Task Types Fast Track: Run, Build & Tasks¶
This guide explains the different types of work items tracked in KANAP and how to tell them apart. It covers the Run (keeping things running), the Build (making things better), and the transversal Task that bridges both. The second half is a practical cheat sheet for working with tasks every day.
Prefer a one-page summary?
All the key definitions on a single A4 page — print it, pin it, share it with your team.
The Big Picture¶
Everything your IT department does falls into one of two categories — plus a universal work unit that crosses both:
| Category | Purpose | Work Items |
|---|---|---|
| Run | Keep existing systems operational and secure | Incident, Problem |
| Build | Evolve and construct the IT landscape | Request, Project, Bug |
| Transversal | Atomic unit of work across Run and Build | Task |
Run — Keeping the Lights On¶
Everyone participates in the Run. It ensures operational continuity (MCO) and security maintenance (MCS) of existing systems.
Incident¶
An unplanned interruption or degradation of a production service.
- Has a significant impact on the functioning of the information system
- The objective is service restoration — get things working again, fast
- Reactive by nature: something broke, and users are affected
Examples
- MES system outage
- Unexpected VM restart
- Company-wide VPN access failure
Problem¶
A root cause investigation triggered by recurring incidents.
- Typically identified by IT after detecting a pattern of similar incidents
- The objective is a permanent resolution — fix the underlying cause, not just the symptoms
- Proactive: IT opens a Problem to prevent future incidents
Examples
- Recurring internet access performance degradation
- Repeated errors on a data interface
Build — Evolving the Landscape¶
The Build covers all evolutions and construction of the information system. Everyone participates.
Request (Change Request)¶
A planned solicitation to modify the information system.
- Can be technical, functional, originating from the business or from IT
- Rarely urgent
- Triggers a validation workflow and, if approved, becomes a Task or Project
- Meets at least one of these criteria:
- Significant workload (>3 days)
- Involves multiple IT or business teams
- Requires significant change management effort
Examples
- New field to synchronize between SAP and PLM
- New line-of-business application
- Remote site integration
Project¶
A coordinated set of tasks organized around a defined objective, with a scope, timeline, budget, and identified deliverables.
- Same criteria as a Request — normally originates from an approved Request
- Fast-track: some projects are imposed without going through the Request stage (executive decision, urgent regulatory change...). They enter directly as a Project.
Examples
- S4/HANA upgrade
- Firewall migration
Bug¶
A defect found in a system under development.
- Too complex to be handled within a simple ticket — requires in-depth analysis
- Strictly a Build concept: the system is not yet in production (or the defect is in a component still being built)
Examples
- Insufficient access rights on a new SAP tile
- Incorrect firewall rule in a new server deployment
Incident vs Bug
This is the most common confusion. The rule is simple:
- It's running in production and it breaks? → Incident (Run)
- It's under construction and it doesn't work? → Bug (Build)
The distinction matters because Incidents prioritize service restoration while Bugs prioritize root cause fix within the development cycle.
Transversal — The Task¶
Tasks are the atomic unit of work in KANAP. They cross the Run/Build boundary.
Task¶
A clearly scoped action with a defined responsible person, status, and deadline.
- Can be standalone or linked to a Project, OPEX item, Contract, or CAPEX item
- Carries a concrete effort
- Impact on users or services is contained and well-understood
- Does not require coordination across multiple teams — even if it takes a long time, it remains carried by a single person without requiring cross-functional analysis
Examples
- Install a new domain controller
- Document the new Notilus to S4/HANA interface
- Renew the SSL certificate on the intranet portal
Task vs Request/Project
If the work meets any of these criteria, it's a Request (and potentially a Project), not a Task:
- Significant workload (>3 days) AND involves cross-functional analysis
- Requires coordination across multiple teams
- Needs significant change management
A Task can last 10 days if it's carried by one person with no particular cross-functional complexity.
Summary Table¶
| Type | Category | Key Criterion | Example |
|---|---|---|---|
| Incident | Run | Unplanned interruption/degradation in production | MES outage |
| Problem | Run | Root cause of recurring incidents | Recurring internet performance issues |
| Request | Build | Planned SI modification (>3d / multi-team / change mgmt) | New SAP to PLM field |
| Project | Build | Coordinated set of tasks with scope, timeline, budget | S4/HANA upgrade |
| Bug | Build | Defect in a system under development | Incorrect firewall rule on new server |
| Task | Transversal | Scoped action, one owner, no multi-team coordination | Renew an SSL certificate |
Working with Tasks — Cheat Sheet¶
The rest of this guide covers the practical essentials. For full detail, see Tasks.
Where tasks live¶
| Context | What it means | Where to create |
|---|---|---|
| Standalone | Independent work, not linked to anything | Portfolio > Tasks > New |
| Project | Deliverable within a project | Project workspace Tasks tab, or Timeline phase shortcut |
| OPEX | Action tied to an OPEX item | OPEX workspace Tasks tab |
| Contract | Action tied to a contract | Contract workspace Tasks tab |
| CAPEX | Action tied to a CAPEX item | CAPEX workspace Tasks tab |
All tasks appear in the central Portfolio > Tasks list regardless of context, so you always have one place to see everything.
Statuses at a glance¶
| Status | Color | Meaning |
|---|---|---|
| Open | Gray | Not started yet |
| In Progress | Orange | Someone is working on it |
| Pending | Blue | Blocked — waiting on input or a decision |
| In Testing | Purple | Implementation done, awaiting validation |
| Done | Green | Completed (requires logged time for project tasks) |
| Cancelled | Red | No longer needed |
Priority levels¶
| Priority | When to use |
|---|---|
| Blocker | Blocking other work — immediate attention |
| High | Important and time-sensitive |
| Normal | Standard priority (default) |
| Low | Can be deferred |
| Optional | Nice-to-have |
The task workspace — key areas¶
When you open a task, you get a sidebar on the left and a main content area on the right.
Sidebar sections:
- Context — what the task is linked to (or Standalone)
- Task Details — type, priority, status
- Classification — Source, Category, Stream, Company (standalone and project tasks only; defaults from organization settings or parent project)
- Time — total time spent and Log Time button (standalone and project tasks only)
- People — requestor, assignee, viewers
- Dates — start and due dates
- Knowledge — link knowledge articles to the task
Main content:
- Description — a markdown editor with support for formatting, lists, code blocks, links, and pasted images
- Import / Export — import a
.docxfile into the description, or export it as PDF, DOCX, or ODT - Attachments — drag-and-drop file uploads (up to 20 MB per file)
- Activity — Comments, History, and Time Log tabs
Quick actions worth knowing¶
| Action | How |
|---|---|
| Save | Click Save or press Ctrl+S (Cmd+S on Mac) |
| Convert to Request | Header toolbar — promotes a task into a formal portfolio request when the scope grows |
| Send link | Header toolbar — email a link to colleagues or external contacts |
| Log time inline | In the Comments tab, combine a comment + status change + time entry in one submit |
| Copy reference | Click the reference chip (e.g., T-42) to copy it to your clipboard |
What varies by context¶
Not every feature is available in every context. Here is what changes:
| Feature | Standalone | Project | OPEX / Contract / CAPEX |
|---|---|---|---|
| Classification fields | Yes | Yes (defaults from project) | No |
| Time tracking | Yes | Yes (feeds project actuals) | No |
| Phase assignment | No | Yes | No |
| Priority score badge | Fixed by priority | Calculated from project + priority | Fixed by priority |
| Done requires time logged | No | Yes | No |
Classification defaults¶
When you create a standalone task, KANAP pre-fills classification fields (Source, Category, Stream, Company) from your organization's default settings — saving you a few clicks. For project tasks, classification defaults come from the parent project but can be changed independently on each task.
Customizing Task Types¶
All work item types are configurable in Portfolio > Settings. You can:
- Add new types to match your organization's processes
- Disable existing types you don't need
- Rename types to fit your terminology
The list in this guide is a starting point. Adapt it to how your IT department actually works.
Where to Go Next¶
- Tasks — full reference for statuses, CSV import/export, time tracking, and every workspace feature
- OPEX — managing OPEX items and their tasks
- CAPEX — managing CAPEX items and their tasks
- Contracts — managing contracts and their tasks
- Portfolio Projects — project delivery, phases, effort tracking, and project-level tasks
- Getting Started — if you're new to KANAP
You're ready
You now understand how KANAP categorizes work and how to use tasks day-to-day. When in doubt about the right work item type, ask yourself: is it keeping things running (Run), or making things better (Build)? Then pick the matching type. For everything else, there's a Task.