Keep risks, issues, site records and documents
Log risks and issues, record RFIs, submittals, defects and daily site logs, and store project documents with revisions.
Before you begin
The registers shown on a project depend on its feature profile (Risks, Issues, RFI, Submittals, Deliverables, Warranty / defects, Site / field logs, Documents). Adding or changing a record needs project.edit, which the built-in Project member role does not include.
Steps: risks and issues
- Open the project and its Risks or Issues tab, or Projects > Execution > Issues for every project.
- Press New.
- For a risk, enter the Risk title, Category, Probability (1-5), Impact (1-5), Owner, Due date, Status (Open, Mitigating, Occurred or Closed) and the Mitigation.
- For an issue, enter the Issue title, Priority (Low, Medium, High, Urgent), Owner, Due date, Impact, the related Task, the Status (Open, In progress, Resolved, Closed) and the Resolution.
- Press Save. The record appears on the activity feed.
Switch between list and Kanban with the toggle. A risk's exposure is probability x impact, out of 25. At 15 or more the Overview shows it as a high risk alert, and the project manager receives a notice.
Steps: other registers
The same New and Save pattern applies to:
- RFIs (numbered RFI-): question, assigned to, due date, cost impact, schedule impact in days, response.
- Submittals (numbered SUB-): title, specification, supplier, reviewer, revision, status from Draft to Approved, Approved as noted or Rejected.
- Deliverables: owner, due date, task, customer approval and status.
- Defects: reported date, location, severity and status through Fixed and Closed.
- Daily logs (Execution > Site / Field Logs): date, weather, temperature, labour, materials and equipment used, site diary, issues and checklist.
Steps: documents
- Open Projects > Execution > Documents, or the Documents tab of a project.
- Press Upload Document.
- Enter the Title and Type, then optionally a document number (blank is automatic), Revision (blank is next), Issued to, Issue date, Status and a Note.
- Choose the file and press Upload. Files must be 20 MB or smaller.
- To replace a file, press New revision on the document. Older revisions stay listed as superseded.
A template can create document placeholders such as Contract, Project plan and Meeting minutes when you create the project.
Notices
Press Notifications under Execution to see what waits for you: tasks overdue, milestones due within seven days, budget exceeded or forecast over budget, high risks and overdue invoices. An administrator with project.configure can run the scan for the company.
What happens next
The Overview counts open risks, issues and changes for the project. Reports can list risks across projects. See Follow cost, forecast, profit and revenue recognition.
Good to know
- If your role cannot add records, you see 'You do not have permission for this action.' Ask your administrator.
- A register whose feature is off in the profile does not appear as a tab.
- On a closed project, registers are read-only.