Projects (Risk Management and Lessons Learned) - featured

7 – Projects (Risk Management and Lessons Learned)

1659 775 Comidor BPM Platform

Projects (Risk Management and Lessons Learned)

For successful Projects monitoring, you need to track not only risks, but also customer complaints, issues, actions, assumptions and lessons learned.

  • Risks can be monitored either from the related Project’s inside or from Risk Management table, which brings all Risks from multiple Projects.
  • Actions can be monitored either from the related Project’s inside or from Actions unit, which brings all Actions from multiple Projects.
  • Lessons Learned can be monitored either from the related Project’s inside or from Lessons Learned unit, which brings all Lessons Learned from multiple Projects.
  • RAG Status Parameters setup is described in Projects (Project Scheduling).

Risks in a Project

  1. Go to Application Menu Icon > Projects> Projects.
  2. Enter the Project you wish from the list of Projects.
  3. Click on the Risks tab.Projects (Risk Management and Lessons Learned) - 1
  4. To create a new Risk, press the + icon and:
    • Fill in the Status, Description and the Date that the risk is Opened.
    • Continue adding Impact and Probability on it. Selecting specific options from these lists will bring a Colour status on the Risk entity later.
    • Add the Proposed Action, Workstream and select the Owner of this Risk, if any.
    • Later on, on this Project, you may want to add the Date Closed, Reason Closed, Next Review Date or add some Mitigation/Comments.
    • Click on Save to save the new Risk, on Save and New to save this and start creating another one. Choosing Save and Notify, Risk will be saved and you could send Note-Notification upon its creation not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.Projects (Risk Management and Lessons Learned) - 4
  5. To edit a Risk, click on it from the list of Risk entities and press the pencil button. Adjust the information you wish and then press Save to save the Risk changes. Choosing Save and Notify, Risk will be saved and you could send Note-Notification upon its edit not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure. Projects (Risk Management and Lessons Learned) - 2
  6. To delete a Risk, multi-check Risks, so as to Delete
  7. To export Risks, multi-check them.
  8. Alternatively, you may (multi)-check Risk and directly convert into Issue, by pressing Move to Issue.Projects (Risk Management and Lessons Learned) - 3

Risks in multiple Projects

  1. Go to Application Menu Icon > Projects> Projects and press the Actions button and select Risk Management. Alternatively, navigate to Application Menu Icon > Projects> Risk Management > Risks.
  2. Here are displayed all Risks from all Projects that you are a Project Manager/Supervisor and you have access on.
  3. To create a new Risk on a Project, press the + icon:
    • Select a specific Project from the list.
    • Fill in the Status, Description and the Date that the risk is Opened.
    • Continue adding Impact and Probability on it. Selecting specific options from these lists will bring a Colour status on the Risk entity later.
    • Add the Proposed Action, Workstream and select the Owner of this Risk, if any.
    • Later on, on this Project, you may want to add the Date Closed, Reason Closed, Next Review Date or add some Mitigation/Comments.
    • Click on Save to save the new Risk, on Save and New to save this and start creating another one. Choosing Save and Notify, Risk will be saved and you could send Note-Notification upon its creation not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
  4. To edit or manage a specific Risk that is added on a Project, enter it from the list of Risks, and:
    • Edit a Risk by pressing pencil button , adjust fields and press Save to save the Risk changes. Choosing Save and Notify, Risk will be saved and you could send Note-<Notification> upon its edit not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
    • Click on Actions button to perform one of the following:
      • Delete the Project Risk. A confirmation message appears.
      • Print current tab view with Project Risk information.
      • Link with another Comidor entity, e.g. a Project, an Event etc. Learn more about how to add a Link in Data Management.
      • Send Note-Notification about this Risk not only to users, but also to external recipients via email.
      • Move to issue, so as to convert quickly a risk into Issue on that Project.
    • Press Tags tab, to add a new Tag on that Risk that it may be private, group, internal or public. From this point, you can also manage old tags that have been added on that Risk.
    • Press Links tab, to see already added Links or add a new Link with another Comidor entity. Check Data Management for more. Press Activity History tab, to track changes or Unlink and added Link.
  5. To manage multiple Risks at once, multi-check them and then:
    • Delete A confirmation message will appear.
    • Link with add a new Link with another Comidor entity. Press in Links to Unlink an added Link.

Issue Logs in a Project

  1. Go to Application Menu Icon > Projects> Projects.
  2. Enter the Project you wish from the list of Projects.
  3. Click on the Issue Logs tab.Projects (Risk Management and Lessons Learned) - 6
  4. To create a new Issue Log, press the + icon and:
    • Fill in the Status, Description and from whom this has Raised by.
    • Continue with Date Opened, Severity Rating and Due Date.
    • Later on, you may fill in the Impact, Date Closed and add some Comments.
    • Click on Save to save the new Issue Log, on Save and New to save this and start creating another one. Choosing Save and Notify, Issue Log will be saved and you could send Note-Notification upon its creation not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
  5. To edit an Issue Log, click on it from the list of Issue Log entities and press the pencil button. Adjust the information you wish and then press Save to save the Issue Log changes. Choosing Save and Notify, Issue Log will be saved and you could send Note-Notification upon its edit not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.Projects (Risk Management and Lessons Learned) - 7
  6. To delete an Issue Log, multi-check Issue Logs, so as to Delete.

In case you have set a RAG Status parameter set for Open Issues, RAG Status will change upon the specified criteria.

Assumptions in a Project

  1. Go to Application Menu Icon > Projects> Project.
  2. Enter the Project you wish from the list of Projects.
  3. Click on the Assumptions tabProjects (Risk Management and Lessons Learned) - 8
  4. To create a new Assumption, press the + icon and:
    • Fill in the Assumption.
    • Then, add the Date Recorded.
    • Add the Workstream and select from whom this Assumption has Raised by.
    • Finally, add the Impact Description and some Comments.
    • Click on Save to save the new Assumption, on Save and New to save this and start creating another one. Choosing Save and Notify, Assumption will be saved and you could send Note-Notification upon its creation not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
  5. To edit an Assumption, click on it from the list of Assumptions entities and press the pencil button. Adjust the information you wish and then press Save to save the Assumption changes. Choosing Save and Notify, Assumption will be saved and you could send Note-Notification upon its creation not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.Projects (Risk Management and Lessons Learned) - 9
  6. To delete an Assumption, multi-check Assumptions, so as to Delete.

Customer Complaints in a Project

Customer Complaints can be matched with an Action.

  1. Go to Application Menu Icon > Projects> Projects.
  2. Enter the Project you wish from the list of Projects.
  3. Click on Customer ComplaintsProjects (Risk Management and Lessons Learned) - 10
  4. To create a new Customer Complaint, press the + icon and fill in the Basic Info:
    • First, add a short Description and the Category of this Customer Complaint.
    • Then, complete the Date Opened and the Owner of this Customer Complaint.
    • Impact and Priority of this Customer Complaint can be added.
    • Date Closed can be added later.
    • Customer Complaints can be matched with an Action.Projects (Risk Management and Lessons Learned) - 11
    • Click on Save to save the new Customer Complaint, on Save and New to save this and start creating another one. Choosing Save and Notify, Customer Complaint will be saved and you could send Note-Notification upon its creation not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure. When a new Customer Complaint is added, a System-Notification will be sent to the Project Manager.Projects (Risk Management and Lessons Learned) - 13

     

  5. To edit a Customer Complaint, click on it from the list of Customer Complaints entities and press the pencil button. Adjust the information you wish and then press Save to save the Customer Complaint changes. Choosing Save and Notify, Customer Complaint will be saved and you could send Note-Notification upon its edit not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
  6. To delete a Customer Complaint, multi-check Customer Complaints, so as to Delete.

Actions in a Project

  1. Go to Application Menu Icon > Projects> Projects.
  2. Enter the Project you wish from the list of Projects.
  3. Click on the Actions tab.Projects (Risk Management and Lessons Learned) - 17
  4. To create a new Action, press the + icon:
    • Fill in the Status, Description and select from whom the Action is Raised by.
    • Continue adding the Date Opened and the Due Date.
    • Then, add Impact on it.
    • Later on, on this Project, you may want to add the Date Closed, Severity Rating, and add some Comments.
    • Click on Save to save the new Action, on Save and New to save this and start creating another one. Choosing Save and Notify, Risk will be saved and you could send Note-Notification upon its creation not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.Projects (Risk Management and Lessons Learned) - 18
  5. To edit a Risk, click on it from the list of Actions entities and press the pencil button. Adjust the information you wish and then press Save to save the Action changes. Choosing Save and Notify, Action will be saved and you could send Note-Notification upon its edit not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
  6. To delete an Action, multi-check Actions, so as to Delete. 

Actions in multiple Projects

  1. Go to Application Menu Icon > Projects> Risk Management > Project Actions.
  2. Here are displayed all Actions from all Projects that you are a Project Manager/Supervisor or you have access on.
  3. To create a new Action on a Project, press the + icon and:
    • Select a specific Project from the list.
    • Fill in the Status, Description and from who this is Raised by.
    • Continue adding the Date Opened and the Due Date.
    • Then, add Impact on it.
    • Later on, on this Project, you may want to add the Date Closed, Severity Rating, and add some Comments.
    • Click on Save to save the new Action, on Save and New to save this and start creating another one. Choosing Save and Notify, Action will be saved and you could send Note-Notification upon its creation not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
  4. To edit or manage a specific Action that is added on a Project, enter it from the list of Actions, and:
    • Edit an Action by pressing pencil button , adjust fields and press Save to save the Action changes. Choosing Save and Notify, Action will be saved and you could send Note-Notification upon its creation not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
    • Click on Actions button to perform one of the following:
      • Delete the Project Action. A confirmation message appears.
      • Print current tab view with Project Action information.
      • Link with another Comidor entity, e.g. a Project, an Event etc. Learn more about how to add a Link in Data Management.
      • Send Note-Notification about this Action not only to users, but also to external recipients via email.
    • Press Tags tab, to add a new Tag on that Action that it may be private, group, internal or public. From this point, you can also manage old tags that have been added on that Action.
    • Press Links tab, to see already added Links or add a new Link with another Comidor entity.
  1. To manage multiple Actions at once, multi-check them and then:
    • Delete A confirmation message will appear.
    • Link with add a new Link with another Comidor entity. Check Data Management for more.

Lessons Learned in a Project

  1. Go to Application Menu Icon > Projects> Projects.
  2. Enter the Project you wish from the list of Projects.
  3. Click on the Lessons Learned tab.Projects (Risk Management and Lessons Learned) - 14
  4. To create a new Lesson, press the + icon and:
    • Fill in the Category and the Recommendation.
    • Continue adding Impact on it.
    • Match this Lesson Learned with an Issue Name, if applicable.
    • Add the Problem/Success
    • Choose who to Notify from the Groups list.
    • Click on Save to save the new Lesson, on Save and New to save this and start creating another one. Choosing Save and Notify, Lesson will be saved and you could send Note-Notification upon its creation not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.Projects (Risk Management and Lessons Learned) - 15
  5. To edit a Lesson, click on it from the list of Lesson entities and press the pencil button. Adjust the information you wish and then press Save to save the Lesson changes. Choosing Save and Notify, Lesson will be saved and you could send Note-Notification upon its edit not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
  6. To delete a Lesson, multi-check Lessons, so as to Delete them.

Lessons Learned in multiple Projects

  1. Go to Application Menu Icon > Projects> Lessons Learned.
  2. Here are displayed all Lessons Learned from all Projects that you are a Project Manager/Supervisor or you have access on.
  3. To create a new Lesson Learned on a Project, press the
    • Fill in the Category and the Recommendation.
    • Continue adding Impact on it.
    • Add the Problem/Success
    • Choose who to Notify from the Groups list.
    • Click on Save to save the new Lesson, on Save and New to save this and start creating another one. Choosing Save and Notify, Lesson will be saved and you could send Note-Notification upon its creation not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
  1. To edit or manage a specific Lesson Learned that is added on a Project, enter it from the list of Lessons Learned, and:
    • Edit a Lesson Learned by pressing pencil button , adjust fields and press Save to save the Lesson Learned changes. Choosing Save and Notify, Lesson Learned will be saved and you could send Note-Notification upon its edit not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
    • Click on Actions button to perform one of the following:
      • Delete the Project Lesson Learned. A confirmation message appears.
      • Print current tab view with Project Lesson Learned information.
    • Press Tags tab, to add a new Tag on that Lesson Learned that it may be private, group, internal or public. From this point, you can also manage old tags that have been added on that Lesson Learned. Putting Tags in Lesson Learned may help you in grouping them, filtering and finally find them easier.
    • Press Activity History tab, to track changes.
  2. To manage multiple Lessons Learned at once, multi-check them and then Delete. A confirmation message will appear.