Creating SMART Tasks

Each user of ELMA BPM can create a SMART task in several ways:

Click the SMART Task button in the main system menu (fig. 1);

Fig. 1. Main system menu. The SMART Task button

On the main page of ELMA Web Portal in the top menu, click the Task button and select Create SMART task (fig. 2).

Fig. 2. Main page of ELMA Web Portal. Creating a SMART task button

In the SMART task section in the top menu, click the Add SMART Task button (fig. 3);

Fig. 3. Goals – SMART Tasks – Add SMART Task button

In the performance matrix in the upper left corner, click the Add Task button; or in the SMART Tasks unit of the performance matrix, click the Create New SMART Task button (fig. 4).

Fig. 4. Performance matrix. The Add Task and the Add SMART Task buttons

In this case, the system automatically completes the Executor field with the name of the current user, whereas the Weight field will correspond to the weight of the created SMART task in this performance matrix.

Besides, if a user has respective permissions, they can create a new SMART task in the performance matrix of another user (fig. 4).

On the goal page in the top menu, click the Add SMART Task button (fig. 5);

Fig. 5. Goal page. The Add SMART Task button

On the goal map in the goal context menu, select the Create SMART Task item (fig. 6);

Fig. 6. Goal Map. Goal context menu. Create SMART task item

In the emerged window (fig. 7), fill in the required fields and click Save.

Fig. 7. Add SMART task dialog box

Note that in this dialog box (fig. 7) you need to fill out the same fields as when creating a standard task plus the following:

Result* – type the required outputs of the task. It is a required field.
Goals – using the button (fig. 9) one or several goals which can be achieved through this SMART task. This field is visible only if you click the Goal button in the top menu.
Weight coefficient – when you select the executor of a SMART task, all performance matrices created for the chosen user within the selected period in the field Period will be displayed. Check the required performance matrices and specify the weight coefficient of the created task among all SMART tasks within this performance matrix. The weight is specified in a percentage. Please note that if only one matrix is used for performance calculation, the field will look as follows (fig. 8):

Fig. 8. Add SMART Task dialog box. Weight coefficient field
Period enter the period of task execution. Check the Specify Due Date if you want to set a more specific deadline for the task. In the fields that appear, you must specify the start and due dates for the task.

Top menu buttons

Apart from the standard buttons, the upper menu of the SMART task includes the Goal button:

When clicking this button, the Goal field will appear on the form.

When clicking the button

, a dialog box (fig. 9) opens with the tree of existing goals. To attach the required goals to a SMART task, check the boxes next to the goals and click Select.

Fig. 9. Select goal dialog box

To read more about how to create a task go to the respective Help section.

Weight coefficient of a SMART task

Weight coefficient of a SMART task shows the importance of the task comparing to other SMART tasks in a certain performance matrix. Weight is estimated as a percentage.

By default, the total weight of all SMART tasks is calculated as the difference between the sum of indicators, grades and schedule compliance to 100% (100% performance).

For example, in fig. 10 the sum of weights of KPIs is equal to 30%, the sum of grades is 40%, schedule compliance – 10%, which means that the sum of SMART tasks weights amounts to 20% (100%-30%-40%-10% = 20%).

Fig. 10. Performance matrix. The "Weight" column

If the performance matrix consists exclusively of SMART tasks, the total weight of SMART tasks will be 100%.

To change the weight of a SMART task, it is necessary to click on the value in the Weight column (Fig. 11).

Fig. 11. Performance matrix

In the dialog box that opens (fig. 12), type in the new value and click Save.

Fig. 12. Dialog box specify SMART task's weight coefficient