Managing additional work requests can reduce the adverse impact on estimates and deadlines.
- Figure: Only if it's life and death does it get added "in this release"
The first step is to analyze the priority of the additional item.
Lets look at the rules to how to prioritize:
1) By Default, move Tasks into the Next Release.
Priority is dependant upon the severity of the request. Only if it is a 'critical bug', then it will be done "in this release", most tasks however go "in a later release". They can include new feature requests, non-critical bug fixes, modifications and undiscovered work (i.e. work you didn't initially anticipate).
2) Exception #1 - Critical Bugs go into this Release
If you have a crash-to-code bug, most of the time it will go into this release. If it prevents one or more users accessing the system, it will go into this release. Only high-priority bugs are fixed "in this release".
On the other hand, a bug that was in the prior release and not marked as a task in this release, generally will be moved into the next release. Everything in between is grey :-(
3) Exception #2 - A Client can Override
A request for a new screen with a new look-up table that doesn't prevent users from operating the system, should be allocated to "a later release".
If the client really *needs* it done now, they must specify "must be in this release". This will become an 'additional item' in the current release. If this request from the client will have a material impact on inflexible time and budget restraints, you need to speak and inform the client.
For example
"Hi Bill, this task you specified 'must be in this release' will take an extra 4 days. Our critical deadline will be missed. Is that OK?"
4) Exception #3 - A Developer can Override
A client may request a small feature (e.g. changing the sort order of a combo-box). This work can go in this release as long as the task is small (less than 1/2 hour) and the release is under budget.
If the work is over budget then you need to obtain approval for any 'additional item', from both the project manager and the client, before adding the request into the Release Plan. See more about how to Obtain Approval Additional Items Exceed Estimates.
- To: Evan Lin - SSW
From: Alan Ha - FinaMetrica
Subject: Client List for Administrators
Hi Evan,
Please add a sort function (like the one in office 2007) next to the fields: Last Name, First Name, Advisers and Organization. Apply to other relevant pages which have these fields in a list
i.e. adviser list for administrators, client list for advisers etc.
Please use the text Ascending instead of "smallest to Largest" and Descending for "Largest to Smallest".
Thanks Alan
- Figure: The above is a sample from a customer will by default, go into a later release, not the current release.
What tools can you use to get tasks from your inbox into a task tracking system?
5) Use a Good 3rd party Tool to Manage Additional Requests
Since most feedback comes into your Outlook inbox, find a tool that converts an email into a task. The best ones are
eXtreme Emails for Outlook and
TeamCompanion for TFS