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Review Center Best Practices

  • 1.  Review Center Best Practices

    Posted 03-28-2018 08:56
    I am looking for a best practice for controlling the handling of items during / following the review process.

    We have implemented a workflow where specifications move from Draft to 'Ready for Review'.
    We then publish a review with stakeholders.
    At the conclusion of a successful review we move the item to 'Accepted' (which is also a locked state).

    The problem I see in our workflow is that it is up to the individual to decide when all reviews are complete and then move the item to the next state. Under this process, it is possible that not everyone has completed the review (i.e. we've had cases where only 4 of the 5 stakeholders have completed the review but the author has still moved the item forward in the workflow).

    I have four questions:

    1. How can I implement some sort of control that would prevent the item to moving forward in the workflow if any of the reviewers have not completed the review?

    2. what is the best way for me to 'audit' our reviews and determine which reviews moved forward even though all reviewers have not approved?

    3.  When proposing a change to the specs we indicate what is changing through various 'decorations" (Highlighting, Strike-throughs etc.) to aid the reviewer. After successful completion of the review, the author finalizes/cleans-up the spec by removing the decorations before moving it to the Accepted. This feels problematic as the author could make changes (inadvertent or not) to the spec and push it forward without a subsequent review. I'd be interested in understanding how other organizations are handling this.

    4. When a review expires and some of the reviewers have not completed the review. what is the best way to reopen the review so that person can complete? Is the only option to republish the review which requires all participants to re-review the change?

    Thanks alot for the help!

    Bob Hunt

  • 2.  RE: Review Center Best Practices

    Posted 03-30-2018 04:07

    Hi Bob,

    Please find my answers in the same order.

    1. The only way to control when items should be transitioned in your use case, is to monitor the review's Stats view.
    Beside updating reviews with proposed changes and responding to questions, moderators are responsible for checking review Stats to see who finished the review and who didn't. In the other hand, when a review is created, reviewers are notified with the review's deadline. If justified, the review can be extended/reopened by the moderator, however, reviewers should be accountable by completing the work within the provided timeframe.

    Not only the Stats view allow some level of auditing of ongoing reviews, as items can be transitioned there via Review Status Workflow.
    Since all information is in one place, the process becomes more transparent.

    3. As all changes are proposed through a comment, reviewers can control which changes are accepted via the Feedback view. The moderator will either accept a proposed change or reply to the comment. Reviewers can also follow-up on previous comments in this view.

    4. When republishing a review, moderators can select only the reviewers who haven't finished the review at that time, however, it may be preferable to have all reviewers to see the final result.

    I hope this helps!

    Carmen Santos
    Jama Software

  • 3.  RE: Review Center Best Practices

    Posted 04-03-2018 07:58
    Thank you Carmen!
    This helps alot!

    Bob Hunt

  • 4.  RE: Review Center Best Practices

    Posted 05-08-2018 04:32
    ​Seems to me that having reviews close automatically without verifying that all reviewers have completed is a major problem.  As program manager I can't easily tell which reviews were actually done - and which were either closed by the moderator, or simply because they reached their deadline.  Much as I encourage the team to complete the reviews within the timescale set this often doesn't happen and I would much prefer to see which reviews are overdue, then just have them closed.


  • 5.  RE: Review Center Best Practices

    Posted 05-09-2018 07:06
    Hi Gary,

    That's super frustrating. I know this isn't much of a workaround to really address your need, but have you tried extending the deadline to allow for more completion time? Regardless, I think this would makes a great Feature Request and a user posted the same request here
    . I encourage you to add your two cents, including the need or pain point this feature addresses for you or your organization. Doing so will provide a spotlight on this need for the Product Team during their reviews.

    Kimberly Embry

  • 6.  RE: Review Center Best Practices

    Posted 05-09-2018 08:34
    ​Thanks for the quick reply. I have added a message to the thread you suggested.

    Gary Larkin

  • 7.  RE: Review Center Best Practices

    Posted 06-13-2018 11:00
    Following up on the 'incomplete reviews' topic....
    I understand that JAMA is not (currently) able to prevent the transition of items when all reviews have not been completed.
    I also understand that I can go in an individually look at reviews to see of all complied....but this is extremely laborious (we have dozens or reviews going on on any given day).

    How can I conduct some sort of an audit where I can see all of the reviews that have closed w/o all reviewers / approvers  completing their work?

    We need to be able to do this from a quality assurance / compliance perspective and I've not found a way to achieve this yet.


    Bob Hunt

  • 8.  RE: Review Center Best Practices

    Posted 06-14-2018 10:45
    Hi Bob,
    Using a custom report would be the best way to achieve what you need to do here. You can either have someone build the report on your end or reach out to your account manager and they will point you in the right direction to contact our Report Specialist. Thank you.

    Dana Medhaug
    Technical Support Engineer
    Jama Software