group and the duplicate tasks are moved to the On hold state. Upon completing the original task, event users mark it as closed. The duplicate tasks are then marked as Closed duplicates.
The progression of both original and duplicate tasks is as follows:
- Initial task state
- When a task is part of a group, it initially moves to the On hold state instead of the Open state. The first task to enter the On hold state is automatically designated as the original task.
- Transition to the Open state
- The original task in a group is then moved to the Open state when all the other tasks are moved to the On hold state.
- Handling duplicate tasks
- Duplicate tasks remain on hold until the original task is closed and are not assigned to users. When the original task is completed, the duplicate tasks in the group are automatically marked as Closed duplicate.
- Modifying duplicate tasks
- Duplicate tasks cannot be modified directly; to take any action on them, you must first remove them from their associated group.
- Reporting and time calculation
- For duplicate tasks, the original task's state and time fields are used to roll up to the activated plans and assets. The time taken by duplicate tasks is not included in the Total effort field on the activated plans and assets.
- Re-triggering original tasks
- If the original task is re-triggered, the duplicate task remains in the Closed duplicate state, unaffected by the change of status of the original task.
- Task grouping rules
- Tasks with similar recovery task references are automatically grouped together by the system. Tasks that have internal dependencies cannot be grouped together, but they can be added to different groups. Tasks that trigger related plans cannot be added to the Similar tasks group.
Flexibility and control
You can unlink tasks from a similar task group or remove tasks from the event tasks.
By eliminating redundant task execution and enhancing task management, this feature significantly improves operational efficiency during complex exercises or events.