Q-Gates in SAP Cloud ALM: A small key to ensuring quality and project success
Cover picture: “Q-Gates in SAP Cloud ALM: The key to ensuring quality and project success” generated with ChatGPT
In the previous blog posts, we explained how to get from the process scope to the requirements backlog within the fit/standard workshop, i.e. specifically how to create the appropriate requirements based on process discussions. In addition, we then created so-called user stories from the requirements, which in turn break down the work to be done in a project into smaller, comprehensible and implementable tasks.
An important part of the project management strategy is the implementation of quality controls, the so-called Q-gates, which are placed at certain points in the project plan. These Q-gates act as critical review points where the quality and progress of the project is assessed to ensure that all systems and processes are ready for the next step. You can find out how to use them in SAP Cloud ALM and what our experiences have been in the following article. First, however, we will discuss the difference between project tasks and user stories.
Project tasks as tasks that are to be completed within the project
In SAP Cloud ALM, a distinction is made between the user stories we are already familiar with and project tasks: A user story describes a user need that must be fulfilled in order to achieve a business benefit. It may or may not be linked to a requirement.
Project tasks, on the other hand, are tasks in a project that also need to be completed, but are generally not of a functional nature. A user story is, for example, a customizing in a system. This user story is linked to a feature in which, for example, the transport request is linked to the customizing, i.e. it is something functional. A project task is, for example, that you still have to follow up the fit/standard workshops or organize a training for the testers, i.e. a project task is not linked to a feature and represents something non-functional, but something organizational.
Figure 1: Classification of the Q-Gate in the overall context of SAP Cloud ALM (own illustration)
Q-gates as a checklist within project tasks
A useful tool for managing these quality controls is the Q-Gate Checklist function implemented in SAP Cloud ALM. Although this function may seem small at first glance, it plays a crucial role in structuring and monitoring project progress. By integrating these checklists into the project tasks, a transparent and measurable basis is created to closely monitor compliance with the defined criteria. This ensures that the conditions defined in advance by the project team are met before the project moves on to the next phase. The clarity and precision that Q-Gate checklists bring to project management processes can significantly improve the quality and consistency of the entire project.
Tracking der Ein- und Ausstiegskriterien für unsere Testphasen
A concrete example from our practice shows the importance of these tools in test management. We used the Q-Gate Checklist specifically to monitor the tracking of entry and exit criteria during the various test phases. This monitoring has enabled us to ensure that each test phase is only completed and moved on to the next when all specified checklist items have been met. Whether this has always led to increased quality and reliability of the tests remains to be seen. What it has contributed to, however, is the transparent presentation of clear and agreed expectations. In other words, everyone in the project team knew weeks in advance what was particularly important to us when entering and exiting the test phases.
Figure 2: Example of a Q-gate with checklist for a functional integration test
Of course, the rigid criteria of the Q-Gates sometimes require flexibility. It is not always possible to fully comply with all the specified conditions. However, these challenges have led to valuable discussions within the project teams. Instead of hindering the progress of the project, the discussions around the Q-gates have helped to develop constructive solutions. These made it possible to address and solve potential problems at an early stage.
This dynamic adaptation and problem-solving extended the function of the Q-gates beyond their original role as mere checkpoints by encouraging team members to actively participate in improving the project. This is precisely why follow-up activities from these discussions can be created directly in the system using the “Create follow-up task” function and assigned to the relevant person responsible.
As with the user story and its subtasks, the checklist fulfillment level of the “Checklist Items” can also be seen directly in the header of the quality gate.
Figure 3: Header of a Q-gate including representation of the degree of fulfillment
Take aways
As is so often the case, it’s the little things in life that make the difference. This also applies to the function of quality gates in SAP Cloud ALM. If used correctly, they do not guarantee the success of a project, but their visibility and regular review create a great deal of transparency and help to make the expectations of all project team members visible. If you have any further experience with quality gates, entry and exit criteria in testing and SAP ALM in general, we look forward to hearing from you.
