Feature Overview

Project Process helps organizations standardize and optimize project execution.

After workflow administrators define the organization-level standard process in the admin area, project managers can tailor activities and deliverables within the project based on tailoring criteria, so the project uses a development process and delivery requirements that fit its actual needs.

Process tailoring makes it possible to stay aligned with organizational standards while still adapting to project size, complexity, timeline, and available resources. By removing unnecessary activities and deliverables and keeping the critical ones, teams can reduce management overhead and improve delivery efficiency.

Use Cases

1. Adapt to projects of different sizes and complexity

Tailor nonessential processes, activities, and deliverables based on project size and complexity to avoid over-management and unnecessary overhead.

2. Support projects with limited resources or tight timelines

When resources are limited or timelines are tight, teams can focus on the most critical activities and deliverables while still following a streamlined but controlled process.

3. Meet custom client requirements

Adjust processes, activities, and deliverables based on client-specific requirements so the team can deliver with minimal overhead.

4. Support external audits

During external audits, project process data in Sanplex can serve as supporting evidence for process compliance, such as in maturity assessments.

How It Works

1. Entry points and feature toggles

• Feature entry: After entering a project, open the Process page from the More menu to view the process list.
• System-level feature toggle: In Admin > Feature Switches, the Process toggle controls the Process feature across all project workflows.
• Workflow-level feature toggle: In Admin > Project Workflow > Feature Switches, the Process toggle controls the Process feature for the current workflow only.

2. Project process list

2.1 The process list uses a three-level tree structure to display processes, activities, and the deliverables under each activity. The list supports filtering by process and supports expand/collapse actions.

2.2 The list shows both the tailoring criteria and the tailoring result for activities and deliverables.

2.3 Tailoring results are grouped into three categories:

• Not Tailored: View activities and deliverables that have not yet been tailored, together with their parent process.
• Applicable: View activities and deliverables tailored as applicable, meaning they are required for execution.
• Not Applicable: View activities and deliverables tailored as not applicable, meaning they are excluded from execution.

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3. Project Process Tailoring

3.1 Tailoring entry

Click Process Tailoring to open the tailoring page.

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3.2 Tailoring actions

• You can tailor multiple processes in bulk based on the tailoring criteria, and you can also update tailoring results in bulk.
• An empty checkbox means Not Tailored, ✓ means Applicable, and × means Not Applicable.
• After setting the tailoring result in the checkbox, click Save to apply it.

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3.3 Activities and deliverables that cannot be tailored

In the project workflow settings in the admin area, some activities and deliverables can be marked as not tailorable.

When a project is created, these items are automatically set to Applicable and cannot be changed to Not Applicable.

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4. Relationship between project and execution tailoring

• In projects that use an Agile model, process tailoring is available at both the project level and the iteration/execution level.
• If every iteration in the project follows the same process, you only need to tailor the process once at the project level. When an iteration is created, it automatically inherits the project’s tailoring results.
• If different iterations use different processes, you can tailor the process separately within each iteration after it is created.

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5. Tailoring linkage between activities and deliverables

• A deliverable can be tailored as Applicable only if its parent activity is also Applicable. Because of this, tailoring between activities and deliverables is linked.
• If an activity is tailored as Not Applicable, the tailoring result of its deliverables is automatically set to Not Applicable.
• If a deliverable is tailored as Applicable, the tailoring result of its parent activity is automatically set to Applicable.

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6. Impact of tailoring results

• Process tailoring results affect data shown in Deliverables and Quality Assurance.
• Deliverables tailored as Not Applicable do not appear in the deliverables list.
• Only activities tailored as Applicable can be used to create inspection plans in Quality Assurance.

7. Historical data after migration

For projects migrated from earlier versions, document lists are no longer displayed in the process definition area in the admin settings. However, document-related tailoring results in historical projects can still be viewed normally.