Notifications for project updates in your collaboration tool

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 6 minutes to read
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    Summary of Notifications for Project Updates in Your Collaboration Tool

    ServiceNow allows you to receive project updates directly in your Slack channel or Microsoft Teams, enhancing collaboration among project managers and team members. This functionality enables users to analyze delayed tasks, monitor milestones, and track changes to project-related items, facilitating informed decision-making regarding project planning and resource management.

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    Key Features

    • Daily Notifications: Receive a consolidated project status notification daily at 8:00 AM, including project overview, due and overdue tasks, and any exceptions affecting the project.
    • Task Visibility: Notifications highlight tasks due today, overdue tasks, delayed tasks, and those due within the next seven days, sorted by their respective dates for quick reference.
    • Risk and Issue Updates: Notifications for high-priority risks, issues, and milestone changes are sent to ensure timely awareness and response.
    • Change Notifications: Alerts for changes to project management roles and updates to project status, including links to relevant records for easy access.

    Key Outcomes

    By leveraging these notification features, project managers and team members can maintain a clear understanding of project progress, promptly address any delays, and enhance overall project collaboration. This proactive approach leads to better resource allocation and improved project outcomes.

    Receive updates related to your project on your Slack channel or Microsoft team. Analyze the delayed and overdue tasks, follow closure of milestones, and monitor changes to risk, issue, decision, action, and change request (RIDAC) items of your project.

    Using the automatic project status updates on the project collaboration channel or team, project managers can take informed decisions about project planning, resource management, finance allocation. The team members can understand updates made to the project and actively collaborate on any delayed or overdue tasks.
    Note:
    Project managers can reach out to their system administrators to configure the application settings for these notifications according to their preferences.

    Daily notification on project status

    A notification with the consolidated project status is sent to the project's channel daily at 8:00 AM which consists of the following information.
    Notification Information
    Project overview
    • A direct URL of the project. Clicking this URL opens the project in your ServiceNow instance.
    • Name of the project.
    • Planned start and end dates of the project.
    • State of the project, for example, Work in Progress.
    • Status of the project, for example, Green.
    • Percentage of project completion.
    • Any exceptions like estimation at completion is greater than total planned cost, planned end date is later than the approved end date, project not started on the start date, and project running late.
    Project tasks due today

    List of project tasks that have planned end date marked as today and are in the Work in Progress state. The list displays only five project tasks that are sorted alphabetically by their short description.
    Overdue Tasks (Tasks not started on planned start date)

    List of project tasks which have a planned start date before today but are not in either the Work in Progress or Closed states. The list displays only five project tasks that are sorted in an ascending order of the planned start dates so that you get high visibility into the tasks that are overdue for a longer period.
    Delayed Tasks (Tasks not completed on planned end date)

    List of project tasks which have a planned end date before today and are in the Work in Progress state. The list displays only five project tasks that are sorted in ascending order of the planned end dates so that you get high visibility into the tasks that have been delayed for a longer period.
    Project tasks due within seven days
    List of five of the following project tasks that have a planned end date within seven days from today. All these tasks are displayed in ascending order of their due dates so that you get high visibility into the tasks that are due soon.
    Note:
    Tasks that in Closed state are not displayed in the list.
    • High priority risks, issues, and action items
    • Milestone or key milestone tasks

    Notification regarding change of project manager

    When there is a change in the manager of your project, an update is made to the Project manager field of the project record.
    • A notification including the project URL is sent to your project channel on this update.
    • New project manager is added as a member of the channel.
    • If no project tasks are assigned to the old project manager, this user is removed as a member of the channel.

    Notification for other updates to the project

    Notification Information
    Project's status

    When an update is made to the Status or State fields of the project, a notification including the project URL is sent to your project channel.
    RIDAC records
    You receive notifications in your project channel when a new RIDAC record is added to or an existing RIDAC record is updated in the project for the following scenarios. With every notification, you receive a direct URL to the corresponding record.
    • Risk
      • New risk is created with the Probability field set to High or Absolute
      • The Probability field for an existing risk is updated to High or Absolute
    • Issue, Decision, Action, and Change request
      • New record is created with the priority field set to 1-Critical or 2-High
      • Priority of an existing record is updated to 1-Critical or 2-High
    Key milestone/ milestone

    Whenever a key milestone or milestone task is Closed Complete, Closed Incomplete, and Closed Skipped, you are notified about the closure and the user who closed it, with a direct URL to the milestone task.