BABOK Technique Summary: 10.26 – Item Tracking

By Alissa Johnson

Description
Used to address stakeholder concerns, such as actions, assumptions, constraints, dependencies, defects, enhancements, and issues. The concern is initially assessed to determine if it is viable, and if so, is classified as a specific item type tracked from the initial recording of the concern and its degree of impact to its agreed-upon closure. The item is assigned to one or more stakeholders who are responsible for its resolution, and the tracking record may be shared with stakeholders for transparency and visibility.
 

  1. Item Record

The item record may contain any of the following attributes for item tracking:
 

Identifier Summary Category
Item Type Date Identified Identified By
Impact/Consequences Priority Resolution Date
Item Owner/Manager Resolver (Assigned Stakeholder) Agreed-upon Strategy
Status Resolution Updates Log Escalation Matrix

 

  1. Item Management

Each item’s resolution is undertaken as prescribed by stakeholder needs and according to any organizational process standards. In some cases, one item may cause another item to be recorded and tracked. In these situations, close attention is needed so that item resolution efforts are not duplicated and are progressing in coordination. Each item must be tracked to its closure or resolution.
 

  1. Metrics

All stakeholders benefit from the detailed information that is maintained about any item and its progress. These items can be looked at individually for resolution or even used to define key performance indicators tailored to the item tracking process. By reviewing this output, stakeholders can determine how well:
• items are being resolved by the proper resources,
• the initiative is progressing, and
• the item tracking process is being utilized.
 
Usage Considerations

Strengths Limitations
Ensures concerns around stakeholder requirements are captured, tracked, and
resolved to the stakeholder’s satisfaction.
If not careful, the copious recording of data about items may outweigh any
benefits realized.
Ensures concerns around stakeholder requirements are captured, tracked, and
resolved to the stakeholder’s satisfaction.
It may use time that could be better spent on other efforts and stakeholders
could become mired in details and statistics.