An issue is an overall objective to be completed; e.g., the acceptance of a submittal or the mitigation of a known risk.
An issue contains one or more action items; each action item represents a specific task - with assignee(s) and due date - which needs to be completed and resolved to move towards closure of the overall issue.
The ”Project Issues” page can be activated by clicking on the ”Issues / Actions” link in the button bar at the top of the IPCS page. It can also be activated from the Project Listing page, when the user elects to “Show Issues” column. This will display the number of issues as a link.
The "Project Issues" page has three main sections within the body. Those are:
From this page you can manage all aspects of an Issue including:
To help the user identify which project they are currently working with, project information has been placed near the top of the page.
The user can use the filtering to narrow or broaden the results. By default, only Open issues are displayed. Users can also export the results of the filtering to excel.
By default, Issues that are assigned to the project level are shown in the results. Issues can also be associated with a specific Contract.
Filtering allows the user a way to pare down or expand the results in the Issue List. By default they are sorted by Date Created as well as being filtered down to those with a Status of Open.
You can export the results of the filters by clicking on the “Export to Excel” button, to the right of the filters.
A project, and contracts associated with it, may have zero or more Issues associated with them. Each Issue can have zero or more Action Items associated with them. Issues are containers for tasks and Action Items are items needing completion to complete an Issue.
Issues are grouped either by Project Contract or Project. The tabs at the top of the Issues List reflects this. There are “My Issues” and “Project Level” tabs, first and last respectively, as well as a tab for each contract associated with the project.
The “My Issues” tab will display any Issues that meet the filter criteria that are either assigned to you or have an Action Item assigned to you.
Issues are ordered by Display Id in descending order. The color of the header denotes the importance of an issue:
From within the list, you can create a New Issue; from within each Issue you can View or Edit as well as perform operations on Action items. More on Action Items later.
You can create a New Issue one of two ways, by clicking the New Issue button either above the Issue list or from within one of the Issue tabs. If you clicked the button outside the Issue list or from within the Project tab, it will not select a Contract on the New Issue page. If you clicked the button from within a Contract tab, that Contract will be selected on the New Issue page.
The New Issue screen
All fields are optional with the exception of:
Please note that Due Date is optional for Issues, but are required for Action Items.
The Assigned To and CC users can be of two types. First is an existing user, the second is an email only user. The first type is a current user of this system. They have a login account. The second is just an email. They cannot login to the system but will receive emails when changes are made.
It is important to note that the CC users are there to receive notifications only. They are not assigned to the Issue, but could be assigned to an Action Item associated with it.
At this point you may attach one or more files for the issue. Once all required information has been input, click the Save Issue button. If you’d like to cancel, you may click the Back to Issues List button to return to the Issues List.
The View and Edit Issue pages share the same layout and fields. The difference is being able to edit the base Issue information as well as Mark Issue as Closed and Mark Issue as Cancelled when in edit mode.
The View Issue screen
The Edit Issue screen - Only top section showing differences between View and Edit
Back to Issues List - Returns user to Issues List
Delete - Deletes the Issue and all Action Items
Edit Issue - Takes user to Edit Issue page
Issue Cover Sheet - Creates a coversheet for the Issue. A coversheet shows information about the Originator and issue.
Save Issue - Saves the edited Issue
Mark Issue as Closed - Closes the issue.
Mark Issue as Cancelled - Marks the Issue as cancelled. Useful for when you want to preserve the Issue for later reference.
All Action Items associated with the Issue will be shown here. More on Action Items later in the document.
Displays all comments for an Issue as well as allowing the user to Add a Comment.
Displays a grid of all attachments uploaded for the Issue. Also allows the user to Add Another attachment.
Anytime something changes with the Issue, e.g. Edited, Action Item Added, etc., the users in the Assigned To and CC fields will receive an email. Any emails sent will be listed in this section.
By default, the Audit Log is not displayed. To view the Audit Log, click the Show audit log link. The Audit Log will display any changes made to the Issue or associated Action Items. It will display the Date, Changed By, and the changes made.
Action Items are actions that need to be performed to complete an Issue. This could range from reviewing documents to providing feedback, anything. To view the Action Items for an Issue, you can see them embedded in each Issue in the Issues List or you can view them while viewing or editing the Issue. From either location you can create new or manage existing Action Items.
Action Items embedded in Issue. From the Issues List
From the Create New Action Item screen, you can create a new Action Item as well as upload attachments for it. All fields are required with the exceptions of:
Create Action Item screen
Once all data has been entered, the user can click the Save Action Item button. If you’d like to cancel, you can click the Back to Issues List button.
The View and Edit Action Item pages share the same layout and fields. The difference is being able to edit the base Action Item information when in edit mode.
View Action Item screen
Edit Action Item screen
An Action Item can only be marked as resolved from either the Action Item List embedded in an Issue in the Issues List or from the View Action Item Page.
Back to Issues List - Returns user to Issues List
Edit - Takes user to Edit Action Item page
Delete - Deletes the Action Item
Resolve... - Marks the Action Item as Resolved.
Save Action Item - Saves the edited Issue
Back to Issues List (or Back to Issue if coming directly from View or Edit Issue) - Returns user back to Issues List or Issue.
Displays all comments for an Action Item as well as allowing the user to Add a Comment.
Displays a grid of all attachments uploaded for the Action Item. Also allows the user to Add Another attachment.
Anytime something changes with the Action Item, e.g. Edited or Resolved, the users in the Assigned To and CC fields will receive an email. Any emails sent will be listed in this section.
By default, the Audit Log is not displayed. To view the Audit Log, click the Show audit log link. The Audit Log will display any changes made to the Action Item. It will display the Date, Changed By, and the changes made.
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