Initiative states

Introduction

Effective Initiative state management is crucial for organising and tracking documents and Business Architecture domain representations within Orthogramic. This ensures that all relevant information is systematically categorised and easily accessible, facilitating seamless program management. The system supports both automatic and manual assignments to various states, allowing for flexibility and accuracy in managing the lifecycle of documents and domain representations.

By leveraging advanced parsing algorithms, the system analyses content and metadata to automatically assign states, such as Past, Current, Proposed Future, and Approved Future. Users can also manually adjust these assignments, ensuring that each document and domain representation is correctly categorised based on their specific context and relevance. This dual approach to state management enhances the efficiency, clarity, and flexibility of program management within the Initiatives Domain.

Document State Management

Managing Document States within the Initiatives Domain

Overview

Each document uploaded and automatically parsed can be assigned to a specific state within a Program of the Initiatives Domain. This assignment is automatically and is manually confirmed or modified by the user. The states represent different stages in the lifecycle of a program, providing clarity on the document's relevance and context within the overall program management.

Open

State Options

1. Past: Indicates documents related to various past states of the program. These might include historical data, previous versions, or documents related to past initiatives.

2. Current: Represents documents relevant to the ongoing state of the program. These are active documents that are currently being used or referenced in the current phase of the program.

3. Proposed Future: Encompasses documents that pertain to various proposed future states of the program. These might include plans, proposals, and strategic documents outlining potential future directions.

4. Approved Future: Contains documents that have been approved for future implementation within a Program. These documents reflect the finalised future state of the program that has been agreed upon and sanctioned for execution.

Automatic Assignment

When a document is uploaded, Orthogramic analyses the content. Based on keywords, context, and metadata, the system automatically assign the document to the most relevant state. For instance, documents containing terms like "proposal," "plan," or "draft" might be assigned to a Proposed Future state.

Manual Assignment

Users also have the flexibility to manually assign documents to the appropriate state. This can be done through a straightforward user interface where users can select the desired state from a dropdown menu. Manual assignment is particularly useful when the automatic system's inference might need validation or correction based on your deeper understanding of the document's context.

Implementation Steps

1. Upload the Document: Users upload documents.

2. Automatic Parsing: Orthogramic automatically parses the document, extracting relevant business architecture information.

3. Automatic Assignment: Based on the parsed data, the system assigns the document to a state.

4. Manual Review and Assignment: Users can review the assignment and manually adjust if necessary.

Benefits

• Efficiency: Streamlines document management by automatically categorising documents.

• Clarity: Provides a clear representation of the document’s relevance within the program lifecycle.

• Flexibility: Allows manual adjustments to ensure accuracy and relevance.

Managing Business Architecture domain representations within the Initiatives Domain

Overview

Each representation of a Business Architecture Domain can also be assigned to a specific state within the Initiatives Domain. Similar to document management, these assignments can be automated or manually handled by the user. This functionality helps in organising and tracking the different aspects of business architecture within the scope of a program.

State Options

1. Past: Business Architecture domain representations that relate to a single or various past configurations or interpretations. Select whether you want to support one or multiple Past states.

2. Current: Representations that are currently in use, providing a snapshot of the present state.

3. Proposed Future: Future state representations that are being considered or proposed. Select whether you want to support one or multiple Proposed future states.

4. Approved Future: Representations that have been finalised and approved for future implementation.

Automatic Assignment

The system automatically assigns Business Architecture domain representations to the appropriate state by analysing the context and metadata associated with each representation. For example, if a domain representation includes future strategic initiatives, it might be assigned to a Proposed Future state.

Manual Assignment

Users can manually assign Business Architecture domain representations to a state.

Implementation Steps

1. Automatic Parsing and Assignment: Orthogramic parses the data in the uploaded documents.

2. Define the Domain Representation: Orthogramic then automatically defines a Business Architecture domain representation for each Organisation unit based on the information parsed.

3. Manual Review and Assignment: You can then review the automatic assignment and manually adjust if needed.

Benefits

• Streamlined Management: Automates the categorisation of Business Architecture domain representations.

• Accurate Tracking: Ensures accurate tracking of the state of each domain within the program.

• User Control: Provides users with the ability to manually fine-tune assignments.

By integrating these state management features, Orthogramic enhances the organisation and management of documents and Business Architecture domain representations, supporting efficient and effective program management.