Yes, an Issue can be auto-created based on an occurred Risk. Below are the steps to follow to implement this on your PPO instance.
This FAQ covers:
- Adding the "Occurred" status on the Risk entity
- Updating of calculated fields, the global filter and adding a shared filter on the Risk entity
- Adding the entity list type field and business rule adjustments.
Adding the "Occurred" status on the risk entity
The Risk-Status custom list needs to be updated by adding the "Occurred" status. This is used to trigger the business rule to auto-create the Issue. To add the new custom list item (if it doesn't already exist), hover over Administration, select Custom Lists, and select the Risk Status custom list.
Updating of calculated fields, the global filter, and adding a shared filter on the Risk entity
Calculated field - Age
Update the Age calculation to exclude Risks with a status of Occurred. In the above screenshot, you will notice the Key of the new custom list item is 390. This needs to be added to the existing Formula as shown below:
Calculated field - Days Overdue
Update the Days Overdue calculation to exclude Risks with a status of Occurred in the Formula as shown below:
Calculated fields - Issue Type Mapping
When auto-creating the Issue, we need to map which Risk types belong to which Issue types. We achieve this through a calculated field that is hidden from users but is used in the business rule when automatically creating the Issue. For more information on calculated fields, see this article. If you however need help from the support team, feel free to log a support ticket.
Updating the risks global filter
The Risk Global filter needs to be updated to exclude risks that have Occurred as they will now actively be managed as an Issue.
Adding a shared filter on the Risk entity
To allow filtering on the Issue List to only show Issues that were created from an Occurred Risk, we need to implement a shared filter. This shared filter is also used when implementing the new entity list field shown in the next section.
Adding the entity list type field and business rule adjustments.
Add an Entity List type field
The entity list type field needs to be added to the Issue entity to allow for the linking of an Issue to an occurred Risk. For more details on implementing an entity list type field see the following knowledge base article:
Business rule amendments
PPO by default notifies project stakeholders of risks being added/edited and issues being added/edited. Should you want to focus attention on occurring risks that have translated into open issues one would need to adjust all email events set to trigger when a risk is updated to include the following exception:
All email events set to trigger when an issue is added would need the following exception:
The above business rule changes allow you to set up an email more focused on a Risk occurring and the Issue being created from an occurred risk. See the example below:
Example email rule to trigger based on a Risk Occurring
Once a Risk has occurred, users should not be allowed to edit the Risk. To achieve this, a Validation rule must be implemented as below:
Log a Support Ticket
The last step is to log a support ticket requesting the support team to add a Web Service that will auto-create the Issue based on the Risk Occurring.
You will need to provide the following information for the support team to set up the web service:
- Which field on the Issue entity holds the link to the risk record that occurred.
- The mapping between the risk record and the issue record when the issue is created (e.g Risk Title = Issue Title, Risk Description = Issue Description” etc).