Issue Business Process
Use the Issue business process to track issues on a project, which may or may not include costs. Issues can be created from many other business processes, such as Risk or RFI, and may in turn create Change Requests.
Characteristics
This is a Project-level business process with a workflow, provided in the system template.
Record Statuses
| Status | Resulting State |
|---|---|
| Canceled | terminal |
| Closed | terminal |
| Closed_Cost_Impact | terminal |
| Closed_No_Imp | terminal |
| Closed_SchedCost_Imp | terminal |
| Closed_Sched_Impact | terminal |
| Awaiting_Review | non-terminal |
| Open | non-terminal |
| Sent_for_Revision | non-terminal |
Workflow
The default workflow for the Issue business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can approve or reject the record or send it on to others.
Related Processes
The Issue business process might create the following business processes: Change Request
The Issue business process might be created by the following business processes: Daily Report, Meeting Minutes, Request for Information, Risk
Creating an Issue Record
Create an Issue record by navigating to Project Management / Issue on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Issue task that has been assigned to you from the Tasks log.
Complete the Issue form and attach related documents, if needed. After completing the form, select Send, and select an action in the Workflow Actions list to determine the next step in the workflow. Select Send to route the form to the next assignee.
Note:
You must enter a value in all required fields (*) before you can save the form.- Go to your Project tab, and switch to User mode.
- In the left Navigator, select Project Management, and then select Issue.
- On the Issue page, select Create. Refer to the tables below to complete the form. You can select Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
- To add attachments, go to the Attachments tab, and select Attach Files
.
- After completing the form, select Send.
- On the Workflow Action Details tab, select who should receive this BP.
- If permitted, you can add users to the CC list. These users will receive a notification about this BP but are not assigned a task.
- If permitted, you can select lists of members in the Contact List section. These members also receive a notification about this BP but are not assigned a task.
- If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
- Select Send.
- In the Notification window, review the content, and select OK.
The record moves to the next step in the workflow.
Completing the Issue Form
Key Information
Enter the main information about the issue.
| Field Name | Access | Description |
|---|---|---|
| Title | Required | Enter a title. |
| Amount | Read-Only | Total amount (sum of amounts for all line items) |
| Issue Priority | Editable | The priority of the issue |
| Issue Severity | Editable | The severity of the issue |
| Identified By | Editable | The person who has identified the risk |
| Identified Date | Editable | The date the risk was identified |
| Contract | Editable | The contract that is a reference to this record |
| Spec Section | Editable | Specification section |
| Exclude from Reporting? | Editable | Used to exclude this record from some project or organizational reports |
Description
Enter a brief description of the issue and provide further details on the long description field.
| Field Name | Access | Description |
|---|---|---|
| Short Description | Editable | Enter a description of 250 characters or fewer. |
| Detailed Description | Editable | The detailed information about the short-description field. The field size can be expanded. |
Resolution
Enter information about how and when this issue is expected to be resolved. After it is resolved, you can specify the date it was resolved.
| Field Name | Access | Description |
|---|---|---|
| Forecasted Resolution Date | Editable | The date when the issue threat has been eliminated, is no longer present, or is resolved independently |
| Notes | Editable | Any additional notes |
| Actual Resolution Date | Editable | Actual date of Issue Resolution |
Cost & Schedule Estimates
Identify the total estimated impact in terms of cost and schedule that may have this issue. The figures are the sum of all the estimates of all the line items.
| Field Name | Access | Description |
|---|---|---|
| Cost Impact | Editable | Indicates whether there is a cost impact |
| Schedule Impact | Editable | Indicates whether there is a schedule impact |
| Owner Cost Estimate | Editable | If there is a cost impact, this field shows the total amount of the cost impact. |
| Owner Schedule Impact Estimate (Days) | Editable | If the schedule is impacted, this field indicates the number of days that impact the schedule. |
| Cost Impact Notes | Editable | If there is a cost impact, describe the reason. |
| Schedule Impact Notes | Editable | Description of why the schedule is impacted, if a schedule impact is indicated |
Change Request
The fields below determine whether or not a Change Request Record will be automatically created after this issue is closed.
| Field Name | Access | Description |
|---|---|---|
| Create a Change Request? | Editable | Change request will be auto-created with the selection of the Contract as a requirement to = Yes. |
| Change Request Record | Read-Only | Link to the created Change Request record, after created from an Issue |
| Change Reason | Editable | The reason for this change |
Record Information
System information about this record
| Field Name | Access | Description |
|---|---|---|
| Record Number | Read-Only | System-assigned record number |
| Status | Read-Only | Record status for a workflow BP record is based on the workflow action preceding the current workflow step. |
| Creator | Read-Only | Creator of this record |
| Creation Date | Read-Only | Date that the record was created |
| Record Last Update Date | Read-Only | Date that the record was last updated |
| Business Process Record URL | Read-Only | A shareable link to this record, for anyone with the necessary permissions |
| Project Name | Read-Only | Name of the project |
| Project Number | Read-Only | Unique Project Number |
Related Activity/Milestone
Schedule information of the selected activity/milestone
| Field Name | Access | Description |
|---|---|---|
| Activity/Milestone | Editable | Select the activity or milestone that should be used to track the planned and actual dates in this record. |
| Activity Name | Read-Only | The name of the selected activity/milestone from Project Schedule |
| Planned Start | Read-Only | The planned start date from the selected activity/milestone |
| Planned Finish | Read-Only | The planned finish date from the selected activity/milestone |
| Actual Start | Read-Only | The actual start date for the project from the schedule activity/milestone |
| Actual Finish | Read-Only | The actual finish date from the selected activity/milestone |
Currency
If the currency of this Issue is different from the project currency, specify it here.
| Field Name | Access | Description |
|---|---|---|
| Transaction Currency | Editable | If there are multiple currencies defined, use this field to specify a currency other than the project currency. |
| Rate in Project Currency | Read-Only | Exchange rate that will be used to calculate the Project Currency Amount. This will be set after the record is saved, submitted, or sent forward in the workflow. After it is set for a record, it cannot be changed. |
| Project Currency Amount | Read-Only | This field shows the amount of the transaction, according to the project currency. |
Consolidating Line Items
Issue line items can be consolidated from the following business processes:
- Issue
- Risk
Completing the Line Items tab
Issue Information
Cost breakdown for this Issue line item
| Field Name | Access | Description |
|---|---|---|
| Cost Code | Required | Enter a cost code. |
| Code Name | Read-Only | Populates the code name of the selected cost code |
| Cost Impact | Editable | Cost impact of this issue line item |
Description
Description for this Issue line item.
| Field Name | Access | Description |
|---|---|---|
| Short Description | Required | Enter a description of 50 characters or fewer. |
| Detailed Line Item Description | Editable | Enter additional detailed information about the line item description field. |